Top Security Tips for Using Email Checks in Business

As more businesses embrace digital payment solutions, email checks have become an increasingly popular way to streamline payments. They offer speed, convenience, and reduced costs compared to traditional paper checks. However, with the rise of digital transactions comes the need for enhanced security. Protecting sensitive financial information is crucial to prevent fraud, hacking, and unauthorized access.

Here are the top security tips for using email checks in business to ensure safe and secure transactions.

1. Choose a Secure Email Check Service Provider

The foundation of secure email checks starts with selecting a reliable service provider. Look for providers that prioritize security and offer features designed to safeguard financial data.

• Encryption: Ensure the platform encrypts all data, both in transit and at rest. This means that even if hackers intercept the data, it will be unreadable.
• Fraud Detection: Look for providers with fraud detection tools, such as watermarking, transaction tracking, and notification alerts for suspicious activity.
• Secure Access: Opt for platforms that offer multi-factor authentication (MFA) to ensure only authorized users can access the system.
• Reputable Providers: Use trusted and reputable providers such as Checkbook.io, Deluxe eChecks, or Bill.com.

By selecting a provider with strong security features, you can significantly reduce the risk of data breaches and fraudulent activities.

2. Implement Strong Passwords and Multi-Factor Authentication (MFA)

Secure credentials are crucial when using email checks in business. Weak passwords are a common entry point for hackers, making your financial data vulnerable.

• Strong Passwords: Use passwords that are complex and unique. They should be at least 12 characters long and include a mix of upper- and lower-case letters, numbers, and special characters.
• Multi-Factor Authentication (MFA): Always enable MFA for an extra layer of security. This requires a second form of verification (such as a code sent to your phone) in addition to your password.

MFA and strong passwords ensure that even if one form of authentication is compromised, unauthorized users will have a harder time accessing your account.

3. Verify Recipient Information Carefully

One of the key risks with email checks is sending them to the wrong recipient due to incorrect information. Always double-check the recipient’s email address before sending payments.

• Cross-Check Recipient Information: Verify the recipient’s email address, name, and other details before sending the check to avoid mistakes.
• Notify Recipients: Once the check is sent, follow up with a notification via phone or separate email to confirm receipt.

Accurate information ensures the check reaches the correct person, minimizing the risk of fraud or payment errors.

4. Encrypt Emails Containing Sensitive Information

While many email check providers offer built-in encryption, it’s a good practice to encrypt emails on your end, especially if you’re manually sending sensitive information.

• Use Encrypted Email Services: Consider using encrypted email services such as ProtonMail or Virtru to send checks or any other financial information securely.
• Password-Protect Files: If you’re sending an attachment (like a PDF version of the check), password-protect the file. Send the password to the recipient via a different communication channel.

Encryption adds an extra layer of protection, ensuring that sensitive financial data stays secure during transmission.

5. Educate Employees About Phishing and Cybersecurity Risks

Human error is one of the top causes of security breaches. It’s essential to educate your employees on the risks of phishing, hacking, and other cyber threats.

• Phishing Awareness: Train employees to recognize phishing attempts. Fraudsters may send emails pretending to be from the business, requesting sensitive information or asking to reroute payments.
• Secure Browsing Practices: Encourage staff to avoid using public Wi-Fi when handling financial transactions or accessing email check platforms. Always use a secure, private network.
• Password Management: Teach employees not to share passwords and to use password managers to generate and store strong, unique passwords.

Regular cybersecurity training for employees helps mitigate risks and prevent costly mistakes.

6. Monitor and Track Email Check Activity

Most email check providers offer tracking and monitoring features that allow businesses to follow the status of sent checks. Monitoring your transactions can help you detect unusual activity and ensure all payments are completed securely.

• Track Payment Status: Monitor when the email check is received, opened, and deposited by the recipient.
• Set Up Alerts: Enable notification alerts for any unusual or suspicious activity, such as failed delivery attempts or multiple attempts to access the email check.

Tracking tools provide visibility into your transactions, helping you spot and address any potential issues before they escalate.

7. Regularly Reconcile Accounts

Even with the best security measures in place, it’s important to routinely reconcile your payments to ensure everything is accurate and accounted for.

• Reconcile with Bank Statements: Regularly cross-check your email check records with your bank statements to ensure that all checks have been cleared and processed correctly.
• Audit Payment History: Keep a record of all email checks sent and periodically audit your payment history for any discrepancies.

Regular reconciliation ensures your financial records are accurate and helps catch any errors or unauthorized transactions early on.

8. Keep Software and Systems Updated

Cybercriminals often exploit outdated software to gain access to sensitive data. Ensuring that your systems and email check platforms are up-to-date is essential for maintaining security.

• Update Platforms Regularly: Keep your email check provider’s platform and other financial software updated with the latest security patches.
• Use Firewalls and Anti-Virus Software: Install firewalls and anti-virus software to protect your system from malware, which can compromise your sensitive data.

Staying current with security updates helps protect your business from vulnerabilities and cyber threats.

Conclusion

Email checks can offer a convenient and cost-effective solution for businesses, but they must be used with proper security precautions. By choosing a secure provider, using strong passwords, educating employees, and monitoring transactions, you can protect your business from fraud and cyberattacks. Following these security tips ensures that your email check payments remain safe, secure, and efficient.