Dec 16, 2025
Admin |
Estimated Read Time : 5 MIN
Experience a new era of fast, streamlined shipping with UPS, USPS, and FedEx—right inside QuickBooks Desktop.
The new QuickBooks Shipping Manager makes it easier than ever to schedule pickups, track packages, and print labels without re-entering data or juggling multiple platforms. The tool is free for all QuickBooks users—you only pay carrier shipping charges.
Say goodbye to manual workflows and hello to a smarter, more efficient shipping process. Explore all its features in this detailed guide.
Table of Contents
ToggleQuickBooks Shipping Manager is a built-in shipping feature available in QuickBooks Desktop and QuickBooks Online that allows businesses to process shipments efficiently using major carriers like UPS, USPS, and FedEx.
The tool automatically pulls customer and order details from invoices and sales receipts, enabling users to:
QuickBooks Shipping Manager is ideal for businesses that want faster shipping, better visibility, and fewer manual steps.
Before getting started, it’s important to understand how QuickBooks Shipping Manager differs between QuickBooks Desktop and QuickBooks Online.
This guide primarily focuses on QuickBooks Desktop Shipping Manager, where full UPS, USPS, and FedEx integrations are available.
| Feature | UPS | USPS | FedEx |
| Best for | Reliable domestic & international shipping | Affordable small & lightweight packages | Fast express & business shipments |
| Integration type | Native QuickBooks Shipping Manager | Powered by Stamps.com | Native QuickBooks Shipping Manager |
| Label printing | ✔ | ✔ | ✔ |
| Tracking Included | ✔ | ✔ | ✔ |
| Pickup Scheduling | ✔ | ❌ No (Drop-off or carrier pickup via USPS) | ✔ |
| Discount Availability | ✔ Pre-negotiated UPS discounts | ✔ Discounts on Priority & Express Mail | ✔ Up to 26% shipping discounts |
| Ideal Use Case | Ground & time-definite delivery | Cost-effective mailing & small parcels | Urgent, express, and B2B deliveries |
QuickBooks Shipping Manager connects your QuickBooks account with supported carriers so you can manage shipping in one place. After setting up your preferred carriers, you can create shipments directly from invoices or sales receipts.
Supported Shipping Carriers:
Let’s explore how QuickBooks Shipping Manager helps users process shipments in three different shipping services:
Save your time in manual UPS processing!
Do it all in a single software – prepare and print the UPS shipping labels complete with UPS Tracking Numbers, using customer information already entered in QuickBooks. Learn how it works below.
QuickBooks Shipping Manager for UPS works both in QuickBooks and QuickBooks POS.
You can also access the Shipping Manager from the Invoicing screen by clicking on the Ship icon. When you access it from here, all the customer information will automatically be pre-filled in the shipping form.
Or, on the Sales Receipt screen, an identical Ship icon also exists. For POS users, select the Ship These Items button on the Sales Receipt or the Estimate Shipping Charges button on the Sales Order.
To benefit from Shipping Manager services, you will need to set it up first. Open QuickBooks Shipping Manager, select UPS, and you will be prompted to set up the service. Walk through the steps below on the setup wizard:
Enter the address information in “Ship From” and UPS Account Number. Enter this information only once, as the Shipping Manager stores it for future use. If you do not have a UPS account yet, you can get one online here or call 1-800-PICK-UPS.
Once the setup finishes, the Shipping Manager will be opened, allowing you to create a shipment.
Then, ensure to select the following preferences:
The Shipping Manager lets you create a UPS label in the software in minutes.
Here’s how it works:
Copy the UPS tracking number and shipping costs directly to the Invoice and Sales Receipt. For customers who use POS, the UPS Tracking Number and shipping costs will appear directly on the Sales Receipt.
The shipping information will appear on your invoice as indicated.
No more short trips to the Post Office.
QuickBooks Shipping Manager is just a minute away from shipping your product. Powered by Stamps.com, an online postage leader, QuickBooks Shipping Manager for USPS lets you prepare and print USPS postage and shipping labels quickly and easily.
Learn how to create USPS shipping labels with Shipping Manager in the section below.
Save up to 15% on Priority Mail and up to 21% on Express Mail by printing your USPS postage through QuickBooks Shipping Manager. Stamps.com makes invoicing management easier and general office mailing a breeze.
When you sign up for the Stamps.com USPS Complete Plan, you can print postage stamps, print postage directly on envelopes, and even print Certified Mail forms right from your computer.
To access the Shipping Manager, go to the File menu and select Shipping.
You can also access the Shipping Manager from the Invoicing screen by clicking on the Ship icon. When you access this from here, any customer contact information will automatically be pre-filled in the shipping form. An identical Ship icon also exists on the Sales Receipt screen.
When you open QuickBooks Shipping Manager for the first time and select USPS, you will be prompted to set up the service. A setup wizard will open, then proceed with the following steps:
The next screen will ask you to choose a plan that fits your shipping needs: the Limited Plan or the Complete Plan. The Limited Plan is free and lets you print Priority Mail and Express Mail labels for domestic packages only. The Complete Plan costs $15.99 a month and gives you full access to USPS shipping features with Stamps.com Pro Software. With this plan, you can also print postage stamps and print postage directly on envelopes. For more details about the plans, check the USPS Specific Questions section under the FAQs tab.
However, if you choose “Use my existing Stamps.com account”:
The Shipping Manager helps you create a USPS label. Here’s how it works:
You can copy the tracking number and shipping costs directly to your Invoice or Sales Receipt. The shipping details will show up on the invoice where needed.
i. Save time
No need to put extra effort into getting a printed copy when you can prepare and print the FedEx shipping labels with ease using QuickBooks Shipping Manager. You can even schedule pickups and track package status in QuickBooks.
ii. Save money
QuickBooks ensures its customers’ ease and helps them save money.
As a QB customer, you can save up to 26% on shipping and up to 20% at FedEx Office. To learn and enroll in the discount program, visit the official website or dial +1(866)500-0076 and mention code YTGN4T13.
Iii. Grow your business
Now, it’s easier to drive more customers with us!
Run your business better with marketing and promotional pieces from FedEx Office. Enhance your customer service and reach out to more customers quickly with faster shipping.
Go to File, then choose Shipping to open the Shipping Manager.
You can also access the Shipping Manager from the Invoicing screen by clicking on the Ship icon. If you access it from here, all your customers’ contact information will automatically be pre-filled in the shipping form. Started in QuickBooks 2006, an identical Ship icon is also there on the Sales Receipt screen.
To set up FedEx, open QuickBooks Shipping Manager and select FedEx. This will prompt you to set up the service. You will need to follow these steps to finish the setup:
Once setup is complete, the Shipping Manager will be launched, allowing you to create a shipment.
The QuickBooks Shipping Manager allows you to create a FedEx label. FedEx Express is used in this example; you can also create other labels.
Learn how it works:
Copy the shipping tracking number and shipping costs directly to the Invoice and Sales Receipt.
All shipping information appears on the invoice, as indicated.
QuickBooks Shipping Manager is an integrated feature available in both QuickBooks Desktop and QuickBooks Online that allows users to manage shipping tasks directly within QuickBooks. It automates data entry to improve accuracy, save time, and reduce errors.
Key benefits include:
The Shipping Manager also offers automated rate comparison across FedEx, UPS, and USPS, along with label printing and shipment tracking—helping businesses maintain better cost control and a more efficient workflow.
With this detailed guide, you will learn about QuickBooks Shipping Manager, how it works, and the benefits for businesses, set up different shipping carriers, and process, track, and print your shipping labels within the software.
For further assistance, reach out to QuickBookSupportNet at Call Us : +1(866)500-0076 and enjoy the free consultation anytime!
What QuickBooks editions are compatible with Shipping Manager for USPS?
QuickBooks Shipping Manager (for USPS & other carriers) primarily works with QuickBooks Desktop (QBDT) versions, QuickBooks Point of Sale, while QuickBooks Online (QBO) has built-in shipping features available across most plans (Simple Start, Essentials, Plus, Advanced) as of mid-2024. However, it’s a different, integrated system than the traditional Desktop Shipping Manager.
Which USPS® (Stamps.com) Plan do I choose in QuickBooks Shipping Manager?
For QuickBooks Shipping Manager, you can choose between the free Limited Plan (Priority/Express Mail only) and the paid Complete Plan, based on your needs. The Complete Plan offers more features for a monthly fee.
Do I receive a discount on shipping fees if I use UPS through QuickBooks?
Yes, you absolutely get discounts on UPS shipping when using QuickBooks Shipping Manager, often significant savings off retail rates, by connecting your UPS account within QuickBooks to access pre-negotiated rates and streamline label printing, tracking, and pickups.
Why are UPS rates different when using Ship and Estimate Cost (F2)?
UPS rates differ between “Ship” and “Estimate Cost (F2)” because the initial estimate often lacks real-time surcharges, uses generic dimensions, or reflects retail pricing. In contrast, the final “Ship” stage applies actual rates, including all variable surcharges, specific address validation, and potential dimensional weight adjustments.
What is the special FedEx program for QuickBooks users?
The special FedEx program for QuickBooks users isn’t a single native feature but a seamless integration through QuickBooks Shipping Manager, allowing direct label printing, automatic data sync. You can access discounted FedEx rates, schedule pickups, and get automated updates directly within QuickBooks.
Lana Creston is an experienced technical and accounting writer with a total of 9 years of experience. She currently works on QuickBooks accounting and technical guides at QuickBookSupportNet. Lana has a passion for reading and writing about various technical topics, especially exploring new accounting methods and software, while continuously expanding her expertise in the ever-evolving field of finance and technology.
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