ShipStation: Daily Shipping Workflow for Wholesale Orders

Once ShipStation is connected, RoasterTools sends your wholesale orders to ShipStation so you can create labels without re-entering anything. After you buy the label, the shipping cost and tracking number come back to the order automatically.

Which orders go to ShipStation?

• Wholesale orders (portal and manual orders) with a ShipStation delivery method are sent to ShipStation.
• Commerce orders (Shopify, WooCommerce, Squarespace, etc.) are not sent to ShipStation. Keep shipping those the way you do today, through your store's own ShipStation connection. RoasterTools only pulls commerce orders in so you can see the demand and plan production.

Step 1: Check your ShipStation settings

Go to Your Name → Integrations → ShipStation → ⋮ → Edit.

• Shipping Export: Select your RoasterTools store. If it doesn't appear, click Refresh Store List.
• Import Shipments Automatically: ✅ Turn this on. This is the setting that sends the label cost and tracking number back to the order.
• If you pull in commerce orders through a direct integration (Shopify, WooCommerce, Squarespace, etc.): ⬜ Leave Import Orders Automatically, the store import checkboxes, and Payment Sync turned off. Those settings are for importing commerce orders through ShipStation, and you're already bringing those orders in through your Commerce Connection.

Step 2: Set up your delivery methods

An order is only sent to ShipStation if its delivery method uses a live shipping rate or has the "Create Shipping Label in ShipStation?" checkbox marked.

Pick the price/cost structure that matches how you charge for shipping:

• Live Shipping Price / Live Shipping Cost: You pass the actual label cost on to the customer.
• Flat Shipping Price / Live Shipping Cost: You charge the customer a set amount, and your actual label cost is tracked.
• Flat Shipping Price / Flat Shipping Cost or Custom Shipping Price / Custom Shipping Cost: Mark the "Create Shipping Label in ShipStation?" checkbox so these orders still go to ShipStation. This includes a flat $0 method if you need a label but don't charge the customer for it.

Give each shipping customer the right default delivery method. You can update these in bulk with a customer CSV. The delivery method name in the CSV has to match the name in RoasterTools exactly.

For more detail, see Delivery Methods: Creating, Settings and Using Delivery Methods.

Step 3: The daily workflow

1. Approve the day's orders.
2. Schedule and Auto Plan your production.
3. Export to ShipStation: Go to Operations → Create Shipping Labels → Export Orders. Every approved order whose delivery method uses a live shipping rate or has "Create Shipping Label" marked is listed there.
4. Keep production moving. Roasting and packaging can continue while someone else handles labels.
5. Create labels in ShipStation: Open your RoasterTools store, choose the package and service, and buy each label. The cost and tracking number sync back to the RoasterTools order.
6. Fulfill the orders once they're boxed, labeled, and ready to go out.
7. Collect payment and sync to accounting. Wait until the shipping cost is on the order, so your invoices include it.

⚠️ Export before you fulfill

Our recommendation is to export right after you approve and plan the day. That way labels are ready before packing starts, and you can stage each order on top of its label.

Already fulfilled an order by mistake? Go to the order and follow these steps in this order:

1. Unship
2. Unfulfill
3. Export to ShipStation (from Operations → Create Shipping Labels)
4. Fulfill again
5. Ship again

Shipping cost didn't come back?

Make sure the label has actually been created in ShipStation. Nothing syncs back until it has. Then use one of these:

• One order: Open the order and click Update Shipping at the bottom.
• Several orders: On the Orders page, select the orders and choose the batch action Update Shipping Information.

If this happens regularly, check that Import Shipments Automatically is turned on (Step 1).

Tip: Run a test first

Before you go live, create a test order with a ShipStation delivery method and export it. Then create the label in ShipStation and confirm that the cost and tracking show up on the order.