IRS Scam Alert for Small Businesses

How to Protect Your Business from IRS Related Identity Theft in 2025

Small business owners have a lot of jobs like owner, manager, marketer, service providerand sometimes, bookkeeper too. But here’s one role no one signs up for: identity theft victim.

That’s why the IRS and the Security Summit coalition launched their annual “Protect Your Clients; Protect Yourself” campaign. This fiveweek educational series is designed to raise awareness of emerging fraud trends and provide clear, practical steps to reduce the risk of data theft, especially for tax professionals and small business owners.

As trusted bookkeepers, we’ve seen firsthand how scams can sneak into even wellrun businesses. Let’s break down what’s new, how to stay protected, and where to get help if something doesn’t feel right.

Why Scammers Target Small Businesses

It’s simple: small business owners are often busy, undersupported in admin tasks, and relying on multiple software platforms. That combination can make them more vulnerable to phishing attempts, fake IRS notices, and social engineering tactics.

And if a scammer gains access to your tax ID, bank account, or accounting software, the damage can be hard to undo. That’s why good bookkeeping practices, proactive tools, and trusted financial partners are essential.

If you’re wondering whether bookkeeping really plays a role in fraud preventionit does. In fact, clean, timely financials are often the first sign that something’s wrong. That’s one more reason why accurate accounting services aren’t just helpfulthey’re protective.

Common Scams in 2025 (and How to Spot Them)

1. Phony “New Client” Emails

You might receive a message that looks like a legitimate inquiry from a prospective customer or vendor. It may include attachments or links requesting a callback or consultation.

Red Flag: The message is vague, overly complimentary, or contains file attachments you weren’t expecting.

Understanding your IRS notice or letter

2. Fake IRS Letters Made with AI

Scammers are now using artificial intelligence to generate physical letters that appear to come from the IRS. These letters often reference tax balances due or ask for personal data to “verify your identity.”

Red Flag: A notice demanding immediate payment or threatening arrest. The IRS does not operate this way.

3. Social Media Tax Hoaxes

Some social media users are encouraging small business owners to fabricate W2s or claim credits they’re not eligible for.

Red Flag: Anything promising you’ll “wipe out your tax debt” or get a bigger refund just by entering new figures into your QuickBooks or tax software.

4. Phishing for EFIN, PTIN, and CAF Numbers

This one targets tax professionals. Criminals pose as IRS reps requesting electronic filing credentials, then use them to submit fraudulent returns.

Red Flag: Any email or call asking for your credentials or login info. The IRS does not request sensitive info by phone or email.

7 Ways to Protect Your Business Now

1. Use a secure client portal. We provide all our clients with encrypted access to upload and manage documents no email attachments needed.
2. Set up two factor authentication. Enable 2FA across all platforms, including QuickBooks Online, email, and banking software.
3. Request an IRS IP PIN. This free six digit number adds an extra layer of protection to your tax filing. Get an Identity Protection PIN (IP PIN)
4. Keep software updated. Accounting software, browsers, and devices should all be regularly updated to patch security vulnerabilities.
5. Train your team. Even if you’re a solo operation, anyone else accessing your systemsadmin assistants, family members, bookkeepersshould know what to avoid.
6. Verify all payment requests. If you get a request to change bank details for a vendor or client, call the known contact directly before updating anything.
7. Hire professionals who put security first. Bookkeepers should offer secure systems, consistent oversight, and documentation protocols.

Build a Foolproof Financial Workflow

Scam prevention starts with systems. Here’s a basic monthly process you can follow (and that we help our clients build):

Create cloud folders for each year (e.g. 2025 Invoices, 2025 Expenses)

Use PDFs, not screenshots, for saved receipts.

Reconcile accounts monthly never quarterly or yearly.

Back up records in at least two locations.

Schedule a monthly “money meeting” to review everything

Need help organizing your workflow or automating your processes? Our QuickBooks training for small business owners includes stepbystep guidance for setting this up the right way from the start.

Our Services

What a Real IRS Notice Looks Like

It includes a specific CP or LTR number (e.g. CP2000)

It never demands payment through gift cards or wire transfers

It will never threaten to arrest you or suspend your EIN The IRS generally contacts you by mail first not by email or text

A Bookkeeper Is Often Your First Line of Defense

A great CPA helps you file your taxes. The right bookkeeper helps make sure they’re accurate in the first placeand that your business is protected year round.

At Perlinger Consulting, we’re known for:

Accurate monthly bookkeeping

Remote bookkeeping services for small business owners

Accounts receivable automation that helps you get paid faster

QuickBooks consulting with a focus on clarity, confidence, and simplicity

Whether you’re a contractor in Lakewood or a consultant in Centennial, we’ll help you keep your books clean, your data protected, and your systems stressfree.

Let’s Keep Your Business Safe and Sound

If you’re not 100% confident in how your business is handling bookkeeping, reporting, or tax prep, we can help. We work with small business owners across the Denver Metro area and beyond to simplify, secure, and support their financial lives.

Call Glenn at 720‑290‑4389
www.perlingerconsulting.com

Disclaimer: This article is for educational purposes only and does not constitute legal, tax, or financial advice. Perlinger Consulting is not affiliated with the IRS or Intuit. All thirdparty trademarks are the property of their respective owners. Always confirm suspicious notices or calls directly with the IRS or a licensed tax advisor.