Multi-Factor Authentication in Buildertrend
Multi-factor authentication (MFA) is an added layer of security used to verify your identity when logging in to an account. Instead of relying on just a username and password, MFA requires a second form of verification, such as a code sent to your mobile device or generated by an authentication app.
This extra step helps protect sensitive information by making it much harder for unauthorized users to access your account, even if they have your password.
When is MFA Required?
Buildertrend requires multi-factor authentication in certain situations to help protect your company's data.
Depending on your Buildertrend permissions and the features your company uses, you may be required to enroll in MFA before signing in.
MFA for Internal Users
To help protect accounts with access to sensitive information, Buildertrend requires users with certain permissions to enroll in MFA.
If your account is impacted, you'll receive advance notice before MFA becomes required.
During the enrollment period, you'll receive:
- In-app reminders when signing in to Buildertrend
- Email reminders explaining the upcoming requirement
- A grace period to complete enrollment
As the grace period progresses, reminders will become more frequent. If MFA isn't set up before the grace period ends, you'll be required to complete enrollment before you can continue signing in to Buildertrend.
✏️Note: The specific permissions that require MFA are determined by your Buildertrend administrator.
MFA for Bill Pay
Who has to complete MFA depends on which payments products you use:
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If you use Bill Pay only, every user involved in payments must complete MFA
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If you use both Client Payments and Bill Pay, only Org Owners are required to complete MFA
MFA is also required for ACH payments, helping ensure payments are secure, accurate and reliable.
MFA for Xero
Xero requires multi-factor authentication for any software integrating with its platform.
When your Buildertrend account is connected to Xero, users with any of the following permissions will automatically be required to enroll in MFA:
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Mark Bill/PO as paid
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View & Edit Invoices
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Connect & Copy to Xero Contact
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Send Invoices to Xero
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Connect & Copy Xero Vendors
Setting Up Multi-factor Authentication
The MFA setup process is the same regardless of why MFA is required for your account.
The first time you log in after MFA has been enabled on your account, you'll be prompted to set up an authentication method. Enrollment happens automatically based on your permissions – See MFA for Bill Pay and MFA for Xero above.
You can select:
- SMS text messages, or
- An Authenticator app, such as Google Authenticator, Microsoft Authenticator, or Authy
Set Up Using SMS
If you prefer to use SMS text messages for multi-factor authentication, select SMS as your authentication method. Enter your mobile phone number, and click Continue.
Enter the security code sent to your mobile phone to verify your authentication method, then select Continue to complete the multi-factor authentication setup.
‼️Important:
You'll receive a Recovery Code. Save this to a secure location. It allows you to log in if you’re unable to receive SMS messages in the future.
Set Up Using an Authenticator App
If you choose to use an authenticator app for multi-factor authentication, you’ll scan a QR code to link your Buildertrend account and generate one-time security codes.
To get started, install an authenticator app on your mobile device if you don’t already have one. Authenticator apps can scan QR codes and generate time-based security codes for login verification.
If you choose the Google Authenticator or similar option, you will need to install an authenticator app on your mobile device (if you do not already have one). The app can scan QR codes and retrieve authentication data for you.
Recommended authenticator apps include the following:
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Google Authenticator: Provides synchronization across devices via Google Account
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Microsoft Authenticator: Supports multiple users on the same device with enterprise integration
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Authy: Offers cloud backup with encryption and unlimited device syncing
The screenshots shown below use Authy as an example, but the setup steps are similar for all supported authenticator apps.
Once you have downloaded your preferred authentication app, scan the QR code from your authenticator app to add your Buildertrend account.
Next, enter the security code provided by your authenticator app to verify your authentication method, then click Continue to complete the multi-factor authentication setup.
‼️Important:
You'll receive a Recovery Code. Save it somewhere secure. It lets you log in if you lose access to your authenticator app or the device it is installed on.
Once MFA is set up, you’ll be required to verify your identity using your selected method each time you log in to Buildertrend.
Watch the Clock ⏰
Authenticator app codes refresh every 30 seconds. If a code expires while entering it, simply use the next generated code.
What if I Lose Access to My Authentication Method?
Use your recovery code to log in. You saved this when you first set up MFA.
After you log in, you can set up a new authentication method:
- Select your initials in the top right corner, then select your profile
- Go to the security settings for your login
- Select Reset multi-factor authentication
- Choose SMS text messages or an authenticator app, then follow the prompts
If you no longer have your recovery code, contact our Customer Support team via Live Chat, email support@buildertrend.com or call 1-888-415-7149. We'll verify your identity before resetting MFA on your account.
Interested in Learning More? 📚
Visit the Buildertrend Learning Academy to explore additional learning opportunities — from live group trainings and certifications to on-demand courses and more.
For questions or additional support, contact our Customer Support team via Live Chat, email support@buildertrend.com, or call 1-888-415-7149 — we’re always happy to help.
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