Shipping Manifest: What It Is and Why Your Business Needs One

A shipping manifest is a critical document in the shipping process that summarizes all packages being shipped. This guide explains what manifests are and how to use them effectively.

What Is a Shipping Manifest?

Definition

A shipping manifest is a document that lists all shipments being handed over to a carrier at one time. It includes:

• Number of packages
• Tracking numbers
• Destination information
• Service types
• Package weights

Purpose

For You

• Confirms what was shipped
• Creates accountability
• Simplifies record-keeping
• Speeds up pickup process

For Carrier

• Verifies package count
• Speeds up scanning
• Reduces errors
• Streamlines pickup

Types of Manifests

SCAN Form (USPS)

What It Is Shipment Confirmation Acceptance Notice - a single barcode representing all USPS packages.

Benefits

• One scan for multiple packages
• Faster acceptance
• Immediate tracking updates
• Required for pickup

Creating SCAN Forms

• Through USPS.com
• Shipping software (automatic)
• Click-N-Ship
• At post office

End of Day (UPS/FedEx)

UPS End of Day

• Closes out shipping day
• Confirms all packages
• Triggers pickup notification
• Creates manifest document

FedEx Close

• Similar to UPS EOD
• Required for pickups
• Confirms package count
• Generates summary

Why Manifests Matter

Operational Benefits

Accuracy

• Catch missing packages
• Verify counts
• Confirm tracking numbers
• Identify errors before handoff

Efficiency

• Faster carrier pickup
• Reduced wait time
• Smoother handoffs
• Better organization

Protection

Proof of Shipment

• Documentation of what was shipped
• Timestamp for handoff
• Evidence for claims
• Customer service reference

Accountability

• Clear handoff point
• Carrier responsibility begins
• Seller responsibility documented

How to Create Manifests

USPS SCAN Form

Manual Process

Log into USPS.com

Go to Business → Create SCAN Form

Select date range

Review packages

Generate and print

Automated (Shipping Software)

• End of day process
• Auto-generates for day's shipments
• Print or save PDF
• Syncs tracking status

UPS End of Day

UPS WorldShip

Process day's shipments

End of Day button

Review summary

Confirm and close

Print manifest

UPS.com

Navigate to Shipping History

Select End of Day

Choose shipments

Generate manifest

FedEx Ship Manager

Process

Complete day's labels

Close shipments

Print close summary

Prepare for pickup

Best Practices

Daily Workflow

Recommended Process

Create all labels for the day

Pick and pack orders

Verify all packages

Generate manifest

Await pickup/drop off

Confirm carrier receipt

Timing

When to Generate

• After last shipment of day
• Before carrier pickup cutoff
• Same time daily for consistency
• Allow buffer for issues

Verification

Before Closing

• Count physical packages
• Match to manifest count
• Check tracking numbers
• Verify weights if needed

Record Keeping

What to Save

• Manifest document
• Package list
• Date and time
• Carrier confirmation

How Long

• Keep for claims window (minimum 60-90 days)
• Longer for accounting
• Digital storage recommended

Common Issues and Solutions

Missing Packages

Package Not on Manifest

• Wasn't processed properly
• Label created but not printed
• Different day assignment

Solution

• Verify in shipping software
• Reprocess if needed
• Add to next manifest
• Contact carrier if already picked up

Count Mismatch

Manifest vs Physical Count

• Some labels voided
• Packages left behind
• Scanning errors
• Multi-piece shipments

Resolution

• Reconcile before pickup
• Void unused labels
• Add missing packages
• Note discrepancies

Timing Issues

Missed Cutoff

• Packages roll to next day
• May delay tracking updates
• Pickup may be affected

Prevention

• Set earlier internal cutoff
• Monitor pickup schedule
• Plan for high-volume days

Software Integration

Shipping Software Features

Automatic Manifests

• Generate at set time
• Include all day's shipments
• Multiple carrier support
• Email notifications

Platforms

• atoship (multi-carrier)
• ShipStation
• Shippo
• EasyPost

E-commerce Platform Integration

Shopify

• Use shipping apps
• Automatic manifest generation
• Order status updates

WooCommerce

• Plugin integration
• Manual or automatic
• Multi-carrier support

Pickup Coordination

Scheduling Pickups

USPS

• Schedule online
• SCAN Form required
• Free for Priority/Express
• Specify package count

UPS

• Through WorldShip or website
• End of Day triggers pickup
• Regular scheduled or on-demand

FedEx

• Schedule through Ship Manager
• Close shipments first
• Specify ready time

Drop-Off Alternative

When to Drop Off

• Low volume days
• Missed pickup cutoff
• Urgent shipments
• No pickup service

Drop-Off Locations

• Post office (USPS)
• UPS Store or Access Point
• FedEx Office or location
• Carrier drop boxes

For High-Volume Shippers

Multiple Manifests

When Needed

• Very high volume
• Multiple carrier pickups
• Staged throughout day

Management

• Clear naming convention
• Time stamps
• Separate storage
• Total reconciliation

Automation Tips

Efficiency Gains

• Auto-close at set time
• Email to team
• Integration with WMS
• API automation

Proper manifest management ensures smooth carrier handoffs and protects your business. Make it part of your daily shipping routine.