Create a Shipping Label From WhatsApp with ShipStation
Yes. AeroChat works directly with ShipStation. When an order agreed in the chat is paid, AeroChat creates the shipping label in ShipStation with your carrier and service, and sends the customer the tracking number in the same conversation.
This recipe turns a paid chat order into a ShipStation label your team only has to print, for orders sold on WhatsApp, Instagram, Messenger, TikTok Shop buyer chat, web chat or email. Part of connecting ShipStation to WhatsApp and AI chat.
What happens today
Orders from your store reach ShipStation on their own. Orders taken in chat do not. Someone has to type the address, items and weight into ShipStation, choose the service and create the label, then message the tracking number back. These orders ship later than store orders, and the address is retyped by hand.
The flow that works
- The customer orders in the chat and gives their delivery address.
- AeroChat sends the payment link and detects the payment automatically. The customer never has to say they paid.
- Once the order is paid, AeroChat creates the label in ShipStation with your carrier, service, warehouse address and the package details for those items.
- It saves the tracking number and the label download link with the order in your store system.
- It sends the carrier and tracking number to the customer.
If you want the customer to pick a service from live rates first, use the booking recipe.
What it looks like on WhatsApp
Customer: Just paid. Ship to Omar Haddad, 410 Elm Avenue, Columbus OH 43215. (example)
AeroChat: Thank you, Omar. Your payment came through. Your order ships with UPS Ground. Tracking number 1ZYF85760394283643 (example).
In ShipStation: a UPS Ground label is created for Omar’s address, with the order number as the reference. Your team prints it with the day’s labels.
The recipe
Copy this into AeroChat
When an order taken in chat is paid, follow these steps.
- Check that the payment link shows as paid. Do not ask the customer to confirm payment.
- Check that we have the recipient’s name, phone number and full address. If anything is missing, ask for it.
- Work out the package weight and size from the items and the sizes in our knowledge base. Use 2 lb and 10 x 8 x 4 in (example values) if an item is not listed.
- Create a label in ShipStation with UPS Ground (example) from our warehouse at 100 Example St, Austin TX 78701 (example), with the order number as the reference.
- Save the tracking number and label link on the order and send the carrier and tracking number to the customer.
- If the label fails, or the order is too large for our standard packages, tell the customer our team will ship it today and hand the order over.
Reply in the customer’s language.
Change the carrier, service, warehouse address and package sizes before you paste it.
What to connect
- ShipStation. Open the API Settings page in your ShipStation account, check that your plan includes API access, and generate your API key. It is shown only once, so copy it straight away. Paste it in when AeroChat asks.
- Your payment provider and store system. The payment link and the order record, for example in WooCommerce, Wix or a Google Sheets store.
- Your knowledge base. Add your products with their package weights and sizes.
Labels are billed to your own ShipStation and carrier accounts, never to AeroChat. If an order is canceled before it ships, AeroChat can void the unused label in ShipStation. POS Malaysia delivery is built into AeroChat, so you only need this recipe if you already ship with ShipStation.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect ShipStation, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from ShipStation’s public documentation at docs.shipstation.com, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- The carrier and service used for chat orders.
- Whether AeroChat creates the label or your team approves each one first.
- Which orders always go to your team, such as international or oversized ones.
The result to expect
Chat orders reach ShipStation as soon as they are paid, ready to print with the rest of the day’s labels. The customer has the tracking number before they close the chat.
Measure it with your own numbers: time from payment to label for chat orders, for a month before and after.
Next: answer where-is-my-parcel questions once it ships.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok Shop buyer chat, Telegram, the chat on your website and email, with the same ShipStation connection behind it. See what each channel does on the ShipStation integration page.
Create your first label from chat
Paste the recipe, add your ShipStation key, and pay for a test order in the chat yourself.
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On Shopify? Install AeroChat from the Shopify App Store.