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About QuickBooks Online Shipping Manager

by Intuit Updated 3 weeks ago

Learn how to set up ShipEngine with QuickBooks Online to create shipping labels and manage payment processing for your connected carriers.

You can buy and print shipping labels for your customer’s orders and then track the shipping, all directly in QuickBooks.

How to:

Set up ShipEngine

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

  1. Sign in to QuickBooks Online.
  2. Go to Commerce, then select Shipping. 
  3. Select Create shipping label.
  4. Review Intuit’s terms of service, then select Connect.
  5. Add your company info in the From section and your customer's info in the To section.
  6. 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/or ounces. 
  7. Select Get shipping rates
  8. Review the provided shipping options and select which one you want. Note: If you want to add your own carrier now, select Add carrier and skip to step 12b. You can also set this up later.
  9. Select Review and buy
  10. On the checkout page, you’ll need to complete the connection to ShipEngine. Select Set up
  11. A new window will open for ShipEngine. Review and agree to ShipEngine’s terms and conditions, then select Continue
  12. Next, set up your carriers in one of two ways:
    1. If you’d like the offered discounted rates and have ShipEngine open a carrier account on your behalf:
      1. Select I confirm, then Continue.
      2. To use the discounted rates, you need to add funds to your account. Enter your payment method, then select Continue.
      3. Choose how much you'd like to add, then select Add funds.
        Note: You can always add more funds later on.
      4. Set up is now complete. Select Finish buying shipping label to return to QuickBooks, or Add more carriers to go to the ShipEngine dashboard.
    2. If you have your own carrier accounts and only want to use those:
      1. Select Skip for now and then Connect later to skip ahead. 
      2. Select Add more carriers to go to the ShipEngine dashboard.
      3. Select Add new carrier accounts and then 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.

Create a shipping label

You can create a shipping label while creating an invoice, or at any time from an existing invoice on your transactions list. 

Start from an invoice

  1. In QuickBooks Online, select New +, then Invoice to create an invoice.
    Or go to Sales, then Invoices. Then open an invoice.
  2. On the invoice, select Create shipping label

Start from QuickBooks Commerce

  1. In QuickBooks Online, go to the Commerce, then select Shipping.
  2. Select Create shipping label.
  3. From the dropdown, choose the invoice you want to create a label for. 

Start from any page in QuickBooks

  1. In QuickBooks Online, select +New, then select Shipping label.
  2. From the dropdown, choose the invoice you want to create a label for. 

Create the shipping label 

  1. Review the From and To information. From should be your company information, and To should be your customer's information.
  2. To edit either section, select Edit (pencil icon). 
  3. 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/or ounces. 
  4. Select Get shipping rates
  5. Review the provided shipping options and select which one you want. Note: You can sort the list by selecting a header to sort by. 
  6. Select Review and buy
  7. Review the information on the checkout page. 
  8. If everything looks good, select Print and buy

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

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

Manage and view your purchased labels

View your shipping labels

  1. In QuickBooks Online, go to Sales, then Invoices
  2. Find and select the invoice you created the label for.
  3. On the invoice, select Track shipment.

Here, you’ll see the shipment details, including the Status and Tracking number. 

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

Note: If the label is already voided, or the void period has expired, the Void label option will be disabled. 

Shipping labels open in a new browser tab as a PDF.

You can usually resize the PDF from your web browser or printer settings. The steps may vary depending what browser you are 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 inside the following timelines: 

  • USPS: 28 days
  • UPS: 30 days
  • FedEx: 12hr before ship by date
  • Other carriers: QuickBooks sends a request to void but you also may need to check with carrier service if you’re eligible for refund.

Other restrictions: 

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

Note: If it’s been more than 4 weeks and you haven’t received a refund, contact ShipEngine support. Select Manage payment method to go to the ShipEngine dashboard, then select Chat. Or, email ShipEngine support directly. Have your payment email ID, contact reason, and best call back number on hand.

Here are common status explanations. For more info, you may need to contact ShipEngine or the carrier service directly. 

  • Label created - Label successfully generated and you can print from Track shipment.
  • Label voided - Label successfully voided. You should get a refund to the original payment method within 2-3 weeks.
  • Picked up by carrier - Shipment picked up by carrier and is in-transit to carrier hub. 
  • In-transit - Shipment is in-transit to your customer.
  • Delivered - Shipment has been delivered to your customer.
  • Delivered to service point - Shipment delivered to a collection point.
  • Exception - An issue has occurred with your shipment during transit.
  • Delivery attempted - 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 do not have a status for this shipment.
  • Error - An issue has occurred with your shipment during transit. 

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

Disconnect from ShipEngine 

If you no longer want to work through ShipEngine, you can disconnect the account from QuickBooks. You won’t lose any information already in QuickBooks, and you’ll still be able to view and print labels you’ve already purchased. 

Before disconnecting:

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

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

To disconnect: 

  1. Go to Commerce, then select Shipping.
  2. Select Settings ⚙ then select disconnect.
  3. Review the information and select Confirm

To reconnect at a future date, you will need to set up a new ShipEngine account.

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