VNDLY + ShipStation: Push Orders, Pull Tracking, Zero Re-Entry

If you're running a product business and using ShipStation for fulfillment, you know the drill. An order comes in on your side. You open ShipStation. You type it in again. Address, line items, quantities. Then you wait for tracking numbers and manually update your sales orders when shipments go out.

It's not hard work. But it's repetitive, error-prone, and it adds up. Three orders a day? Fine. Thirty? You're losing an hour. A hundred? You need an integration.

That's what we just shipped. VNDLY now connects directly to ShipStation - push confirmed orders out, pull tracking numbers back. One click each way. No CSV exports, no copy-pasting, no wondering if you already entered that order.

What the Integration Actually Does

This isn't a partial sync or a webhook experiment. It's a full two-way connection between your VNDLY sales pipeline and ShipStation's fulfillment engine.

Pushing Orders to ShipStation

Any sales order in VNDLY with status Draft, Confirmed, or Processing can be pushed to ShipStation. Here's exactly what gets sent:

• Order number and date - mapped directly from your VNDLY order
• Billing address - pulled from the billing address snapshot on the order
• Shipping address - pulled separately from the shipping address snapshot
• Line items - every line with its SKU, product name, quantity, and unit price
• Warehouse assignment - if you've configured a default ShipStation warehouse in VNDLY
• Internal notes - automatically tags the order as "Pushed from VNDLY"

Orders land in ShipStation under "Awaiting Shipment" - ready for your warehouse team to pick, pack, and print labels.

VNDLY tracks which orders have already been pushed using an external mapping table. So if you hit "Push Orders" again, it won't create duplicates. Only new, unpushed orders go through. That means you can safely run it as often as you want without worrying about double-shipping.

Pulling Tracking Back from ShipStation

This is where the real time savings kick in. Once your warehouse ships an order in ShipStation and a tracking number gets generated, VNDLY pulls it back automatically:

• Creates a fulfillment record on the matching sales order
• Attaches the tracking number and identifies the carrier
• Generates a clickable tracking URL for supported carriers
• Updates line quantities - marks each item as fulfilled based on what shipped
• Sets order status to delivered when every line is accounted for

You can run this manually with the "Pull Tracking" button, or turn on automatic tracking pulls in your integration settings.

Supported Carriers

When tracking numbers come back from ShipStation, VNDLY automatically builds clickable tracking URLs for these carriers:

Carrier	Tracking URL
UPS	ups.com/track
USPS (Stamps.com, Endicia)	tools.usps.com
FedEx	fedex.com/apps/fedextrack
DHL Express & eCommerce	dhl.com/express/tracking
PostNord	postnord.se/track-and-trace

Other carriers still get their tracking numbers stored on the fulfillment record. We just can't auto-generate the URL yet. If you use a carrier we don't cover, the tracking number is still there for your team to look up manually.

How to Set It Up

The whole thing takes about 30 seconds:

1. Go to Settings > Integrations in VNDLY
2. Find the ShipStation card and click Connect
3. Enter your ShipStation API Key and API Secret (you'll find these in ShipStation under Account > API Settings)
4. Optionally set a default warehouse if you want orders routed to a specific ShipStation warehouse
5. Click Connect - done

Once connected, you'll see two buttons: Push Orders and Pull Tracking. That's it. No complex mapping screens, no field configuration, no "sync profiles" to set up.

What Happens Under the Hood

If you're the kind of person who wants to know how the sausage is made, here's the flow:

Push (VNDLY to ShipStation):

1. VNDLY queries all sales orders with status Draft, Confirmed, or Processing
2. It checks the external mappings table to filter out already-pushed orders
3. For each new order, it builds a ShipStation-compatible payload with billing address, shipping address, line items, and warehouse
4. Sends it to ShipStation's /orders/createorder endpoint
5. Stores the returned ShipStation order ID in the mappings table
6. Respects ShipStation's rate limit (40 requests per minute) with built-in delays between calls

Pull (ShipStation to VNDLY):

1. VNDLY fetches all shipped, non-voided shipments from ShipStation
2. Matches them against the external mappings table to find the corresponding VNDLY order
3. Creates a fulfillment record with carrier, tracking number, and tracking URL
4. Creates individual fulfillment lines for each order line
5. Updates fulfilled quantities on each sales order line
6. Sets the order status to delivered when everything is shipped

The whole process handles errors gracefully. If one order fails to push (bad address, missing data), it logs the error and moves on to the next. You'll see exactly which orders succeeded and which failed, with specific error messages.

Why We Built This Now

ShipStation is one of the most requested integrations we've heard from VNDLY users. It makes sense. If you're a product business doing B2B wholesale or DTC, you probably have two systems: one for managing orders and inventory (that's VNDLY), and one for getting packages shipped (that's ShipStation). The gap between them used to be manual. Now it isn't.

What This Means for Your Workflow

Here's the before and after:

Step	Before	With VNDLY + ShipStation
Order entry	Manual re-entry in ShipStation	One-click push
Address accuracy	Copy-paste errors	Direct from VNDLY data
Tracking updates	Manual lookup + update	Auto-pulled to fulfillments
Order status	Manually set to "delivered"	Auto-updated on shipment
Duplicate risk	Easy to double-enter	Mapping table prevents it

For a team processing 20-50 orders a day, this saves 30 to 60 minutes of pure data entry. More importantly, it eliminates the class of errors that comes from typing addresses wrong or forgetting to update a tracking number.

Coming Next: Etsy and eBay

We're not stopping at shipping. Etsy and eBay integrations are coming soon.

The plan: sync your product catalog to both marketplaces, pull incoming orders into VNDLY, and manage inventory across your own store, Etsy, eBay, and any Shopify or WooCommerce channels you already have connected. One place for everything.

If you're selling on multiple channels today, you know the pain of overselling. You sell the last three units on Etsy but your eBay listing still shows them in stock. By the time you notice, you've got angry buyers and cancellation requests. Multi-channel inventory sync fixes that. VNDLY becomes the single source of truth, and every channel reflects the real number.

We'll announce Etsy and eBay as soon as they're ready. If you want early access, drop us a line at support@vndly.io.

Frequently Asked Questions

Does it push draft orders or only confirmed ones? It pushes Draft, Confirmed, and Processing orders. If you only want confirmed orders going to ShipStation, confirm them first before hitting Push.

What if I push the same orders twice? You can't. VNDLY stores a mapping for each pushed order. Already-pushed orders are automatically skipped.

Do I need a specific ShipStation plan? Any ShipStation plan with API access works. You'll need your API key and API secret from Account > API Settings in ShipStation.

What about partial shipments? If ShipStation splits an order into multiple shipments, each one creates a separate fulfillment record in VNDLY. The order won't be marked "delivered" until all lines are fully fulfilled.

Can I use this with ShipStation's automation rules? Yes. Once the order is in ShipStation, their automation rules (auto-assign carrier, auto-print labels, etc.) work exactly as they would for any other order.

Try It Now

If you're already on VNDLY, head to Settings > Integrations and connect ShipStation. Takes 30 seconds.

Not on VNDLY yet? Start a free trial and see how it fits your workflow.