ShipStation

Getting Started with ShipStation

Connex can sync orders from ShipStation to QuickBooks and vice versa. This article guides you through the set-up.

Table of Contents

Order Count

If you sync orders from QuickBooks to ShipStation and send tracking details back to QuickBooks, two orders are added to your yearly limit.

In addition, please be aware that your order count will increase further if you have a two-way sync and you have "Manual Shipment" as a selected order status filter. This is because orders in ShipStation with this status lack a tracking number, thus preventing our software from officially designating it as a synced order, resulting in repeated attempts to sync it.

Simply not having it as an order status filter will alleviate this issue.

If sales tax is remitted, how does Connex map the tax?

Connex will add tax by default, since ShipStation has no indicator that tax was remitted. You can use our rules engine to remove tax. For more info, read this guide.

Connect to ShipStation

You must obtain an API key and API secret from ShipStation. Here are the steps:

  1. Log into ShipStation.
  2. On the top right, click the gear icon
  3. On the Left click account> API Settings  
  4. If you don't see the keys, click regenerate API Keys.
  5. Login to our software.
  6. On the my connections page, choose ShipStation.
  7. Enter your API key and API secret.
  8. Leave the URL as http://www.shipstation.com.
  9. Click submit.

How do I export shipped orders only?

By default, Connex will sync orders as soon as they are created in ShipStation. If you want Connex to insert the tracking number and date onto orders, you need to export shipped orders. Here are the steps: 

  1. Log into your Connex account.
  2. Select your ShipStation connection.
  3. Click manage.
  4. Expand the sync manually to QuickBooks tab.
  5. In the order status field, enter shipped.
  6. Click sync now.

How do I sync manually shipped orders?    

To sync these sales, follow these steps:

  1. Login to Connex.
  2. Click manage.
  3. Expand sync manually to QuickBooks.
  4. In the order status field, enter manual_shipment.
  5. Click sync now.

How do I map shipping tax?

ShipStation has no shipping tax field. There is just a total tax. Connex assumes that shipping has no tax. In this example, Connex synced an order without shipping tax and the total is wrong:

If you charge shipping tax on all sales, you can add a rule. This tells Connex that all sales with shipping are taxable. Here are the steps:

  1. Login to Connex.
  2. Click rules on the right.
  3. Add this rule.

Do you support split shipments?

Yes, Connex will merge split shipments into the same order. Here are the steps:

  1. In ShipStation, split an order.
  2. Do not change the order number in ShipStation for the split shipments.
  3. Create both shipments on the same day. When the shipments sync to Connex, we receive both shipments at the same time. We use this logic to merge the two sales.
  4. In Connex, expand orders.
  5. Expand sync orders manually to QuickBooks.
  6. In the order status field, enter shipped.

If you sync the sale prior to shipment, then Connex will sync the split shipments as separate orders and fail to merge them. In this case, you should add a rule to exclude split shipments:

  1. Login to Connex.
  2. Click rules on the left.
  3. Click my rules.
  4. Click add.
  5. Select start from scratch.
  6. As the action, choose do not import order to QuickBooks.
  7. In the rules grid, enter these values: 
  8. Finish the wizard.

How do I map currency codes?

ShipStation sends no currency information to QuickBooks. By default, Connex will use the default currency code associated with QuickBooks.

If you want to override the currency, you must specify which stores use a currency. In this example, a store called Fire-Parts USA uses USD. We recommend adding the country code at the end of store names. Here are the steps:

Obtain Stores

  1. Login to ShipStation.
  2. On the top menu, click orders.
  3. On the left, click awaiting shipment.
  4. Expand the stores list.

Map Stores to Currencies

  1. Login to Connex.
  2. On the left, click rules.
  3. Click add new rule.
  4. As the action, enter map currency code.
  5. In the map from value, enter selling channel as the field, matches as the comparison, and the selling channel name.
  6. As the map to value, enter a currency code.

How do fields map with ShipStation and QuickBooks?

Here is a diagram:

ShipStation QuickBooks
Order Number Order Number
Store QuickBooks customer, if the user maps by selling channel name.
Order Date Order Date
Ship Date Ship Date
Internal Line item with notes or internal notes field in QuickBooks Online
To Buyer / Customer QuickBooks memo field
Shipping Paid QuickBooks shipping amount
Shipping Method QuickBooks line item with shipping method or shipping method field for QuickBooks Online
Tracking number QuickBooks tracking number for QuickBooks Online users or line item with shipping details in QuickBooks
Shipping cost QuickBooks line item with shipping costs. Read the section about mapping shipping costs below this guide.
Billing name QuickBooks customer display name as
Billing phone QuickBooks customer phone
Billing company QuickBooks customer company
Billing Line 1 / 2 QuickBooks billing address
Billing city, state, postal code, and country QuickBooks billing address
Shipping name QuickBooks shipping address
Shipping line 1/ 2 QuickBooks address line 1 and 2
Shipping city, state, zip, country QuickBooks shipping address
Tags Can be used for rules. No mapping on QuickBooks sales.
Ship by No mapping. We use ship date.
Item name QuickBooks item description
Item SKU QuickBooks item name or SKU
Unit price Unit price
Tax paid Either a QuickBooks line item or you can use it to map a QuickBooks tax code.
Total paid Determines whether an order is paid.
Custom fields 1 - 3 Use our rules engine to map these fields to and from QuickBooks.

How do I map the shipping cost to QuickBooks?

For sales from ShipStation to QuickBooks, Connex will map the shipping amount field to QuickBooks. Here is an example from ShipStation and QuickBooks:

There are two ways to map the shipping cost. The first uses the rules engine. The problem with a rule is all orders from all channels will use the shipping cost. If that is acceptable, follow these steps:

  1. Login to Connex.
  2. Click rules > my rules on the left.
  3. Click upload.
  4. Upload this spreadsheet.

The second way is syncing sales prior to shipment, then updating them with the shipping cost:

  1. Login to Connex.
  2. Click manage.
  3. Expand orders > sync orders to QuickBooks > sync manually to QuickBooks.
  4. In the order status field, enter awaiting shipment and shipped.
  5. Expand orders > sync orders from QuickBooks.
  6. Select update shipping cost and tracking number:

Connex will automatically update the sale, after it syncs to QuickBooks. Our tool receives the sale before and after it ships.

Watch a demonstration below: