Checking and approving invoices with the Fraud Risk Assistant

The Fraud Risk Assistant checks your incoming invoices for signs that may point to invoice fraud - for example a changed bank account, an unknown supplier, or an invoice submitted twice. You see the results directly in your approval workflow, before you approve an invoice.

This article shows you how to turn on the Fraud Risk Assistant and use it day to day. For what the Fraud Risk Assistant actually does, see our Fraud Risk Assistant product page .

Important: The Fraud Risk Assistant is a notification system. It does not block payments and does not make decisions for you. It shows you anomalies so you can check them in a targeted way - the approval decision is always yours.

Requirement

The Fraud Risk Assistant is part of the Workflows Pro add-on. You need:

• the Workflows Pro add-on turned on. You activate it directly in your customer account under “Billing”, and
• the workflow module with at least one approval workflow set up (see How to create an approval process ).

---

Step 1 Turn on Workflows Pro

1. Click your profile in the top right.
2. Select “Billing” from the dropdown.
3. On the billing page, scroll to the Add-on: Workflows Pro section.
4. Click Activate Workflows Pro.

From now on, the Fraud Risk Assistant checks your invoices automatically in the background. There is nothing else to set up.

Step 2 Open an invoice in the workflow

1. In the menu on the left, click Workflows, then Approvals.
2. You see all invoices waiting for your approval. Open an invoice.

Step 3 Check the risk score

In the top right next to the invoice, you see the Fraud Risk Assistant area:

• A shield icon shows at a glance whether anomalies were found.
• Below it is the risk score as a percentage. The higher the value, the more indicators of risk the Fraud Risk Assistant found.

Depending on the result, the area shows one of three states:

• High risk (red shield with an X): Clear anomalies were found. Be sure to check the details before approving.
• Checking (yellow shield with arrows): The analysis is still running. The result will appear shortly.
• Low risk (green shield with a check mark): Hardly any anomalies were found. Use Show details to see what was checked anyway.

Step 4 Check the details

1. Below the risk score, click Show details.
2. A list of all anomalies opens on the right, each with a short explanation. Examples:
   • The IBAN comes from a different country than the supplier.
   • The tax rate is outdated or does not match the country.
   • The postal code does not match the city.
   • The invoice is neither addressed to nor issued by your company.
   • The invoice contains wording such as “sample” or placeholder text.
3. Check these points against the invoice.
4. Close the details with the X in the top right.

Good to know: At the bottom of the details, you can rate whether the hint was helpful with thumbs up or thumbs down. Your feedback helps us improve detection. If you do not want to leave a comment, just close the feedback window.

Step 5 Approve or reject the invoice

If the invoice is fine

1. Click Approve.
2. If the Fraud Risk Assistant found anomalies, GetMyInvoices asks again: “Our system detected possible fraud. Do you want to continue anyway?”
3. You have three options here:
   • Show details: Review the anomalies again.
   • No: Cancel - the invoice is not approved.
   • Yes: Approve the invoice anyway.
4. Before clicking Yes, tick Stop warning me for this document if you have checked the invoice and are sure. The warning then no longer appears in the remaining approval steps for this invoice - for example not again for the second person who approves it.

If the invoice looks suspicious to you: Click Reject.

The risk score and the details stay saved with the invoice. You can open them again at any time - even after approval. This gives you a traceable record of what was flagged, for your internal controls or an audit.