To ship a wholesale order, you fulfill the retailer's purchase order inside its ship window, pack and label the cartons the way the retailer asks, and bill on an invoice that matches what actually shipped. For small boutique orders, a parcel shipping tool is usually enough. Large retailers add routing guides, GS1-128 carton labels and EDI advance ship notices, and those usually call for an ERP or a 3PL.

Key takeaways

• Wholesale shipping starts from a purchase order and a ship window, not a checkout.
• A parcel tool such as Pirate Ship, Shippo or ShipStation covers most independent boutique orders.
• Large retailers' routing guides cover carriers, carton labels (GS1-128/SSCC-18) and ASNs (EDI 856). Breaking them can mean chargebacks.
• In Brandboom, you can buy a Shippo label from an invoice shipment, and the Shippo integration has no Brandboom fees.

How is wholesale shipping different from DTC shipping?

Wholesale shipping sends bulk orders from a brand to a retailer on agreed terms, and the retailer sets most of the rules. Direct-to-consumer (DTC) shipping sends single orders to shoppers right after checkout. Four terms come up on almost every wholesale order:

• Purchase order (PO): the retailer's written order for specific styles, sizes, quantities and prices. Every carton, packing list and invoice should trace back to it.
• Ship window: the period between a PO's start date and its cancel date. Goods should ship inside it.
• Partial shipment: a shipment containing only part of a PO, usually the units that are ready. The rest ships later or is canceled.
• Invoice-based fulfillment: each shipment is tied to an invoice listing what's in the boxes, so the retailer is billed only for goods that shipped.

When is a parcel shipping tool enough?

A parcel tool is enough when your accounts are independent boutiques that order a few cartons at a time and don't send a routing guide. They mostly want the order on time and packed cleanly, a tracking number, and an invoice that matches the boxes.

Three tools come up most often in independent reviews and seller forums:

Compare tools on carrier coverage, support for your own negotiated carrier account, multi-box shipments, and return labels, not on advertised discount percentages. FreightWaves' review of shipping platforms found those figures "converge within a few points" and that "no independent study quantifies" vendors' claimed savings.

Two habits matter more than the tool:

• Weigh and measure every carton accurately. Carriers bill bulky boxes on dimensional weight.
• Put the PO number on the packing list and the invoice, so the boutique's receiving staff can match the delivery without calling you.

What do larger retailers require before they accept a shipment?

Department stores, chains and large online retailers usually require vendors to follow a routing guide and often to exchange EDI documents. A typical checklist:

1. Ship window. Ship on or after the start date and before the cancel date. Late goods may be refused or the PO canceled.
2. Routing guide. The retailer's rulebook for how goods must arrive: carriers or freight methods, packing rules, label formats and required documents. It's usually part of a vendor manual.
3. Carton labels. Many retailers require a GS1-128 label on each carton carrying an SSCC-18 (Serial Shipping Container Code), which identifies the carton for scanning on arrival.
4. Advance ship notice (ASN). An EDI 856 transaction telling the retailer, carton by carton, what's coming before it arrives.
5. Chargebacks. Deductions the retailer takes from your payment when a shipment breaks the routing guide, such as a wrong label, missing ASN or shipment outside the window. Repeated problems can lead to refused deliveries.

Read each new account's vendor manual before the first shipment, not after the first deduction.

How do partial shipments and invoice-based fulfillment work?

To ship part of an order, invoice only what's in the boxes and keep the rest open on the PO until it ships or the cancel date passes. That keeps billing, inventory and the retailer's receiving records in step.

• Check what's ready against the PO before you pack. Don't hold a complete order past the cancel date for one late style unless the retailer agrees.
• Create an invoice for the units you're shipping and attach the shipment to it, so tracking and billed goods sit on one record.
• Tell the retailer what's still to come or canceled.
• Use the same carton count and weights on the label, packing list and any ASN.

A label bought in a separate app isn't linked to the invoice, leaving tracking to be matched by hand.

How do you create a shipping label from a wholesale invoice?

Brandboom integrates with Shippo, so you can buy labels inside Brandboom, from the invoice. The label and carton details stay on the billed shipment. After you connect a Shippo account:

1. Open the order and generate the invoice.
2. On the invoice, choose Add Shipment.
3. Select Create Shipping Label.
4. Enter the package dimensions and weight.
5. Review the rates and choose one.
6. Click Purchase, then download the label as a PDF.

The shipment shows the tracking number, status and date. With a valid tracking number, Brandboom tracks the shipment for most carriers, from label creation to delivery. The brand and buyer both see that tracking.

International labels need each item's weight, country of origin and HS code (at least six digits), plus customs options. Domestic labels need the recipient in the same country as the seller's Brandboom account.

See Brandboom's Payments & Fulfillment page for how invoicing, payments and shipping work together.

Who pays if a wholesale shipment arrives damaged?

It depends on the shipping term in your terms: on FOB origin, the retailer bears the risk once the carrier has the goods; on FOB destination, you bear it until delivery. That's the default under the Uniform Commercial Code, which states adopt with variations, and your written terms can change it. State the FOB point and who pays freight on your terms page, order confirmation and invoice.

For damage and shortages, ask retailers to report problems as soon as possible, within the window in your terms and well inside the carrier's, with photos of the outer carton, the damage and the packing slip. UPS asks for claims within 60 days of scheduled delivery, and a damage note on the delivery receipt alone isn't a claim. Say who files the carrier claim, you or the retailer.

When do you need an ERP, 3PL or EDI?

You need an ERP, a third-party logistics provider (3PL), or both when retailers require EDI, when you ship freight instead of parcels, or when you have too many orders to pack in-house. Signs it's time:

• A vendor manual requires ASNs (EDI 856) or SSCC carton labels on every shipment.
• Orders ship on pallets by LTL (less-than-truckload) freight with a bill of lading (BOL).
• Chargebacks keep happening even after you fix individual mistakes.
• You need picking, packing and storage you can't staff yourself.

Brands that need EDI usually run it through an ERP or 3PL, connected to the system they use for line sheets, orders and invoices.

FAQ

What is a routing guide in wholesale?

A routing guide is a retailer's instructions for how vendors must ship to it: approved carriers or freight methods, packing and carton rules, label formats such as GS1-128, and required documents such as an EDI 856 ASN. It's usually part of the vendor manual. Breaking its rules can lead to chargebacks or refused deliveries.

Do independent boutiques require EDI or ASNs?

Usually not. Boutiques typically want the order inside the ship window, packed cleanly, with tracking and an invoice that matches the boxes. EDI, ASNs and SSCC carton labels are mostly required by department stores, chains and large online retailers. If a small account sends a vendor manual, follow it.

What happens if a wholesale order ships after the cancel date?

Depending on its terms, the retailer can refuse the delivery, cancel the rest of the PO or take a chargeback. If you expect a delay, contact the buyer before the cancel date and get any extension in writing. Shipping part of the order on time is often better than shipping all of it late.

Can I use my own carrier account with shipping software?

Often, yes. Shippo and ShipStation both support connecting your own carrier accounts, so your negotiated rates apply. Check each tool's carrier list against the carriers your retailers' routing guides allow. A label from an unapproved carrier can break the guide even if the rate was lower.