# How to Use Shipping Manager in QuickBooks Desktop > Set up the new Shipping Manager in QuickBooks Desktop 2024, buy labels from invoices and sales receipts, track and void shipments, and know its limits. - URL: https://logistify.ai/guides/quickbooks-desktop/shipping-manager/ - Section: QuickBooks Desktop Guides, Sales orders & pricing - Applies to: QuickBooks Desktop Enterprise, Premier, Pro - Steps checked against: Intuit's QuickBooks Desktop help articles, updated August and September 2026 - Updated: 2026-10-21 **Short answer:** To use Shipping Manager in QuickBooks Desktop, update to the latest QuickBooks Desktop 2024 release. The admin then goes to File > Shipping Manager > Get Started. After setup, open an invoice or sales receipt, select the Send/Ship tab, choose Shipping Manager and select Purchase Shipping Label. Intuit says it makes one label per sales transaction. ## Before you start - Intuit says the new Shipping Manager needs the latest release of QuickBooks Desktop 2024. On 2022 or older, upgrade to 2024. On 2023 or 2024, update to the latest 2024 release. - Intuit says the old Shipping Manager is no longer available as of December 7, 2025. If you don't see the new one, Intuit says to make sure QuickBooks Desktop is up to date. - Only the QuickBooks admin can set it up. Have the Master Admin's Intuit Account sign-in, your ship-from address and a credit card ready. - To ship on your own FedEx, UPS or Stamps.com account, have its details ready. UPS needs a username and password, not only an account ID. - Shipping from the Sales Order Fulfillment Worksheet needs QuickBooks Desktop Enterprise with Advanced Inventory turned on. For the release, see how to [update QuickBooks Desktop to the latest release](https://logistify.ai/guides/quickbooks-desktop/update-quickbooks-desktop/). ## Step 1: Set up Shipping Manager (admin) 1. Sign in to the company file as the QuickBooks admin. 2. Go to File > Shipping Manager and select Get Started. 3. Sign in to your Intuit Account with the Master Admin credentials. 4. Read and accept the terms of service of Intuit's shipping partner. 5. Enter the address you ship from. 6. Enter the credit card details. 7. Select Confirm to finish. Setup also gives you a USPS account through Intuit's shipping partner, with discounted rates in QuickBooks Desktop. Intuit's FAQ says this comes as a free Stamps.com subscription that works only inside QuickBooks. ## Step 2: Let other users ship A user who isn't the admin needs two things: a QuickBooks role that allows shipping, and an active Intuit Account on the company file. ### Give the role shipping access 1. Sign in as the QuickBooks admin. 2. Go to Company > Users > Set Up Users and Roles, enter the admin password and select OK. 3. Find the user and note which role they have. 4. Open the Role List tab, select that role and select Edit. 5. In the Edit Role window, open the File section and select Shipping. This gives the role full access to Shipping Manager. ### Give the user an Intuit Account 1. The admin goes to Company > Users > Intuit Account User Management and selects Add user. 2. Enter the user's name and email, choose a role and send the invitation. 3. The user accepts the email invite. Intuit gives them 30 days to respond. 4. The user then goes to Company > My Company and signs in with that Intuit Account. Roles are covered in more depth in how to [set up users, roles and permissions in QuickBooks Desktop Enterprise](https://logistify.ai/guides/quickbooks-desktop/users-roles-permissions-enterprise/). ## Step 3: Add funds to the shipping wallet USPS labels on the account created at setup are paid from a shipping wallet. Only the QuickBooks admin can add money to it. 1. Go to File > Shipping Manager. 2. Select Add Funds, enter the amount and select Add Now. 3. To refill automatically, turn on auto-funding. Set the Balance threshold, the Refill amount and the Daily refill limit, which caps refills per day. 4. Select Save rules. ## Step 4: Connect your own carrier accounts (optional) Only QuickBooks admins can add carrier accounts. Intuit's Shipping Manager articles name FedEx, UPS and Stamps.com as accounts you can connect. 1. Go to File > Shipping Manager and select Manage Carriers. 2. Open the Additional Carrier tab and select Connect Carriers. 3. For FedEx, choose FedEx, review the terms, select Continue, enter the account details and select Connect. 4. For UPS, choose UPS, enter the account details, username and password, then select Authenticate Account. 5. For Stamps.com, choose Stamps.com, enter the Account ID, username and password, then select Authenticate Account. ### Use your negotiated rates 1. In Manage Carriers, open the Additional Carrier tab. 2. Select the three-dot icon, then Settings. 3. Check Enable Negotiated Rates. ## Step 5: Buy a label from an invoice or sales receipt Check the shipping address on the transaction first. Shipping Manager uses it as the To address. 1. Open the invoice or sales receipt and select the Send/Ship tab. 2. Select Shipping Manager, then Purchase Shipping Label. 3. Check the From address. It's filled in from setup, and you can change it. 4. Enter the package's dimensions and weight. Add a declared value if needed, and a reference if you want text printed on the label. 5. Choose delivery confirmation and any other package options. 6. To pay on your own account, choose Sender under Billed by. Pick the carrier and service and select Calculate rate, or Compare rate to see services side by side. 7. To bill the receiver or a third party, choose them under Billed by and enter their account number and ZIP code. 8. Select Purchase label. 9. If you want the shipment and tracking details on the transaction, check Paste tracking Information. 10. Select Print and close. Intuit says the rates shown are estimates, and the actual charge can differ. It also says Intuit charges no shipping fees of its own. If you chose USPS, the charge comes out of the shipping wallet. ### Other places to start a label - From Shipping Manager itself: go to File > Shipping Manager and select Purchase shipping label. - From a sales order, in Enterprise with Advanced Inventory: open the Sales Order Fulfillment Worksheet and select the order. In the Action column, choose Ship with Shipping Manager, then Purchase Shipping Label. The worksheet is covered in how to [use the Sales Order Fulfillment Worksheet](https://logistify.ai/guides/quickbooks-desktop/sales-order-fulfillment-worksheet/). To bill the customer for what shipped, see how to [turn a sales order into an invoice](https://logistify.ai/guides/quickbooks-desktop/convert-sales-order-to-invoice/). ## Step 6: Track shipments and reprint labels 1. Go to File > Shipping Manager. 2. Review the shipment history. Each shipment shows its creation date, transaction reference, tracking ID and carrier service. 3. Select the three-dot icon on a shipment to see more details, print the label again or void it. If you checked Paste tracking Information, the tracking details are also on the invoice or sales receipt. Intuit's articles don't say whether QuickBooks sends tracking numbers to customers for you. ## Step 7: Void a label 1. Go to File > Shipping Manager and select the shipment. 2. Select the three-dot icon, then Void Label. 3. Read the voiding terms and select Confirm void. 4. Select Done. Intuit says void policies vary by carrier, so check each carrier's policy for refund times. USPS refunds go back to the shipping wallet. Other carriers refund to your payment method. ## Settings to choose once - Ship From Locations: in Shipping Manager, select Settings, then Ship From Locations and Add New Addresses for each warehouse you ship from. You can then pick a saved address when buying a label. - Shipping Label Layout: under Settings, choose the default label layout. - Units of Measure: under Settings, set the default units for package weight and dimensions. ## Limits and known gaps - Intuit says the new Shipping Manager makes one shipping label per sales transaction. - Intuit's articles disagree on boxes per shipment. The setup article shows Add package and Copy, but the FAQ says multiple packages per shipment aren't supported. We suggest testing a multi-box order before you depend on it. - Wallet funds only work with the USPS account created at setup. - Support is split. QuickBooks Desktop support handles label creation, settings, details that don't copy onto transactions, and connection problems. - The shipping partner's support handles its account, error statuses, payments, the wallet, carriers, rate visibility, refunds and loading funds. Intuit's FAQ gives its contact address. - Intuit said it would remove the old shipping tool and its data once the new one was available. It told users to save their old shipment history as PDFs first. - Intuit says tasks such as voiding labels made with the old tool can be done on the carrier's own website. - Intuit notes that the new Shipping Manager differs from the old one, and asks for comments through its Feedback button. ## Where QuickBooks Desktop leaves the work to you - Someone has to weigh and measure each package and type the details in. - Someone has to choose the carrier and service for each order. - Intuit's articles don't describe sending tracking numbers to customers, so decide who tells the customer. - The shipping wallet needs watching, or auto-funding, so there's money for USPS labels. - A multi-box order may need a separate shipment for each box. ## How Logistify helps Logistify doesn't ship orders or buy labels. The [Sales Order Service](https://logistify.ai/agents/sales-order/) enters customer orders that arrive by email, PDF, WhatsApp, SMS, voicemail or paper into QuickBooks Desktop as sales orders, with a person reviewing exceptions. Your team invoices and ships from there. ## Frequently Asked Questions ### Which QuickBooks Desktop version has the new Shipping Manager? Intuit says it needs the latest release of QuickBooks Desktop 2024. The old Shipping Manager is no longer available as of December 7, 2025. ### Which carriers work with QuickBooks Desktop Shipping Manager? Setup gives you a USPS account with discounted rates, paid from a shipping wallet. You can also connect your own FedEx, UPS and Stamps.com accounts. ### Can I print a shipping label from a sales order in QuickBooks Desktop? In Enterprise with Advanced Inventory, choose Ship with Shipping Manager in the Sales Order Fulfillment Worksheet. Otherwise, buy the label from the invoice or sales receipt. ### How do I void a shipping label in QuickBooks Desktop? Go to File > Shipping Manager, select the three-dot icon on the shipment and choose Void Label, then Confirm void. USPS refunds go to the wallet, and other carriers refund to your payment method. ### Why can't a user open Shipping Manager? Non-admin users need the Shipping permission in their QuickBooks role and an active Intuit Account on the company file. Only the admin can set up Shipping Manager itself. ### Does Intuit charge a fee for shipping labels? Intuit says it charges no shipping fees of its own. The rate Shipping Manager shows before purchase is an estimate and can differ from the actual charge. ## Sources - [Intuit: Get started with the new Shipping Manager in QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/manage-workflows/get-started-new-shipping-manager-quickbooks/L5a8l7NDL_US_en_US) - [Intuit: Get ready for a new shipping experience in QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/shipping-mailing/get-ready-new-shipping-experience-quickbooks/L4LD6dT1T_US_en_US) - [Intuit: Shipping Manager FAQ for QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/experts-advice/shipengine-faq/L1IdpMkxT_US_en_US) - [Intuit: What's new in QuickBooks Desktop 2024](https://quickbooks.intuit.com/learn-support/en-us/help-article/inventory-management/whats-new-quickbooks-desktop-2024/L381Krc4A_US_en_US) - [Intuit: Use Intuit account to manage or invite users in QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/manage-users/set-use-intuit-account-user-management-quickbooks/L8CtBaQKK_US_en_US)