Create Single Labels

How to create single labels (video demo: Ship Orders), the Cost Summary screen, what happens when you create labels, & how to view them.

ShipStation's major function is to creating labels for your shipments. There are several ways to create labels to suit your workflow needs, including. 

  • Create a single label for a single order. 

  • Create multiple labels for a single order (called multipackage shipments).

    To learn how to create multiple package shipments, and which carriers support this option, review the Multipackage Shipments article.

  • Create shipments in bulk (called Batch Shipping).

    Creating shipments in bulk automatically creates a Batch in ShipStation. To learn more about Shipment Batches, review the Batch Shipping article

You can create labels for orders in either the Awaiting Shipment or On Hold status. You cannot create labels for orders in the Awaiting Payment status. For Awaiting Payment orders, you can either wait until the store refresh updates to the order to Awaiting Shipment, or select the Mark as Paid button to manually move it to the Awaiting Shipment status.

Creating Labels vs Printing Labels

While label creation and label printing often happen nearly at the same time, they are two distinct processes. Review the Print Labels article for details on printing labels once they are created.

Fulfillment and Drop-ship Services

If you use a fulfillment service or drop-shipper, review the Send Orders to Fulfillment article for instructions on using this process in ShipStation.

Create a Single Label

This is the most basic scenario: a single order results in a single label.

ShipStation will then display the label in the print pop-up screen and allow you to choose a print method (print to a printer using ShipStation Connect, browser print, or download the label to print through a PDF viewer). For details on the printing process, review the Print Labels articles

To skip the print pop-up and have ShipStation automatically send your labels to a specific printer, set a default printer for your labels.

Shipment and Order Statuses

When you create the label, ShipStation creates a shipment record, which you can view in the Shipments tab.

Additionally, ShipStation will then update the order's status to Shipped, unless there are other shipments associated with the order that have not had labels created for them yet. In that case, the individual shipment on the order will show as Shipped, but the order will remain in the Awaiting Shipment status.

Ship an Order Demo Video

Now that your orders are in ShipStation, it's time to ship them. This video shows how to configure your shipments and create labels with your connected carrier account.

 

Create Another Shipment

ShipStation provides an option to create another shipment on orders that have already been shipped. This process will create another label as well as another shipment record for the order, but this shipment record will not contain any items or item details.

The Create Another Shipment option works best for exchanges or replacing lost shipments. You may also want to use this option if your carriers does not support multi-package shipments and the order is too large or too fragile to fit into a single box.

Note

Create Another Shipment does not create a new order and you cannot add products to an order this way. If you need to create a new order, review our Manual Orders article.

Once you have created a label for a shipment, ShipStation replaces the Configure Shipment Widget (CSW) in the Order Details with the shipment information, which cannot be edited. To create another label for this order, you must use the Create Another Shipment option.

Each shipment on the order will have its own unique tracking number, available under the Shipment Activity section in the Order Details screen.

V3_CSW_CreateAnotherSHP_TrackNumbers_MRK.png

Notifications for Additional Shipments

Since these are new shipments, ShipStation will try to send new customer notification emails and marketplace notifications unless these options are first disabled for the shipment.

For a smoother notification process, the following options may work better for your needs:

These features are the most efficient methods to use to ensure your customers and marketplaces are updated properly.

The widget in ShipStation where all shipping options are set. The widget appears in the Orders grid Shipping Sidebar, as well as the Order and Shipment Details screens.

The widget in ShipStation where all shipping options are set. The widget appears in the Orders grid Shipping Sidebar, as well as the Order and Shipment Details screens.

Create Label from a Customer Record

If you need to create a label to ship a package for a customer that already exists in your Customers tab, you can do so with the Create Label option in the Customer Details pop-up.

This process creates a label with a shipment record, but does not create an order. Additionally, this shipment record will not have any items associated with it.

What Happens When Creating Labels or Splitting Shipments?

When you create labels and shipments triggers certain actions in ShipStation. While these actions often occur simultaneously, they are actually distinct processes.

Labels

Label creation triggers the following actions in ShipStation:

  1. ShipStation contacts the selected carrier to request the label and the carrier sends the label in PDF format back to ShipStation.

  2. ShipStation creates a shipment record.

    You can access the shipment record in the Shipments tab as well as under the Shipment Activity section in the Order Details screen.

  3. ShipStation updates the Configure Shipment Widget to show the shipment details, and sets the shipment record status to Shipped.

  4. ShipStation updates the order status in ShipStation to Shipped, unless there are other shipments on the order that do not yet have labels created. See the Split Ship section below for more details.

  5. ShipStation updates the Smart Document Tracking to indicate the label has been created.

  6. ShipStation sends a notification back to the marketplace so the store will update the order accordingly.

    This is the default behavior for ShipStation. You can prevent the marketplace notification on a per shipment basis and change the default notification behavior in the Store's Notification Settings. Review the Marketplace Notifications article for details. 

  7. ShipStation sends a shipment notification email to the customer, if you have set the store to do so. This option is disabled by default. Review the Customer Notifications article for details.

Requesting a Label Receipt

Every label created in ShipStation is stored in our system for 180 days

If you ever need documentation of a label you created through ShipStation (to file an insurance claim, for example), contact our support team and include an order number and/or tracking number. We will respond with a copy of your transaction details.

Split Shipments

When you split items in an order into different shipments, a few unique things happen.

  • ShipStation creates an additional shipment within the order that contains the items you've added to it.

  • The new shipment(s) appears as its own row in the Orders grid. This row will display the same order number but reflect only the items this additional shipment contains.

    This allows you to select the shipment directly in the grid and configure its shipping options without opening the Order Details screen.

  • The Configure Shipment Widget in the Order Details and the Shipping Sidebar will display the selections for the selected order.

When you create a label for each individual shipment, it's just like creating a label for an order. The only difference is, the status for the entire order will not update to Shipped until all shipments within the order also update to Shipped.

Below is an example of how the split shipments workflow will appear in ShipStation.

Split Shipment Example Workflow

Here is an Awaiting Shipment order before splitting the items into separate shipments:

V3_ORD_Grid-MultiItem_MRK.png
V3 order details of multi-item order before splitting into multiple orders

Next, an item is split into its own shipment.

The Order Details screen now shows two shipments, each with their own items.

V3 order details. Shows items split into 2 separate shipments

Additionally, you now see two rows in the Orders grid, each representing the shipments for the order. Each row has the same order number, but displays which items are in each shipment.

V3_ORD_Grid-MultiItem-Split_MRK.png

When you create a label for any of the shipments, all of the same events listed above for creating labels apply.

For the first shipment in this example, it moves to the Shipped status. When you select that shipment in the Order Details screen, the Configure Shipment Widget updates to show its label details like tracking number and service.

V3 order details after one shipment label created. Status and label details highlighted.

Notice that Shipment 1 shows that it is in the Shipped status, while Shipment 2 and the order itself still show they are in the Awaiting Shipment status.

Additionally, the corresponding row in the Orders grid will move from the Awaiting Shipment section of the Orders grid to the Shipped section of the Orders grid.

Finally, after you create a label for the last shipment, ShipStation then updates the order to the Shipped status.

V3 order details when all shipments have been shipped. Red boxes highlight Shipped statuses and shipment details

Notes About Creating Shipments & Labels

  • To learn about how to include company logos and label messages to your labels, please review the Document Options section of the ShipStation Print Settings article

  • Some carriers have limitations for their labels, such as character limits and support for label messages. For details, review the article for your specific carrier on our Integrations Help Guide

  • Most carriers in English-speaking countries do not support non-Roman characters on labels created through their APIs. If an address contains non-Roman characters (like Kanji, Hanzi, and Cyrillic), this can result in ??? appearing where the text should be. 

    You will need to void the label, translate the characters into English (either by contacting the customer or using a program like Google Translate), and copy the Roman text into the recipient fields before creating a new label. 

    To also include the original address, copy / paste the original address into a text editor, print separately, and tape it to the package next to the label. 

Create Single Labels Legacy Layout

Creating single labels in ShipStation Legacy differs somewhat than the process used in the new layout.

Create a Single Label

Once you have configured an order's shipping details, you can create a label from the Order Grid or Order Details screen. Follow the steps below, or scroll down to watch a demo video.

Print a Label Without an Order

Need to print a label without an order? Use the steps in the Calculate Rates article.

Ship Orders Demo Video

Now that your orders are in ShipStation, it's time to ship them. This video shows how to configure your shipments and create labels with your connected carrier account.

ShipStation Legacy Layout

This content features ShipStation's legacy layout and may not exactly reflect your current ShipStation layout experience.

The Cost Summary Screen

The Cost Summary screen displays the postage details for the label(s) you are about to create. It also allows you modify the shipment date and to determine how much postage you want to purchase (if using a pay-on-create carrier).

When adding funds to a carrier balance, you must add at least enough for the cost of the selected labels.

For ShipStation Carrier Services providers, the minimum amount of postage you can purchase at one time is £10.

Cost Summary pop-up. Shows insufficient funds notification, scheduled ship date, & Add Funds & Create Label button.

The Cost Summary screen will appear if any of the following apply:

  • If you have selected a postage provider that charges for labels upon creation, your postage balance is not sufficient to cover the full cost, and you do not have auto-funding enabled.

  • If you do not have Quickship enabled.

  • If you are creating labels from a batch or creating labels for multiple orders at once. The label batch cost summary differs slightly from the standard Cost Summary screen.

When you are satisfied with your cost review, click the Create Label(s) button to proceed.

View Created Labels

Once the label(s) have been created, you can review them in the Shipments Tab. 

Closeup of Toolbar. Red box highlights Shipments tab.

Each row in the Shipments grid indicates a label you have created.

To view a label, click an order to open up the Order Details and then click the Labels button in the Shipments section.  

Closeup of Shipments panel. Red box highlights Labels button.

Or, select orders from the Shipments Grid and click Print in the Action bar, then select Labels from the drop-down menu.  

Red box around Print dropdown menu from Shipments tab. Red arrow points to the Labels menu option.

You will see the Print Label pop-up screen. 

Print Label popup. Options: Print via ShipStation Connect, Preview in Browser, & Download PDF. Link: Show More. Checkbox: Remember selection

To view the label, choose Preview in Browser.

Requesting a Label Receipt

Every label created in ShipStation is stored in our system for 180 days

If you ever need documentation of a label you created through ShipStation (to file an insurance claim, for example), contact our support team and include an order number and/or tracking number. We will respond with a copy of your transaction details.

What happens when you create a label?

Creating a label triggers the following processes: 

  • ShipStation requests the label from the appropriate postage provider. The provider sends a PDF of the label back to ShipStation.

  • ShipStation updates the order to Shipped.

  • ShipStation sends a shipment notification to the selling channel associated with the order. 

  • ShipStation sends a shipment notification email to the customer, if you have set the store to do so. This option is disabled by default. Review the Customer Notifications article for details.

Label Limitations

  • Orders in the Awaiting Payment status must first be moved to the Awaiting Shipment status before you can create a label for them. This can be done by a store refresh (once the order is paid for on your selling channel) or manually by clicking the Mark as Paid button in ShipStation.

  • Some carriers have limitations for their labels, including character limits and support for label messages. For details, review the article for your specific carrier on our Integrations Help Guide. 

  • ShipStation does not create international return labels.

  • The default behavior for ShipStation is to send a notification automatically to the selling channel when you create a label. You can prevent the marketplace notification on a per order basis or change the default notification behavior in the Store's Notification Settings. Review the Marketplace Notifications article for details.

  • Most carriers in English-speaking countries do not support non-Roman characters on labels created through their APIs. If an address contains non-Roman characters (like Kanji, Hanzi, and Cyrillic), this can result in ??? appearing where the text should be.

    You will need to void the label, translate the characters into English (either by contacting the customer or using a program like Google Translate), and copy the Roman character text into the recipient fields before creating a new label. To also include the original address, copy / paste the original address into a text editor, print separately, and tape it to the package next to the label.

The widget in ShipStation where all shipping options are set. The widget appears in the Orders grid Shipping Sidebar, as well as the Order and Shipment Details screens.