Common Phishing Scams Targeting Art Galleries (and How to Protect Your Finances)
Running an art gallery in New York City is no small feat. Between managing exhibitions, sales, and client relationships, your finances are often the last thing you want to worry about. Unfortunately, phishing scams targeting art galleries are on the rise—and if you’re not careful, they can cost you thousands.
As a firm specializing in bookkeeping for art galleries, Stellar Bookkeepers has seen firsthand how these scams can wreak havoc on gallery finances. Here’s what you need to know to stay safe.
1. Fake Invoice Scams
The Scam: Scammers send what looks like a legitimate invoice from a known artist, supplier, or shipping company. These invoices often appear urgent, pressuring you to make a quick payment.
How to Spot It:
Email addresses that are slightly misspelled (e.g., “@artshipping.co” instead of “@artshipping.com”).
Vague descriptions of services or missing invoice details.
Pressure to pay immediately, often by wire transfer.
What to Do:
Verify invoices directly with the artist or vendor before paying.
Require two-person approval for large payments—a bookkeeping best practice we always recommend for galleries.
2. Phishing Links That Steal Your Email Credentials
The Scam: Scammers send an email that appears to come from a trusted contact, often with a link to a document or gallery-related resource. When clicked, you’re taken to a fake login page prompting you to enter your email and password.
How the Takeover Happens:
Once you enter your credentials, scammers gain access to your email account. They can then pose as you to send fake invoices, request payments, or trick others into wiring money.
How to Spot It:
Links that lead to a login page asking for your credentials unexpectedly.
Slightly altered URLs (e.g., “drive.g00gle.com” instead of “drive.google.com”).
Unexpected file-sharing emails, even from known contacts.
What to Do:
Never enter your credentials after clicking an email link—log in directly from your browser instead.
Enable two-factor authentication (2FA) to block unauthorized logins.
3. Identifying a Compromised Email from a Known Contact
The Scam: Hackers who have taken over an artist’s, collector’s, or vendor’s email will send messages that seem legitimate but direct you to send payments or click malicious links.
How to Spot It:
Sudden changes in tone or writing style from the person you know.
New bank account details or payment instructions without warning.
Replies that seem slightly “off” or avoid direct questions.
What to Do:
Confirm suspicious requests by phone or text before taking action.
Train staff to be cautious even when emails come from familiar names.
4. Fake Collector or Buyer Requests
The Scam: A scammer poses as a high-profile collector or overseas buyer, showing interest in an expensive piece. They "accidentally" overpay with a fraudulent check or stolen credit card and then request a refund of the overpaid amount.
How to Spot It:
Overpayment followed by an immediate refund request.
Urgency to ship the artwork before payment clears.
What to Do:
Wait for payments to fully clear before issuing refunds or shipping any artwork.
Use a secure payment processor recommended by your bookkeeper or accountant.
5. Payroll or Vendor Phishing
The Scam: Hackers impersonate your staff or vendors, asking to change payroll direct deposit information or vendor bank accounts.
How to Spot It:
Unusual or last-minute changes to payment details.
Requests sent outside of normal business hours.
What to Do:
Always verify banking changes with a phone call to a trusted contact.
Keep vendor and payroll changes documented and approved in your bookkeeping system.
Why Proper Bookkeeping Helps Prevent Scams
Many art galleries fall victim to phishing scams because they lack structured financial systems. With professional bookkeeping for art galleries, you can:
Track irregular transactions quickly.
Reconcile accounts regularly to catch fraud early.
Implement internal controls that make scams harder to pull off.
At Stellar Bookkeepers, we specialize in art gallery bookkeeping in NYC—helping gallery owners not just stay compliant but protect their finances from scams like these.
Need Help Protecting Your Gallery’s Finances?
Don’t wait until you’re a victim of a phishing scam. Stellar Bookkeepers can help you:
Set up fraud-resistant bookkeeping processes.
Reconcile and monitor accounts for suspicious activity.
Train staff on best financial practices for art galleries.
➡️ Schedule a consultation today and keep your gallery’s finances secure.