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Online scams are no longer just a personal issue — they’re a growing threat for UK small businesses.
If you want to protect your business from online scams, it’s no longer enough to rely on luck or instinct alone.
February is Safer Internet Month, making it the perfect time to review how secure your systems really are.
With more banking, bookkeeping and payments happening online, scammers are getting smarter — but the good news is that protecting your business doesn’t have to be complicated.
In this guide, we’ll explain how UK SMEs can protect their business from online scams using simple habits, clearer bookkeeping and safer day-to-day processes.
The Most Common Online Scams Targeting UK Small Businesses
Scams aimed at businesses often look convincing, urgent and routine — which is why they work.
Here are some of the most common ones we see affecting SMEs.
1. Fake HMRC Emails and Messages
These usually claim:
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You’re owed a tax refund
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There’s an urgent problem with VAT or PAYE
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Immediate action is required
They often include links that look official but lead to fake login pages designed to steal details.
Red flag: HMRC will never ask for personal or banking details by email or text.
2. Invoice Fraud and “Bank Detail Change” Scams
A supplier email arrives saying their bank details have changed.
Everything looks normal — logo, email signature, invoice number — but the money goes straight to a scammer.
Red flag: Any request to change payment details without verbal confirmation.
3. Phishing Emails Disguised as Software Providers
Emails pretending to be from Xero, Microsoft or your bank asking you to “reset your password” or “confirm unusual activity”.
Red flag: Unexpected login requests or links asking you to act quickly.
4. Internal Payment Scams
These target admin teams, pretending to be the business owner asking for an urgent payment to be made quietly.
Red flag: Pressure, secrecy and urgency combined.
Why Poor Bookkeeping Makes Scams Easier
Scammers thrive on confusion and lack of visibility.
When bookkeeping is messy or delayed, it’s much harder to spot:
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Payments that don’t look quite right
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Duplicate or unfamiliar transactions
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Money leaving the business unexpectedly
If you’re only reviewing your numbers at VAT time or year end, issues can sit unnoticed for weeks — or even months.
Up-to-date bookkeeping isn’t just about compliance — it’s about control.
Simple Ways to Protect Your Business from Online Scams
You don’t need complicated systems or expensive software add-ons. Start with these practical steps:
1. Keep Your Bookkeeping Up to Date
Regular checks mean:
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You recognise transactions faster
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Unfamiliar payments stand out
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Errors are easier to fix early
Even a weekly review can make a huge difference.
2. Limit Access to Your Accounting Software
Not everyone needs full access.
In Xero, you can:
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Assign different user roles
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Restrict who can make payments or change bank details
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Remove access when staff leave
This reduces both accidental mistakes and intentional misuse.
3. Use Strong Passwords and Two-Step Verification
It sounds basic — but it works.
Make sure:
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Passwords are unique (not reused across systems)
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Two-step verification is switched on wherever possible
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Logins are not shared
4. Always Verify Bank Detail Changes
Create a simple rule:
No bank detail changes without verbal confirmation.
A quick phone call can prevent thousands of pounds being lost.
5. Slow Down
Scammers rely on panic.
If something feels urgent, unexpected or “off”:
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Pause
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Check
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Ask someone else
A calm second look often reveals the problem.
How Xero Helps Support Safer Working Practices
While no software can stop scams completely, using Xero properly can significantly reduce risk.
Xero allows you to:
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Control who can make payments or edits
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Track changes and user activity
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Reconcile bank transactions regularly
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Spot unusual patterns quickly
When Xero is set up correctly and used consistently, it becomes much easier to see what’s really happening in your business — and that visibility is one of the best protections you can have.
A Quick Scam-Proofing Checklist
Ask yourself:
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Do I review my bookkeeping regularly?
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Do the right people have the right level of access?
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Would I spot an unfamiliar payment quickly?
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Do we verify payment changes every time?
If any of these feel uncertain, that’s a sign it’s time to tighten things up — not because you’re doing anything wrong, but because online risks are increasing for everyone.
Confidence Comes From Clarity
Online scams are frightening — but they’re also avoidable with the right habits and support.
Clear systems, tidy bookkeeping and confidence in your accounting software don’t just save time — they help protect your business.
At RixGreen, we support UK business owners to understand their numbers, use Xero confidently and keep control of their day-to-day bookkeeping.
No jargon, no judgement — just practical support that fits around real businesses.
If you’d like help reviewing your setup or building safer, clearer systems, we’re always happy to help.