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Overview

Two-factor authentication (2FA) adds an extra layer of security to your Smartbills account. When enabled, you must provide a second verification code in addition to your password each time you sign in. This ensures that even if your password is compromised, your account remains protected.
Strongly recommended: We recommend enabling 2FA for all users, especially those with access to sensitive financial data and administrative functions.

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Why Enable 2FA?

  • Prevent unauthorized access even if your password is leaked or guessed
  • Protect financial data including expense reports, receipts, and reimbursement details
  • Meet compliance requirements for organizations that mandate multi-factor authentication
  • Secure administrative actions such as user management and integration configuration

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Supported Methods

Use a time-based one-time password (TOTP) app to generate 6-digit codes that refresh every 30 seconds.Recommended apps:
  • Google Authenticator (iOS and Android)
  • Authy (iOS, Android, and desktop), supports cloud backup
  • 1Password (built into the password manager)
  • Microsoft Authenticator (iOS and Android)
Authy and 1Password offer cloud backup of your 2FA codes, making it easier to restore access if you switch devices.

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Enable 2FA

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Using an Authenticator App

1

Open Security Settings

Navigate to Settings > Security > Two-Factor Authentication in your Smartbills dashboard.
2

Click Enable 2FA

Click the Enable Two-Factor Authentication button. You will be prompted to confirm your password.
3

Choose Authenticator App

Select Authenticator App as your preferred method.
4

Scan the QR Code

Open your authenticator app and scan the QR code displayed on screen.If you cannot scan the QR code: Click Enter code manually to display a text key that you can type into your authenticator app.
5

Enter Verification Code

Type the 6-digit code from your authenticator app into the verification field and click Verify.
6

Save Backup Codes

You will be presented with a set of 10 single-use backup codes. Download or copy these codes and store them in a secure location.Each backup code can be used once to sign in if you lose access to your authenticator app.
2FA is now active! You will be required to enter a verification code each time you sign in.

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Using SMS

1

Open Security Settings

Navigate to Settings > Security > Two-Factor Authentication.
2

Click Enable 2FA

Click Enable Two-Factor Authentication and confirm your password.
3

Choose SMS

Select SMS as your preferred method.
4

Enter Phone Number

Enter your mobile phone number including the country code (e.g., +1 for US/Canada).
5

Verify Phone Number

You will receive a 6-digit code via SMS. Enter the code to verify your phone number.
6

Save Backup Codes

Download or copy your 10 single-use backup codes and store them securely.

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Signing In with 2FA

After entering your email and password, you will see a second verification screen:
  1. Open your authenticator app (or wait for the SMS)
  2. Enter the 6-digit code
  3. Click Verify to complete sign-in
Check the Remember this device for 30 days option on trusted personal devices to reduce how often you need to enter a code.

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Backup Codes

Backup codes are your safety net if you lose access to your authenticator app or phone.

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How Backup Codes Work

  • You receive 10 backup codes when you enable 2FA
  • Each code can be used only once
  • Codes do not expire unless you regenerate them
  • Use a backup code in place of your authenticator code on the 2FA verification screen

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Using a Backup Code

  1. On the 2FA verification screen, click Use a backup code
  2. Enter one of your unused backup codes
  3. Click Verify

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Regenerate Backup Codes

If you run low on backup codes or suspect they have been compromised:
  1. Go to Settings > Security > Two-Factor Authentication
  2. Click Regenerate Backup Codes
  3. Confirm your password
  4. Save the new set of codes (previous codes will be invalidated)
Regenerating backup codes invalidates all previous codes. Make sure to update your stored codes immediately.

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Change Your 2FA Method

To switch between authenticator app and SMS:
  1. Go to Settings > Security > Two-Factor Authentication
  2. Click Change Method
  3. Confirm your password
  4. Follow the setup steps for your new method
  5. Save your new backup codes

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Disable 2FA

Disabling 2FA reduces your account security. Only disable it if absolutely necessary.
1

Open Security Settings

Navigate to Settings > Security > Two-Factor Authentication.
2

Click Disable 2FA

Click Disable Two-Factor Authentication.
3

Confirm Your Identity

Enter your password and a current 2FA code (or backup code) to confirm.
4

Confirm Disable

Click Disable to turn off two-factor authentication. All backup codes will be invalidated.

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Mobile Biometric Lock

In addition to 2FA, the Smartbills mobile app supports biometric authentication for app-level security:
  1. Go to Menu > Security
  2. Toggle on Face ID or Touch ID
  3. Authenticate with your biometric to confirm
The app will require biometric verification each time you open it.
Biometric lock is separate from 2FA. Biometric lock secures access to the mobile app on your device, while 2FA secures the sign-in process across all platforms.

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Troubleshooting

If you no longer have access to your authenticator app:
  1. Use one of your backup codes to sign in
  2. Go to Settings > Security > Two-Factor Authentication
  3. Click Change Method or reconfigure your authenticator app
  4. Set up the new authenticator and save new backup codes
No backup codes either?
  1. Click I can’t access my authenticator on the 2FA screen
  2. Verify your identity via email
  3. Contact [email protected] with your account email and a description of the issue
If you are not receiving SMS verification codes:
  1. Verify your phone number is correct in security settings
  2. Check that your phone has cellular signal
  3. Wait up to 2 minutes for the message to arrive
  4. Click Resend Code to request a new code
  5. Check if your carrier blocks short-code messages
Still not receiving codes? Switch to an authenticator app for more reliable code delivery.
If your authenticator code is rejected:
  1. Check the time on your device: TOTP codes are time-sensitive. Ensure your device clock is accurate and synced automatically
  2. Wait for the next code: codes refresh every 30 seconds. If you enter a code close to expiration, wait for a new one
  3. Verify the correct account: ensure you are using the code for your Smartbills entry, not another service
  4. Resync your authenticator: in Google Authenticator, go to Settings > Time Correction for Codes > Sync Now
If you are completely locked out:
  1. Try all remaining backup codes
  2. Click I can’t access my authenticator on the sign-in screen
  3. Follow the email verification process
  4. If unsuccessful, contact [email protected] with:
    • Your registered email address
    • Proof of identity (government-issued ID may be required)
    • Approximate date you last accessed the account
When switching to a new phone:If you use Authy or 1Password: Install the app on your new device and sign in. Your 2FA codes sync automatically.If you use Google Authenticator:
  1. Before switching devices, go to Settings > Security > Two-Factor Authentication
  2. Click Change Method or Reconfigure
  3. Scan the new QR code with your new device
  4. Save new backup codes
Already switched and lost access? Use a backup code to sign in, then reconfigure 2FA with your new device.

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Next Steps

Update Your Profile

Configure your personal settings

Login Guide

Learn about all sign-in methods

Reset Password

Change or recover your password

Login Problems

Troubleshoot sign-in issues

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Need Help?