Part 01
A familiar invoice arrives
Maria runs a small company and pays suppliers herself. One Friday, a regular supplier invoice lands in her inbox. The supplier name looks right. The amount looks normal.
Catch changed bank details before you pay.
A familiar supplier invoice can still send money to the wrong account. PayHQ checks supplier records, invoice details, and payment changes before approval.
Verify before money moves.
Invoice INV-2038Bank details changed
ReviewAmount$18,420
SupplierNorthstar Electrical
Next stepCall supplier
CheckSaved recordThis invoice
Supplier nameKnownMatch
Bank account**** 7184**** 9042
Approval trailRequiredReady
- Known supplier, new bank details.
- Invoice looks normal, payment route changed.
- Reviewer sees what changed before approving.
The everyday risk
Wrong payments often start with invoices that look ordinary.
The danger is not always a strange email from a stranger. It can be a regular supplier, a normal amount, and one changed bank account that nobody checks in time.
Part 02
One detail is different
The bank account has changed. In a busy week, that change is easy to miss, especially when the invoice comes from a supplier the business already trusts.
Part 03
PayHQ checks before payment
Before the money leaves, PayHQ compares the invoice with saved supplier records and shows the changed payment information clearly.
Protection flow
PayHQ adds checks at the moment payment risk appears.
The goal is simple: show what changed, ask for the right review, and keep proof before the business releases money.
Step 01
Save trusted supplier details
Keep the supplier name, contact, domain, and known bank details in one reviewable record instead of scattered email threads and spreadsheets.
- Supplier record
- Known bank details
- Who verified it
Step 02
Compare every invoice
When an invoice arrives, PayHQ checks it against the trusted record so a familiar supplier with changed payment details does not slip through unnoticed.
- Supplier match
- Invoice amount
- Payment details
Step 03
Flag what needs a second look
Changed bank details, unknown suppliers, missing verification, and low-confidence document reads are surfaced as review work before approval.
- Changed account
- Unknown supplier
- Missing proof
Step 04
Keep proof of the decision
Each reveal, review, supplier update, and approval leaves a record of who checked what and why the payment was allowed to move forward.
- Reviewer
- Reason
- Audit trail
Why it helps
Payment review becomes a habit, not a last-minute guess.
It does not trust the invoice alone
PayHQ checks the invoice against saved supplier records before payment approval.
It makes changed bank details obvious
A new account number is treated as a review moment, not just another line on the invoice.
It limits who can reveal sensitive data
Payment details stay controlled until the right person has a reason to inspect them.
It leaves a clear trail
Owners and finance teams can see who reviewed the change and what evidence was used.
What PayHQ should feel like
A calm pause before payment. A clear reason when something changed. A simple record of who checked the invoice before money moved.
For owners who approve payments themselves
Use PayHQ as a second set of eyes when you are paying bills between calls, orders, payroll, and customer work.
For bookkeepers handling many suppliers
Give every invoice the same basic checks, even when the supplier is familiar and the payment deadline is close.
For teams that need proof later
When a payment is questioned, show the supplier record, invoice signal, reviewer, and decision reason.
For businesses growing past memory
As the supplier list grows, PayHQ helps move trust out of one person's memory and into a repeatable process.
FAQ
Plain answers for busy businesses.
What problem does PayHQ solve?
It helps prevent wrong payments by checking supplier and bank details before an invoice is approved.
Is this purchase-order software?
No. PayHQ is about supplier payment protection: checking invoices, bank details, review decisions, and approval evidence before money moves.
Does PayHQ guarantee fraud will never happen?
No tool can guarantee that. PayHQ adds practical checks so changed payment details and missing verification are easier to catch before payment approval.
See where a wrong payment could happen in your workflow.
Bring a real supplier-payment process to the demo. We will walk through where PayHQ adds checks before approval.