A Fast & Practical Workflow for Hire Firms from Real-World Experience

Fraudulent credit applications are getting smarter. At FESS Hire, we’ve seen the tricks: tiny domain changes, plausible business names, and urgent requests aimed at slipping past busy teams.

To further enhance your security, remember to Stop Fraud before it starts.

Rather than keep our learnings in-house, we’re sharing our proven, 24-hour “hold-to-verify” safety net. It’s a quick, disciplined process that approves genuine customers while filtering out bad actors, no drama required.

Why Fraud Prevention Starts with Process

Your team doesn’t need to become detectives. What they need is a simple process that works fast. The framework below allows you to:

  • Approve legitimate customers within 24 hours
  • Apply light, polite friction that deters fraudsters
  • Document decisions for future audits or insurance

The 24-Hour Workflow (Fast and Simple)

0–15 minutes: Intake
Collect essential business details upfront to stop fraud early in the process:

  • Legal entity name (exact registered name)
  • Company registration number
  • Website and domain
  • Publicly listed switchboard number
  • Trading and delivery addresses
  • Contact name and role

15–240 minutes: Verify
Run the core checks outlined in our 10-point checklist (see below).

By 24 hours: Decide

  • Green: Approve with a sensible limit
  • Amber: Cap the first order or request pro-forma payment
  • Red: Decline and report suspicious activity

This process keeps things moving for real businesses—and quietly filters out fraud.

10-Point Credit Vetting Checklist

The checklist is grouped into three key areas: People, Process, and Tech.

People Checks

1. Confirm contact via the public switchboard
Never rely on the number on a credit form. Call the company’s main listed number and ask to speak to the contact.

2. Call two trade references
Get verbal confirmation on:

  • Duration of trading relationship
  • Monthly spend band
  • Payment history

3. Use polite friction
Standard scripts like:

“To protect both businesses, we confirm new accounts via your public switchboard – what’s the best number?”

These small steps deter fraud without disrupting real clients.

Process Checks

4. Companies House exact-match search
Match the company name, registration number, registered address, and directors; there are no near misses.

5. Delivery address sanity check
Is it a recognised site, yard or business address? Use Google Maps or Street View if needed.

6. First-order cap and staged increases
Start with a cautious credit limit. Scale up only after successful payment.

7. Dual approval for exceptions
If anything looks unusual or is out of hours, get a second team member to verify.

Tech Checks

8. Review the domain and email
Watch for TLD flips (e.g. .co.uk vs .com), minor typos, or brand-new domains that haven’t built trust.

9. Check credit insurance (if used)
Ensure the customer’s limit is covered by your insurer before releasing the kit.

10. Maintain an evidence log
Save screenshots, notes from calls, and verification steps in the customer’s account file. It protects everyone involved.

When Something Still Feels Off…

Even if the checklist is mostly green, always trust your gut. If something still feels wrong:

  • Switch to pro-forma terms immediately
  • Do not deliver to new, unverified sites
  • Report attempts to Action Fraud UK and warn suppliers in your network
  • Add an internal flag for repeat patterns (domains, numbers, etc.)

Mini Scripts for Your Frontline Team

Short, consistent phrases empower your team to act quickly and professionally:

  • “We confirm all new accounts via your public switchboard – what’s the best number to reach your head office?”
  • “We can cap the first order to £X or offer pro-forma today – what suits you best?”
  • “New delivery sites just need a quick verification – can you share the main office contact who can confirm it?”

What This Means for Your Customers

Genuine customers won’t be slowed down. In fact, this system improves response times by streamlining approvals and reducing back-and-forth.

Expect:

  • Cleaner onboarding
  • Clearer expectations
  • Smoother first orders

Your best customers will thank you.

In Summary: Your 24-Hour Safety Net

Hold every new account for quick checks
Approve, pause, or reject with confidence
Protect your business while keeping service fast

Apply for a Trade Account with Confidence

Our credit team is here to help you hire with peace of mind.

Apply for a trade account
Book a 15-minute credit process review

Frequently Asked Questions (FAQ)

Q: How long does credit approval usually take?
A: Most accounts are approved within 24 hours if the required checks pass. Our quick process is part of our ongoing commitment to stop fraud and ensure secure credit handling.

Q: Can I get same-day equipment delivery as a new customer?
A: Yes, if verification is successful within a few hours. Otherwise, we offer pro-forma terms to keep things moving.

Q: Why do you call via the public switchboard?
A: It’s a key fraud prevention step to confirm identities. This verification method helps us stop fraud and protect both your business and ours.