Sending the Signer Link

The Payroll signer and history stage of Company Setup asks you to name an authorized signer — whoever is legally authorized to sign tax filings for your company, typically the producer or managing member. That person e-signs the payroll tax authorizations our tax partner requires before it can file on your behalf, and then authorizes it to debit your funding account for each payroll. This page covers how they actually do that.

An Admin manages the signer and sends or resends signing links. Payroll and Approver teammates ask an Admin to do this; the person receiving the link does not need a company role or Greenroom account.

Saving the signer

On the Payroll signer and history stage, save your signer's first name, last name, email, and title (Authorized Signer, Owner, Member, Member Manager, Manager, Managing Director, Officer, Partner, or General Partner). Before approval, saving doesn't contact our tax partner: you'll see "Signer saved. We send it to our tax partner when Greenroom approves your setup." Greenroom creates your company with our tax partner when it approves your setup, and sends the signer along with it. Until then, the signer card reads "Available after Greenroom approves your setup" where the signing buttons will go. Change signer updates the signer details saved in Greenroom. After approval, an email already on file with our tax partner selects that existing signer; a new email creates a signer there. Editing the name or title for an existing email does not update our tax partner's record. Switching to a different signer ends the previous signing link; send the newly selected signer a fresh one. After approval, the previous signer stays on our tax partner's record, because Greenroom can't remove a signer there, and the save says so: "[name] is still on our tax partner's record: Greenroom can't remove a signer there." The title list also preserves an existing title already on file. Once Greenroom has approved your company, this stage is on Settings → Company, which is where the signing buttons below appear.

After approval, these controls appear while authorization is still needed:

While tax forms are still owed, a link already emailed to the saved signer changes the button to Resend signing link. If only payroll debit authorization remains, the send button moves to that line and names the signer, for example Send Tegan the link or Resend Tegan the link. When both are complete, the card offers no send action. Sending or generating another link replaces the previous one. There's only ever one live link per company at a time, so an old emailed link stops working the moment a newer one is sent or generated. The card shows when the last link went out and to whom, with "Links expire after 7 days; resending replaces the old one."

When our tax partner holds signers besides your saved one, for example someone added when the bank was linked (see Linking your bank with Plaid), the card names them above Change signer: "Also on our tax partner's record: [names]. Any signer there can sign its forms and the payroll debit authorization. Greenroom can't remove a signer there."

When more than one signer is on file with our tax partner, sending opens Who should get the signing link? Choose the recipient before sending. Choosing another person makes them the company's saved signer and ends the previous signer's link. If Greenroom cannot read the signer list, it offers an explicit send to the saved signer instead.

When only the payroll debit authorization remains, the same chooser also offers Someone else — "Someone authorized on the company's bank account who isn't on file with our tax partner yet." Enter their first name, last name, title and email, and tick "[name] is authorized to sign for [legal name]'s bank account and to authorize payroll debits.", then choose Send [first name] the link. Before the link goes out, Greenroom makes sure they're a signer on our tax partner's record, adding them if they aren't there yet, and can't remove them there once added: "Before the link goes out, we'll make sure they're a signer on our tax partner's record, adding them if they aren't there yet. Greenroom can't remove a signer there once added." They become the company's authorized signer, so the payroll debit authorization, and any tax forms our tax partner asks for later, go to them; the previous signer stops being the signer, and any link already sent stops working. The choice isn't offered while tax forms are still owed: it asks only for the debit authorization.

What the signer sees

The link opens a Greenroom-branded page (the Greenroom wordmark, "Payroll authorizations", and your company's name) with no sign-in required. It explains the steps still needed: signing payroll tax authorizations (IRS Form 8655 and state equivalents), authorizing payroll debits, or both. Clicking Review and sign opens an in-page signing ceremony: our tax partner's own e-signature step, styled to match Greenroom, right in the page rather than on a separate site.

A thin Greenroom bar stays on screen for the whole ceremony — your signer never loses track of whose flow they're in, even though the signing step itself comes from our tax partner.

The legal signing ceremony itself is still our tax partner's — Greenroom brands the surface around it but doesn't rebuild or rehost the e-signature step itself. If an embedded step fails to open, the signer gets a Continue in the secure hosted flow fallback that takes them to the same signing session on a page our tax partner hosts instead. This fallback is not offered for a rate-limit error; wait and retry the same link.

After signing: authorizing payroll debits

When the forms finish, Greenroom opens payroll debit authorization automatically in the same page if it is still needed. The signer authorizes our tax partner to debit the company's funding account for each payroll.

A signer who leaves before finishing can return to the same live link. If the tax forms are already signed, it shows One step left: authorize payroll debits with Authorize payroll debits, which opens that step in the page. Only the Continue in the secure hosted flow fallback uses the separate hosted page; there, choose Payment method, then Authorize.

Once both steps are done, the page says Your payroll authorizations are complete and tells the signer they can close it. Until debit authorization is complete, the company card shows that it is still needed and offers to send or resend the signer the link.

Greenroom automatically sends your company for our tax partner's final review once its setup is ready. This is separate from Greenroom's approval. While only that final review is pending, you can prepare payroll, send it for approval, and record approvals; submitting payroll to our tax partner waits until the review is done. See the Our tax partner's final review line in the first-payroll checklist for its status.

If a jurisdiction is still blocking

Sometimes our tax partner won't accept a signature yet — for example, an outstanding New York setup question has to be answered first. If tax forms are still owed and your signer opens their link during that window, they're shown a plain explanation of what's still needed and who has to fix it (you, in Greenroom), rather than a "Review and sign" button that Greenroom already knows would fail. Nothing is wrong with their link in this case — once you clear the blocking item, the same link works.

While tax forms are still owed, Email signing link or Resend signing link and Open in my browser are disabled with an explanatory tooltip when a jurisdiction is blocking, so you can't send a link you already know will hit this dead end. A note beside them names the jurisdiction, with a Go to State tax button. Once the forms are signed, this jurisdiction check does not stop a link for debit authorization alone.

Link expiration and errors

Next steps

See Tax Authorization Forms for why this happens through our tax partner rather than a Greenroom-hosted form, or return to Company Setup Introduction for the full five-stage checklist.