Companies House payment scams and misleading intellectual property invoices can look surprisingly official. For example, they may use public company details, formal wording, logos, payment deadlines and QR codes to persuade a busy finance team to pay quickly.
Companies House and the Intellectual Property Office (IPO) have warned businesses about unsolicited requests for money from organisations that are not connected with government. In particular, some requests charge an inflated price for a service that is cheaper or free through an official channel. Others may be attempts to steal money or sensitive information.
Common Companies House and IPO payment requests
Suspicious or misleading invoices are often posted to a company’s registered office, although they can also arrive by email. The sender may ask for payment to:
- set up or claim a Companies House online account;
- authenticate an account or verify company details;
- maintain the company on an unofficial register;
- renew a trade mark; or
- add a trade mark to an “exclusive” online register.
The use of real company or trade mark information does not prove that a request is genuine. Much of that data is public, so it can be copied into a letter or invoice.
Misleading invoice or outright fraud?
Importantly, not every unsolicited invoice comes from a criminal. A legitimate third party may offer a paid service that is separate from Companies House or the IPO. However, it should clearly explain who it is, what it provides and that it is not affiliated with government.
A business should still ask whether the service is needed and whether the price is reasonable. Instead, never approve a payment simply because an invoice looks official or refers to a genuine filing, company number or trade mark.
How to check a payment request
1. Stop and verify independently
Do not use the telephone number, email address, website or QR code printed on a suspicious request. Open GOV.UK yourself and find the official contact details for Companies House or the IPO. Contact the organisation directly before paying.
2. Check the sender and web address
For example, official Companies House and IPO services are provided through GOV.UK. Look closely for misspellings, extra words and domains designed to resemble a government address. Genuine Companies House emails end in “.gov.uk”, but a familiar display name on its own is not evidence of authenticity.
3. Read the small print
Some organisations include a disclaimer stating that they are not affiliated with the UK Government. It may appear in smaller text than the payment demand. Check the whole document and search for the organisation before approving anything.
4. Compare the service and official fee
First, identify exactly what is being sold. Search GOV.UK to see whether the service is available directly and what it normally costs. If a third party is charging for administration or representation, make sure that work is useful and has been authorised.
5. Protect codes and financial information
In addition, Companies House says it will not call to ask for passwords, bank details or a company authentication code. Treat any unexpected request for secure information as a serious warning sign. Do not open an attachment or share data while you are checking the contact.
Controls every small business should use
As a result, a short approval process can prevent an avoidable loss. Consider the following controls:
- Require a second person to approve any new supplier or changed bank details.
- Match invoices to an order, engagement letter or known renewal schedule.
- Keep a list of expected Companies House, tax and intellectual property deadlines.
- Verify unusual requests using a trusted contact method.
- Limit access to authentication codes, passwords and online filing accounts.
- Train staff who open post, process invoices or manage compliance.
- Record and report suspicious contact, even when no payment was made.
Public-register scams often reach reception, a registered-office provider or a junior member of the finance team first. Make sure those people know where to route the correspondence and that urgency never bypasses the approval process.
How to report a suspicious request
The joint Companies House and IPO warning about unsolicited payment requests explains the types of invoice being reported. Suspicious IPO invoices can be sent to misleadinginvoices@ipo.gov.uk.
Companies House maintains separate guidance on scams pretending to be from Companies House, including examples of fake emails, letters and calls. It advises businesses not to pay or follow links in a suspicious letter and to contact Companies House using official details.
Finally, you can also report suspicious activity to Report Fraud and your local Trading Standards office. If money has left your account, contact your bank immediately as well as making the appropriate fraud report.
A 60-second invoice check
- Were we expecting this service or renewal?
- Is the sender clearly identified and independent of government?
- Does the request point to a genuine GOV.UK service?
- Have we checked the official fee and deadline?
- Has a second person approved the payee and bank details?
If any answer is unclear, pause the payment. London Accountants can help clients review company-administration correspondence, keep filing deadlines organised and strengthen basic finance controls. Learn more about our accounting support or contact the team before acting on an uncertain request.
