Create Labels With Batches

How to use batches to create labels in bulk and organize your batch shipment workflow.

Batch shipping is a process that allows you to organize large numbers of shipments into customized bins. You can then assign and process these batches separately from other shipments, providing more flexibility and control of your workflow. 

Why use batch shipping?

Use batches to organize similar shipments together, by whatever criteria you require. For example, create separate batches for international shipments, priority shipments, shipments containing specific products, or orders shipping from a certain warehouse. You can then assign those batches to specific users or create a workflow so your staff knows to prioritize certain batches over others. 

Create a Batch

There are two ways to create a batch in ShipStation:

  1. Use the + Create a New Batch option in the Orders tab sidebar (bottom left).

  2. Click Batch in the Orders tab Shipping Sidebar.

Create Batch from Sidebar

If any orders are selected in the Orders grid, ShipStation will automatically add them to the new batch.

Batch From Shipping Sidebar

ShipStation will add a new batch to your Open Batches list and automatically add your selected orders to it.

For either scenario, you can then rename the batch with any unique name you wish.

To change the name of the batch, simply click in the name field again to edit.

Ad Hoc Batches

In addition to the method of creating batches described in this article, you can also create an ad hoc batch. This type of batch occurs when you select multiple orders and click the Create Label button without first adding the orders to a batch you created.

In this scenario, ShipStation creates a batch in the background to process the labels together, which you can then print in a single action. You cannot work in ad hoc batches like you can with normal batches, since they do not exist in the open state.

Go to Shipments > Batches, should you need to review the batch, reprint the labels, rename, or archive the batch.

ad hoc batch

Add Shipments to a Batch

You can add orders to a batch from the Orders tab, as well as from the Order Details window.

Add From Orders Tab

Alternative method: Select the orders and click Batch in the Orders grid Shipping sidebar just above the Configure Shipment Widget.

V3 Orders tab, red arrow points to Batch option above Shipping Sidebar

Then select which batch to add the order to from the Add To Batch pop-up.

Add to Batch popup. Lists Batch number or name, creation date, and count of orders in that batch. Create New Batch button @ bottom.

If you attempt to add an order to a batch and that order is already in a batch, ShipStation will display an alert to let you know and ask if you want to move the orders to the selected batch, or exclude them from the batch.

From Order Details

In the case of orders with multiple shipments, all shipments will be added to the batch. If the order is already in a batch, ShipStation will display an alert to let you know and prompt you to either move the order or exclude it.

The number of orders in any given batch will appear next to the batch name in the Shipment Batch list. Click the batch name to view the orders and begin working in your batch

You can also view which orders are in which batch by adding the Batch column to your grid.

V3_ORD_Grid_BatchColumn_MRK.png

Assign a Batch

When you create a batch, you either assign the batch to a specific user or ShipStation automatically assigns the batch to the user you are logged in as at the time. 

However, you can assign batches to other users at anytime. Most batch actions, including updating shipping options and creating and printing labels, can only be taken by the user assigned to the batch. All other users will have read-only access to the batch, with the ability to assign the batch to another user or enter a batch note. 

The new user will now show as the assigned user in the Batches list. This user will have full access to all actions on this batch. All other users will have read-only access to the batch, along with the ability to leave a batch note or assign the batch to another user. 

Working in a Batch

To view the shipments in your batch and make changes:

  1. Click the batch you wish to work in on the bottom of the left-hand sidebar in your Orders tab.

    V3 Orders tab sidebar with batch selected

    Or, go to the Shipments tab, choose Batches > Open, and click the batch you wish to work on.

    V3_SHP_Batch-Open_MRK.png

    ShipStation will open the Batch Details screen with all orders in the batch automatically selected.

  2. Deselect any orders you do not wish to perform an action on.

  3. Select the action you wish to perform in the batch from the action buttons.

    V3_ORD_BatchDetails_ActionMenus_MRK.png

Actions in a Batch

When working in a batch, you can perform several actions on all shipments in the batch, or on only selected shipments in the batch, whichever your workflow requires. 

In an individual batch, you can: 

  • Create and Print labels for selected shipments. We call this Processing a batch.

  • Print other batch documents, like packing slips.

  • Add a note to the entire batch.

  • Use the Bulk Update menu to update Service, Package, Weight, Size, Ship From, Insurance, Confirmation, Marketplace Notification, Packing Slip and Email Template, Customs Declarations, and Shipping Account. 

  • Use the Other Actions menu to remove shipments from a batch, move shipments to another batch, send shipment notifications, or export the batch shipments.

You can also open the individual order or shipment details to view the details of specific orders and shipments, and make individual changes as needed.

Processing a Batch

Processing a batch simply means creating and printing the labels for the batch's shipments. You can process individual or multiple orders within a batch, or process multiple batches at once. 

Whichever option you choose, once the process begins you can continue to work while while ShipStation creates the labels in the background. 

Process Shipments In a Batch

The Batch Details grid will indicate what actions have been performed on which orders.

V3 Batch details. Red box highlights the status columns in the grid

Check Batch Errors

You might encounter two types of errors when processing a batch:

  • Validation errors and warnings

    These types of errors occur if shipments lack necessary information to create a label, like a Ship From Address, shipping service or package type, weight, or customs declarations for international orders. 

  • Purchase and notification errors

    Purchasing errors occur at the time ShipStation attempts to purchase the label from the carrier and can include billing errors or other account related errors.

    Notification errors occur after the label is created when ShipStation attempts to notify either the marketplace or customer about the shipment. 

These errors will appear in the Label Batch Status pop-up and in the Label Queue.

Archive a Batch

Batches can be Open, Processed, or Archived. Once you archive a batch, the batch cannot be modified or used to print documents and it will be removed from the Active batch view. 

Note

Shipments from archived batches will still be visible in Shipments tab and you can still print labels or packing slips as needed from the individual shipment. 

ShipStation will then move the batch into the Archived section of the Batches screen.

Notes About Batches

  • There is no limit to the number of batches you can create. 

  • The filters on the Shipments > Batches pages show the last 14 days by default. Click the Date filter to change the time frame for your Batches view.

  • Before you can process a batch, each shipment in the batch must include the shipping information needed to create the label (Ship From Address, shipping service and package type, weight, and customs declarations for international orders).

  • Assigning a batch to a specific user will also assign all orders within that batch to that user.

  • Users not assigned to a batch will have read-only permissions for those batches and the orders within the batches, but they can leave batch notes or assign the batch to another user. 

  • As long as a batch is Open you can add or remove shipments as needed, even if labels have already been printed.

  • Archived batches can no longer be modified or used to print labels. However, you can still access the individual orders in the Orders or Shipments grid if you need to print documents or cancel the shipment.

ad hoc batch