Documents

Understanding shipping documents and files

Overview

Understanding the documents generated for your shipments.

When you create shipments, the app generates various documents needed for shipping, customs, and logistics. Understanding each document type helps ensure smooth shipping operations.

Document Types

Field	Format	Description
Packing List	`PDF`	Detailed list of all items in each package. Included with every shipment.
Commercial Invoice	`PDF`	Customs documentation for international shipments. Required for cross-border shipping. Some parcel carriers will have a message if they can electronically submit this document.
Shipping Request Spreadsheet	`XLSX`	Freight shipment details including lading information. Generated for freight shipments only.
Shipping Labels	`PDF/PNG/ZPL`	Carrier labels purchased through Shippo. Only for parcel shipments.
USMCA Certificate	`PDF`	Certificate of Origin for USMCA. Optional for qualifying shipments.

Download All

Click the "Download All" button on any shipment to get a ZIP file containing all applicable documents for that shipment. The ZIP includes labels, packing lists, commercial invoices, and any other relevant files.

When Documents Are Generated

Automatic Generation

Documents are automatically created when you confirm a shipment (freight) or purchase a label (parcel). You don't need to manually trigger document generation.

Real-Time Updates

If you modify a shipment after documents are generated, the documents are regenerated automatically to reflect the changes.

Document Retention

All generated documents are stored and available for download at any time. You can re-download documents from past shipments whenever needed.

File Formats

PDF files can be opened with any PDF reader. XLSX files can be opened with Microsoft Excel, Google Sheets, or Numbers. Label formats (PDF, PNG, ZPL) are determined by your account settings and carrier requirements.

Packing List

Detailed list of package contents for each shipment.

The packing list is a detailed inventory of all items included in each package within a shipment. It's automatically generated for every shipment and helps with package verification and receiving.

Letterhead and Branding

Your packing lists feature professional letterhead with your company information:

Company Logo: Upload your logo in account settings to appear on all packing lists
Company Details: Your company name, address, phone, and other information from QuickBooks
Professional Format: Clean, branded appearance for customer-facing documents

Customize Your Logo

Upload a company logo in your account settings to add professional branding to all packing lists. The logo appears in the letterhead along with your QuickBooks company information.

What's Included

Package Details: Dimensions, weight, and package number
Line Items: All items in the package with quantities, SKUs, and descriptions
Ship From/To Addresses: Complete shipping addresses for sender and recipient
Order Reference: Links to original QuickBooks invoice, estimate, or purchase order
QR Code (Freight Only): Scannable code for confirming shipment pickup

Use Cases

Package Verification

Use the packing list to verify you've included all items before sealing the package. Each item is listed with its quantity and description.

Receiving Confirmation

Recipients use the packing list to verify they received everything listed on the shipment. This helps catch any missing or damaged items early.

Freight Coordination (QR Code)

For freight shipments, the QR code on the packing list can be scanned to confirm pickup without logging into the system. Just scan with a phone camera and confirm.

Multiple Packages

If your shipment has multiple packages, a separate packing list is generated for each package, showing only the items in that specific package. Learn about managing packages.

Format

Packing lists are generated as PDF files that can be printed and included in or attached to the package.

Commercial Invoice

Customs documentation for international shipments.

Commercial invoices are customs documents required for international shipments. They provide customs authorities with detailed information about the shipment contents, value, and origin.

International Shipments Only

Commercial invoices are only generated for international shipments that cross borders. Domestic shipments don't require or generate commercial invoices.

Required Customs Information

The commercial invoice includes all customs-required data from your line items and customs items. Learn about setting up customs items including HS codes, descriptions, values, country of origin, and weights.

Customs Processing

Duty and Tax Calculation

Customs authorities use the commercial invoice to calculate import duties and taxes. Accurate HS codes and values are critical for correct assessments.

Clearance Requirements

The commercial invoice must accompany your shipment through customs. Without it, or with incorrect information, your shipment may be delayed or returned.

Trade Compliance

Commercial invoices serve as official documentation for trade compliance and can be requested during audits or reviews.

Accuracy is Critical

Inaccurate information on commercial invoices can result in:

Shipment delays at customs
Additional duties or penalties
Package refusal or return
Legal compliance issues

Always double-check HS codes, values, and descriptions before finalizing international shipments.

Shipping Request Spreadsheet

Freight shipment details for logistics coordination.

The Shipping Request Spreadsheet is an Excel file generated for freight shipments. It contains detailed lading information formatted for logistics coordination and freight carrier communication.

Freight Shipments Only

This document is only generated for freight shipments (manual confirmation). Parcel shipments with carrier labels don't generate shipping request spreadsheets.

Spreadsheet Contents

The XLSX file includes structured data for each shipment:

Shipper and Consignee Details: Complete contact information and addresses
Package Information: Dimensions, weights, and package counts
Line Item Details: SKUs, descriptions, quantities, and weights
Special Instructions: Handling requirements or delivery notes
Reference Numbers: Order numbers and tracking references

Use Cases

Freight Forwarder Communication

Share the spreadsheet with your freight forwarder or LTL carrier. The structured format makes it easy for them to process pickup and delivery information.

Bill of Lading Preparation

Use the spreadsheet data to quickly fill out Bill of Lading (BOL) forms. All necessary information is organized and ready to transfer.

Logistics Planning

Import the spreadsheet into your logistics software or TMS (Transportation Management System) for route planning and carrier assignment.

Record Keeping

Keep spreadsheets as records of freight shipments for auditing, claims, or historical reference.

Excel Compatible

The XLSX format opens in Microsoft Excel, Google Sheets, Numbers, and other spreadsheet applications. Data is pre-formatted with headers for easy readability.

Shipping Labels

Carrier labels for parcel shipments.

Shipping labels are carrier-provided labels purchased through Shippo for parcel shipments. These labels include tracking barcodes, addresses, and carrier-specific information.

Parcel Shipments Only

Shipping labels are only available for parcel shipments using carrier services (USPS, UPS, FedEx, etc.). Freight shipments don't generate carrier labels.

Label Formats

Labels are available in multiple formats (PDF, PNG, ZPL) depending on your printer type and carrier. See all label format options and how to choose

Label Contents

Tracking Barcode: Scannable barcode for package tracking throughout delivery
From/To Addresses: Sender and recipient address information
Service Level: Shipping service (Priority Mail, Ground, Express, etc.)
Postage: Prepaid postage indicator showing payment status
Carrier Logo: Branding from USPS, UPS, FedEx, or other carrier
Package Weight: Declared weight for carrier reference

Using Shipping Labels

Print and Apply

Print the label on adhesive label paper (for thermal printers) or regular paper (cut and tape to package). Make sure the barcode is clear and undamaged.

One Label Per Package

Each package in a multi-package shipment gets its own label with a unique tracking number. Don't reuse labels across packages.

Label Validity and Refunds

USPS labels must be used within 30 days of purchase. If you need to void unused labels, learn about the refund process and policies.

International Shipments

International shipments require customs documentation. Use the commercial invoice generated with your shipment to provide customs information. Check with your carrier for any additional customs forms they may require.

USMCA Certificate

Certificate of Origin for USMCA trade agreement.

The USMCA (United States-Mexico-Canada Agreement) Certificate of Origin is an optional document that certifies goods qualify for preferential tariff treatment under the USMCA trade agreement (the replacement for NAFTA).

Optional Document

USMCA certificates are only generated when specifically requested and are not automatically included with shipments. This document is only relevant for shipments between the United States, Mexico, and Canada.

When to Use USMCA Certificates

Qualifying for Preferential Rates

If your goods originate in the US, Mexico, or Canada and meet USMCA rules of origin, you can use this certificate to claim preferential (reduced or zero) duty rates when importing to another USMCA country.

Importer's Request

Your customer (the importer) may request a USMCA certificate to reduce their import costs. The exporter (you) is responsible for completing and providing the certificate.

Cost Savings

USMCA preferential treatment can significantly reduce import duties, making your products more competitive in cross-border trade.

Certificate Requirements

The USMCA certificate includes detailed origin information:

Exporter and Importer Details: Complete business information for both parties
Product Descriptions: Detailed descriptions matching HS codes
Origin Criteria: Basis for claiming USMCA origin (wholly obtained, produced, etc.)
Blanket Period: Time period the certificate covers (can be valid for up to 12 months)
Certification Statement: Legal declaration that goods qualify under USMCA

Accuracy is Required

USMCA certificates are legal documents. False or inaccurate certificates can result in:

Penalties and fines from customs authorities
Denial of preferential treatment
Trade compliance audits
Loss of USMCA eligibility

Only certify goods that actually qualify under USMCA rules of origin.

Need More Information?

USMCA requirements are complex and vary by product category. Consult with:

A customs broker for specific product classifications
Your trade compliance team if you have one

Generating USMCA Certificates

To generate a USMCA certificate for a shipment:

Ensure all line items have accurate country of origin information
Verify HS codes match the products being shipped
Request USMCA certificate generation when creating or editing the shipment
Review the generated certificate for accuracy
Provide the certificate to your customer/importer

Keep Records

Maintain copies of all USMCA certificates for at least 5 years. You may need to provide them during customs audits or verification requests.