ACH Origination Best Practices

Posted on October 9, 2026 at 2:28 PM

Protecting Your Business from Fraud

Protecting your business from fraud starts with having the right safeguards in place. If your business uses ACH Services to send or collect payments, taking a few proactive steps can help protect your accounts, reduce the risk of unauthorized transactions and keep payments running smoothly.

Here are 10 ways to strengthen your business's ACH security.

1. Require More Than One Person to Approve Payments

Having more than one employee involved in the ACH payment process adds an important layer of protection. Assign different individuals to set up, initiate, review and approve transactions so no single person manages the entire process.

For example: One employee uploads an ACH payment file, while another reviews and approves it before submission.

2. Verify Account Information

Before adding a new payment recipient or updating existing account information, take time to confirm the details are correct. Use available account validation tools or prenotifications when appropriate, and independently verify account ownership whenever possible.

Remember: Always verify changes to banking information, even when the request comes from a vendor you've worked with for years.

3. Use Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) adds an extra layer of security when accessing your business accounts. MFA is required when logging in and uses either a physical security token or a token generated through an app on your phone.

4. Confirm Changes to Payment Instructions

Fraudsters may impersonate vendors, employees or other trusted contacts to request changes to payment information. Before making changes, independently confirm the request using a trusted phone number or another verified communication method. Avoid relying solely on email, even if the message appears legitimate.

For example: If a vendor emails new banking instructions, call your established contact using a phone number you already have on file before updating the information.

5. Review Your ACH Activity Daily

Make it a habit to review your business's ACH transactions each day. Regular monitoring can help you identify unusual activity and address potential problems quickly. Reconcile your accounts and watch for unfamiliar payments, new recipients, unexpected account changes or other suspicious transactions.

6. Establish ACH Transaction Limits

Setting transaction limits can help reduce your business's exposure to unauthorized payments. Establish daily and individual transaction limits that reflect your normal business activity. Review these limits periodically and adjust them as your business needs change.

7. Manage Employee Access

Not every employee needs access to every banking function. Limit ACH permissions based on each employee's responsibilities and regularly review who has access to your business accounts. Remove access promptly when an employee leaves your business or changes roles. Employees should also have their own login credentials and never share passwords.

8. Keep Your Devices and Systems Secure

Keeping your business's technology up to date is another important step in preventing fraud. Install software and security updates regularly, maintain current antivirus protection and use firewalls to help protect your systems. Avoid accessing Business Digital Banking from public or shared computers whenever possible.

9. Review ACH Templates and Saved Information

ACH templates can make recurring payments easier, but it's important to keep the information accurate and secure. Limit who can create or modify templates and regularly review saved payment details, including recipient information and account numbers. Remove outdated payees that are no longer needed.

10. Help Employees Recognize Fraud

Your employees play an important role in protecting your business. Provide ongoing training to help them recognize phishing emails, suspicious payment requests and other common fraud attempts. Make sure employees understand your business's payment approval procedures and know what to do if they notice something unusual.

Stay Alert and Protect Your Business

Taking a few extra precautions can make a big difference in protecting your business from ACH fraud. By establishing strong internal controls, reviewing transactions regularly and keeping employees informed, you can help reduce risk and protect your business's financial information.

Important Reminder: As an ACH Services customer, your business is responsible for promptly reviewing ACH activity and immediately notifying United Bank & Trust of any unauthorized or suspicious transactions.

If you notice suspicious activity or have questions about your ACH Services, contact United Bank & Trust. Our team is here to help.