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 to continue accessing Buildertrend. Subcontractors, vendors, and clients can also choose to enable MFA from their user settings for additional account security.
MFA for Internal Users
To help protect accounts with access to sensitive information, Buildertrend requires users with certain permissions or access to specific features, including Xero and payments, to enroll in MFA.
Organization owners and users with the Admin default role can also require MFA for all internal users through Company Settings.
To enable this requirement:
- Navigate to Company Settings.
- Select Account security.
- Under Two-factor authentication, click Require 2FA for internal users.
- Review the confirmation message, then confirm your selection.
Once enabled, the setting displays when MFA was required and who enabled it.
✏️Note: Once MFA is required for all internal users, this setting cannot be turned off.
If your account is impacted, you'll receive advance notice before MFA becomes required.
During the enrollment period, you'll receive:
- In-app reminders showing how many days remain to complete enrollment
- Email reminders explaining the upcoming requirement
- A grace period to complete enrollment
If MFA isn't set up before the grace period ends, you'll be required to complete enrollment before you can continue accessing Buildertrend.
✏️Note: The company-wide MFA requirement applies only to internal users. Subcontractors, vendors, and clients can still choose to enable MFA from their user settings.
MFA for Bill Pay
Buildertrend requires multi-factor authentication (MFA) for applicable users based on the payment features their company uses and their assigned permissions.
MFA helps protect Bill Pay and ACH transactions by adding an extra layer of security to accounts with payment access.
Users required to enroll in MFA will receive in-app and email reminders during a grace period. Once the grace period ends, MFA setup is required before they can continue signing in to Buildertrend.
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 whether MFA is required for your account or you choose to enable it yourself.
If MFA is required based on your permissions or the features your company uses, you'll be prompted to enroll. Subcontractors, vendors, and clients can also choose to enable MFA from their user settings.
Once you begin enrollment, 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, Buildertrend evaluates each sign-in and may require you to verify your identity using your selected authentication method. You may not be prompted for MFA every time you log in.
Watch the Clock ⏰
Authenticator app codes refresh every 30 seconds. If a code expires while entering it, simply use the next generated code.
Managing Your Authentication Methods
Once you've enrolled in multi-factor authentication (MFA), you can add or remove authentication methods directly from your Buildertrend account settings.
To manage your authentication methods:
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Select your initials in the top-right corner of Buildertrend, then select your profile.
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Navigate to the Security & Login tab.
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Select Manage two-factor authentication.
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Sign in again and complete the required verification step to confirm your identity.
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Under Two-factor authentication methods, you can:
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Select Add an authentication method to set up another verification option.
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Select Remove to delete an existing authentication method.
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Select Regenerate to generate a new recovery code.
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✏️Note: At least one authentication method must remain active. If you want to remove your only method, you'll need to add another method first.
You'll receive an email notification whenever an authentication method is added to or removed from your Buildertrend account. If you don't recognize the change, contact Buildertrend Support immediately.
What if I Lose Access to My Authentication Method?
If you lose access to your authentication method, you can use your recovery code to sign in to Buildertrend.
Once signed in, you can navigate to your Security & Login settings and select Manage two-factor authentication to add or remove authentication methods.
You'll need to verify your identity before making changes to your enrolled methods.
If you're unable to verify your identity or access your account using your recovery code, contact our Customer Support team via Live Chat, email support@buildertrend.com, or call 1-888-415-7149 for assistance.
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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