Orders, Shipping, and Finance

This chapter explains how to track your Etsy orders in Protsy, how to buy shipping labels and mark orders as shipped, the shipping and customs calculators, and the profit and fees screens. Some of these screens appear only if they have been turned on for your account. Those sections are marked separately.

Orders page

Click Orders in the sidebar (address: /orders). The page opens with the orders you need to deal with first. Under the title it says "Sorted by what needs you next."

Note: For now, orders work only for Etsy stores. If your active store is on another platform, you'll see an informational message on this page instead of a list. If no store is connected, the message "Connect your Etsy store to view orders." appears.

Unshipped counter

The orange number next to Orders in the sidebar is the number of unshipped orders in your active store. When you switch stores, the number updates for that store.

Summary strip

In the strip above the list you'll see:

Earnings est.: The estimated amount left from the filtered orders after Etsy's fee (6.5%) is deducted. Card processing fees are not included in this estimate.
Orders: The number of orders.
Avg order: The average amount per order.
An orange alert on the right: how many orders are unshipped waiting, how many days the oldest waiting order has been waiting, and how many are past their ship-by date. If there are no waiting orders, it says "All clear — nothing waiting to ship."

Filters and search

From the period dropdown: All time, Today, Yesterday, This week, This month, This year, or Custom. If you choose Custom, you enter the From and end dates.
Status: All, Unshipped, Shipped, Canceled. The page opens with Unshipped by default. The number of waiting orders also appears next to this button.
Search: Type a buyer name, order number, or product name in the box ("Buyer, order ID, product…").
Group by: Ship-by date, Order date, or Product.

The filters you choose are saved in the page address. When you open an order's details and come back with your browser's back button, you find the same list.

Tip: If the list is long, a Load more button appears at the bottom. Search works only on orders that have been loaded. If you can't find an older order you're looking for, narrow the period first.

Groups by ship-by date

When Group by: Ship-by date is selected and the status is Unshipped or All, orders are sorted by urgency:

Past ship-by date — ship these first (red)
Ship by today (orange)
Ship this week: The first 5 orders are shown; for the rest, click the "Show {n} more" button.
Later / no ship-by date
Shipped & completed

If no orders are late, it says "Nothing past due — nice."

What's in an order row

The last 5 digits of the order number, the buyer's country flag, and the buyer's name.
The first item's name, quantity, and selected variations. If the order has more than one item, you can expand the others with "+{n} more items".
The ship-by tag: Ship today, Ship by {date}, or, if it's late, "{n} days late". Late orders have a red line on their left edge.
The order amount and, if profit could be calculated, the est. profit (USD).
The status tag: Unshipped, Shipped, Delivered, Archived, or Canceled.
On unshipped orders, a shipping label upload button (see Uploading a shipping label).
Details and Copy the full order number in the three-dot menu.

In print-on-demand stores, a Fulfilled by partner tag appears next to the order. These orders are shipped by the print partner connected to your Etsy store (Printful/Printify). This tag is for information only.

Order details

Click an order's row or number. The details page contains:

Top section: The order number (click the number below it to copy the full number), the order date, and the status tag.
Items: Each item's image, variation, quantity, and amount. Subtotal and Total paid appear at the bottom.
Profit breakdown: Details below, in the Profit breakdown per order section.
Shipments: If the order has shipped, the tracking number and carrier.

The right column holds the action cards: shipping label, note to the maker, delivered and archive buttons, the ShipEntegra label, and the tracking form.

Note: To see and act on orders, your Etsy connection must include order permissions. If a permission is missing, a warning appears on the page asking you to reauthorize the store. For connection details, see the Integrations chapter.

Delivered and Archive

Mark delivered / Mark undelivered: Shows the order as delivered in Protsy.
Archive / Unarchive: Archives the order in Protsy.

Warning: These two markers change only the view inside Protsy. Nothing is written to the order on Etsy.

Entering a tracking number and marking as shipped

If the order hasn't shipped yet, the Add tracking & mark shipped card appears in the right column.

Choose the carrier from the Carrier list (USPS, UPS, FedEx, DHL, or Other).
If you chose Other, type the company's name in the Carrier name field.
Enter the tracking number in the Tracking code field.
Click Mark Shipped.

Protsy sends the tracking number to Etsy and has the order marked as shipped on Etsy. Once that happens, Etsy itself sends the buyer the "your order has shipped" notification.

Warning: If Etsy rejects the request, you'll see an error on the card starting with "Etsy rejected this: …". The text that follows is Etsy's own explanation. In that case, mark the order as shipped from your Etsy dashboard. If the order has already shipped, a Manage on Etsy link appears in place of the card.

Uploading a shipping label

From the Shipping label card, you can add a label file in PDF, PNG, or JPEG format with Upload label. You can later update the file with Replace or delete it with Remove. If a maker produces the item for you, the maker can download and print this label from their own order board. If you bought a label for the order from ShipEntegra, that label also appears here. In that case, you don't need to upload a file.

Note to the maker

Write a note about the order on the Note to the maker card and click Save note. Only the maker preparing this order sees the note, on their own order board (up to 1000 characters). You can remove the note with Delete note.

Shipping labels with ShipEntegra

Note: This feature appears if it is enabled on your account.

If the ShipEntegra feature is on, the ShipEntegra label card appears on the order details page. The card reads the order from ShipEntegra. If the order hasn't moved to ShipEntegra yet, it says "This order hasn't reached ShipEntegra yet." In that case, wait a little and reopen the page.

Buying a label for a single order

Check the Ships to address. You can copy the address to your clipboard with Copy.
Under Boxes, you'll see the box dimensions of the items in the order and the Chargeable weight. If a listing isn't linked to a product with defined box dimensions, a warning on the card says so. Then you need to enter the weight yourself.
HS (customs tariff) code: ShipEntegra requires this code. Once you enter a code, it's saved for that product and comes pre-filled on later orders.
Declared customs value: This field usually comes pre-filled. Change it if needed.
Choose the company from the Carrier list.
Weight (kg): If you leave the field as is, the calculated weight is used.
If the buyer is in the EU and an IOSS number is saved for your store, the "Send Etsy's IOSS number (EU VAT already collected)" checkbox appears. This applies only when the goods are worth less than 150 EUR. If no IOSS number is saved, you'll see a warning that the buyer may be charged VAT a second time on delivery. You can add the number in Shipping settings.
If you leave the checkbox at the bottom checked, the tracking number is written to Etsy and the order is marked as shipped ("Write the tracking number to Etsy and mark shipped").
Click Buy label, then Confirm.

Warning: "Buying a label costs money and can't be undone." The charge is taken from your ShipEntegra account.

After the label is bought, an Open label PDF link and the tracking number appear on the card. Once ShipEntegra invoices the shipment, the amount it charged, the billed weight, and any customs charge also appear on the card. If the label was bought but the tracking number couldn't be written to Etsy, the warning "The label was bought, but writing the tracking to Etsy failed: …" appears on the card. In that case, copy the tracking number and mark the order on Etsy yourself.

Bulk actions

In the order list, unshipped orders have a checkbox on their left. When you select one or more orders, a bar opens at the bottom of the screen:

Buy shipping labels: In the window that opens, choose a Carrier and click Start. The carrier you choose is used for all orders. Labels are bought one at a time and each order is charged separately. In a bulk purchase, tracking numbers are also written to Etsy.
Mark as shipped: Writes the tracking number of the ShipEntegra label already bought for each order to Etsy. Orders without a tracking number count as failed with the reason "no tracking number — buy or sync a label first".
Clear: Clears the selection.

When the action finishes, it lists how many orders succeeded, how many failed, and why the failed ones failed.

Sync labels

If you bought a label directly from the ShipEntegra dashboard instead of Protsy, click the Sync labels button at the top of the Orders page. Protsy pulls the labels for your unshipped orders from ShipEntegra and shows how many labels it found ("Synced — {found} label(s) found."). This button appears only on accounts with the ShipEntegra feature turned on.

Shipping settings

On the Settings → Shipping tab (address: /settings/shipping), your Etsy shipping profiles are listed first. Editing profiles is covered in the Dashboard and Settings chapter. If the ShipEntegra feature is on, a ShipEntegra section also appears at the bottom of the same page.

Note: The ShipEntegra section appears if this feature is enabled on your account.

The section heading shows the connection status: Connected or ShipEntegra is not connected. You connect your ShipEntegra account on the Settings → Connection tab (see Integrations). You can save your preferences even without a connection. These preferences take effect once the connection is set up.

Shipping preferences for price suggestions

Reference country: The shipping cost in suggested list prices is calculated for this country. Enter the country as a 2-letter code (e.g. US).
Service preference: Automatic — cheapest, Automatic — fastest, Express, or Eco.
Forced carrier: If you choose a carrier, quotes always come from that carrier, regardless of the service preference.
IOSS number (EU): Etsy's IOSS number, printed on the Etsy packing slip. It's sent with labels going to the EU, so the buyer doesn't pay tax twice.

Carrier routing rules

These rules are used when labels are bought automatically. Rules are tried from top to bottom, and the first rule that covers the destination country is applied.

Click Add rule.
Add countries. You can type a 2-letter code and press Add, or choose one of the EU, Europe, North America, Oceania, or Asia groups.
Choose the rule's Carrier.
Change the order of the rules with Move up / Move down.
Choose a carrier for Everywhere else. Automatic labels don't work until this is chosen.

Customs declared value

You set the value to declare to customs in USD, in tiers based on the order total:

Default tiers: Enter a Min (USD) and a Max (USD). If you leave the max empty, the tier is open-ended. For Declared as, choose Fixed USD or % of order and enter a Value. Under each tier, a preview shows how it will be applied.
Country overrides: With Add override, you can define separate tiers for specific countries.

Save your settings with Save.

Automatic labels

When Automatic labels is on, a ShipEntegra label is bought for every new synced order using the rules above, without asking you. To turn it on, ShipEntegra must be connected.

Warning: Read the confirmation window that appears when you turn it on carefully:

Every automatic label is a real purchase. ShipEntegra charges your account for each order, and no further confirmation is asked.

The shipment type (DDU/DDP) can't be set from Protsy. Set it in the ShipEntegra dashboard before turning on automatic labels.

While the Push tracking to Etsy setting is off, the tracking number isn't written to Etsy. If you turn this setting on, Etsy emails the buyer "your order has shipped" the moment the label is bought. If you don't print labels and hand packages to the carrier the same day, keep this setting off.

If an automatic attempt can't buy a label for an order, you'll see an explanation starting with "Automatic label skipped:" on that order's ShipEntegra card. For example, the order may not have moved to ShipEntegra yet, the HS code may be missing, there may be no box information, no carrier rule may match the country, or a customs tier may be missing. If the order was skipped because it hadn't moved to ShipEntegra yet, the system tries again later. In the other cases, you need to fill in what's missing. If you like, you can also buy the label yourself from the same card.

Note: If the order's ShipEntegra card says This label was created automatically., the label was bought automatically.

Tools: shipping and customs calculator

Note: This feature appears if it is enabled on your account.

Click Tools in the sidebar (address: /tools). The page has two calculators.

Shipping price

Lists the prices of all carriers, in USD, for a shipment to a destination country.

Choose the Destination country.
Choose the Shipment type:
- Packages: Enter the dimensions and weight of each box one by one.
- Weight (kg/desi): Enter the Billable weight directly. This value is the greater of the actual weight and the volumetric weight (desi).
- Catalog product: Choose a Product from the Marketplace that has box information defined. If the product has variations, also choose a Combination. For some products, choosing a combination is required to calculate a price.
Click Calculate.

The table shows the Cargo, Fuel, Surcharge, and Total (USD) amounts for each carrier. The cheapest option is marked Cheapest. The number of carriers that don't serve this route appears below the table.

US customs duty

Estimates the import duty for a shipment to the US.

Enter the HTS code in full, with the dots (e.g. 0101.21.00). The short 6-digit code isn't accepted.
Fill in the Origin country, Quantity, and Unit price (USD) fields.
Optionally, choose a Carrier. When you choose a carrier, Weight (kg) and Currency are also required.
Click Calculate.

Warning: The result is only an estimate. US Customs sets the final amount at entry.

Tip: The calculators work through ShipEntegra. If you see the error "ShipEntegra isn't connected for this account.", set up the connection first.

Finance: Profit & Fees

Note: This feature appears if it is enabled on your account.

Click Profit & Fees in the sidebar (address: /finance). The tabs at the top are: Overview, Orders, Fees, Shipping, and Reconcile. The Shipping tab appears only if the ShipEntegra feature is also on.

How profit is calculated

Protsy finds an order's net profit like this:

Net profit = Etsy earnings − Product cost − Shipping − Import duty

Etsy earnings: The amount Etsy actually paid out for that order. This amount is read from your Etsy payment ledger (with fees, transaction, and card processing fees already deducted). This requires the finance sync to have run.
Product cost: The price of that order from the maker who prepares it. If the maker entered a packaging fee on the order, that fee is added too, and VAT is applied on top of the total. If there's VAT, separate Net cost and VAT (included) lines appear in the breakdown. If the cost is in another currency, it's converted to USD and the exchange rate used is shown.
Shipping: The shipping charge, finalized after ShipEntegra accepts the shipment.
Duty: The US customs duty on the shipment.

If any of this information is missing, Protsy doesn't guess. It marks the order as Incomplete and states the reason.

Profit breakdown per order

Every order's details page has a Profit breakdown card. This card appears on every order's details page even if the Profit & Fees screen is turned off; the "This feature appears if it is enabled on your account." note at the start of the Finance section doesn't cover this card. On the card:

Each known item (Etsy earnings, Product cost, Shipping, Import duty, Net profit) appears, along with the Net margin and Profit per unit if they can be calculated.
At the top of the card there's also a quick earnings estimate, calculated by deducting Card processing and the estimated Etsy fee from the order total.
If cost information is missing, an Incomplete tag appears with an explanation under Why this is incomplete. For example, "The shipping cost is only finalized once ShipEntegra accepts the shipment."
When the cost is fully known, the Price simulator opens. By adjusting the amount Etsy pays out, shipping, duty, and the exchange rate, you can see how the margin changes. The "Set to %{pct} margin" shortcut brings the simulator to the target margin. The Update this listing link takes you to the listing editor.

Overview

On the Finance page, choose a month from the Month picker at the top. What you see:

Gross revenue, Etsy fees, Fee rate, and Net.
The Where the money went chart: Etsy figures come from the payment ledger. Product cost, shipping, and duty are calculated from that month's orders whose costs are fully known. Then Net after costs is shown.
Exchange-rate exposure: Shows how much of your product cost is in another currency and how much a 10% move in the exchange rate would change your net.
The Revenue and fees by month and Net margin by month charts.
At the bottom: the REVENUE and ORDERS figures for the last 30 days (compared with the previous 30 days), Top listings by revenue, and links to Weekly Reports / Monthly Reports. Reports are covered in the Protsy AI and Insights chapter.

Orders (Profit analysis)

You can also reach this tab from the Profit analysis button on the Orders page. This tab shows the profit of recent orders, order by order:

Net profit, Net margin, Shipping share, and the number of Orders.
Margin by order size: The margin of orders with 1, 2, 3, and 4+ items. Because the shipping charge is nearly fixed per box, single-item orders carry the heaviest share of shipping.
Margin by variation: Orders are grouped by the variation the buyer chose, with the worst margin at the top. Variations below the 30% target are flagged, and the price needed to reach the target is shown next to them. You can export the table with Export CSV.
The Margin vs. order size chart and the Orders by margin list.

Note: Orders with unknown costs aren't included in the average. These orders are listed at the bottom of the page, grouped by reason. If coverage is low, click the Complete the missing costs link.

Fees

This tab groups your Etsy payment ledger by month and by entry type: Revenue, Etsy fees, Sales tax (collected & remitted), Refunds, and Payouts & transfers. Payouts are transfers of money you've already earned to your account. That's why they aren't included in the net.

On first use, click Sync. Protsy pulls the last 90 days of your Etsy payment ledger.
If the message "More entries are available — run the sync again to continue." appears, click the button once more.
Click a month's row to open that month's details.

Shipping

Note: This tab appears if the ShipEntegra feature is also enabled on your account.

This tab lists the shipping charges ShipEntegra invoiced and the US customs costs, month by month. Update the shipment records with Sync. Shipments that haven't been invoiced yet appear as Awaiting invoice.

Reconcile

This tab groups every order whose cost isn't fully known by the reason for the gap. The reason affecting the most orders is at the top. Most groups have a fix button next to them; groups that will resolve on their own say Lands automatically:

Run finance sync: If the Etsy payment ledger hasn't been pulled yet.
Run shipping sync: If the shipping cost hasn't come in yet.
Fix catalog pricing: If a product's maker price didn't match the combination in the catalog. This button takes you to the Marketplace.
Lands automatically: In cases like a customs record or an unclear payment entry, you don't need to do anything. The information comes in on its own once Etsy or ShipEntegra completes the record.

You can open the related order by clicking the order numbers in a group. If every order's cost is complete, it says "Every order has a complete cost picture."

Marketplace

Note: This feature appears if it is enabled on your account.

Click Marketplace in the sidebar (address: /marketplace). Here you can browse products published by makers and find a maker for your next listing.

Narrow the list with the categories at the top (All shows every product).
Click a product card. On the details page you'll see the Description, Variations, Production time, and Packaging (number of boxes, desi, billed weight).
Link listings: Select your listings that this maker produces and click Save links. Orders from linked listings land on the maker's order screen together with your listing's details. Linked listings appear under My linked listings ({n}). If you select a listing that's linked to another product, that listing moves to this product. The screen warns you about this separately.
Create listing draft: Opens the listing editor filled in with the product's photos, description, and priced variations. When you choose a Category, a draft is created on Etsy. This also adds a template with "(marketplace)" in its name to your Templates page; if you don't want it, you can delete it later. Before publishing the draft, review it as described in the Listings chapter.

Review request drafts

Protsy doesn't have a separate screen for review requests. This is done from the Protsy AI chat. You can ask Protsy AI to list orders that have shipped but haven't received a review yet, and to write message drafts for them. The drafts are written in your store's voice. The messages don't ask for discounts, gifts, or a specific number of stars.

Warning: Protsy doesn't send the message to the buyer. Because Etsy's messaging system can't be used from outside, you need to copy the draft and paste it into the conversation on Etsy yourself. Each draft uses credits. No drafts are written for orders that have already been reviewed, haven't shipped, or were canceled, and no credits are deducted for them.

Frequently asked questions

I don't see Profit & Fees, Tools, or Marketplace in the sidebar. Why? These screens aren't on for every account; they're enabled per account. If you'd like to use them, contact the support team.

Does "Mark delivered" also change the order on Etsy? No. The delivered and archive markers change only the view in Protsy. Something is sent to Etsy only when you enter a tracking number (with the Mark Shipped button, or with the option to write to Etsy when buying a label).

Why does an order's profit show as "Incomplete"? Protsy doesn't fill in missing information with guesses. The Etsy payment ledger may not have been pulled yet, the shipping charge may not be finalized, or the product's maker price may not have been found. You'll see the reason in the Why this is incomplete box on the order details page and on the Profit & Fees → Reconcile tab.

Why is the "Earnings est." in the summary strip different from the figure on the profit screens? Earnings est. is a quick estimate that deducts only Etsy's 6.5% fee. The profit screens use the amount Etsy actually paid out, plus product, shipping, and duty costs.

I turned on automatic labels, but some orders didn't get a label. Read the "Automatic label skipped:" explanation on the order's ShipEntegra card. Most of the time, the HS code, a carrier rule matching the country, or the Everywhere else carrier is missing. If the order hasn't moved to ShipEntegra yet, the system tries again later on its own.

A label I bought from the ShipEntegra dashboard doesn't show up in Protsy. Click the Sync labels button on the Orders page.