Efficiently Track, Manage, and Close Shipments in ShipStation

Updated at: 21/02/2025

In today's fast-paced e-commerce landscape, efficient order fulfillment is paramount to success. Losing track of shipments, mismanaging deliveries, and struggling to close orders effectively can lead to frustrated customers and significant revenue loss. ShipStation, a powerful shipping solution, offers a comprehensive suite of tools designed to streamline this entire process, allowing businesses of all sizes to manage their shipments with ease and precision. From automated label creation to advanced tracking features, ShipStation empowers you to take control of your logistics and boost overall efficiency.

This article provides a detailed, step-by-step guide to mastering the art of tracking, managing, and closing shipments within ShipStation, ensuring your orders are handled flawlessly from start to finish. Learn how to leverage ShipStation's features to optimize your workflow, reduce errors, and ultimately enhance the customer experience.

Preparation and Safety Guidelines

Tools Needed

Computer
ShipStation Account
Printer

Safety Guidelines

Regularly back up your ShipStation data. Unexpected issues can erase crucial shipment information. Consider automated backups or exporting key data.
Always verify shipping labels and addresses before printing. Incorrect information leads to delays and potential lost packages. Double-checking is crucial.
Maintain organized tracking numbers. Use ShipStation's tagging and filtering features to easily locate specific shipments for quick reference and problem-solving.

Step-by-Step Instructions

Viewing and Monitoring Shipments
- View Recently Shipped Orders
- Check Shipment Status
- Track Shipment Location
Viewing and Monitoring Shipments
Managing Shipments
- Reprint Labels/Documents
- Create Return Labels
- Void Labels
Managing Shipments
Closing and Consolidating Shipments
- Close Shipments and Consolidate Scans
Closing and Consolidating Shipments
Scheduling USPS Pickups
- Request USPS Pickup
Scheduling USPS Pickups

Tips

Utilize the 'shipments' page and 'notifications' column for efficient status tracking.
Reprinting labels incurs no additional fees.
When creating return labels, adjust shipping configurations as needed and email the label to the customer directly.
Voiding a label requires submitting a void and refund request to the carrier.
Consolidate your shipments into a single scan for easier management.

Common Mistakes to Avoid

1. Inaccurate Order Data Entry

Reason: Incorrect addresses, missing phone numbers, or typos lead to delays and failed deliveries, increasing costs and customer frustration.

Solution: Double-check all order details before importing or creating shipments to ensure accuracy.

2. Ignoring or Misusing Automation Rules

Reason: Failing to utilize ShipStation's automation features results in manual work, increasing the chance of errors and slowing down the process.

Solution: Implement automation rules for tasks like assigning carriers, printing labels, and updating order statuses to streamline workflows.

3. Lack of Consistent Reporting and Monitoring

Reason: Without regular checks on key metrics like shipping costs, delivery times, and carrier performance, identifying and addressing issues becomes difficult.

Solution: Regularly review ShipStation's reports to monitor performance, pinpoint areas for improvement, and optimize shipping strategies.

FAQs

How can I easily track all my shipments in one place within ShipStation?

ShipStation's dashboard provides a centralized view of all your shipments. You can filter by date, status (e.g., shipped, delivered, pending), order number, and more. Clicking on an individual shipment will show you its full tracking information and history, including updates from the carrier.