How to Use Shipping Manager in QuickBooks Desktop

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.

Step 1: Set up Shipping Manager (admin)

1. 1Sign in to the company file as the QuickBooks admin.
2. 2Go to File > Shipping Manager and select Get Started.
3. 3Sign in to your Intuit Account with the Master Admin credentials.
4. 4Read and accept the terms of service of Intuit's shipping partner.
5. 5Enter the address you ship from.
6. 6Enter the credit card details.
7. 7Select 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. 1Sign in as the QuickBooks admin.
2. 2Go to Company > Users > Set Up Users and Roles, enter the admin password and select OK.
3. 3Find the user and note which role they have.
4. 4Open the Role List tab, select that role and select Edit.
5. 5In 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. 1The admin goes to Company > Users > Intuit Account User Management and selects Add user.
2. 2Enter the user's name and email, choose a role and send the invitation.
3. 3The user accepts the email invite. Intuit gives them 30 days to respond.
4. 4The 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.

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. 1Go to File > Shipping Manager.
2. 2Select Add Funds, enter the amount and select Add Now.
3. 3To refill automatically, turn on auto-funding. Set the Balance threshold, the Refill amount and the Daily refill limit, which caps refills per day.
4. 4Select 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. 1Go to File > Shipping Manager and select Manage Carriers.
2. 2Open the Additional Carrier tab and select Connect Carriers.
3. 3For FedEx, choose FedEx, review the terms, select Continue, enter the account details and select Connect.
4. 4For UPS, choose UPS, enter the account details, username and password, then select Authenticate Account.
5. 5For Stamps.com, choose Stamps.com, enter the Account ID, username and password, then select Authenticate Account.

Use your negotiated rates

1. 1In Manage Carriers, open the Additional Carrier tab.
2. 2Select the three-dot icon, then Settings.
3. 3Check 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. 1Open the invoice or sales receipt and select the Send/Ship tab.
2. 2Select Shipping Manager, then Purchase Shipping Label.
3. 3Check the From address. It's filled in from setup, and you can change it.
4. 4Enter the package's dimensions and weight. Add a declared value if needed, and a reference if you want text printed on the label.
5. 5Choose delivery confirmation and any other package options.
6. 6To 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. 7To bill the receiver or a third party, choose them under Billed by and enter their account number and ZIP code.
8. 8Select Purchase label.
9. 9If you want the shipment and tracking details on the transaction, check Paste tracking Information.
10. 10Select 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. To bill the customer for what shipped, see how to turn a sales order into an invoice.

Step 6: Track shipments and reprint labels

1. 1Go to File > Shipping Manager.
2. 2Review the shipment history. Each shipment shows its creation date, transaction reference, tracking ID and carrier service.
3. 3Select 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. 1Go to File > Shipping Manager and select the shipment.
2. 2Select the three-dot icon, then Void Label.
3. 3Read the voiding terms and select Confirm void.
4. 4Select 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 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.