Get started with the new Shipping Manager in QuickBooks Desktop

Important: Check the prerequisites before you use the Shipping Manager feature. Only the admin can set up the Shipping Manager.

To start the new shipping experience, access the Shipping Manager from different areas in QuickBooks Desktop.

• File: Go to File, then select Shipping Manager.

• Invoice: Go to any invoice, then select Shipping Manager.

• Sales Receipts: Go to any sales receipt, and select Shipping Manager.

• Sales Order Fulfillment Worksheet:
  1. Go to the Customer tab, then select the Sales Order Fulfilment Worksheet.
  2. Select any sales order.
  3. On the Action column, in the select ▼ dropdown. Select Ship with Shipping Manager.

Begin the setup process

1. Go to File, then select Shipping Manager.
2. Select Get Started.
3. Log in to your Intuit Account using the Master Admin (MMA) credentials.
4. Read, understand, and agree to the ShipEngine Terms of Service.
5. Enter the ship from address.
6. Enter your credit card details.
7. Select Confirm to finish the setup.

Tip: You’ll have a new United States USPS (USPS) account through the Intuit and ShipEngine partnership, offering discounted rates in QuickBooks Desktop.

A non-admin QuickBooks user must meet two main permission requirements to successfully use Shipping Manager.

1. Edit QuickBooks user role permission

To give a user full access to Shipping Manager in their assigned role, manage their role permissions as follows:

1. Log in to the QuickBooks file with the admin user.
   Note: Only the QuickBooks admin user can edit the roles and permissions of a user.
2. Go to Company, then Users, and select Set Up Users and Roles.
3. Enter the admin password, then select OK.
4. Select which user to modify permissions for, and confirm the role currently assigned to them.
5. Navigate to the Role List tab, then Edit the user’s assigned role.
6. In the Edit Role window, navigate to the File section and select Shipping to grant the user full access to the Shipping Manager feature.

2. Set up Intuit Account access

To access the company, sign in with an Intuit Account that’s connected to Intuit Account User Management.

Step 1: Invite a user to join Intuit Account User Management

The primary admin needs to sign in to My Company to invite users to the Intuit Account User Management page.

Step 2: Accept Intuit Account invite

The user must accept the email invite to be added to the Intuit Account User Management list.

Step 3: Sign in to your Intuit Account

1. Go to Company, then select My Company.
2. Select Sign in with an Intuit Account listed as an active user in Intuit Account User Management.

To use USPS for label purchases, you need to have funds in your shipping wallet.

Note: Only the QuickBooks admin can add funds to this wallet.

1. Go to File, then select Shipping Manager.
2. Select Add Funds, then enter the amount you wish to add.
3. Select Add Now.
4. Turn on auto-funding to automatically refill your wallet when the balance is low:
   • Balance threshold: Set the minimum balance for auto-refill.
   • Refill amount: Enter the amount you want to add to your wallet.
   • Daily refill limit: Set the maximum number of times the wallet can refill within the day.
5. Select Save rules

Note: ShipEngine manages the wallet for USPS shipments only. For questions or issues contact ShipEngine support at platform@shipengine.com.

Integrate your FedEx and UPS accounts with  the QuickBooks Desktop Shipping Manager to manage your shipping needs.

Note: Only QuickBooks admins can add external carrier accounts.

1. Go to File, then select Shipping Manager.
2. Select Manage Carriers, then select the Additional Carrier tab.
   • To add a FedEx account:
   a. Select Connect Carriers, then select FedEx from the list.
   b. Check the FedEx terms and conditions, then select Continue.
   c. Enter FedEx Account Details.
   d. Select Connect to link your FedEx account.
   
   • To add UPS:
   a. Select Connect Carriers, then select UPS from the list.
   b. Enter your UPS account details.
   c. Enter your UPS username and password.
   d. Select Authenticate Account.
   
   • To add Stamps.com:
   a. Select Connect Carriers, and select Stamps.com from the list.
   b. Enter your account details.
   c. Enter your Stamps.com  Account ID and username and password.
   d. Select Authenticate Account.

1. Purchase shipping labels separately or from QuickBooks Desktop transactions.
   • Separately:
     1. Go to File, then select Shipping Manager.
     2. Select Purchase shipping label.
   • From transactions:
     • Invoice
       1. Open the Invoice you want to purchase a shipping label for, then select Shipping Manager.
       2. Select Purchase Shipping Label.
     • Sales receipt
       1. Open the Sales Receipt you want to purchase a shipping label for, then select Shipping Manager.
       2. Select Purchase Shipping Label.
     • Sales order
       1. Go to Sales Order Fulfillment Worksheet.
       2. Select a sales order you want to ship.
       3. From the Action column, select Ship with Shipping Manager, then select Purchase Shipping Label.
          
          Note: The “From” address is prefilled with the one you provided during setup, but you can edit it if needed. The “To” address is automatically taken from the shipping address in your transaction.

2. Enter dimension and weight details of the package. You can also enter the declared value of the package if any. If you want to see a text on the label, enter that in the reference field.
3. Select Add package to add more packages to the shipment or select Copy to create a duplicate package on the next line.
4. Select delivery confirmation and additional package options.
5. Select how you want to pay for the shipping label(s):
   • Use your account to pay for the shipping charges:
     1. From the Billed by options, select Sender.
     2. Select the carrier and service, then select Calculate rate to see the estimated rate for the shipment.
     3. Select Compare rate to see a comparison of estimated rate between different services of all the carriers.
     4. Select the service you prefer, then select Purchase label.
        Note: If you selected USPS as the carrier, the shipping charges are deducted from the wallet you provided during the new shipping integration.
        
        The rates shown are only estimates and may be different from the actual rates. Intuit doesn’t charge customers any fees for shipping.
   • Have the receiver or third party accounts pay for shipping charges:
     1. From the Billed by options, select the receiver or the third party account you're sending the shipment to.
     2. Enter the account number and ZIP code to bill the charges to their account.
     3. Select Purchase label.
6. (Optional) If you want to paste the shipment and tracking info to the transaction, select the Paste tracking Information checkbox.
7. Select Print and close to print the label and close Shipping Manager.

Access your full shipment history for reference.

1. Go to File, then select Shipping Manager.
2. You'll find a list of past shipments with creation dates, transaction references, tracking IDs, and carrier services.
3. Select the three-dot ፧ icon to view more details, void shipments, or print labels.

Cancel shipping labels and review refund eligibility.

Note: The specific void policies of each carrier may vary.

1. Go to File, then select Shipping Manager.
2. Select the shipment you want to void.
3. Select the three-dot ፧ icon in the shipment, then select Void Label.
4. Review the voiding terms, then select Confirm void.
5. Select Done.

Note: USPS refunds go to your wallet, other carriers refund to your payment method. Check each carrier's policy for processing times.

Add one or more warehouse addresses, if you ship from multiple locations.

1. Go to File, then select Shipping Manager.
2. Select Settings ⚙️, then select Ship From Locations.
3. Select the Add New Addresses, then enter the complete details for each warehouse address.

Set a default "Ship from" address for labels, or choose from saved addresses when buying.

Print a shipping label from your shipment history, if you need them later.

1. Go to File, then select Shipping Manager.
2. Locate the shipment to print the label for.
3. Select the three-dot ፧ icon, then select Print Label.

Plan your label layout and select units of measurement to use.

1. Go to File, then select Shipping Manager.
2. Select Settings ⚙️.
   • To change default print layout:
     1. Select Shipping Label Layout.
     2. Select your preferred label layout type.
   • To change default package and dimension units, select Units of Measure.

You’ll notice some changes between the old and new Shipping Manager experience. Select the Feedback button in the new Shipping Manager window to help us look for ways to improve your experience.