ShipStation: How to Connect to ShipStation and Set up Your RoasterTools store

A key integration with Shipstation to save your team time preparing shipments.

IN THIS ARTICLE

  1. Connecting ShipStation to RoasterTools 
  2. Create a RoasterTools store to export Wholesale Orders on ShipStation
  3. Choose your Export Store and Shipstation Settings in RoasterTools
  4. Exporting Orders from RT to Shipstation
  5. Update an Order with Actual Shipping information

One of RoasterTool's goal's is to eliminate needless double entry of data. Our Shipstation integration is a key place we enable our roasters to:

  • Export order information to Shipstation in one click.
  • Easily print off shipping labels in Shipstation without needing additional data entry.
  • Have Shipstation send cost and tracking information back to RoasterTools so that you can reflect the live shipping costs on invoices. (optional)

In Shipstation, you can use multiple carriers (USPS, UPS, FedEx, etc) and even connect to your accounts from each of these carriers to use your existing negotiated rates. Shipstation coupled with RoasterTools enables you to automate many of the tedious tasks around shipping.  

Here's the link to sign up for Shipstation if you haven't already:   www.shipstation.com . Once you've signed up, you'll need to create your API keys inside of ShipStation.   *(this is a referral link)

Connecting ShipStation to RoasterTools 

  1. You'll be prompted to enter in some special API keys to connect RoasterTools to shipstion. Click here to read how to generate these special keys inside of ShipStation
  2. Return to RoasterTools, and click Your Name >  Integrations and select the ShipStation integration.  
  3. Copy and paste the "API key" and "API secret" from ShipStation into RoasterTools, and click "Connect".

Tip: When copying and pasting the API key and secret, be sure there is not a leading space at the beginning of the line. That could block the connection!

Once the screen refreshes, you'll see a list of stores inside of ShipStation.  Next you'll need to create a RoasterTools store to export orders into ShipStation from RoasterTools.

Note: If you are trying to update expired API Keys please see this article.

Create a RoasterTools store to export Wholesale Orders on ShipStation

In order to export orders into ShipStation from RoasterTools, you'll need to follow these steps:

  1. Log into your ShipStation account.  

  2. Click the gear icon that represents Account Settings in the upper right corner of your screen:

  3. Click "Selling Channels" and select "Store setup" 

  4. Click "Connect a store or marketplace"

  5. You'll need to create a "ShipStation" store.   Search for "ShipStation" or scroll down to choose that from the list of marketplaces.


  6. Create a store named "RoasterTools"   

    This store is for exporting orders that need a shipping label.   Be sure to uncheck the "Automatically generate order numbers to new manual orders" checkbox!

    After you click "Connect", you will see a series of tabs that will allow you to customize how labels are created for this store.  It is a good time to edit your company information and to just review these tabs.  


    Once you are done, click "Save Changes" to return to the previous menu.

NOTE: When setting up your RoasterTools store, if you see a red exclamation symbol (❗) in the status column don't be alarmed, this will not affect the connectivity of the store to RoasterTools. (see image below - it's ok to have that pesky red ❗)

You now have your RoasterTools Store setup in Shipstation.

Choose your Export Store and Shipstation Settings In RoasterTools

Next, log in to RoasterTools and select the new store as the location to export orders to.

  1. Inside of RoasterTools, click on Your Name > Integrations.  
  2. Select three dots on the right > edit for the Shipstation integration.
  3. Click "Refresh Store List" if you do not see your new "RoasterTools" store.
  4. Select "RoasterTools" as the Shipping Export option.
  5. Click "Update Settings"

Syncing Shipping Costs and Tracking Information back to RoasterTools

If you would like to have your shipping costs and tracking numbers automatically synced back to RoasterTools you will need to enable the following:

(On the same setting page you were on) or

  1. In of RoasterTools, click on Your Name > Integrations.  
  2. Select three dots on the right > edit for the Shipstation integration.
  3. In section 3 of the settings page, select "Import Shipments Automatically". This will bring the data back into RoasterTools and add the information on the invoice.
  4. Press "Update Shipping Preferences"


You now have updated the settings and are ready to export orders from RT to your shipstation "RoasterTools" store on the Operations Page.  

Exporting orders from RT to Shipstation

Once the Shipstation integration has been connected and a RT store has been created inside of Shipstation, we are good to go and export orders to create the shipping labels.

NOTE: Exportable orders are those orders that have a Delivery Method in RoasterTools that's been checked off to "Create Shipping Label in ShipStation?" Please see this help article on Delivery Methods of how to set this up.

One way of doing this is by going to Operations > Create shipping labels (this step can be taken regardless of what part of operations you are just make sure it is before the order is marked as shipped). This action will send all of your orders from the day to Shipstation to create the label.


Please note that, once you export them, those orders will remain in your Shipstation account until you create the label. After you create the label the shipping data can sync back to RT.

Update an Order with Actual Shipping Information:

RoasterTools can bring the shipping cost and tracking information from Shipstation back to your RT invoice. If you have enabled the settings (as noted above) to have the shipment information automatically pulled from Shipstation into RT, it should update the orders after the labels are created.


Or you can manually pull the information from shipstation into the orders by doing the following:

  1. Export your orders to shipstation

  2. Create the labels in Shipstation

    Note: the shipping and tracking information cannnot be updated until the labels are created in Shipstation

  3. On the Orders page:
    1. You can do a Batch Action by selecting multiple orders and selecting "update shipping information"
    2. You can select and individual order and it will open up - at the bottom, you can select "Update Shipping" and the shipping cost and price (if it is supposed to be live shipping price) will be updated and a tracking number will be added.

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