In my 25 years working in IT and cybersecurity, I’ve helped businesses of all sizes protect themselves against evolving threats. But recently, something new has emerged that poses a risk to every organization, from small local businesses to large enterprises: AI-powered impersonation scams.

Let me share a story that illustrates why this matters to your business. Recently, a mid-sized manufacturing company almost lost $250,000 when their accounting team received what seemed to be a legitimate call from their CEO. The caller ID matched, and the voice was identical to the CEO’s. Fortunately, their simple but effective verification policy prevented the fraud.

Why This New Threat Is Different

We’ve all dealt with obvious scam calls and fake emails. But AI has changed the game entirely. These new tools can create perfect copies of someone’s voice using just a few minutes of audio – easily found in company videos or social media posts. Even more concerning, they can now create convincing video impersonations for live calls.

Think about your business for a moment. How many payment requests or wire transfers rely on a phone call or video confirmation? What’s your process when the CEO or CFO needs something done urgently?

Real Examples, Real Risks

Here’s what typically happens:

• A fraudster finds public videos of a company executive
• They use AI to clone the voice perfectly
• They call on a Friday afternoon (a common tactic)
• They create urgency (“we’ll lose this deal if we don’t wire the money today”)
• They sound exactly like your boss
• They know enough about your business to be convincing

And now they’re doing this with video calls too. Imagine getting a Teams or Zoom call from someone who looks and sounds exactly like your CEO or CFO. It’s not science fiction – it’s happening today.

Protecting Your Business: Simple but Effective Solutions

After seeing numerous businesses face these threats, I’ve found that the most effective protection is also the simplest: verify every financial request through a second channel. Here’s what this means in practice:

For Small and Medium Businesses:

• Get a call about a wire transfer? Hang up and call back on your boss’s known number
• Receive a payment request in a video call? Send a confirmation email and wait for the reply
• Not sure? Walk down the hall and ask in person
• Create a simple checklist for your team to follow

For Larger Organizations:

• Establish clear verification procedures for different payment amounts
• Create emergency protocols that maintain security while allowing for urgent situations
• Document approved contact methods and verification channels
• Regular reminders and updates about these procedures

Making It Work in the Real World

Here’s what’s working for businesses I’ve advised:

1. The “Call Back” Rule
   • Never process payments based on incoming calls
   • Always call back on a pre-verified number
   • Keep an updated list of official contact numbers
2. The “Two-Channel” Rule
   • First channel: receive the request (call, email, video)
   • Second channel: verify through a different method
   • Keep it simple but consistent
3. Emergency Procedures
   • Have a plan for urgent situations
   • Multiple verification options
   • Clear documentation
4. Team Training
   • Regular updates about new scam methods
   • Practice scenarios
   • Emphasis on “verification is normal”

Looking Ahead

These AI impersonation techniques will only get more sophisticated. But here’s the good news: simple verification procedures work. They work for small businesses, and they work for large enterprises. The key is making these procedures part of your normal business operations.

What You Can Do Today

1. Review how your organization handles payment requests
2. Create or update your verification procedures
3. Make sure everyone knows these procedures
4. Practice them regularly
5. Remember: it’s okay to take time to verify

Here’s what I tell every business owner and executive: You don’t need complex technology to protect against these AI scams. You need clear procedures and a culture where double-checking is normal and expected.

For those interested in learning more about protecting your business, feel free to connect. After years of helping organizations handle these challenges, I’ve learned that sharing knowledge and experience is our best defense.

Remember: Trust, but verify. Then verify again. It might take an extra few minutes, but it’s worth it to protect your business.

About the Author

Dan Di Pisa, CEO at Fusion Cyber Group, is a cybersecurity expert with over 25 years of experience helping businesses stay protected against digital threats. Specializing in defensive cybersecurity, fraud prevention and risk management, Dan is committed to educating organizations about the ever-changing landscape of cybercrime.

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