Shipping Orders Best Practices with Shipsidekick

What is a Pack Station?

A pack station is a dedicated workspace where warehouse team members pack customer orders and generate shipping labels. It's the final stop in the fulfillment process before orders leave your facility. A well-organized pack station includes everything a packer needs within arm's reach: boxes, packing materials, tape, scales, label printers, and a computer or tablet running your warehouse management system.

With Shipsidekick WMS, your pack station becomes a streamlined operation where packers can quickly process orders, automatically calculate shipping rates, print labels, and update order status across all your sales channels, all from a single interface.

Setting Up for Success

Before you start shipping orders, there are essential setup steps in Shipsidekick that ensure smooth operations and prevent common shipping headaches.

Connecting Your Shipping Carriers

The foundation of efficient shipping is having your carrier accounts properly connected to Shipsidekick. Navigate to Integrations & Connections from the main menu and select the carriers you use, such as USPS, UPS, FedEx, DHL, or regional carriers.

During the connection process, you'll enter your carrier account credentials or API keys. This integration allows Shipsidekick to pull real-time shipping rates, generate labels directly through carrier systems, and automatically transmit tracking information back to your sales channels.

Having multiple carriers connected gives you flexibility to choose the most cost-effective or fastest option for each order. Some orders might ship best via USPS Priority Mail, while others need FedEx Ground or UPS Next Day Air.

Configuring Shipping Options

Once carriers are connected, configure your shipping options by clicking Shipping & Carriers from the main menu. This is where you map your customer-facing shipping methods to actual carrier services.

For example, your Shopify store might offer "Standard Shipping" and "Express Shipping" to customers. In this configuration area, you define that Standard Shipping uses USPS Priority Mail or UPS Ground, while Express Shipping uses FedEx 2Day or UPS Next Day Air.

You can also set up shipping rules based on order characteristics like weight, destination zone, or order value. These rules automate carrier selection and save your packers from making decisions on every single order.

Configure package types and dimensions here as well. Tell Shipsidekick what box sizes you stock so it can help with cartonization, suggesting the optimal box for each order's contents.

Adding Customs Information for International Orders

If you ship internationally, customs documentation is mandatory. Shipsidekick needs accurate product information to automatically generate the CN23 customs forms required by most countries.

For each SKU in your system, ensure you've entered the country of origin, harmonized tariff code, and accurate product value. This information lives in your product or SKU details section. Without it, international shipping becomes a manual, error-prone process.

Shipsidekick automatically generates CN23 documentation when you process international orders, pulling the customs data from your SKU records. This automation saves enormous time compared to manually filling out customs forms and ensures compliance with international shipping regulations.

Keep your customs information updated, especially product values, as customs authorities can delay or reject shipments with inaccurate declarations. The few minutes spent maintaining accurate SKU data prevents costly international shipping problems.

Setting Up Label Printing

Shipsidekick offers two methods for printing shipping labels, and choosing the right approach for your operation makes a significant difference in efficiency.

The browser print option works for any operation. When a label is ready, you simply use the print dialogue in your web browser to send the label to your connected thermal or regular printer. This method requires no additional software but means clicking print for each label.

For higher-volume operations, PrintNode integration provides automatic label printing. Once configured, new shipping labels print automatically as soon as they're generated, without any manual print commands. This streamlined approach works best when you're processing dozens or hundreds of orders daily.

To use PrintNode, you'll need a PrintNode account and to install their print client software on a computer connected to your label printer. Once configured in Shipsidekick's settings, labels flow directly to your printer without intervention.

The Packing and Shipping Process

Receiving Picked Orders

Your packing process begins when totes arrive from pickers at your pack station. These totes contain the items picked for customer orders, and each tote has a barcode linking it to specific orders in Shipsidekick.

Scan the tote barcode to pull up the orders and items inside. Shipsidekick displays what should be in the tote, allowing you to verify contents before packing. This verification step catches any picking errors before items get sealed in a box and shipped to customers.

Verifying Order Contents

Before packing, confirm that all items for the order are present and in good condition. Scan each item's barcode as you place it in the shipping box. This creates a digital record of exactly what shipped and provides one final verification that the customer is receiving the correct products.

If an item is missing or damaged, flag the issue in Shipsidekick immediately. Don't ship partial orders without noting the shortage. The system needs to know what actually shipped versus what was ordered so inventory remains accurate and customers can be notified appropriately.

Selecting the Right Package

Choose a box that fits the items snugly without excessive empty space. Oversized boxes cost more to ship due to dimensional weight pricing and require more packing material. Undersized boxes risk damage during transit.

Shipsidekick's cartonization features can suggest optimal box sizes based on the items in the order. Pay attention to these suggestions as they're calculated to minimize shipping costs while protecting products.

For fragile items, use appropriate cushioning material. For items sensitive to moisture, consider poly mailers or moisture-resistant packaging. The packaging decision affects both shipping cost and customer satisfaction when the order arrives.

Weighing the Package

Place the packed and sealed box on your scale. Accurate weight is critical for shipping cost calculation and carrier compliance. Underestimating weight can result in additional charges from carriers when they reweigh packages at their facilities.

Most pack stations integrate their scales directly with Shipsidekick, automatically pulling the weight into the system. If your scale isn't integrated, manually enter the exact weight displayed.

Generating Shipping Labels

With the package weighed and contents verified, Shipsidekick calculates shipping rates based on the destination, package weight and dimensions, and the shipping method the customer selected.

The system displays available shipping options and costs. If you've configured shipping rules, Shipsidekick may automatically select the appropriate carrier and service level. Otherwise, you'll choose from the displayed options.

Once you confirm the shipping method, Shipsidekick generates the label through the carrier's API. This label includes all necessary information including sender and recipient addresses, tracking number, barcode, and carrier routing information.

If you're using PrintNode, the label prints automatically. If using browser printing, click the print button and send the label to your thermal printer. Thermal printers are strongly recommended for shipping labels as they produce durable, professional labels without ink or toner costs.

Applying the Label and Documentation

Affix the shipping label to the outside of the package where it's clearly visible and won't be obscured by tape or other labels. The barcode area must be flat and unobstructed so carrier scanners can read it reliably.

For international shipments, attach the CN23 customs form. Shipsidekick generates this automatically and it typically prints with or immediately after the shipping label. Place it in a clear adhesive pouch on the outside of the package so customs officials can easily review it.

Include a packing slip inside the box before sealing it. Packing slips help customers verify their order contents and provide information about returns or exchanges. Shipsidekick can generate and print packing slips along with shipping labels.

Finalizing the Shipment

Once the label is applied, scan the tracking barcode or click the complete shipment button in Shipsidekick. This action marks the order as shipped in the system.

Shipsidekick automatically sends shipping confirmation to your connected sales channels like Shopify, Amazon, or WooCommerce. The system transmits the tracking number, carrier, items shipped, package dimensions, and actual shipping method used.

Your customer receives a shipping notification from their sales channel with tracking information, and the order status updates to shipped or fulfilled. This automation eliminates manual data entry and ensures customers are immediately informed about their shipment.

Place the labeled package in the appropriate area for carrier pickup, typically organized by carrier and service level. Keep packages for different carriers separated to streamline pickup and prevent mix-ups.

Best Practices for Efficient Packing

Organize Your Pack Station

A well-organized pack station is the foundation of efficient shipping. Keep your most commonly used box sizes within easy reach. Organize packing materials logically, with tape, cushioning, and packing slips readily accessible.

Position your scale, computer or tablet, and label printer in an ergonomic arrangement that minimizes reaching and movement. You should be able to reach everything you need without taking more than a step or two.

Keep your work surface clear between orders. Clutter slows you down and increases the chance of including wrong items or applying labels to incorrect packages. Process one order completely before starting the next.

Maintain Adequate Supplies

Running out of boxes, labels, or packing materials during a busy shipping day creates costly delays. Monitor your supply levels and reorder before you run low, not when you run out.

Keep backup label rolls near your printer so you can quickly swap in a new roll when one runs out. Printer jams or empty label rolls during peak shipping times create frustrating bottlenecks.

Stock a variety of box sizes to handle different order types efficiently. Having only one or two box sizes forces you to use oversized packaging for small orders, unnecessarily increasing shipping costs.

Verify Addresses Before Printing

Take a moment to review the shipping address displayed in Shipsidekick before generating the label. Customers occasionally enter incorrect or incomplete addresses, and catching these errors before shipping prevents failed deliveries and return costs.

Look for obvious issues like missing apartment numbers, typos in city names, or ZIP codes that don't match the city. Many carriers charge significant fees for address corrections or failed deliveries due to incorrect addresses.

Shipsidekick often integrates address validation services that flag problematic addresses. Pay attention to these warnings and contact customers to confirm or correct addresses when needed.

Use Carrier-Specific Best Practices

Different carriers have different requirements and recommendations. USPS packages should have labels on the largest flat surface with barcodes parallel to the longest edge. UPS and FedEx have similar but slightly different guidelines.

Understand your carriers' requirements for package size and weight limits. USPS Priority Mail has different dimensional limits than UPS Ground. Exceeding carrier limits results in rejected packages or unexpected charges.

Some carriers offer free packaging materials for their premium services. USPS Priority Mail boxes and envelopes are free, as are FedEx Express packaging materials. Using these when appropriate saves money on packaging supplies.

Protect Fragile Items

Use appropriate cushioning for all items, but especially fragile products. A broken item doesn't just cost you the product value; it damages customer relationships and creates return processing work.

Fill empty space in boxes with air pillows, packing paper, or bubble wrap. Items shouldn't shift when you shake the sealed box. Movement inside the package during transit leads to damage.

Mark packages containing fragile items with "Fragile" labels if appropriate, though don't rely solely on these labels to protect contents. Proper packaging is the real protection; labels are just an additional precaution.

Batch Similar Orders When Possible

If you're processing multiple orders going to the same general area with the same carrier, batch them together during packing. This allows you to work more efficiently and potentially negotiate better rates for bulk shipments.

Process all USPS orders together, then all UPS orders, rather than switching between carriers with each order. This batching reduces the mental switching cost and allows you to optimize your packing setup for each carrier's specific requirements.

Double-Check Before Sealing

Before you seal the box and apply the label, take three seconds to verify you've included everything. Check the Shipsidekick screen showing order contents against what's physically in the box. This quick verification catches most packing errors.

Once sealed and labeled, opening and repacking an order wastes significant time and materials. Those three seconds of verification before sealing save minutes of rework when mistakes occur.

Maintain Clean Package Exteriors

Keep package exteriors clean and free of old labels, markings, or excessive tape. Carrier sorting equipment can misread packages with cluttered or damaged exteriors.

If reusing boxes, ensure all old labels and markings are completely covered or removed. A visible old tracking barcode can cause the package to be routed incorrectly.

Handling Special Shipping Scenarios

International Shipments

International orders require extra attention to documentation. In addition to the shipping label, you'll have the CN23 customs form generated by Shipsidekick. Verify that the customs declaration value is accurate and that all items are properly described.

Some countries restrict certain products or require additional documentation. Research destination country requirements for your products, especially for categories like cosmetics, food items, or electronics.

Consider customs duties and taxes when pricing international shipping. Many countries charge the recipient duties and taxes upon delivery, which can surprise customers. Clearly communicate this possibility in your international shipping policies.

Oversized or Heavy Packages

Items exceeding standard carrier limits often require freight shipping rather than parcel services. Shipsidekick can help you identify when orders exceed parcel service limits and need alternative shipping methods.

For heavy items shipped via standard carriers, ensure you're within weight limits for the service level. USPS Priority Mail has a 70-pound limit, while UPS and FedEx Ground allow up to 150 pounds for most services.

Use reinforced packaging for heavy items. Double-wall boxes or edge protectors prevent box failure during transit. Nothing frustrates customers more than receiving damaged products due to inadequate packaging.

Signature Required Shipments

For high-value orders, consider requiring signature upon delivery. Most carriers offer signature confirmation as an add-on service that Shipsidekick can automatically apply based on order value rules.

Communicate signature requirements to customers so they're aware someone must be present to receive the package. Signature required shipments that can't be delivered due to recipient absence create customer service issues.

Expedited Shipping

Orders with expedited shipping should be prioritized in your packing queue. Many operations use separate pack stations or dedicated time blocks for express orders to ensure they don't miss carrier cutoff times.

Verify the carrier's cutoff time for same-day pickup of expedited services. A 2-day shipping order that misses today's pickup becomes a 3-day delivery, potentially breaking your service promise to the customer.

Common Shipping Mistakes to Avoid

Using Incorrect Shipping Methods

Don't upgrade customers to faster shipping than they paid for without reason. While it seems generous, consistently upgrading shipping trains customers to select the cheapest option because they know you'll upgrade them, eroding your margins.

Similarly, don't downgrade shipping methods to save money. If a customer paid for 2-day shipping, send it 2-day. Breaking this promise damages trust and risks negative reviews or chargebacks.

Ignoring Package Dimensions

Only entering weight while ignoring dimensions is a costly mistake. Carriers use dimensional weight pricing for larger packages, charging based on size rather than actual weight. A large, light package can cost as much to ship as a small, heavy one.

Shipsidekick calculates dimensional weight when you enter package dimensions, helping you understand true shipping costs. Accurately entering dimensions prevents surprise charges when carriers reweigh and re-measure at their facilities.

Skipping Quality Checks

Rushing through packing without verifying order contents leads to shipping errors. Each mistake requires customer service time, return processing, and re-shipping correct items. These costs far exceed the few seconds saved by skipping verification.

Scan every item every time. This scan-verify step is your last chance to catch picking errors, damaged products, or system mistakes before items reach customers.

Poor Label Placement

Labels placed on box seams, over tape, or in areas that might fold or crease often become unreadable during transit. Carriers can't deliver packages they can't scan, resulting in delays and failed deliveries.

Place labels on the largest flat surface of the package, avoiding seams, edges, and areas near tape. The entire label, especially the tracking barcode, should be perfectly flat and clearly visible.

Inadequate Packing Materials

Using too little cushioning to save money on packing materials is false economy. Damaged products create returns, refunds, and unhappy customers. The cost of proper packing materials is minimal compared to the cost of damaged goods.

Similarly, using too much packing material increases package size, which increases shipping costs through dimensional weight pricing. Find the balance that protects products while maintaining reasonable package dimensions.

Not Updating Sales Channels

Shipsidekick automatically updates your sales channels when orders ship, but system issues or configuration problems occasionally prevent this automation. Monitor that tracking numbers are reaching your sales channels.

Customers who don't receive tracking information contact support asking about their order status, creating unnecessary customer service work. Shipping notifications are expected by modern customers, and their absence creates anxiety about order fulfillment.

Measuring Shipping Performance

Track key metrics to understand and improve your shipping operations. Orders shipped per hour per packer shows individual and team productivity. Shipping accuracy rate measures what percentage of orders ship with correct contents and labels.

Average cost per shipment helps you identify opportunities for carrier negotiation or shipping method optimization. If your average cost is increasing while package weights remain stable, it's time to review carrier contracts or shipping strategies.

On-time shipment rate measures what percentage of orders ship by their promised ship date. This metric directly impacts customer satisfaction and is especially critical for ecommerce businesses competing on fast fulfillment.

Shipping cost as a percentage of order value reveals if your shipping expenses are proportional to your revenue. This metric helps with pricing decisions and shipping policy changes.

The Bottom Line

Efficient shipping operations require proper setup in Shipsidekick, organized pack stations, attention to detail, and consistent processes. By connecting your carriers, configuring shipping options correctly, maintaining accurate product data for customs, and following best practices at the pack station, you create a shipping operation that's fast, accurate, and cost-effective. The automation Shipsidekick provides, from rate calculation to label printing to sales channel updates, eliminates manual tasks and reduces errors, allowing your team to focus on packing orders correctly and getting them out the door quickly. When shipping is done right, customers receive their orders accurately and on time, which is the foundation of ecommerce success.