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Overview

Your Smartbills profile contains your personal information, display preferences, and notification settings. Keeping your profile up to date ensures accurate identification across businesses, proper formatting of dates and currencies, and timely notifications about expenses and approvals.
Your profile information is shared across all businesses you belong to. Changes made here will be reflected everywhere.

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Personal Information

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Change Your Name

  1. Click your avatar in the bottom-left corner of the sidebar
  2. Select Profile from the menu
  3. Update your First Name and Last Name
  4. Click Save

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Change Your Email Address

Your email address is used for sign-in, notifications, and account recovery. Changing it requires verification.
1

Open Profile Settings

Navigate to Settings > Profile on web, or Menu > your name on mobile.
2

Edit Email

Click or tap the email field and enter your new email address.
3

Confirm Current Password

You will be prompted to enter your current password to verify your identity.
4

Verify New Email

A verification link will be sent to your new email address. Click the link to confirm. Your old email remains active until the new one is verified.
Until you verify the new email, your original email will remain the active sign-in address. The verification link expires after 24 hours.

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Change Your Phone Number

  1. Go to Settings > Profile
  2. Update the Phone Number field with your new number (include country code)
  3. Click Save
  4. If SMS-based 2FA is enabled, you will need to reverify your phone number

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Update Your Profile Photo

  1. Go to Settings > Profile
  2. Click your current avatar or the camera icon
  3. Select a photo from your computer (JPG, PNG, max 5 MB)
  4. Crop and position the image
  5. Click Save
Use a clear, professional headshot for your profile photo. This photo appears on expense reports, comments, and approval workflows.

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Personal Settings

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Language

Change the language of the Smartbills interface:
  1. Go to Settings > Profile > Language
  2. Select your preferred language from the dropdown:
    • English
    • French (Francais)
  3. Click Save
  4. The interface will update immediately
Language settings apply to the Smartbills interface only. Receipt OCR supports multiple languages automatically regardless of your language setting.

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Timezone

Set your timezone to ensure dates and times are displayed correctly:
  1. Go to Settings > Profile > Timezone
  2. Select your timezone from the dropdown
  3. Click Save
Your timezone affects:
  • Expense timestamps
  • Report submission and approval times
  • Notification delivery times
  • Audit trail entries

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Currency

Set your default currency for entering expense amounts:
  1. Go to Settings > Profile > Currency
  2. Select your preferred currency (e.g., CAD, USD, EUR, GBP)
  3. Click Save
Your default currency is used when creating new expenses. You can always change the currency on individual expenses for international transactions.

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Date Format

Choose how dates are displayed throughout the app:
  1. Go to Settings > Profile > Date Format
  2. Select your preferred format:
    • MM/DD/YYYY (e.g., 04/14/2026)
    • DD/MM/YYYY (e.g., 14/04/2026)
    • YYYY-MM-DD (e.g., 2026-04-14)
  3. Click Save

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Notification Preferences

Control how and when Smartbills notifies you about activity in your account.

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Email Notifications

Go to Settings > Notifications > Email to configure:

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Push Notifications (Mobile)

Go to Menu > Settings > Notifications on mobile to configure:

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In-App Notifications

In-app notifications appear in the notification bell icon in the top navigation bar. These cannot be individually disabled but can be marked as read or cleared.
Configure your notifications to match your role. Approvers should enable approval request notifications; employees may prefer to disable team activity updates.

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Change Your Password

If you are logged in and want to change your password:
1

Open Security Settings

Go to Settings > Security > Change Password
2

Enter Current Password

Type your current password to verify your identity.
3

Enter New Password

Type your new password. It must be at least 8 characters and include a mix of uppercase, lowercase, numbers, and special characters.
4

Confirm New Password

Re-enter the new password to confirm.
5

Save

Click Update Password. You will remain logged in on your current device. Other active sessions may require you to sign in again.
Forgot your current password? Use the Reset Password flow instead.

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Troubleshooting

  1. Check your spam or junk folder
  2. Verify the new email address is typed correctly
  3. Wait 2-5 minutes for delivery
  4. Add [email protected] to your contacts
  5. Request a new verification email from the profile settings page
If you still do not receive it, contact [email protected].
  • Ensure the file is JPG or PNG format
  • Maximum file size is 5 MB
  • Try a different image
  • Clear your browser cache and try again
  • On mobile, ensure camera and photo library permissions are granted
  1. Check your internet connection
  2. Ensure all required fields are filled in
  3. Look for validation error messages highlighted in red
  4. Try refreshing the page and making changes again
  5. Try a different browser or device
Email notifications:
  • Check spam/junk folder
  • Verify your email address is correct in profile settings
  • Confirm notification is enabled in Settings > Notifications
Push notifications (mobile):
  • Ensure notifications are allowed in your device settings (iOS Settings > Smartbills > Notifications, or Android Settings > Apps > Smartbills > Notifications)
  • Check that Do Not Disturb mode is off
  • Try signing out and back in to refresh the push notification token

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Next Steps

Enable Two-Factor Auth

Add extra security to your account

Upload an Expense

Start tracking your expenses

Create an Expense Report

Group expenses for submission

General Settings

Configure business-level settings

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Need Help?