How to Set Up New QuickBooks Desktop Shipping Manager & More

Unlike QuickBooks Online, Shipping Manager in QuickBooks Desktop is an integrated tool that streamlines order fulfillment by letting businesses process parcels, print shipping labels, and schedule pickups all within the software.

This removes manual effort, saves time on switching platforms, and automates data entry for all customers. QuickBooks Desktop Shipping Manager is a cloud-based solution powered by ShipEngine, offering discounted USPS rates and connecting your own UPS/FedEx accounts, making shipping faster, less error-prone, and more cost-effective.

Let’s explore more about the Shipping Manager, how to set it up, add information, track packages, and what’s new in the updated program.

New Shipping Experience in QuickBooks Desktop 

Learn about the new and improved shipping experience in QuickBooks Desktop.

We’re updating QuickBooks Desktop’s shipping experience to provide enhanced security, greater convenience, and more choices for managing your shipments, all from within QuickBooks Desktop.

What’s changing in QuickBooks Shipping Manager?

Intuit is moving to a brand-new interface with updated features and visuals. Now, you can fulfill all your shipping needs within QuickBooks Desktop. It’s been updated, is more user-friendly, and offers a better user experience with enhanced features, making shipping and labeling more convenient. 

When is this happening?

The Shipping Manager isn’t updated yet, but Intuit is working to bring you the new experience soon. Until then, enjoy the free, integrated current version of the shipping manager and wait until we introduce you to the latest features or interface. This will be available until the new feature launches. For more information on the release date, stay tuned!

Why are we making this change?

Intuit believes in offering the best and improved shipping experience. As new technology emerges, they ensure their products and services stay up to date. The latest technology to be used is OAuth (Open Authentication), which grants other shipping carrier applications limited permission to access your data on their services, based on what you approve. This authorization protocol helps keep your main account credentials secure.

What are the benefits? 

• Enhanced security: Enjoy enhanced security with us! Data security is important to both of us. The new shipping experience features come with advanced security measures to protect your login credentials and other data.
• Seamless shipment tracking: No need to collaborate with third-party services. Keep track of all your shipments from within QuickBooks Desktop without leaving your desk. This simplifies your workflow and keeps you informed at each step of your shipping process.
• Browse and compare rates: Easily explore and evaluate shipping label prices from multiple carriers in one place, so you can quickly identify the most cost-effective and convenient option for your delivery needs.
• Expanded carrier options: Access a broader selection of shipping carriers, giving you the flexibility to compare services and pricing and choose the most suitable, affordable solution for every shipment.

What to do Next?

1. Update QuickBooks Desktop

• If you have QuickBooks Desktop 2022 or older: Upgrade to QuickBooks Desktop 2024 to use the new shipping features.
• If you have QuickBooks Desktop 2023 or QuickBooks Desktop 2024: Update to the latest release of QuickBooks Desktop 2024.

2. Download your shipping data

Download your shipping-related data before moving to the new experience. This includes shipment date, customer contact details, tracking number, transaction reference, estimated shipping charges, carrier service you’ve opted for, and cash on delivery (COD) details (if any).

Once the new shipping experience is available, we’ll remove the old shipping tool and all related information. However, you can access shipping-related tasks, like voiding labels, directly on the carrier’s official website.

Learn how to download the shipping data:

• Open QuickBooks Desktop. 
• Go to File and choose Shipping.
• Choose the carrier you are downloading the shipment details for: 
  • For FedEx data, click on FedEx Shipping Options.
  • For UPS data, click on UPS Shipping Options.
  • For USPS data, click on USPS Shipping Options.
• Hit on Track or Cancel a Shipment.
• Choose the date range for which you are downloading the shipping data. 
• Select Report and click on Print.
• Choose Save as PDF as your destination or printer in the print preview window. 
• Choose a location on your computer where you wish to save a PDF file and click Save. 
• Repeat these steps for each carrier (FedEx, UPS, and USPS) and any additional date ranges to create a complete record of your shipping history.

3. Move to the updated Shipping Manager

Once you have downloaded the latest shipping data, set up your new Shipping Manager to proceed with shipping in QuickBooks Desktop.

Get Started With New QuickBooks Desktop Shipping Manager 

In this section, we will explore the detailed steps for getting started with the new QuickBooks Desktop Shipping Manager, including adding funds, processing shipments, printing labels, and more. You will learn how to optimize the new features for a better experience:

Set up Shipping Manager

To enjoy the new shipping experience, simply access Shipping Manager from various areas of QuickBooks Desktop. Here’s how:  

• File: Navigate to File, then choose Shipping Manager.
• Invoice: Locate any of the invoices and choose Shipping Manager.
• Sales Receipts: Find your sales receipts and select Shipping Manager. 
• Sales Order Fulfillment Worksheet:
  • Move to the Customer tab and choose the Sales Order Fulfilment Worksheet.
  • Choose any of your sales orders.
  • Select Ship with Shipping under the Action column dropdown.

Begin the setup process

• Go to File and choose Shipping Manager. 
• Click on Get Started.
• Sign in to your Intuit account using your credentials. Enter the Master Admin (MMA) credentials for the company file realm to continue.
• Read and agree to the ShipEngine Terms of Service.
• Enter the pickup address. 
• Enter your credit card details. 
• Click Confirm to finish the setup. 

Note: You’ll receive a new USPS account via the Intuit–ShipEngine partnership, which provides reduced mailing rates in QuickBooks Desktop.

Add funds to your shipping wallet

To purchase USPS labels, you must maintain available funds within your designated shipping wallet account.

Only the QuickBooks administrator may add funds to this wallet.

• Go to File and choose Shipping Manager.
• Click on Add Funds and enter the amount you want to add. 
• Now, choose Add Now.
• Enable auto-funding to automatically top up your wallet whenever the balance gets low:
  • When balance drops below: Choose the minimum balance that triggers an auto-load.
  • Add the following amount: Specify the sum you wish to add to your wallet.
  • Maximum times per day: Define the number of times the wallet may reload each day.
• Finally, click Save rules.

Note: ShipEngine oversees the wallet exclusively for USPS shipments. For any questions or concerns, email support at platform@shipengine.com.

Integrate external carriers (FedEx and UPS, Stamps.com)

Connect your FedEx and UPS accounts to the QuickBooks Desktop Shipping Manager for handling shipping tasks. Only QuickBooks administrators are permitted to link carrier accounts.

• Go to the File menu and choose Shipping Manager.
• Choose Manage Carriers, then move to the Additional Carrier tab.
  • To add a FedEx account:
  • Choose Connect Carriers and select FedEx from the list.
  • See the FedEx terms and conditions and click Continue.
  • Enter the FedEx Account Details.
  • Click on Connect to link your FedEx account.

To add UPS:

• Choose Connect Carriers, then select UPS from the list.
• Enter the account details of UPS.
• Now, enter the UPS username and password.
• Select Authenticate Account.

To add Stamps.com:

• Select Connect Carriers, and choose Stamps.com from the list.
• Enter the account details.
• Enter the Account ID, username, and password of Stamps.com.
• Click Authenticate Account.

Purchase shipping labels

1. First, purchase shipping labels separately or through a QuickBooks desktop transaction.

2. Separately:

• Go to File and choose Shipping Manager.
• Click on Purchase shipping label.

3. From transactions:

• Invoice
  • Open the invoice you wish to purchase a shipping label for and then click on Shipping Manager.
  • Choose Purchase Shipping Label.
• Sales receipt
  • Open the Sales Receipt you wish to purchase a shipping label for, then click on Shipping Manager.
  • Choose Purchase Shipping Label.
• Sales order
  • Open the Sales Order Fulfillment Worksheet.
  • Now, choose a sales order that you wish to ship. 
  • Select Ship with Shipping Manager from the Action column, then click on Purchase Shipping Label.

Note: The ‘From’ address is prefilled by the Shipping Manager using the one provided during setup, but you can edit it if required. The ‘To’ address is also taken automatically from the shipping address in your transaction. 

• Now, enter the package dimension and weight details. If there is any, you can also enter the declared value of your package. To see a text on the label, enter that in the reference field. 
• Click on Add package to add more packages to the product shipment, or choose Image Alt Text Copy if you want to create a duplicate package on the next line. 
• Choose delivery confirmation and any other additional package options. 
• Select the suitable option to pay for your shipping label(s):
• We recommend using your account to pay for the shipping charges: 
  • Select Sender from the Billed by options. 
  • Choose your carrier and service, and then click on Calculate rate to see the estimated rate of your shipment. 
  • Now, click Compare rate to see a comparison of the estimated rate between different shipping services for all of your carriers.
  • Choose the service you prefer and click on the Purchase label. 

Note: If you selected USPS as the carrier, the shipping charges are deducted from the wallet you provided during the new shipping integration.

      The rates shown are only estimates and may be different from the actual rates. Intuit doesn’t charge customers any fees for shipping.

• Already have you received or third party accounts pay for shipping charges:
  • Choose the receiver or the third-party account you’re sending the shipment to from the Billed by options. 
  • Now, enter the account number and ZIP code to bill the charges to their account. 
  • Click on the Purchase label.
• (Optional) To paste the shipment and tracking information to the transaction, mark the checkbox for Paste tracking Information.
• Choose Print and close to get a printed copy of the label, and close Shipping Manager.

4. View shipping history

• Go to the File menu. 
• Choose Shipping Manager. 
• A list of past shipments will appear, including creation dates, transaction references, tracking IDs, and carrier services.
• Click on the three-dot ፧ icon for more details, void shipments, or print labels.

5. Void purchased labels

Note: The specific void policies for each carrier may vary, so you should make sure to check them before. 

• Go to the File menu. 
• Choose Shipping Manager.
• Select the shipment you wish to void.
• Choose the three-dot icon in the shipment, then click Void Label.
• Review the voiding terms, then click Confirm Void. 
• Finally, click Done.

Note: USPS reimbursements are credited to your wallet, while other carriers issue refunds to your payment method. Review each carrier’s timeline policy.

6. Add multiple warehouse addresses

• Choose Shipping Manager from the File menu. 
• Go to Settings.
• Select Ship From Locations.
• Select the Add New Addresses option, then enter the complete details for each warehouse address.
• For labels, set a default ‘Ship From’ address or simply choose from saved addresses when buying.

7. Print labels

• Go to the File menu. 
• Choose Shipping Manager. 
• Locate your shipment to print the label for.
• Choose the three-dot ፧ icon and click on Print Label. 

8. Configure label layout and package units

• Go to File and choose Shipping Manager.
• Now, click on Settings.

To modify the default print layout: 

• Click Shipping Label Layout.
• Choose the preferred label layout type. 
• To modify the default package and dimension units, choose Units of Measure.

Find what’s missing

You might notice possible changes between the old and new Shipping Manager experience. If something is missing, click the Feedback button in the new Shipping Manager window to let us know. This will help Intuit find ways to improve your experience.  

Conclusion 

The QuickBooks Desktop Shipping Manager streamlines your shipping process by integrating with major carriers like UPS, USPS, and FedEx. This tool makes it easy to process shipments, print labels, and compare rates—all within QuickBooks Desktop. By following the steps in this guide, you’ll be able to set up and start using the Shipping Manager to improve your order fulfillment process, save time, and enhance efficiency.

For any additional help or personalized support, don’t hesitate to contact QuickBookSupportNet at our toll-free number Call Us : +1(866)500-0076. We’re here to assist anytime!

Frequently Asked Questions 

Why is Shipping Manager not opening in QuickBooks Desktop?

QuickBooks Shipping Manager may not open in QuickBooks Desktop for several reasons, including an older or expired version, corrupted installation files, an outdated QuickBooks program, Windows Firewall, and others. To fix this, you will need to get the new Shipping Manager, update QBDT, or configure Windows Firewall settings. 

How to record shipping costs in QuickBooks?

To record shipping costs in QuickBooks, add it as a line item or include it in invoices for customers to track income/expenses, or for incoming inventory, add it as an expense account in the bill or capitalize it into the cost of goods sold to get the correct unit cost, depending on whether it’s a selling expense or part of the product cost.

How do I add shipping to an invoice in QuickBooks?

To add a shipping address to an invoice in QuickBooks, go to + New, select your invoice, and add a customer. Select Manager > Customisation dropdown. Turn on the Ship to switch. A preview of the Ship to address displays on the invoice. When you’re done with your invoice, select Save and close. 

How do I create and print shipping labels in QuickBooks Desktop?

Use the built-in Shipping Manager to create and print shipping labels in QuickBooks Desktop. After setup, you can easily connect carrier accounts (FedEx, UPS, USPS), enter package details, get rates, and print directly from invoices or sales orders, with options for address labels via File > Print Forms. 

How do I update my Shipping Manager settings?

You can update your shipping settings at any time by going back to the Preferences menu in QuickBooks and adjusting your carrier settings, default packaging, and other preferences.