Automating supplier bank detail change reviews

The request and its confirmation need different sources

A supplier sends an email asking to change the bank account for payments. An employee forwards it to finance, and a few days later someone else asks whether the details have been changed and whether anyone called the supplier. The email looks right, with a logo and a signature, but this is exactly the scenario fraudsters use. The FBI recommends confirming payment changes through a channel other than the one the request came by.

The employee follows the company method: a call to a number known from earlier work together, never one taken from the email. They record in the tool how and when they confirmed, and pass the case to the person who decides. The original message stays with the case. A deputy sees the last agreement and the next step. Approving the request and updating the supplier record are separate actions, so the employee closing the case sees a link to the change made in the system.

A model can read from a free-form message what the request is about. Its reading does not prove who the sender is and always has to be compared with the original.

What bank detail change automation costs and when it pays back

The count covers the work around a case: searching, reading, writing and passing things on. What stays is the time to check the result, 35% of today's work in this scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.

Here the time count comes second. One transfer to a fraudster's account can cost more than the whole system, so the main measure of the trial is the number of changes that went through without a recorded independent confirmation. The target is zero.

Check the supplier change workflow in your current system

If your finance system has a review of supplier record changes and lets you attach the confirming material, configuring it is enough. Automation makes sense when requests arrive by email or through a portal and the people checking them record the result somewhere else. The company decides who sees the full account details, who confirms and who makes the change. Collecting a supplier's documents more broadly is covered by counterparty verification.

Start with an actual handoff

The first scope covers one request channel and the current way of approving. You provide the rules, the people responsible and the scope of access. We build this kind of system as part of our AI automations. For the free analysis, a description of one case from the last few weeks and the tools it went through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.