ShipNow Client Guide

Chapter 1 — What Ship-Now Is

Ship-Now lets you print shipping labels in under two minutes — no full order entry, no warehouse workflow, just a label you can stick on a parcel and hand to the carrier.

What Ship-Now does

• Asks for the parcel weight, size, and where it's going.
• Calls the carrier (FedEx, UPS, DHL, USPS, Canada Post — whichever the warehouse has set up) and gets you back a real shipping label.
• Hands you a printable PDF and a tracking number.

What Ship-Now does NOT do

• It doesn't pick anything from inventory. Use Ship-Now only for parcels you've already prepared.
• It isn't connected to a catalog or order workflow. If you need that, ask your warehouse contact about the order portal.

Chapter 2 — Logging In For The First Time

You'll get an invite email. From there it's three clicks to get into Ship-Now.

Walkthrough — first-time login

Before you start

• You've received an invite email from your warehouse (subject typically "Welcome to {warehouse name} on Trenvar").
• You know the URL of your warehouse's Trenvar tenant (in the email — looks like www.trenvar.com/yourwarehouse/login).
• You're using a modern browser (Chrome, Edge, Firefox, Safari).

Step-by-step

1. Open the invite email. Click Accept invitation (or the long URL if the button doesn't render).
2. You land on a password-set page. Type a strong password (twelve+ characters, mix of letter cases, numbers, symbols). Confirm it. Click Set password & continue.
3. You're redirected to your warehouse's login page. Type your email + new password. Click Sign In.
4. You land directly on the Ship-Now wizard at /console/customer/ship-now. This is your home screen — every time you sign in, you'll start here.

What you'll see

The screen has a page title "Ship Now", a 4-step horizontal stepper across the top showing where you are (1. From & To · 2. Parcel · 3. Service · 4. Confirm), and the form for the current step below. The sidebar on the left has just two items: Ship Now and Past Shipments.

Chapter 3 — The Ship-Now Wizard at a Glance

The whole label-creation flow is four steps. You can move forward and backward; nothing commits until you click Generate Label at the end.

Total: about a minute and a half for a single parcel.

Chapter 4 — Step 1: Pick the From and To Addresses

Ship From

This is your warehouse's pickup address — it's pre-set by the warehouse and you can't change it. It just shows you where the parcel is starting from. Read-only.

Ship To

This is where you're sending the parcel. You have two choices:

Option A — pick from your saved address book

1. Click the Ship To dropdown.
2. You'll see a list of addresses you've used before (and any your warehouse pre-loaded for you).
3. Click the one you want. The address fills in automatically.
4. Click Continue to Parcel.

Option B — type a new address

1. Click + Enter new address at the bottom of the dropdown.
2. Fill the fields:
   • Recipient Name — required.
   • Phone — optional but recommended (some carriers use it for delivery notifications).
   • Email — optional. If filled, the recipient gets an email when the label is created and tracking updates after.
   • Street, Apt/Suite — required.
   • City, State / Province, Zip / Postal Code, Country — required.
3. Tick Save to my address book if you'll send to this address again. (Recommended — saves time next time.)
4. Click Continue to Parcel.

Chapter 5 — Step 2: Parcel Details

Tell Ship-Now how big and heavy the parcel is. The carrier uses this to calculate shipping cost.

One parcel

1. Number of parcels — leave at 1. (For more than one, see Chapter 9.)
2. Fill the parcel row:
   • Weight (kg) — use a scale, don't guess. This drives the price; wrong weights cost real money.
   • Length / Width / Height (cm) — measure the carton.
   • Carton Type — optional dropdown (small box, medium box, etc.) which auto-fills the dimensions if you pick a standard one.
   • Contents Summary — short description ("Documents", "Apparel", "Electronics"). Carriers use this for customs paperwork.
3. Optional: tick Insurance and enter a declared value if you want the parcel insured.
4. Click Continue to Service.

International shipments

If the recipient country differs from your ship-from country, an additional Customs sub-form appears under the parcel row. Fill:

• HS code per item type (your warehouse can help if unfamiliar).
• Declared value per item type.
• Country of origin for the goods.
• Reason for export — sale / gift / sample / return.

Skipping these blocks the label from being created.

Chapter 6 — Step 3: Choose Carrier and Service

Ship-Now calls every carrier the warehouse has connected and shows you their live prices. Pick whichever fits.

What you see

A comparison table. Each row is a carrier + service combination:

Rows are sorted cheapest first by default. Click a column header to sort differently (by speed or carrier).

Step-by-step

1. Click the row of the carrier + service you want. The row highlights.
2. Optional: enter a PO Number / Reference for your own tracking.
3. Click Continue to Confirm.

Chapter 7 — Step 4: Confirm and Generate

Final review. Once you click Generate Label, the carrier creates the real shipment.

What you see

A summary card showing:

• From — your warehouse address.
• To — recipient name and address.
• Parcels — weight + dimensions per parcel.
• Carrier & Service — what you picked.
• Total Cost — including any fuel surcharges, fees, and insurance.

Step-by-step

If you're on a post-paid account

1. Review the summary. If anything's wrong, click the step number at the top to go back.
2. Click Generate Label.
3. Spinner: "Calling carrier..."
4. Within ~10 seconds, the result page appears with: tracking number, label PDF download button, label print button, tracking URL.
5. The cost is added to your monthly invoice — you don't pay anything right now.

If you're on a pre-paid account

1. Review the summary.
2. Click Pay & Generate Label.
3. A Stripe Checkout window opens. Enter card details (or pick a saved card if you've paid before).
4. Click Pay. Stripe processes (3-5 seconds).
5. You're returned to the result page with the label PDF + tracking number.
6. The payment is recorded; the warehouse sees it as paid.

Chapter 8 — Print and Ship

Step-by-step

1. On the result page, click Download Label PDF. The PDF saves to your Downloads folder.
2. Open the PDF and print:
   • If you have a thermal label printer (Zebra / DYMO 4×6"), select it as your printer. Set scale to 100%.
   • If you have a regular laser/inkjet printer, print at 100% scale on regular letter paper. Cut along the marks.
3. Stick the printed label on the parcel — flat, on the largest face, no tape over the barcode.
4. Hand the parcel to the carrier:
   • Drop off at any of the carrier's drop locations, or
   • Schedule a pickup on the carrier's website using the tracking number, or
   • Hand it to your regular driver at scheduled pickup.
5. Optional: click Email Label on the result page to send a copy of the label + tracking link to the recipient (uses the email you entered in Step 1).

Chapter 9 — Multiple Parcels in One Shipment

Shipping more than one carton to the same address? Use multi-parcel mode — one address, one carrier choice, multiple labels.

Walkthrough

1. At Step 2, change Number of parcels from 1 to however many you need (e.g., 3).
2. The form expands to show one row per parcel.
3. Fill weight + dimensions + contents for each parcel separately. Each parcel can be a different size.
4. Continue to Step 3 — Ship-Now totals all parcels and asks the carrier for the combined price.
5. At Step 4 — Generate Label. The carrier returns one label per parcel with a separate tracking number for each.
6. Print all labels (the PDF has all of them, one per page or one per label sheet).
7. Stick each label on its matching parcel — match the tracking numbers carefully.

Chapter 10 — Saving Addresses For Next Time

Every time you fill in a new "Ship To" address at Step 1, you can tick Save to my address book. Saved addresses appear in the dropdown next time you log in — one click and you're done with Step 1.

Managing saved addresses

1. Click the dropdown at Step 1.
2. At the bottom of the list, click Manage address book.
3. You see all saved addresses with options:
   • Edit — fix typos or update.
   • Delete — remove old addresses you don't ship to anymore.
   • Set as default — pre-selects this address whenever you start a new shipment.
4. Save changes.

Chapter 11 — Looking Up Past Shipments and Tracking

Every label you've created lives in your shipment history.

Walkthrough

1. Click Past Shipments in the sidebar (or go to /console/customer/shipping/labels).
2. You see a table of every shipment you've created: date, recipient, carrier, tracking number, status.
3. Click a row to see the detail:
   • The parcel weights, dimensions, contents you entered.
   • Live carrier tracking (click the tracking number to open the carrier's tracking page).
   • The label PDF — re-download if you lost the original.
   • Cost.
4. Use the filters at the top to narrow by date range, carrier, or status (in transit / delivered / exception).

Chapter 12 — Common Problems and How to Fix Them

"Can't sign in"

• Try password reset: on the login page click Forgot password?, enter your email, check your inbox for a Firebase reset email, follow the link.
• If that doesn't work, your account may be inactive. Contact your warehouse.

"My session timed out"

Sessions last about an hour. If a screen suddenly stops responding, refresh the page and sign in again. Whatever you'd typed in an unfinished form is gone — fill it again. Don't leave long forms open in inactive tabs.

"The address won't accept"

• Postal/zip code must match the city. Most carriers reject mismatches.
• Country dropdown — make sure you've picked one. Default isn't always set.
• Recipient Name — must not be empty.
• Special characters can cause issues — use plain English letters and numbers.

"The carrier API returned an error"

You'll see a red error at Step 4 with the carrier's reason. Common causes:

• Address validation failed — the carrier doesn't recognise the address. Go back to Step 1 and check.
• Service not available — that carrier doesn't deliver to that destination. Pick a different carrier or service at Step 3.
• Insufficient carrier credit — the warehouse needs to top up the carrier account on their side. Message your warehouse contact.
• Parcel too large / too heavy — exceeds the carrier's limits. Pick a different carrier or split into smaller parcels.

"Label PDF won't print correctly"

• Print at 100% scale (or "actual size") — never "fit to page".
• Thermal label printers: select 4×6" media size in your printer settings.
• Regular printers: print on letter/A4, then cut along the dotted line marked on the PDF.
• Make sure barcodes are clear and readable — re-print if smudged or pixelated.

"I created the wrong label"

• If you haven't handed the parcel to the carrier yet: contact the carrier and ask them to void the label. (Process varies; usually possible within 24-48 hours.)
• If the parcel is in transit: too late. Let it deliver and handle the issue with the recipient (return, refuse delivery, etc.).
• For pre-paid accounts: a voided label may be refunded (depends on carrier policy). Check with your warehouse.

Chapter 13 — Getting Help

Inside Ship-Now

• Past Shipments — your own history is the fastest reference for "what did I do last time?"
• Hover over any field's ? icon to see inline help.

Outside Ship-Now

• Your warehouse contact — for anything specific to your account, billing, address book, or repeated errors. They have full visibility into your activity.
• Carrier websites — for tracking-related questions after the parcel is in transit. Use the tracking number on the carrier's tracking page.
• This guide — keep it handy for new team members who'll use Ship-Now. Walk them through the four steps once and they're set.

End of Ship-Now Quick Guide  ·  v1.0  ·  May 2026