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Set up a shipping manager with QuickBooks Online

by Intuit•65• Updated 1 month ago

Learn how to set up ShipEngine with QuickBooks Online.

You can buy, create, and print shipping labels for your customers' orders once you set up ShipEngine. This helps you manage payments with your carriers and track the shipping directly in QuickBooks. Here's how.

Note: QuickBooks Online will soon launch an add-on with all inventory features. This update won't include the shipping manager or label feature if you're using:

  • QuickBooks Solopreneur
  • QuickBooks Online Simple Start
  • QuickBooks Online Essentials

In Simple Start or Essentials, you can use the shipping manager or label feature when you buy the Inventory add-on. You can also upgrade to QuickBooks Online Plus or Advanced.

When you create a label for the first time, you need to add carriers and enter your payment details with our partner, ShipEngine.Note: You only need to do this once.

  1. Sign in to QuickBooks Online. Select Commerce, then select Shipping. 
  2. Select Buy shipping label and review Intuit’s terms of service, then select Connect.
  3. Fill out the details needed for the Enter shipping label info form, then select Get shipping rates.
  4. Review, then select your preferred option from Pick a shipping service. 
  5. Select Review and buy, then select Buy and print.
  6. Review Recommended printer settings, then select Buy and print.

On the checkout page, you need to complete the connection to ShipEngine. Here’s how.

  1. On Set up payment info for shipping, select Set up.
  2. Review and agree to ShipEngine’s terms and conditions, then select Continue. 
  3. Set up your carriers in one of two ways:
    • If you want the discounted rates and have ShipEngine set up a carrier account for you, do the following:
      1. Select I confirm, then select Continue.
      2. To use the discounted rates, you need to add funds to your account. Enter your payment method, then select Continue.
      3. Select or enter how much you want to add, then select Add funds.
        Note: You can always add more funds later on.
      4. Once setup is complete, select Finish buying shipping label to return to QuickBooks. You can also select Add more carriers to go to the ShipEngine dashboard.
    • If you have your own carrier accounts and only want to use those, do the following:
      1. Select Skip for now, then Connect later to skip ahead.
      2. Select Add more carriers to go to the ShipEngine dashboard.
      3. Select Add new carrier accounts to connect your carrier account.
      4. Once connected, select Log out or close the window to return to QuickBooks.

Now, you can create shipping labels directly from QuickBooks.

You can create a shipping label and an invoice in QuickBooks at the same time. You can also create shipping labels from existing invoices. Here are your options.

  1. Select + New, then Invoice to create an invoice.
    Note: You can also select Sales, then select Invoices to open an invoice.
  2. On the invoice, select Create shipping label.
  1. Select Commerce, then select Shipping.
  2. Select Create shipping label.
  3. From the dropdown, choose the invoice you want to create a label for.
  1. Select + New, then select Shipping label.
  2. From the dropdown, select the invoice you want to create a label for.

Once you have decided where to create your shipping labels, you can continue with the steps below to create them.

  1. Review the From and To information, then select Edit ✎.
    Tip: From should be your company info, and To should be your customer's info.
  2. Fill out the package details.
    1. Enter the height, length, and width of the package in inches.
    2. Enter the weight of the package in pounds and ounces.
  3. Select Get shipping rates.
  4. Review the provided shipping options and select the one you want.
    Tip: You can sort the list by selecting a header to sort by.
  5. Select Review and buy.
  6. Review the information on the checkout page, then select Buy and print.

The shipping label will open in a new tab as a PDF.

The label and packing slip are both linked to the original invoice. To print these later, find and open the invoice. Select Print packing slip or Track shipment, and then select Print.

You can manage, view, print your shipment details and check the status and tracking number of your purchased labels. Here’s how.

  1. Select Sales, then select Invoices.
  2. Find and select the invoice you created the label for.
  3. On the invoice, select Track shipment.

You can select Print label if you haven't already. Otherwise, select Void label if you no longer need it.

Note: If the label is void or the void period has expired, the Void label option won’t show.

Here are a few things to consider when you print shipping labels:

  • Shipping labels open in a new browser tab as a PDF. You can resize the PDF from your web browser or printer settings. The steps may vary depending on what browser you’re using.
  • Many thermal printers print labels at 4" x 6" while standard desktop printers print labels at 8.5" x 11".

You can only void a label if it falls within the following timelines:

  • USPS: 28 days
  • UPS: 30 days
  • FedEx: 12 hours before the ship-by date
  • Other carriers: QuickBooks sends a request to void to the carrier. You can also check with your carrier service to see if you can get a refund.

Check out other restrictions

  • If you use a voided label before the carrier refunds you, you may not get a refund.
  • Once a voided label refund is processed, you’ll get an email from ShipEngine with details. Refunds go to the original payment method.

Note: If it’s been more than 4 weeks and you didn’t get a refund, do the following:

  • Label created: Label is successfully generated, and you can print from Track shipment.
  • Label voided: Label is successfully voided. You should get a refund to your original payment method within 2-3 weeks.
  • Picked up by carrier:  Shipment is picked up by carrier and is in transit to the carrier hub.
  • In-transit: Shipment is in transit to your customer.
  • Delivered: Shipment is delivered to your customer.
  • Delivered to service point: Shipment is delivered to a collection point.
  • Exception: An issue has occurred with your shipment during transit.
  • Delivery attempted: The carrier was unable to deliver the shipment to your customer. Further attempts will be made. You may need to let your customer know.
  • Unknown: We currently don't have a status for your shipment.
  • Error: An issue has occurred with your shipment during transit.

Note: To get more info about the status of your package, contact ShipEngine or the carrier’s support.

If you no longer want to use ShipEngine, you can disconnect it from QuickBooks and you won't lose any info you already have. You can still view and print the labels you've already bought.

  1. Check the payment method you have on file, as the unused wallet funds are refunded to that payment method.
  2. Void any unused labels that you no longer need, as you won’t be able to void it after disconnecting.

Note: Refunds can take up to 4 weeks. For help, contact ShipEngine support. Have your payment email ID, contact reason, and best call back number on hand.

  1. Go to Commerce. Then select Shipping.
  2. From the Add funds ▼dropdown menu, select Disconnect from ShipEngine.
  3. Review the info to disconnect, then select Disconnect.

To reconnect at a future date, you’ll need to set up a new ShipEngine account or select Connect.

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