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Overview

Growing your team on Smartbills starts with sending invitations. Invited members receive an email with a link to create their account or sign in with an existing one. Once they accept, they are automatically added to your organization with the role you specified.
Only users with the Admin or Owner role can invite new team members.

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Send an Invitation

1

Navigate to Team

Click Team in the left sidebar to open the team management page.
2

Click Invite

Click the Invite Members button in the top-right corner of the team page.
3

Enter Email Addresses

Enter one or more email addresses in the invitation form. You can add multiple addresses separated by commas, or paste a list of emails.
Use work email addresses so new members can be easily identified in the team list.
4

Select a Role

Choose the role to assign to the invited members:
  • Owner: Full control (only one per organization)
  • Admin: Full access to features and settings
  • Manager: Can approve expense reports
  • Employee: Can submit expenses and reports
  • Accountant: Can manage expenses, vendors, and categories
5

Assign a Department (Optional)

Optionally assign the invited members to a department. This determines their cost center and may affect which manager receives their expense reports for approval.
6

Send the Invitation

Click Send Invitation to dispatch the email invitations. Each invitee receives an email with a link to join your organization.
Invitations have been sent. Invitees will appear in the team list with an Invited status until they accept.

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What Happens When an Invitee Accepts

When a recipient clicks the invitation link in their email:
  1. If they already have a Smartbills account, they sign in and are added to your organization
  2. If they are new to Smartbills, they create an account and are then added automatically
  3. Their status changes from Invited to Active in your team list
  4. They gain access to features based on the role you assigned
Invitation links expire after 7 days. If an invitation expires, you can resend it from the team page by clicking the resend icon next to the member’s name.

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Bulk Invitations

For larger organizations, you can invite multiple members at once by entering a comma-separated list of email addresses. All invitees in a single batch receive the same role and department assignment. If you need to assign different roles, send separate invitations for each role group.

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What’s Next?

Manage Roles

Change roles and understand permission levels

Team Overview

View and manage your full team