USPS Address Validation: Feature Update

Overview

• Vendors now see a USPS confirmation step on Step 2 – Address and a USPS validation badge on the Signature step.

• Admins now see two quick-scan Audit indicators in Vendor W-9s Received:

  1. W-9 Age (based on signature date) and 2) USPS Address (validation status).

• Color keys: Green = OK, Amber = Needs review, Red = Action required.

What changed & why it matters

1) Vendor experience (during W-9 submission)

A. USPS confirmation at Step 2 – Address

After a vendor enters an address and clicks Save & Proceed, a confirmation window appears:

• Option 1: “Use Entered Address & Continue.”

• Option 2: “Use USPS Address & Continue.” (standardized per USPS)
  
  

Choosing the USPS-suggested address improves deliverability and reduces 1099 filing delays caused by typos, missing units/suites, or formatting issues.

B. USPS status on the Signature step
On the final step (Signature), vendors see whether the address is Validated or Failed by USPS. This makes it easy to correct issues before submitting the W-9.

Tip: If the modal mentions “Default address (needs unit/suite),” the vendor should add an apartment, suite, or box number to get a precise DPV-confirmed match.

2) Admin experience (Vendor W-9s Received dashboard)

We added two Audit trail indicators in your Vendor W-9s Received table:

1. W-9 Form Age — based on the signature date

2. USPS Address — based on the latest USPS validation

Both use a simple color system to help you scan and sort quickly:

Color	Meaning	What to do
Green	Up to date / exact match	No action needed
Amber	Review suggested (e.g., W-9 signed 1–2 years ago, or USPS “default address” needs unit/suite)	Check vendor details; consider requesting an update
Red	Action required (e.g., ≥2 years since signature, or USPS indicates an invalid/undeliverable address)	Contact vendor or request a fresh W-9/address fix

Clicking either audit icon opens a detail panel:

• W-9 Age detail shows signature date and our guidance on when to collect a new W-9 (no official expiration; collect on material changes or as part of your internal refresh policy).
  

• USPS Address detail shows USPS standardization vs. submitted address and DPV notes (e.g., exact match, needs unit/suite, invalid/undeliverable).