📦 ShipStation Integration

ShipStation integration connects MeTEY with USPS, FedEx, UPS, DHL, and many other carriers for streamlined order fulfillment.

Overview

Access Configuration: Administration → 3rd Party Config → ShipStation

Create Shipment: Invoice Detail → Hamburger Menu (☰) → 📦 Create Shipment

Prerequisites

1. ShipStation Account: Sign up at shipstation.com (30-day free trial available)
2. API Credentials: Generate API Key and Secret from ShipStation dashboard (Settings → API Settings)
3. Carrier Connections: Connect your carrier accounts in ShipStation or use ShipStation's accounts for discounted rates
4. Invoice Requirements:
   • Invoice status must be INVOICE (not Quote or Order)
   • Delivery method must be SHIPSTATION
   • Customer must have active SHIPPING address

Configuration

Creating Shipments (3-Step Workflow)

Step 1: Create ShipStation Order

1. Open invoice in MeTEY (must have delivery method = SHIPSTATION)
2. Click hamburger menu (☰) in detail view
3. Select "📦 Create Shipment"
4. Modal appears - Click "Create ShipStation Order" button
5. System validates invoice and creates order in ShipStation
6. Success message displays ShipStation Order ID

Step 2: Get Shipping Rates

1. After order creation, Step 2 activates automatically
2. Click "Get Shipping Rates" button
3. System queries ShipStation for available rates
4. Table displays options with Carrier, Service, Rate, Est. Days columns
5. Rates sorted by cost (lowest first)
6. Click row to select rate (highlights in blue)

Step 3: Generate Shipping Label

1. After rate selection, Step 3 activates
2. Review selected carrier and service
3. Click "Generate Shipping Label" button
4. System creates label via ShipStation
5. Success message displays tracking number
6. Label automatically downloaded as PDF
7. Tracking number saved to invoice
8. Customer receives automated tracking email (if configured)

Tracking Shipments

Viewing Tracking Information

• From Invoice: Open invoice detail - tracking info displays in header
• Tracking Number: Clickable link opens carrier's tracking page
• Status: In Transit, Delivered, etc.
• Last Update: Timestamp of last tracking event

Tracking Statuses

• Awaiting Shipment: Label created, not yet picked up — this is the status MeTEY records
• In Transit: Package is en route
• Out for Delivery: Package on delivery vehicle
• Delivered: Successfully delivered
• Exception: Delivery delay or issue
• Returned to Sender: Package being returned

Automatic Updates

Troubleshooting

"Invoice delivery method is not SHIPSTATION" Error

Solution: Edit invoice and change Delivery Method to SHIPSTATION. Only invoices with delivery method = SHIPSTATION can create shipments.

"Only invoices can be shipped" Error

Solution: Convert Quote/Order to Invoice first. Navigate to QOI Detail → Hamburger Menu → Convert, complete invoice conversion, then create shipment.

"No SHIPPING address found" Error

Solution: Add shipping address to customer record:

1. Go to Customers → Search for customer
2. Open customer detail → Addresses tab
3. Add new address: Type = SHIPPING, Status = ACTIVE
4. Complete all required fields and save

"Failed to get ShipStation config" Error

Solution: ShipStation integration not configured. Go to Administration → 3rd Party Config → ShipStation, enter API credentials, and save configuration.

"Label generation failed" Error

Possible Causes & Solutions:

• Insufficient Balance: Log into ShipStation dashboard, verify funds or carrier connection
• Invalid Address: Review ship-to address, ensure complete and valid
• Package Exceeds Limits: USPS max 70 lbs, FedEx/UPS max 150 lbs - split into multiple packages if needed
• Rate Limit: Wait 1-2 minutes and retry, consider upgrading plan or enabling API v2

Tracking Number Not Updating

Solution: Webhook not configured. Copy Webhook URL from ShipStation Settings, add to ShipStation dashboard (Settings → Webhooks), select events "Order Shipped" and "Order Delivered".

Frequently Asked Questions

Do I need a ShipStation account?

Yes. Active ShipStation subscription required. Plans start at $9.99/month for up to 500 shipments. 30-day free trial available.

What carriers are supported?

ShipStation supports 100+ carriers including USPS, FedEx, UPS, DHL, Canada Post, and many regional carriers.

Can I use my existing carrier accounts?

Yes. Connect your own USPS, FedEx, UPS accounts to ShipStation, or use ShipStation's accounts for discounted rates.

Can I ship internationally?

Yes. Select international shipping options when comparing rates. Additional customs forms may be required.

How do I void a label?

Log into ShipStation dashboard, find the order, click "Void Label". Most carriers allow voids within 24 hours for full refund.

Why use API v2?

API v2 offers 5x higher rate limits (200 vs 40 requests/minute), better performance, and access to newer features.

Best Practices

Before Shipping

• Verify shipping address is complete and accurate
• Check for typos or missing fields (suite numbers, etc.)
• Weigh package accurately
• Ensure delivery method = SHIPSTATION

During Shipping

• Always compare rate options before selecting
• Balance cost vs delivery speed based on customer needs
• Verify selected carrier and service level
• Confirm estimated delivery date meets expectations

After Shipping

• Place label on largest flat surface of package
• Cover label with clear tape to protect from moisture
• Remove or cover any old labels/barcodes
• Keep label PDFs for at least 90 days
• Monitor tracking for exceptions or delays

Cost Optimization

• Use USPS Flat Rate boxes for heavy items (often cheaper)
• Choose Ground for non-urgent shipments
• Use smallest box that safely fits product
• Avoid oversized boxes (dimensional weight pricing penalty)
• Review monthly shipping reports to optimize carrier selection

Related Topics

• QOI Management (Creating Invoices)
• Customer Management (Shipping Addresses)
• FAQ
• Troubleshooting Guide