The IOFM Podcast

In this episode, AP leader and consultant Nicole returns to join host Grace Berube to discuss how leaders can guide their teams through automation and AI. Nicole explains why this wave of automation feels different from earlier ones like OCR and workflow: instead of replacing discrete tasks, AI is moving into judgment, exception handling, and decision-making, which feels closer to people's identity. She describes the quiet anxiety leaders often encounter when automation is announced, why pushback is better treated as data than defiance, and how honest, consistent communication builds trust. Nicole also shares ways to keep teams engaged, how to handle a leader's own nerves, and four steps to take now if a rollout is coming.

WHAT YOU'LL LEARN IN THIS EPISODE

• Why today's automation wave raises different questions than earlier ones, shifting from "what do I do all day" to "what am I here for" as AI, including agentic AI, takes on judgment and decision-making.
• What to expect when automation is announced, including the quiet anxiety that often shows up as silence, and why leaders should plan their messaging for skepticism and concern about personal security.
• How to reframe pushback as data rather than defiance, since nitpicking a new process is often anxiety about role and identity that has nowhere else to go.
• How to have honest conversations about changing roles, including saying what you know, what you don't, and what you will find out, and why silence and ambiguity invite worst-case assumptions.
• How to keep a team engaged through change by using influencers as peer champions, delivering small, visible wins, and checking in on how people feel rather than only on training completion.
• How leaders can handle their own nerves by being open about their concerns, and by shifting the question from "will I be needed" to "what will I need to be good at going forward."
• Four steps to take before a rollout: start the conversation early, ask your team what automation means for their roles, identify and empower a champion, and set up a recurring check-in.

In this episode, AP expert Debra Richardson joins host Grace Berube to review real, anonymous fraud cases submitted by attendees of the AP Fraud Bootcamp session and the lessons AP teams can take from them. Debra shares what the submissions revealed about the industries, systems, and vendor volumes involved, then walks through four cases: a bank change request where the confirmation call reached the wrong person, an attempted scheme built on a fake CEO message sent through WhatsApp, a $100,000 fraud avoided thanks to a successful confirmation call, and a $600,000 loss tied to a vendor self-registration portal. Along the way, Debra offers practical fixes, from scripted confirmation calls to treating portals as just another document delivery method, and reflects on what the session taught her about trust in the vendor process.

WHAT YOU'LL LEARN IN THIS EPISODE

• What a crowd-sourced look at real fraud cases reveals about the industries, ERP systems, and company sizes being targeted, from 400 vendors to 70,000.
• Why a confirmation call is only as strong as the person you reach, and how a scripted call that asks for the last five digits of the existing bank account can authenticate the right contact.
• How a fraudster impersonating the CEO over WhatsApp tried to work through an internal team member, and why a request from the CEO is itself a red flag.
• Why the confirmation call is still worth the effort, illustrated by the case where it helped one team avoid a $100,000 fraud.
• How a vendor self-registration portal became the entry point for a $600,000 loss, and why portals should be treated as one more delivery method with the same controls in place.

In this episode, IOFM trainer Jason Dinesen rejoins host Grace Berube to give an update on the Certified Payment Reporting Specialist (CPRS) certification, which focuses on 1099 reporting. Jason explains that the program is designed to help participants understand the issues, know where to look for answers, and become the go-to person for information reporting in their organization. He describes how the course flow is refined to match an AP professional's day-to-day experience, which topics form the core of the curriculum, and what is new for 2026, including the move from FIRE to IRIS and changes to dollar thresholds. Jason and Grace also cover the shift to an electronic exam with three attempts, and the in-person and on-demand options for earning the certification.

WHAT YOU'LL LEARN IN THIS EPISODE

• What the CPRS certification covers, and why it is one of IOFM's most advanced programs given how often 1099 regulations and mechanics change.
• How the course helps you understand the issues and know where to find answers, rather than expecting you to know every detail of 1099 reporting.
• Which core topics the course covers, including the W-9, which payments are reportable, specific boxes on Forms 1099-NEC and 1099-MISC, e-filing, IRS penalties and CP2100 letters, and an introduction to Form 1042-S.
• What is new in the 2026 content, including IRIS replacing FIRE as the filing system and the higher dollar threshold that now applies to certain payments in place of the long-standing $600.
• How the exam has changed from a paper-based test taken in the room to an electronic exam you can complete on site or later, with three attempts and a generally high pass rate.
• Where to earn the certification, including upcoming in-person sessions in Austin and Orlando and the on-demand option available year-round.

In this episode, AP expert Debra Richardson joins host Grace Berube to walk through the five sessions she is presenting in 2026 on vendor management and fraud prevention — four of which are new. All five connect in some way to fraud, covering everything from hands-on workshops on vendor authentication and process design, to a specialist-focused session on daily fraud prevention, a cross-departmental look at how other teams can inadvertently undermine vendor controls, and a crowd-sourced session where attendees share their own real fraud experiences and get peer and expert feedback in real time. Debra also makes the case for networking as seriously as you take formal learning, because peer connections often turn out to be just as valuable as the sessions themselves.

WHAT YOU'LL LEARN IN THIS EPISODE

• What's inside Debra's flagship three-hour workshop on vendor authentication, validation, and management — including the two additions she's made for 2026 and why she updates the framework every year.
• How a companion workshop lets attendees apply what they've learned by walking through their own vendor processes and identifying gaps in real time.
• Why standard cybersecurity training often misses what AP specialists actually face daily — and what a dedicated internal controls session can do to fill that gap at the user level.
• How other departments like IT, procurement, and treasury can unknowingly create vulnerabilities in the vendor master file, illustrated by Debra's own experience discovering purchasing had edit access to critical vendor contact data.
• Why Debra's crowd-sourced fraud session stands apart: instead of press-release case studies, participants share their own attempted and successful fraud stories — with full details and real solutions — and get live feedback from peers and experts.

In this episode, compliance expert Jason Dinesen joins host Grace Berube to walk through what AP teams should do when they discover an error on a filed 1099 or realize they missed filing one altogether. Jason explains how the IRS's matching process actually works, which errors matter and which ones don't, and how the penalty structure gives teams more breathing room than they might expect. He also covers what happens when a form should have been filed but wasn't and closes with a brief history lesson on the 1099's void box.

WHAT YOU'LL LEARN IN THIS EPISODE

• Why the IRS files 1099s the way it does — and how understanding the computer matching process clarifies which errors actually need to be corrected.
• Which errors don't require a correction at all — including wrong first names, outdated addresses, and small dollar discrepancies that fall under the de minimis threshold.
• Which errors do need to be fixed — including wrong last names, incorrect taxpayer ID numbers, significant dollar amount errors, and forms filed in the wrong box or on the wrong form type.
• How the August 1st correction deadline works, what it means for penalty exposure, and what to do if you discover a form that should have been filed but wasn't.
• What the void box on a 1099 actually is, where it comes from, and why it's largely a relic of the paper-filing era.

In this episode, fraud expert Paul Zikmund joins host Grace Berube to walk through four AI-driven fraud schemes that are reshaping the threat landscape for AP teams. From deepfake voice calls impersonating executives to business email compromise powered by large language models, phantom vendors with entirely fabricated online identities, and AI bots quietly submitting small invoices at scale, Paul breaks down how each scheme works, what real-world losses have looked like, and what AP professionals can do — both with traditional controls and new AI-detection tools — to stay ahead of increasingly sophisticated attacks.

WHAT YOU'LL LEARN IN THIS EPISODE

• How deepfake voice cloning works — and how fraudsters use it to impersonate executives and pressure AP teams into authorizing wire transfers.
• Why AI-generated business email compromise is harder to catch than ever, with LLMs crafting contextually accurate emails that reference real projects, vendors, and relationships to request fraudulent bank changes.
• What phantom vendor fraud looks like when bad actors use generative AI to build a complete fake company — website, LinkedIn profiles, deep-fake employees, and all — and win legitimate contracts.
• How automated invoice manipulation works as a "death by a thousand cuts" scheme, with AI bots submitting hundreds of small, below-threshold invoices across multiple locations over months.
• What AP teams can do right now — from deepfake detection tactics on video calls, to code words for banking changes, to building a closer working relationship with cybersecurity and investing in continuous fraud training.

In this episode, AP expert Debra Richardson joins host Grace Berube to walk through three audits every vendor team should have in place to reduce fraud exposure. Using the real-world case of a Facebook diversity manager who stole nearly $5 million by exploiting gaps in vendor creation and invoice approval, Debra explains how segregation of duties, security access, and vendor process compliance each address a distinct vulnerability — and why doing only one or two of the three still leaves the door open. She also covers new NACHA fraud monitoring requirements taking effect in 2026 that make documented, auditable vendor processes not just good practice, but a compliance obligation.

WHAT YOU'LL LEARN IN THIS EPISODE

• How a single employee at Facebook created and approved fraudulent vendors and invoices for years — and what segregation of duties controls would have prevented it.
• What a segregation of duties audit covers in the vendor process, and why no one team member should be able to create a vendor, approve an invoice, and release a payment.
• Why a security audit goes hand in hand with segregation of duties, including how access granted years ago (or during the pandemic) may still be sitting in your system unnoticed.
• What a vendor process audit is, why controls tend to erode over time, and how a regular audit keeps teams following the right steps even during busy periods like month-end or year-end.
• How new NACHA fraud monitoring rules — and potential insurance requirements — are making it necessary to not only have vendor fraud controls in place, but to document and verify that they're actually being followed.

In this episode, compliance expert Jason Dinesen joins host Grace Berube to share five practical steps AP teams can take to strengthen their information reporting processes. With 1099 season behind them, Jason walks through foundational W-9 habits, a pair of new Treasury regulations on cloud transactions, the IRS's plan to retire the FIRE e-filing system, the growing complexity of state 1099 filing obligations, and the value of having written procedures in place before the next reporting cycle begins.

WHAT YOU'LL LEARN IN THIS EPISODE

• Why collecting W-9s remains the most foundational habit in information reporting — and how it addresses most common 1099 problems.
• What the Treasury Department's 2025 regulations on cloud transactions mean for AP teams — including how SaaS payments, particularly to foreign providers, may factor into information reporting obligations.
• What AP teams using the IRS's FIRE e-filing system should know about the planned transition to IRIS, including the differences in transmitter codes and file formats.
• How to stay on top of state 1099 filing obligations across the 39 states that may require some form of information return, and a simple calendar-based approach to tracking rule changes.
• Why written procedures matter beyond internal organization — and how documented processes can serve as evidence of reasonable cause in the event of an IRS audit.

In this episode of The IOFM Podcast, Debra Richardson joins host Grace Berube to discuss the year-round importance of W-9 collection and what a new IRS draft form could mean for AP teams. The key change in the draft: sole proprietors, who previously could supply either a Social Security Number or an EIN, would now be required to provide only an SSN — potentially triggering a mass recollection effort from existing vendors. With sensitive data like SSNs on the line, Debra walks through five common but risky habits AP teams fall into when collecting W-9s, from using unsecured email to routing documents through internal team members, and explains why each one creates real exposure to fraud and data breaches.

What you'll learn in this episode

• When and why you need to collect a new W-9
• The key difference in the draft W-9: Why the IRS's new SSN requirement for sole proprietors is a bigger deal than a typical form revision
• Why collecting W-9s over standard email is risky — including identity spoofing, misdirected messages, and more
• How a mass email outreach can go badly wrong — specifically, the CC vs. BCC mistake
• Why routing vendor documents through internal team members is a security risk and what to do instead

For more information about topics reviewed in this episode, check out this article here: https://www.iofm.com/ap/collecting-vendor-data-securely-alternatives-to-risky-email

When you think of the Better Business Bureau, you might picture the place your grandparents went to find a plumber. But today's BBB is so much more: it's a modern fraud-fighting resource for both consumers and businesses.

In this episode, Grace sits down with fraud expert Debra Richardson to explore how the BBB has evolved from its 1912 roots into a critical tool for stopping scams before they hit your bottom line. From the powerful BBB Scam Tracker, a free national database of nearly 521,000 reported scams, to weekly scam alert emails, localized fraud education, and resources for validating vendors, the BBB is working on the frontlines of fraud prevention.

What you'll learn in this episode:

• How to use BBB Scam Tracker to identify scams by ZIP code and prevent invoice fraud in AP.
• Why reporting scams helps the FTC, FBI, and your community.
• How to sign up for free weekly scam alerts to stay ahead of fraudsters.
• Ways your local BBB office can provide tailored fraud prevention training for your staff.
• How BBB tools can even support your vendor validation process.

Additional Resources:

IOFM Article: Add BBB Resources to Combat B2B Payment Fraud

BBB Scam Tracker

BBB Scam Tips

Sign Up For Weekly Scam Alerts

Find Your Local BBB Office