Payment checklist
Six checks for project scope, invoice details, changed instructions, independent verification and approval before release.
- Mail Us: sales@computerbilities.com
- Call Us: 919-469-5060
FREE RESOURCE FOR CONSTRUCTION BUSINESSES
Before You Pay
Construction Invoice-Fraud Prevention Kit
A supplier changes bank details. A subcontractor needs an urgent payment. Give your team a practical way to verify the request before money leaves your account.
- Check invoices, payment changes and approval requests.
- Use a vendor request template, callback script and verification record.
- Know whom to contact if a suspicious payment was sent.
9 pages Fillable PDF Free to download
BUILD A REPEATABLE PAYMENT CHECK
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WHAT YOU WILL GET
Five tools for safer payment decisions
Callback script & record
A suggested vendor-verification script and fillable record for the trusted contact, evidence, reviewer and decision.
Team procedure
Assign who verifies requests, reviews changes and edits vendor details, including a backup when someone is on a jobsite.
Response card & practice
Prepare bank, finance and IT contacts, then walk through a fictional urgent supplier-payment scenario with your team.
Vendor request & signing guide
A fillable bank-detail change request for the vendor, a separate internal verification record, and instructions for using your own authenticated signing process.
FOR OWNERS, ACCOUNTING AND PROJECT MANAGERS
Give urgent requests a consistent process.
This kit focuses on the decisions around construction supplier invoices, subcontractor payments, materials deposits and changes to vendor banking details.
- Review the checklist with finance. Fit the steps into your existing purchasing and payment approvals.
- Agree on a trusted callback process. Record where verified contact details are kept and who reviews a change.
- Practice before the next payment run. Use the included scenario to find gaps and assign two improvements.
Before you download
Can we fill out the PDF on a computer?
Yes. Save a copy and type into the fields, or print it and write your answers. Keep completed worksheets in your restricted accounting workspace. Full banking details should stay in your approved secure system.
Is it useful if we already have accounting software or an IT provider?
Yes. Use the kit with your finance team and IT provider to clarify the verification and approval steps around your existing systems. It is a planning aid, not a guarantee against fraud.
What if we already sent a suspicious payment?
Contact your bank or payment provider immediately through a trusted number and ask about a stop, recall or reversal. Notify your internal response team and report suspected business email compromise to the FBI’s Internet Crime Complaint Center. Do not wait to download this kit before acting.
Does the vendor template provide a verified signature?
The PDF provides a signature area and secure-signing instructions. Your company must configure signer authentication in its signing service or validate a trusted certificate-based digital signature. A signature alone does not authorize a bank-account change or payment. Confirm the signer’s authority, independently verify the exact banking instructions, and obtain a second authorized review. Keep the signed vendor request unchanged and complete the internal verification record separately.
Does downloading the kit book a sales call?
No. The form gives you access to the resource. If you want help reviewing your priorities, you can separately book a free 15-minute IT risk call.
FROM COMPUTERBILITIES
Construction IT support from the NC Triangle.
Founded in December 1995 and based in Cary, Computerbilities helps construction businesses across Raleigh, Cary, Durham and the Triangle protect the technology their work depends on.