How to Use Pirateship With Etsy

Pirate Ship can handle Etsy orders when you want to purchase shipping labels in a separate workspace while keeping fulfillment organized. The smoothest setup is connecting your shop inside Pirate Ship so unshipped orders import automatically, then confirming the package size, weight, and service before you buy and print. After the label is created, double-check that the tracking number appears on the order and the order is marked complete, and be ready to add tracking manually in Etsy if your connection doesn’t sync those fields. One easy-to-miss detail is that buying a second label for the same order is a fast way to create expensive, confusing duplicates.

Connecting your Etsy shop to Pirate Ship for order imports

Required accounts and permissions

You’ll need an active Pirate Ship account and an Etsy seller account with Shop Manager access. If you have staff helping you ship, make sure you’re signing in as the shop owner or an account that can approve connected apps and data access.

One important note for US-based sellers: Etsy has changed how new third-party shipping integrations can access shipping addresses, submit tracking, and mark orders shipped. If your Etsy to Pirate Ship connection does not have full syncing permissions, you can still use Pirate Ship, but you should expect to copy tracking and mark orders shipped manually in Etsy. Etsy explains the current third-party shipping partner rules in its help article on using a third-party provider to ship your order.

Authorize the Etsy connection

In Pirate Ship, go to Settings and look for Integrations, then choose Connect New Source and select Etsy. Follow the prompts to sign in to Etsy and approve access.

When you finish, make sure you save the connection in Pirate Ship. If you ever change your Etsy password, update security settings, or Etsy asks you to reapprove access, the integration may need to be reauthorized to keep importing orders.

Confirm orders are importing correctly

After connecting, go back to Pirate Ship’s shipping screen and open the import view. You should see your unshipped/unfulfilled Etsy orders populate. Use the refresh option if you just received a new order and it hasn’t appeared yet.

Spot-check a few orders before you buy labels:

The Ship To name and address match the Etsy receipt.
Any order notes you rely on are visible.
The order count looks right (no missing or duplicated imports).

If tracking is not pushing back to Etsy automatically after you create a label, plan to paste the tracking number into Etsy manually and mark the order completed. Pirate Ship’s overview of how imports and syncing work is also helpful: How to import from integrations.

Shipping workflow options when Etsy orders do not sync

Manual label creation from an Etsy receipt

When Etsy orders do not sync into Pirate Ship, the simplest fallback is to build the label from the Etsy order itself. Open the order in Etsy Shop Manager, choose View receipt, and copy the buyer’s name and shipping address into Pirate Ship’s Create a Single Label flow.

Slow down on two fields that cause the most expensive mistakes: the apartment or suite line and the postal code. If Etsy shows a buyer note like “use side door” or “hold at office,” treat that as delivery guidance, not an address change, unless the buyer has confirmed a new address through Etsy Messages.

Importing orders vs typing addresses

Importing Etsy orders into Pirate Ship is faster, reduces typos, and helps you keep a clean record when you ship multiple packages per day. Manual entry is still a valid workflow when:

Your integration has limited permissions (so orders or addresses will not import).
You only ship a few Etsy orders per week.
You frequently ship to updated addresses and need to confirm details with the buyer first.

A practical middle ground is to import what you can, then manually create labels only for the exceptions. That way, most orders stay streamlined while you still have a dependable backup plan.

Recording tracking numbers back in Etsy

If tracking does not automatically post back to Etsy, add it manually right after you buy the label. In Etsy, you complete the order and enter the carrier and tracking number so the buyer gets a shipping notification and can track the package. Etsy’s steps are outlined in How to Add Tracking and Complete an Order.

Try to avoid marking an Etsy order complete until you’re confident the package is actually going out on the ship date you select. That ship date is what Etsy uses to time the buyer notification, so accuracy matters for expectations and your metrics.

Creating a shipping label for an Etsy order in Pirate Ship

Start from imported orders or create a single label

If your Etsy shop is connected and orders are importing, start from the imported order list in Pirate Ship. Select the Etsy order you want to ship, then choose the option to create a label. This method is usually fastest because it pulls in the buyer’s address and keeps your shipment tied to that specific Etsy order.

If the Etsy order did not import, use Create a Single Label instead. This is also handy for non-Etsy shipments, replacements, or reships. Just be careful to avoid buying a second label for the same order unless you truly need a new shipment.

Enter Ship To and Ship From details

For imported Etsy orders, confirm the Ship To address matches the Etsy receipt. Look closely at:

Apartment, unit, and building numbers
Zip code and city spelling
Any extra address line content that might actually be a note

For Ship From, use the return address you want buyers to see. Many Etsy sellers use a studio address, PO box, or a business mailing address rather than a home address. Whatever you choose, keep it consistent, since it affects return-to-sender mail and some carrier validations.

Add package weight and dimensions

Enter the package weight as accurately as you can. Underweight packages are a common cause of postage due, adjustments, or delays. If you ship similar items often, set up package presets so you’re not re-measuring every time.

Dimensions matter most for larger boxes and for any service where dimensional weight may apply. Measure the outside of the box (length, width, height) after it’s packed. If you use polymailers, you can often leave dimensions blank, but weight still needs to be correct.

Before you move on to rates, do a quick “reality check”: does the weight make sense for the product and packaging you used? That 10-second pause prevents most label problems.

Choosing the right shipping service and rate for your package

Compare USPS and UPS options

For most Etsy shipments, you’ll usually be choosing between USPS and UPS based on package weight, box size, and how quickly the buyer needs it.

USPS Ground Advantage is a go-to for lightweight to medium-weight packages. USPS positions it as a 2 to 5 day service in many cases, and it’s often cost-effective for small parcels. USPS Priority Mail tends to cost more, but can be a strong fit when you need a faster service level or you’re using Priority Mail packaging.

UPS Ground can be very competitive for larger, heavier boxes, or for shipments that need strong tracking and fewer “in-between” handoffs. On Pirate Ship, UPS Ground is shown with an estimated 1 to 5 business day delivery window, which overlaps with many USPS timelines but can price out differently depending on zone and dimensions.

A practical rule: if your package is small and under a couple pounds, start by checking USPS. If it’s bulky, heavy, or going far, check UPS before you assume USPS will be cheaper.

Delivery speed and tracking expectations

Treat delivery times as estimates, not promises. Weather, peak seasons, and carrier routing can add days. What you can control is setting realistic Etsy shipping expectations and choosing a service that matches them.

Also make sure you’re comparing apples to apples. “2 to 5 days” typically means business days, and drop-off time matters. Buying a label late in the day doesn’t always mean it moves that day.

Common Etsy package types and services

Many Etsy sellers ship in a few common formats:

Poly mailers for apparel and soft goods: often a great fit for USPS Ground Advantage.
Small boxes for jewelry, candles, and handmade goods: USPS Ground Advantage or Priority Mail depending on speed and value.
Larger cartons for home goods and bundles: frequently worth pricing with UPS Ground, especially when dimensions jump.

Whatever you choose, the “best” rate is the one that arrives on time, tracks cleanly, and doesn’t trigger postage adjustments because weight or dimensions were off.

Buying and printing labels, then marking orders shipped

Buy the label and download the PDF

After you’ve selected the carrier and service, review the final shipment details one more time, then buy the label in Pirate Ship. Save or download the label file right away so you can reprint it if needed.

If you’re shipping multiple Etsy orders, it helps to batch work in a simple rhythm: buy labels, print labels, apply labels, then do your “mark shipped” step. That reduces the chance of mixing up packages when you’re moving fast.

Print settings that avoid label cutoffs

Most label cutoffs come from scaling. In your print dialog, set scaling to Actual size or 100%. Avoid “Fit to page.” Also confirm your printer is set to the correct paper size before you hit print, especially if you switch between label stock and regular paper.

If barcodes look fuzzy, try a higher print quality setting or switch from “draft” mode. A crisp barcode is what keeps scanning smooth from acceptance through delivery.

Label size: 4x6 vs letter paper

A 4x6 label printer (or 4x6 labels on a compatible printer) is the cleanest setup for high volume. It prints fast, uses less tape, and keeps labels consistent.

If you’re printing on letter paper (8.5x11), you can still get great results. Print the PDF at 100%, cut carefully, and tape the label flat. Avoid wrapping tape over the barcode if you can, since glare and wrinkles can interfere with scanning.

Verify tracking and shipment details

Before the package leaves your workspace, confirm three things:

The label matches the correct item and buyer.
The service level matches what you intended (especially if you upgraded speed).
The tracking number is recorded on the Etsy order, and the order is marked complete if you’re ready to notify the buyer.

On Etsy, marking an order complete and adding tracking triggers the buyer’s shipping notification, so it’s worth doing this step intentionally, not automatically.

Fixing common Etsy and Pirate Ship issues fast

Missing orders or duplicate imports

When an Etsy order is “missing,” first confirm it’s actually eligible to import. Most shipping tools only pull in orders that are still unshipped, so if the order is already marked complete in Etsy, it may not appear in your import list.

Next, watch for duplicates. Duplicate shipments usually happen when you:

Buy a second label for the same Etsy order.
Create one label from an imported order, then later create another label manually.

If you’re unsure which label is correct, stop and compare the tracking numbers and ship dates before you hand anything to the carrier. It’s much easier to void one label now than to untangle two packages later.

Reauthorizing the Etsy connection

If Etsy orders suddenly stop importing, reauthorization is often the fix. In Pirate Ship, go to Settings (or Integrations), open your Etsy connection, and look for an option to reconnect or reapprove access.

Also keep Etsy’s US integration rules in mind. Etsy is enforcing new data integration limits on February 3, 2026, and US sellers who connect a third-party shipping provider after certain cutoff dates may lose automatic access to shipping addresses, tracking submission, and “mark shipped” actions. If that happens, your workflow still works, but you’ll be copying details manually. Etsy explains the current policy in its help article on using a third-party provider to ship your order.

Address validation, label errors, and refunds

If Pirate Ship flags an address, don’t ignore it. Small formatting fixes (like abbreviations or ZIP+4 suggestions) can prevent delivery delays. Pirate Ship verifies domestic addresses against the USPS database and may suggest corrections automatically. If the carrier rejects the address during purchase, correct it and re-buy the label, rather than forcing it through.

If you already bought a label with the wrong address, weight, or ship date, plan on refunding and recreating it. Pirate Ship generally requires refunds to be requested within 28 days, and the refund option can disappear once the package is scanned by USPS or UPS.