Vendor Fraud

Vendor fraud often begins long before an invoice reaches the finance team. A fake supplier record, altered bank account, or duplicate invoice can appear legitimate unless supporting documents and vendor information are carefully verified throughout the procurement lifecycle.

What Is Vendor Fraud?

Vendor fraud refers to any deliberate attempt to deceive an organization through its supplier management or procurement process. The objective is to receive unauthorized payments, divert company funds, or exploit weaknesses in vendor approval workflows.

Unlike administrative errors, vendor fraud is intentional. Fraudsters may create fictitious suppliers, alter payment details, submit duplicate invoices, or manipulate vendor records to make fraudulent transactions appear genuine. When these actions enter payment workflows, they become a direct form of accounts payable fraud.

Vendor fraud can occur across multiple business functions, including:

• Vendor onboarding
• Vendor master management
• Purchase order processing
• Invoice processing
• Accounts payable
• Payment approvals

As organizations manage larger supplier networks and higher document volumes, identifying inconsistencies manually becomes increasingly difficult. Procurement teams therefore rely on structured verification processes to confirm vendor identity, banking information, tax records, and supporting documents before payments are released.

Why Does Vendor Fraud Happen?

Vendor fraud usually exploits weaknesses in business processes rather than technology alone.

Some common causes include:

• Inadequate vendor verification during onboarding
• Poor segregation of approval responsibilities
• Manual review of large invoice volumes
• Uncontrolled changes to vendor master records
• Limited monitoring of supplier payment activity

Fraud becomes easier when procurement documents are reviewed independently instead of being validated together. Controls such as three-way matching help compare purchase orders, invoices, and goods receipts before payment.

Want to strengthen vendor verification? Learn how automated document tampering detection helps teams identify altered supplier documents before approval.

How Vendor Fraud Works

Vendor fraud rarely occurs because of a single failed control. It usually develops across multiple stages of the procurement lifecycle, where small inconsistencies remain unnoticed until payment has already been processed.

The objective is simple: make a fraudulent transaction appear like a legitimate business transaction.

Stage	What Happens	Example
Vendor Onboarding	Supplier information and supporting documents are submitted.	A fake company is registered using forged business documents.
Vendor Verification	Procurement verifies business details, tax records, and bank accounts.	Bank details are changed after initial approval without secondary verification.
Purchase Order	Purchase requests and purchase orders are created.	Unnecessary purchase orders are generated to support future invoices.
Invoice Submission	Vendor submits invoices for payment.	Duplicate invoices are submitted with slightly modified invoice numbers.
Invoice Approval	Finance validates invoices before payment.	Manual review fails to identify altered banking information.
Payment Processing	Funds are transferred to the vendor account.	Payment is released to an unauthorized account.
Audit & Investigation	Discrepancies are identified during reconciliation or audits.	Duplicate payments are discovered several weeks later.

Most fraud prevention efforts focus on the payment stage. In practice, the greatest opportunity to reduce vendor fraud exists much earlier during vendor onboarding, supplier verification, and document validation.

Common Types of Vendor Fraud

Vendor fraud can take several forms depending on where weaknesses exist within procurement and accounts payable processes.

Fake Vendor Fraud

A fictitious supplier is added to the vendor master database using fabricated business information or forged registration documents. Invoices are then generated and approved for goods or services that never existed.

Duplicate Invoice Fraud

Duplicate invoice fraud occurs when a vendor intentionally submits the same invoice more than once. Minor changes such as invoice numbering, formatting, or submission dates make duplicate payments difficult to identify through manual reviews.

Vendor Master Manipulation

Vendor master records store supplier names, banking information, addresses, tax identifiers, and payment details. Unauthorized modifications to these records can redirect future payments without creating obvious signs of fraud.

Employee-Vendor Collusion

An employee and an external supplier work together to approve inflated invoices, unnecessary purchases, or unauthorized payments. Because approvals appear legitimate, collusion often remains undetected until an audit.

Shell Company Fraud

A shell company is created solely to receive payments from an organization. Although documentation may appear complete, the supplier provides no genuine products or services.

Invoice Manipulation

Instead of creating fraudulent suppliers, legitimate invoices are modified before approval. A structured invoice fraud detection process checks document fields, vendor information, and payment instructions for inconsistencies.

Common alterations include:

• Invoice amounts
• Bank account numbers
• Payment instructions
• Tax values
• Product quantities

Small changes often bypass manual review processes.

Vendor Fraud vs Procurement Fraud

These terms are frequently used together, but they are not identical.

Vendor Fraud	Procurement Fraud
Focuses specifically on supplier-related fraud.	Covers fraud throughout the procurement lifecycle.
Includes fake vendors, duplicate invoices, and payment diversion.	Includes vendor fraud, bid rigging, kickbacks, contract manipulation, and purchasing fraud.
Usually affects vendor onboarding, invoices, and payments.	Can occur from supplier selection through contract completion.
Primarily involves supplier records and payment information.	Covers all procurement activities and controls.

Vendor fraud should therefore be viewed as one category within the broader area of procurement fraud.

Common Warning Signs of Vendor Fraud

Vendor fraud rarely begins with large, obvious transactions. Most cases start with small inconsistencies that gradually become larger over time.

Organizations commonly investigate transactions when they observe:

• Multiple vendors sharing identical bank account details
• Frequent vendor master updates
• Duplicate invoice numbers
• Missing tax registration documents
• Payments just below approval limits
• Personal email addresses used for business suppliers
• Sudden increases in invoice value
• Invoices submitted outside normal business cycles
• Manual overrides during payment approvals

No single indicator confirms fraud. Multiple warning signs appearing together usually warrant additional verification. The risk is especially high in non-PO invoice compliance workflows, where traditional purchase-order controls may not be available.

Benefits of Early Vendor Fraud Detection

Detecting vendor fraud before payment approval helps organizations reduce financial and operational risks.

Some of the primary benefits include:

• Reduced duplicate and unauthorized payments
• More reliable vendor master records
• Better audit readiness
• Stronger supplier governance
• Faster investigation of suspicious transactions
• Improved procurement transparency

For procurement teams processing thousands of supplier documents, identifying inconsistencies early is considerably less disruptive than recovering funds after payment.

Vendor verification begins with accurate documents. Explore KlearStack’s intelligent document processing capabilities for reviewing supplier records, invoices, and supporting documents before payments are approved.

Benchmarks

Organizations are placing greater emphasis on vendor verification as procurement ecosystems become increasingly digital. Internal controls now extend beyond invoice approvals to include supplier onboarding, master data management, document validation, and continuous monitoring.

Industry guidance from procurement and internal audit bodies consistently recommends:

• Periodic reviews of vendor master data
• Segregation of vendor creation and payment approval duties
• Independent verification of supplier banking details
• Three-way matching between purchase orders, invoices, and goods receipts
• Continuous monitoring of unusual payment activity

The effectiveness of these controls depends on maintaining accurate supplier documentation throughout the vendor lifecycle rather than relying solely on payment-stage reviews.

Drawbacks and Limitations of Manual Vendor Verification

Manual vendor verification remains common across procurement teams, but it becomes increasingly difficult as supplier volumes grow. Reviewing every onboarding document, invoice, and payment request individually takes time and leaves room for inconsistencies.

• High review effort: Teams spend considerable time validating vendor registration documents, tax certificates, banking details, and invoices.
• Inconsistent verification: Different reviewers may apply different standards when checking supplier information.
• Delayed supplier onboarding: Manual document reviews can slow procurement activities and delay vendor activation.
• Missed anomalies: Duplicate invoices, altered banking information, or forged documents may appear genuine during routine reviews.
• Scalability challenges: As supplier volumes increase, maintaining consistent verification across every document becomes increasingly difficult.

The objective should not be to manually review every document. Instead, organizations should focus human attention on exceptions and higher-risk supplier records while routine validations follow standardized verification rules. AI in accounts payable can help apply those controls consistently at scale.

Real-World Example

Illustrative example for educational purposes.

A manufacturing company receives nearly 6,000 supplier invoices every month from hundreds of vendors operating across multiple regions.

During an internal audit, the finance team identifies multiple payments made to recently updated bank accounts. Investigation reveals that several vendor master records had been modified without secondary verification.

Following the review, the organization introduces additional validation during vendor master updates and strengthens document verification before payment approval.

As a result:

• Vendor banking changes require independent verification.
• Duplicate invoices are identified before payment processing.
• Procurement and finance teams review the same supplier information using standardized validation procedures.
• Vendor master updates become easier to audit during compliance reviews.

The improvements come from stronger verification controls rather than increasing the number of manual reviews.

Book a KlearStack demo using your own difficult supplier documents. See how the workflow can route exceptions for manual review while routine documents continue through standardized checks.

Conclusion

Vendor fraud is rarely the result of a single failed payment control. It usually develops through a series of unnoticed changes across supplier onboarding, vendor master management, invoice processing, and payment approvals.

Organizations that validate supplier information throughout the vendor lifecycle are better positioned to identify inconsistencies before financial losses occur. The goal is not to review every document manually but to apply consistent verification controls where they provide the greatest value.

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