Managing shipments efficiently is essential for smooth business operations—and QuickBooks Desktop is rolling out an upgraded Shipping Manager to give users a more secure, intuitive, and flexible shipping experience. This comprehensive guide will walk you through everything you need to know: what’s changing, how to prepare, how to set it up, and how to start using the enhanced shipping tools.
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What’s New in the QuickBooks Desktop Shipping Manager?
The updated Shipping Manager brings a completely redesigned interface that improves usability and gives you greater visibility and control over your shipping workflow. This refreshed experience consolidates your options, making it easier to manage all carriers, rates, and labels within QuickBooks Desktop.
When Will the New Experience Be Available?
The new QuickBooks Shipping Manager is now available for most users, but the rollout schedule varies depending on which QuickBooks product you use. QuickBooks Desktop users started transitioning to the updated experience in early December 2025, while QuickBooks Online users already have access—though some older versions or plans may still require an upgrade.
QuickBooks Desktop Users
The new Shipping Manager officially replaced the older version on December 7, 2025. To access the updated features:
- You must be using QuickBooks Desktop 2024 and have the latest release installed.
- Users on QuickBooks Desktop 2022 or earlier will need to upgrade to Desktop 2024 or higher to use the new Shipping Manager.
- Older versions will not support the updated shipping tools.
QuickBooks Online Users
The upgraded shipping functionality has been available to U.S.-based QuickBooks Online users since July 2024. It is included on the following plans:
- Simple Start
- Essentials
- Plus
- Advanced
However, if you’re using an older QBO layout or a lower-tier plan, you may need to:
- Purchase the inventory add-on, or
- Upgrade to a plan like Plus or Advanced to access all new shipping features.
This ensures that users can take advantage of the full shipping and inventory integration offered in the updated experience.
Why This Change Matters: Improved Security and Smarter Control
The new Shipping Manager uses OAuth (Open Authentication)—a modern, highly secure authorization system. Instead of sharing full login credentials with each carrier, OAuth gives third-party shipping apps restricted, secure access, reducing risks and giving you more control over your data.
Key Benefits of the New QuickBooks Shipping Manager
- Stronger Security: With advanced authentication protocols, your account credentials and sensitive business data stay protected.
- Integrated Shipment Tracking: Track shipments from multiple carriers directly inside QuickBooks Desktop—no need to switch between platforms.
- Rate Comparison Across Carriers: Compare shipping rates and services in one centralized dashboard to ensure you get the best value.
- Expanded Carrier Options: Easily access multiple carriers including USPS, UPS, FedEx, and Stamps.com through a unified interface.
What You Should Do Before Switching?
Update Your QuickBooks Desktop
- Using QuickBooks Desktop 2022 or earlier? Upgrade to QuickBooks Desktop 2024 to access the new shipping features.
- Using QuickBooks Desktop 2024? Install the latest update for full compatibility.
Download Your Existing Shipping Data
Before the upgrade, download your shipping history, including:
- Shipment dates
- Customer details
- Tracking numbers
- Estimated charges
- Transaction references
- Carrier services
- COD information
Once the new tool launches, all old shipping data will be removed from QuickBooks. Refunds, voids, and related tasks must be handled directly through each carrier’s website.
Steps to Download Your Shipping Data
- Open File > Shipping.
- Select your carrier (FedEx, UPS, USPS).
- Choose Track or Cancel a Shipment.
- Select your date range.
- Click Report > Print.
- In the preview window, select Save as PDF.
- Save the file to your computer.
- Repeat for each carrier and date range.
How to Set Up the New Shipping Manager in QuickBooks Desktop?
You can access the new Shipping Manager from multiple areas:
- File > Shipping Manager
- From any Invoice
- From any Sales Receipt
- Via the Sales Order Fulfillment Worksheet
Setup Steps
- Go to File > Shipping Manager.
- Select Get Started.
- Sign in with your Intuit Master Admin credentials.
- Accept the ShipEngine Terms of Service.
- Enter your ship-from address.
- Add credit card details for shipping charges.
- Select Confirm to complete the setup.
Note: You’ll automatically receive a new USPS account through Intuit’s partnership with ShipEngine, offering discounted rates.
Adding Funds to Your USPS Shipping Wallet
To purchase USPS labels, your shipping wallet must contain funds. Only a QuickBooks admin can add money.
Add Funds
- Go to File > Shipping Manager.
- Select Add Funds and enter an amount.
- Choose Add Now.
Enable Auto-Funding
Set automatic rules such as:
- Minimum balance
- Amount to add
- Maximum refills per day
ShipEngine manages this USPS wallet. For support, contact: platform@shipengine.com.
Integrating External Shipping Carriers (FedEx, UPS, Stamps.com)
Admins can link external carrier accounts to the Shipping Manager for seamless rate lookup, label printing, and tracking.
Add Carriers
- Go to File > Shipping Manager.
- Select Manage Carriers > Additional Carrier.
Add FedEx
- Select Connect Carriers > FedEx
- Accept the terms
- Enter FedEx account details
- Click Connect
Add UPS
- Select Connect Carriers > UPS
- Enter your UPS account, username, and password
- Select Authenticate Account
Add Stamps.com
- Select Connect Carriers > Stamps.com
- Enter account ID, username, and password
- Authenticate
How to Purchase Shipping Labels in QuickBooks Desktop?
You can buy shipping labels either independently or directly from your transactions.
Option A: Purchase Separately
- Go to File > Shipping Manager > Purchase Shipping Label.
Option B: Purchase From Transactions
- Invoices: Open invoice > Shipping Manager > Purchase Shipping Label
- Sales Receipts: Open receipt > Shipping Manager > Purchase Shipping Label
- Sales Orders:
- Open the Sales Order Fulfillment Worksheet
- Choose an order
- Select Ship with Shipping Manager > Purchase Shipping Label
Enter Package Details
Provide:
- Dimensions & weight
- Declared value
- Custom reference text
- Additional package options
Add multiple packages as needed.
Choose Who Pays for Shipping
Sender (your business)
- Select carrier and service
- Click Calculate rate
- Compare prices across carriers
- Choose service > Purchase label
- USPS charges are deducted from your wallet
Receiver or Third Party
- Select appropriate billing option
- Enter account number and ZIP code
- Purchase the label
Enable Paste Tracking Information to attach tracking details to the transaction.
How to View Shipping History?
- Go to File > Shipping Manager.
- View shipment lists with:
- Dates
- Tracking IDs
- Transaction references
- Carrier info
- Select the three-dot (፧) icon for more actions, including printing or voiding labels.
How to Void Shipping Labels?
Void rules vary by carrier.
Steps:
- Go to File > Shipping Manager.
- Select shipment.
- Click ፧ > Void Label.
- Review terms and confirm.
Refunds:
- USPS refunds go to your wallet.
- Other carriers issue refunds to your payment method.
Add Multiple Warehouse Addresses
- Go to File > Shipping Manager.
- Click Settings (⚙️).
- Select Ship From Locations.
- Add addresses as needed.
You can set a default or choose one during label creation.
Printing Shipping Labels
- Go to File > Shipping Manager.
- Select shipment.
- Click ፧ > Print Label.
Configure Label Layout & Units
Under Settings (⚙️), you can adjust:
- Shipping label layout
- Package dimensions
- Unit measurements
How to Ensure You Have the Latest QuickBooks Shipping Features?
To confirm your access:
For QuickBooks Desktop:
- Go to Help > Update QuickBooks Desktop.
- Install the latest release updates.
- Verify that you are using QuickBooks Desktop 2024 or newer.
For QuickBooks Online:
- Clear your browser cache or switch browsers if the new feature isn’t displaying.
- Check your subscription plan under Account & Settings > Billing.
- Upgrade your plan or add inventory capabilities if required.
Why Is the Shipping Manager Not Opening in QuickBooks Desktop?
If the Shipping Manager isn’t opening in QuickBooks Desktop, it’s usually due to outdated software, missing updates, or issues related to the transition to the new Shipping Manager released in December 2025. Here are the most common reasons and how to fix them:
1. You’re Using an Unsupported Version of QuickBooks Desktop
The new Shipping Manager requires QuickBooks Desktop 2024 or later. If you’re on QuickBooks Desktop 2022 or earlier, the tool will no longer launch because the old shipping integration has been retired.
Fix: Upgrade to QuickBooks Desktop 2024 and install the latest updates.
2. Your QuickBooks Desktop 2024 Is Not Fully Updated
Even if you have QuickBooks Desktop 2024, outdated releases may prevent the Shipping Manager from initializing.
Fix: Update QuickBooks to the most recent release version:
- Go to Help → Update QuickBooks Desktop
- Install all updates
- Restart QuickBooks
3. The Old Shipping Tool Has Been Removed
As of December 7, 2025, the old shipping interface was fully replaced. If your system is still trying to access the previous version, the window may fail to open.
Fix: Use the menu option File → Shipping Manager to launch the new experience. If you had shortcuts or bookmarks pointing to the old tool, remove them.
4. Missing Shipping Data Migration
If you didn’t download or back up your old shipping data before the transition, QuickBooks may show errors when attempting to open the new manager.
Fix: Confirm that the new Shipping Manager setup is complete. If prompted, log in with the Master Admin (MMA) Intuit account and finish onboarding.
5. Damaged QuickBooks Installation or Components
Damaged installation files, outdated components, or issues with ShipEngine or carrier integrations can prevent the window from opening.
Fix: Run the QuickBooks Tool Hub → Program Problems → Quick Fix my Program. If the issue persists, run Install Diagnostic Tool or reinstall QuickBooks.
6. Admin Permissions or User Restrictions
Only the Admin user can set up the Shipping Manager, add carriers, and configure the shipping wallet.
Fix: Sign in as the Company File Admin or ensure you have full permissions to access shipping features.
Final Thoughts
The updated QuickBooks Desktop Shipping Manager brings stronger security, easier tracking, rate comparisons, and expanded carrier options. By preparing early and following the setup steps above, you can transition smoothly and enhance your entire shipping workflow.
If you rely on shipping as part of your operations, ensuring you’re on the right QuickBooks version will help you take full advantage of this powerful upgrade.
Frequently Asked Questions
To update your FedEx integration, open File → Shipping Manager → Manage Carriers, then remove and reconnect your FedEx account using the Connect Carriers option. Make sure your QuickBooks Desktop is updated to the latest release so the new Shipping Manager features load properly.
Yes. QuickBooks Online users in the U.S. on Simple Start, Essentials, Plus, and Advanced have access to built-in shipping features, including real-time rates and label creation. Some legacy plans may require upgrading or adding the inventory add-on.
If the new Shipping Manager won’t open or fails to load, it’s often due to outdated QuickBooks versions, missing updates, or incomplete setup. Users must be on QuickBooks Desktop 2024 or newer. Updating QuickBooks and signing in with the Master Admin account usually resolves the issue.
There’s no separate download. The new Shipping Manager is included in QuickBooks Desktop 2024 and higher. Simply update QuickBooks to the latest release, then access it via File → Shipping Manager.
Yes. The new Shipping Manager is available in QuickBooks Enterprise 2024 and later. You must update to the newest release and complete the setup process to access shipping carriers and label features.
This typically occurs when using an outdated QuickBooks version, corrupted installation files, or incorrect permissions. Ensure you are using QuickBooks Desktop 2024, run updates, and sign in as the Admin user. Running the QuickBooks Tool Hub can also repair common loading issues.
ShipEngine powers the new QuickBooks Desktop Shipping Manager, enabling secure OAuth authentication, discounted USPS rates, and real-time carrier connections (FedEx, UPS, Stamps.com). It manages your USPS shipping wallet and processes label creation within QuickBooks.
