Outsmarting deepfake scams is now a must for any business handling large projects, big budgets, or remote teams.
In early 2024, an employee at a multinational engineering firm in Hong Kong received what seemed like a normal video call. On screen was their CFO, along with several familiar faces from the leadership team. The CFO spoke with urgency, asking the employee to carry out several confidential fund transfers. Nothing seemed off. The call looked and sounded real.
But none of it was.
Everyone on the call was a deepfake – AI-generated replicas of real people. The scammers had collected videos and voice recordings online to create convincing fakes. Believing the request to be genuine, the employee followed instructions and transferred over $25 million to overseas accounts. By the time the fraud was uncovered, the money was gone. Guardian UK
This is no longer science fiction. Deepfake scams are a growing threat to businesses, especially those in architecture, engineering, and construction (AEC) where remote collaboration, high-value contracts, and fast-moving approvals are part of daily life.
Why AEC Firms Are at Risk
AEC firms often deal with large sums of money, multiple subcontractors, and time-sensitive projects. This makes them an attractive target for scammers, who rely on urgency and trust to get through a company’s defences. If someone receives a message or video call from what appears to be their project lead or CFO asking for quick payment approval, it’s easy to understand how they might go along with it.
That’s why outsmarting deepfake scams has to become part of everyday thinking – just like spotting phishing emails or locking your workstation.
Outsmarting Deepfake Scams – What You Can Do Now
Here are four simple, non-technical steps any AEC team can take to protect themselves:
Always double-check unexpected requests
If you receive a payment request or urgent instruction over video, phone or email – stop and think. Was it expected? Is it out of character? If something feels off, it probably is.
What to do: Call the person back using a known phone number, or message them directly on a trusted internal platform (like Teams or Slack). Don’t reply to the original message, use a fresh channel.
Set clear internal rules
Make it company policy that no large payments or contract changes happen based only on voice or video calls.
What to do: Require written confirmation through company email and, if possible, a second set of eyes from another staff member before acting on any financial request.
Use shared phrases or codes
Deepfakes can mimic voices, but they can’t guess what only your team knows.
What to do: Agree on simple internal codes or phrases that can be used to confirm identity in a call or message. Change them regularly and don’t share them outside the team.
Talk about it with your team
Awareness is your best defence. If one person learns something suspicious is going on, they should feel safe to speak up.
What to do: Add deepfakes to your next team meeting agenda. Share real examples and remind everyone that it’s okay to question a request – even from someone who seems senior.
Outsmarting Deepfake Scams Starts with Culture
You don’t need to be an IT expert to stay protected. Outsmarting deepfake scams is more about habits than high-end tools. Creating a culture where people pause, question, and verify is the most effective step any firm can take.
Because when a scam happens, the person on the other end isn’t failing to do their job – they’re being manipulated by something designed to look and sound exactly right. The only defence is a workplace that supports double-checking, encourages questions, and puts simple rules in place. The Australia Government has a great fact sheet with more tips here.
Turn Awareness into Action
Deepfake scams are only going to get more realistic and more common. But you don’t need to be an expert in artificial intelligence to fight back. You just need to make space for caution, conversation, and common sense.
A quick second check could be the thing that saves your firm from a million-dollar mistake.
Make outsmarting deepfake scams part of your daily awareness and you’ll be one step ahead of the next wave of threats. Chat with NexSys today to stay ahead of scammers.