Insert ShipStation Shipping Charges



ShipStation shows the shipping amount charged to the customer and the amount charged to the seller.

Costs versus Customer Paid

Sometimes, there is a difference between what the customer paid for shipping versus what UPS actually charged your company. What your company pays is called shipping costs. One example of the shipping difference is negotiated rates:

You want to post a negative amount to an income account, our default behavior, for this transaction. In the shipping field that you have specified, you cannot send a negative amount to an income account, choose the specific item name and item account. Furthermore, you don't want the cost you paid to appear on the customer's invoice or get charged to the customer. They might ask why your website says $10, but the real shipping cost is $5.

Adding Fees

You can add shipping charges to an invoice as a negative number by following these steps:

  1. Login to
  2. Click "Configure" under your existing ShipStation connection
  3. Expand the Sync Orders from QuickBooks Manually menu
  4. Check the box Update QuickBooks transaction with shipping rate and tracking info
  5. Click "Sync Now" to save your changes



There are good and bad sides to adding shipping charges:

When you reconcile, the amount on the orders will be closer to the amount you actually received from your bank, excluding merchant account fees.

You don't have to make a journal entry for shipping costs.

Orders from ShipStation and QB will have different totals. The amount the customer paid for shipping and total your company actually paid UPS or FexEx will both show. In the diagram below, shipping is what your customer paid. TotalShippingCost is what your company paid UPS or FedEx.  

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