MakersHub is designed to reduce risk by enforcing controls, approvals, and data validation, but strong real-world practices are essential to fully protect your business.
This article outlines best practices for preventing fraud using both the MakersHub platform and practical operational safeguards.
How MakersHub Helps Protect Against Fraud
MakersHub is built to minimize risk by adding structure, visibility, and accountability to the accounts payable process.
Approval workflows enforce separation of duties - Bills must move through defined approval paths before payment can be released. This reduces the risk of unauthorized payments and ensures multiple sets of eyes review transactions.
Required data validation before payment - Incomplete or improperly coded or unapproved bills cannot be paid. Vendors, accounts, and payment details must be present and validated before funds are released.
Centralized audit trail - Every action in MakersHub is logged, including uploads, edits, approvals, and payments. This creates a clear audit trail that helps identify anomalies quickly.
Vendor payment controls - Vendor payment methods are stored centrally and can be restricted to specific users. Changes to payment details are saved and verification is timestamped with the user id.
Reduced manual handling - By eliminating email-based approvals, spreadsheets, and ad-hoc payments, MakersHub reduces opportunities for interception, spoofing, or manipulation.
Best Practices Within MakersHub
To get the most protection from the platform, we strongly recommend the following configuration and usage practices.
Enforce strong separation of duties - Only grant users the access they need. Uploading bills, approving bills, and releasing payments should not all be handled by the same person.
Require authorization for all payments - Fraud often occurs with vendors that feel familiar. All payments should be reviewed and authorized. Skipping approvals for routine payments removes an important safeguard in the system.
Limit who can edit vendor payment details - Limit users who have accounting or admin access as this permission allows user to see, update, and verify payment information. Vendor banking changes should be restricted to a small group and reviewed regularly.
Review bills before approval - Approvers should confirm vendor name, amount, and payment method rather than approving based on familiarity alone.
Monitor payment activity regularly - Set a cadence to review recent payments and vendor changes so irregularities are caught early.
Use individual user accounts, not shared access - Shared access removes accountability and makes it difficult to trace actions during audits or investigations.
Keep permissions aligned with current roles - Excess permissions increase risk over time, especially as team members change roles or leave the organization.
Real-World Fraud Prevention Best Practices
Technology alone cannot prevent fraud. The following real-world practices are just as important.
Be cautious with emailed payment requests - Fraudsters often impersonate vendors and request urgent payment or banking changes. Always verify requests through a known contact method before taking action.
Never rely on urgency - Requests that create pressure or bypass normal process are a common fraud signal. Legitimate payments should always follow established workflows.
Verify vendor banking changes independently - Any request to update ACH or check information should be confirmed directly with the vendor using a phone number you already trust.
Train your team to recognize fraud patterns - Ensure everyone involved in AP understands common tactics such as spoofed email domains, last-minute changes, and urgency-based requests.
Avoid shared inbox approvals - Approvals should be tied to individual users, not shared email addresses. This preserves accountability and auditability.
Common Fraud Scenarios and How to Avoid Them
“Urgent payment needed today” emails - Pause and verify. Urgency is one of the most common fraud indicators.
Vendor requests to update bank information - Confirm the change verbally with a known contact before updating payment details.
Small test payments - Fraudsters may attempt small payments to test access before escalating amounts. Review all payments regardless of size.
When to Contact Support
If you suspect fraudulent activity or notice unexpected changes, contact support immediately and include the following information.
Bill ID or payment ID
Vendor name
Date and amount
What behavior looked unusual
Acting quickly can help prevent further exposure.
MakersHub is designed to reduce fraud risk by enforcing controls and transparency, but no system can replace thoughtful review and strong internal processes. Combining platform safeguards with real-world best practices provides the strongest protection.
If you have questions about configuring approval workflows or permissions to improve fraud protection, our support team is happy to help.