Over the past year, QuickBooks Desktop users have heard a lot of mixed messages. Desktop was ending. Then it wasn’t. Some versions are supported, others aren’t, and many businesses are weighing a move to the cloud.
Scammers love that kind of uncertainty.
Your accounting software is connected to your bank accounts, your payroll, and your employees’ personal information. That makes it a valuable target. And because messages about accounting software are expected right now, fake ones are easier to slip in.
Here are the scams we see most often targeting QuickBooks and Xero users, and how to tell the difference between a fake message and the real thing.
Six scams to be aware of
1. The “your account is on hold” email
This is one of the most common. An email that looks like it’s from Intuit or Xero says your account has been suspended or put on hold because some business information couldn’t be verified. A button invites you to “complete verification,” which leads to a fake page designed to collect your information.
These emails are more convincing than they used to be. The branding looks right, the grammar is clean, and some have even been inserted into existing email threads to seem legitimate.
The real thing: If you’re unsure, don’t click. Sign into your account the way you normally do and see whether the same message appears there. Genuine QuickBooks emails come from addresses ending in intuit.com, and genuine Xero emails come from xero.com addresses. Check the actual sender address, not just the display name.
2. The invoice you weren’t expecting
A notice arrives asking you to review an invoice, a payment, or remittance details. It may look like it came through QuickBooks, Xero, or an e-signature service. Clicking the link either downloads malicious software or leads to a page that asks for login or payment information.
The real thing: If you weren’t expecting an invoice, don’t open the link. Contact the vendor directly using contact information you already have, or sign into your accounting software to see whether the invoice actually exists.
3. The support number from a search result
This one often starts with a real problem. You search online for QuickBooks support and call a number near the top of the results. But it’s a paid ad or a look-alike website run by scammers.
The person who answers sounds professional. They may say your software is about to expire, offer an expensive renewal, warn that switching to the cloud will cost you data, or ask for remote access to your computer or your bank account details.
None of that is true. QuickBooks Desktop 2024 isn’t expiring, and a properly managed conversion doesn’t lose your data.
The real thing: Find support numbers only on the software company’s official website, by typing the address yourself. Better yet, call your advisor first. We may be able to solve the problem without a support call at all.
4. The call you didn’t ask for
A caller says they’re from “QuickBooks Support” and have detected errors in your file or a problem with your account. They want you to call back, install software, or confirm your information.
The real thing: Intuit has said its support team only calls you if you’ve requested a callback. If you didn’t ask for help, hang up. Never give an unexpected caller remote access to your computer.
5. The update that arrives by email
An email says a critical QuickBooks update is ready and includes an attachment or download link.
The real thing: QuickBooks Desktop updates now arrive as prompts inside the software itself. Intuit has said it won’t send software updates or downloads as email attachments. If an email asks you to download an update, delete it.
6. The request for your login
Some scams skip the story and simply ask you to confirm your email address, reset your password, or sign in through a link, so they can capture your login and get into your books.
The real thing: Neither Intuit nor Xero will ask for your password by email. Sign in only by typing the website address yourself or using the official app, and turn on two-step verification for an extra layer of protection.
A note about conversion offers
As more businesses move to the cloud, be cautious of unsolicited offers to “migrate” or “convert” your QuickBooks data, especially ones that ask for your login, your company file, or payment up front. A conversion involves your entire financial history, so it should only be handled by someone you already know and trust.
If you’ve already clicked or called
It happens, and acting quickly makes a real difference:
- Stop sharing information and end the call or close the page
- Delete anything you downloaded, and run a scan with up-to-date antivirus software
- Change your accounting software password, along with any other accounts that use the same one
- If you shared bank or card information, call your bank right away using the number on your card or statement
- Let your advisor know, so we can help you check your books for anything unusual
How Bland Garvey will contact you
If you’re considering a move to the cloud, here’s what to expect from us. Your conversion will always be coordinated through your Bland Garvey advisor or our Client Accounting Services team, people you already know. We will never ask you to send passwords or banking credentials by email, text, or phone.
If a message about your accounting software or a conversion ever seems unusual, even one that appears to come from us, pause before responding. Contact your advisor directly.
When in doubt, check first
The common thread in nearly every scam is pressure to act quickly. A real problem with your software can wait the few minutes it takes to verify it.
If something doesn’t look right, contact your advisor or call us at (972) 231-2503 before you act. We’re always glad to take a look.
The information published on this website is intended for general informational and educational purposes only. It should not be construed as accounting, tax, audit, investment, financial planning, legal or other professional advice.
Because every individual’s business’s and organization’s circumstances are unique, readers should not rely solely on information presented in our articles when making financial tax, business, or investment decisions. We encourage you to consult with a licensed or credentialed professional regarding your specific situation before taking action.
Reading content on this website does not establish a client relationship with Bland Garvey or any of its professionals.
