Address Validation
How address autocomplete fills in a company's or payee's address as you type, and what a mailed check needs from each address
Anywhere you enter an address in Greenroom — your company's, or a payee's — the street address field offers live suggestions as you type, powered by a service called Radar. It's a convenience, not a gate: nothing stops you from typing an address by hand and saving it.
Company address changes require Admin. Payee address changes made by the company require Admin or Payroll, and payees can complete their own personal-details step. Approvers cannot edit these addresses or send mailed checks.
How it works
Start typing a street address (three characters or more) and a list of matching addresses drops down below the field. Pick one and Greenroom fills in the city, state, and ZIP for you automatically.
Every field stays editable after you pick a suggestion, so you can still correct anything that's not quite right.
A suite, apartment, or unit number has its own optional Apt / unit field, right beside the street address. Put it there (for example, Suite 401) rather than on the street line. It's kept as a separate line all the way through to our tax partner, and picking a suggestion never overwrites or clears it.
If no suggestions appear at all as you type, that's fine — just type the complete address by hand and save normally. A manually typed address is never rejected for not matching a suggestion.
Why the address matters
For payees paid as employees, the address on file is what our tax partner uses to determine state and local tax withholding — so it's worth getting right, especially for anyone who's recently moved. Greenroom doesn't independently verify that an address is real or deliverable; the autocomplete suggestions are the main safeguard against a typo, and they're optional. Our tax partner does check a payee's mailing address against how the post office writes it when it sets the payee up, and refuses one it can't verify; see When our tax partner can't verify an address for what each person is told and how to fix it.
An employee's home address also has to reach our tax partner before they can be paid. If it hasn't, the payroll isn't sent, and the message names the employee and tells you what's missing. See Troubleshooting.
If we mail your production's paper checks, addresses matter a second way: each check is sent with its payee's mailing address, and an address that's incomplete or too long for a check envelope stops the mailing. See Addresses on mailed checks below.
A mailing-address refusal remains visible as Needs attention on the payee list, a notice on their page, and a dashboard link until our tax partner accepts the correction. Admin and Payroll get the relevant correction controls; Approvers are told to ask a Payroll or Admin teammate. See The notices and email.
Where you'll enter an address
- Company address — the Business info stage of Company Setup, which moves to Settings → Company once Greenroom has approved your company
- Payee address — collected as part of onboarding (see Payee Onboarding), and editable afterward from the payee's record or their own portal profile
- Representative address — where a representative's paper check is mailed, on the Representation card. The agent can also enter it on their own completion form, where it's required.
- Trustee address — a minor's start-work packet asks for their child performer trust account, including the trustee's street address, city, state, and ZIP code
- Add a vendor payment (on a payroll run's Vendors & Contractors step) — the full mailing address is required there, unlike elsewhere. A vendor created mid-run has to be immediately payable, and a payment needs somewhere to go. See Add a vendor payment.
- A packet of mailed checks — in the Mail checks dialog, when you send a payroll's checks in one packet (see below)
Suggestions appear on company and payee addresses. The others are typed by hand, and each has its own Apt / unit field too. The Submit step doesn't ask where paper checks go: a packet's address is entered when you mail the checks, after our tax partner has approved the payroll.
Addresses on mailed checks
Where mailing is turned on for your production, we can print a payroll's paper checks and mail them, in one packet to an address you choose or each to its payee (see Mail checks). Either way, each check goes to our print service with its payee's mailing address, and your company's legal name and address are printed on every check. So Greenroom checks every address a mailing uses: that it's complete, and that each line fits a check envelope or a shipping label. It still doesn't check that an address exists.
| Address | What it needs |
|---|---|
| Each payee's, from their record | A street address, city, state, and ZIP code. Each line, Apt / unit included, can be at most 35 characters, and so can the payee's name, the first line of that address. |
| Your company's, from Settings → Company | Complete, each line at most 35 characters, with the city, state, and ZIP together on one line of 35. Your legal company name has to fit two lines of 35 characters, broken between words. |
| The packet's, in the Mail checks dialog | Who it's addressed to, a street address, city, state, and ZIP code, each at most 35 characters, and a ten-digit Phone for delivery problems |
Payee and company addresses are checked as soon as you open Mail checks. If any fails, the dialog shows what to fix instead of the mailing, under These checks can't be mailed yet:, one line each, naming whose record it is: for example "[Payee]: the mailing address is missing the city and ZIP code. Add it on the payee record." or "[Payee]: the apt / unit is over 35 characters, more than a check envelope holds. Shorten it on the payee record." A company address that doesn't fit names the field and sends you to Settings → Company. A legal name that doesn't fit says to contact Greenroom rather than shorten it, because it has to match your bank's records. Fix the record, then open Mail checks again. The packet's address is checked when you send, and nothing is sent until it passes.
The packet's address starts as your company's legal name, registered address, and phone. Change any of it for this mailing; your company record isn't changed. One address is refused for a packet: Greenroom's own office, because an undeliverable packet comes back there. Greenroom compares the delivery address, not the text you typed, so writing it differently (Ave or Avenue, the suite on either address line, a ZIP+4) doesn't get round it ("This packet would come back to the same address if it couldn't be delivered, so a lost packet would have nowhere to go. Send it to a different address, or mail each check to its payee."). A check mailed to its payee that can't be delivered comes back to your company's registered address.
Next steps
See Company Setup for the rest of company configuration, Payee Onboarding for how a payee's address gets collected, or Form Validation for how Greenroom handles other kinds of entry errors.