Small-business safety
Suspicious Payment Notes Sheet
Help staff keep useful internal notes about unusual payment, refund, invoice, vendor, or access requests without collecting private details.
Purpose
Help staff keep useful internal notes about unusual payment, refund, invoice, vendor, or access requests without collecting private details.
Use this sheet when a request feels unusual. Keep notes general. Do not write passwords, one-time codes, private documents, full payment details, customer details, employee details, or identity details.
What was noticed
- Date of request recorded.
- General channel recorded: email, text, call, social message, popup, search result, or other.
- General request type recorded: invoice, vendor change, refund, payroll, support, social account, or access.
- Stop signals noted: urgency, secrecy, unusual channel, new destination, or access request.
- Staff member paused the request before acting.
How it was checked
- Verify through a known channel before approving the request.
- Reviewer role recorded, such as owner, bookkeeper, HR, vendor owner, or approved support contact.
- Decision recorded: approved through normal process, held, denied, or routed for more review.
- Related payments, changes, or access requests were paused if needed.
- Process gap or training reminder was noted.
Reminder
Useful notes are brief, general, and safe to store in the normal business process.
This page is educational and should be adapted to the business's own tools, policies, and qualified professional guidance when needed.