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Shipping on third-party accounts or with attached labels in Extensiv

This guide explains how to ship orders Third-Party/Collect or with labels you provide. It covers what we need in Extensiv, how to submit labels, and how Shipology processes these orders.

  • When to use third-party or attached labels
  1. You want to bill freight to a vendors UPS/FedEx/DHL account instead of Shipology’s.
  2. The order must use a pre-negotiated rate or a specific compliance label from a retailer or program.
  3. You’ve already created labels in another system and need Shipology to apply them at ship time.

  • Information required in Extensiv (per order)

Enter the following in the CARRIER & ROUTING section of the order so we can release it correctly:

  1. Carrier (for example: UPS, FedEx, DH, etc)
  2. Service (Ground, 2 Day, etc)
  3. Billing terms: Third Party or Collect
  4. Carrier account number and billing postal code (UPS/FedEx require the account’s zip/postal; DHL requires the account number)
  5. Add warehouse instructions if there are special requirements (for example, “adult signature required,” “use 3 cartons,” or “do not rate shop”).
  6. Save order



  • Submitting attached labels

Option A — Upload to the order in Extensiv

  1. Update the Warehouse Instruction in Extensiv to describe what is attached (ex. Carton labels attached)
  2. Attach a single PDF containing all labels in stop-sequence (carton 1, carton 2, etc.)
  3. Name the file: ORDERNUMBER_cartoncount.pdf (example: 12345_3ctns.pdf).
  4. Include any required documents (commercial invoice, packing list, retailer routing guide page).

Option B — Email labels

  1. Send to shipping@shipologyus.com with the order number in the subject.
  2. Attach a single multi-page PDF, or one file per carton clearly named.
  3. Include service level, account owner (company name), and any special instructions.

 

  • Label specifications
  1. Format: 4×6 inch PDF is preferred; ZPL/EPL are accepted with prior coordination.
  2. Quality: 300 dpi equivalent, no cropping, no scaling.
  3. Content: correct ship-from/return address, ship-to, service level, and tracking for each carton.
  4. One label per carton; include master/pallet labels if required by the program.
  5. For LTL, provide the BOL and any PRO or routing docs.

 

  • Multi-carton and weights
  1. Provide the total carton count in the order notes.
  2. If your labels were created with specific weights/dimensions, ensure the physical cartons match.
  3. If actual weight/dims differ materially, we will reweigh/remeasure; your carrier may rebill.

 

  • Processing and timelines
  1. Orders with complete third-party details or valid attached labels will be released to the floor.
  2. Please allow normal pick/pack SLAs; if labels are missing or unclear, the order will be held.
  3. Same-day shipping requires labels and instructions before our daily cutoff.
  4. If your labels arrive after a carrier pickup, the order will ship the next business day.

 

  • Photos and documentation
  1. If we identify packaging or label issues, we will take photos and notify you before proceeding.
  2. Corrections (relabel, rebox, add dunnage) can be performed per your approval; project fees may apply.

 

  • Billing and responsibility
  1. Freight charges bill to the Third Party carrier account.
  2. If the third-party account rejects charges, the carrier may back-bill Shipology; those charges and any carrier fees will be passed through to you, plus an administrative fee.
  3. Shipology is not responsible for carrier compliance violations when labels are provided by the client (for example, incorrect service, address, hazmat declarations, or missing documents).

 

  • International shipments
  1. Provide commercial invoices, AES/ITN when applicable, and any special program documents.
  2. Ensure the consignee and terms (DAP/DDP) on the label match the paperwork.

 

  • Common pitfalls to avoid
  1. Missing billing postal/zip for UPS/FedEx third-party accounts
  2. Labels that don’t match the order’s ship-to or carton count
  3. Low-resolution or resized labels that won’t scan at pickup
  4. Rate-shop requests on third-party orders (not supported)
  5. Sending multiple versions of labels for the same order without clear instructions

 

  • How to track
  1. Tracking numbers on attached labels come from the carrier; you can monitor delivery in your carrier portal.
  2. If we generate labels on your third-party account from our station, tracking will also appear on the order record in Extensiv.

 

Support
For questions or to set up a standing SOP for third-party or label-provided shipments, email shipping@shipologyus.com. Include example labels and your preferred carrier settings so we can apply them consistently.