You're headed to the Cape. The inbox? Handled.
Set the out-of-office reply. Zip the suitcase. Grab the sunscreen.
But here’s the twist no one tells you about: that friendly little auto-reply? It could be a welcome mat for hackers.
Why Auto-Replies Are a Gift to Cybercriminals
Most CPAs use automated OOO messages to stay professional and responsive — especially during peak filing periods or well-earned breaks. But here’s what those messages often contain:
- Your full name and title (aka: role-based phishing bait)
- The exact dates you’ll be unavailable
- Contact info for colleagues or admins
- Clues about internal structure (“I’m attending a tax law conference in Chicago...”)
For cybercriminals targeting CPA firms, that’s pure gold.
Two Reasons It’s a Problem:
- Timing – They now know when you're offline and least likely to notice unusual account activity.
- Targeting – They know who to impersonate...and who to trick.
That’s the blueprint for a classic Business Email Compromise (BEC) attack.
How Hackers Exploit CPA Auto-Replies
Let’s break it down — real world.
- Your out-of-office reply hits an inbox scraped by a phishing bot.
- A scammer mimics your tone and spoofs your domain.
- An urgent email goes out: "Can you process this wire transfer today?"
- A staffer, admin, or junior partner follows the request.
- You return to find $45,000 gone...sent to “a vendor.”
CPA firms — especially small and midsize practices on the South Shore or in Boston — are prime targets. Your teams handle sensitive data. Your admins are trusted. And your systems may not be built to catch impersonation.
CPA-Specific Risk Factors
- Teams are deadline-driven and multitasking under pressure.
- Office admins often manage payment workflows and sensitive docs.
- Many firms travel for client audits, conferences, or seasonal relocations.
That’s when hackers strike.
5 Ways CPA Firms Can Prevent Auto-Reply Scams
You don’t need to kill the auto-reply. You just need to tune it — and your IT strategy — for safety.
1. Use a Generic Contact Point
Skip the detailed itinerary. Keep replies short and vague.
Instead of: “I’m attending the AICPA Summit and will return on June 20. Please reach out to Sam at sam@firmname.com.”
Try: “I’m currently out of the office. For urgent matters, please contact our main line at [firm phone/email].”
No names. No locations. No timeline that says “we’re off guard.”
2. Train Your Staff Like It’s Tax Season
Your team should know:
- Never act on sensitive email requests without verifying through a second channel.
- Always double-check unusual requests — especially if they involve wire transfers, tax returns, or client data.
3. Lock Down Email Security
- Use Advanced Threat Protection (ATP) and anti-spoofing protocols.
- Ensure SPF, DKIM, and DMARC are properly configured for your domain.
- Filter aggressively for phishing attempts.
(If that sounded like alphabet soup, your IT partner should be handling it.)
4. Require MFA Across All Accounts
Even if a password gets compromised, multi-factor authentication (MFA) blocks unauthorized access. It’s no longer optional — especially for firms under GLBA, the FTC Safeguards Rule, or Massachusetts 201 CMR 17.00.
5. Partner With a Proactive IT Provider
An MSP that understands CPA workflows can:
- Monitor for suspicious login attempts
- Flag outbound spoofed messages
- Provide WISP compliance and employee training
- Audit your email configurations for cyber insurance readiness
Sleep Easy. We’ve Got the Inbox Covered.
At Minot Technology Group, we specialize in cybersecurity for accounting firms across Boston and the South Shore. From Quincy to Plymouth, we help CPAs stay compliant, secure, and confident — even when the office is quiet.
✅ Free Security Check-Up for Local CPA Firms
Want to know if your email is safe from impersonation?
Click here to book your FREE Network Assessment and we’ll help you identify what needs upgrading, what can stay and how to build a transition plan that won’t disrupt your business before the deadline.
