What Rocktomic and ShipStation do when they work together

Rocktomic is inventory management software; ShipStation is a shipping platform that connects to your sales channels and carrier accounts. When you connect them, your inventory counts in Rocktomic sync with ShipStation, so you do not oversell items that are actually out of stock. ShipStation can also pull order data from your sales channels — Shopify, WooCommerce, Amazon, eBay, and others — and Rocktomic sees those orders reflected in real time.

The connection happens through an API key that you generate in Rocktomic and paste into ShipStation. This key is what allows the two platforms to talk to each other without you manually moving data back and forth. Once set up, the sync is automatic, though you can control which inventory locations feed into ShipStation and how often the data refreshes.

Key Takeaways

  • You need admin access to both Rocktomic and ShipStation accounts to set up the connection.
  • Rocktomic generates an API key in Settings > Integrations, and you paste that key into ShipStation's carrier setup or custom integration section.
  • After connecting, test the sync by changing an inventory count in Rocktomic and checking whether ShipStation reflects the change within a few minutes.
  • The connection only syncs inventory data by default; order data flows from your sales channels into ShipStation separately.
  • If the sync breaks, the most common cause is a regenerated or revoked API key in Rocktomic that ShipStation no longer recognizes.

Finding and generating your Rocktomic API key

Log into Rocktomic with an admin account. Go to Settings (usually a gear icon in the bottom left or top right, depending on your Rocktomic version). Look for Integrations or API. You should see a section labeled API Keys or Integrations.

Click the button to generate a new API key. Rocktomic will display a long string of characters — this is your key. Copy the entire string and paste it into a text editor or password manager when ready. Do not close the page until you have saved it somewhere safe, because Rocktomic typically does not show the full key again after you leave that page. If you lose it, you can generate a new one, but you will have to update ShipStation with the new key.

Some versions of Rocktomic let you name the key (for example, "ShipStation Integration") so you can tell later which app it belongs to. If that option appears, use it — it makes troubleshooting easier if you have multiple integrations running.

Entering the API key into ShipStation

Log into ShipStation with an admin account. Go to Settings > Integrations or Connections (the exact label varies by ShipStation version). Look for a list of available integrations or a search box where you can find Rocktomic.

If Rocktomic appears as a pre-built integration, click it and paste your API key into the field labeled API Key or Authentication Token. If Rocktomic does not appear as a pre-built option, look for a Custom Integration or Webhook section. Some users set up Rocktomic through ShipStation's custom carrier or inventory sync feature instead.

After pasting the key, ShipStation usually tests the connection automatically. If the test passes, you will see a confirmation message. If it fails, double-check that you copied the entire key without extra spaces at the beginning or end. Then try again.

Choosing which inventory locations sync to ShipStation

Once the connection is live, go back to Rocktomic Settings > Integrations and look for options to configure what data ShipStation can see. Most Rocktomic setups let you choose which warehouse locations or inventory buckets feed into ShipStation. For example, you might have a main warehouse and a returns processing area, and you only want ShipStation to see the main warehouse inventory.

Select the locations you want to sync. Save your changes. The next time the sync runs (usually within 5 to 15 minutes, depending on your plan), ShipStation will only see inventory from those locations. This prevents ShipStation from trying to ship items that are actually in a holding area or damaged goods section.

Testing the connection and troubleshooting sync failures

To verify the sync is working, change an inventory count in Rocktomic for a single item. Increase or decrease the quantity by a small amount and save. Wait 5 to 15 minutes, then log into ShipStation and search for that same item. Check whether the quantity in ShipStation matches the new count in Rocktomic.

If the numbers match, the sync is working. If ShipStation still shows the old count, the connection may have broken. The most common cause is a regenerated API key in Rocktomic. If you or another admin generated a new key in Rocktomic Settings without updating ShipStation, the old key stops working and the sync halts. Go back to ShipStation and paste in the new key from Rocktomic.

A second common issue is insufficient permissions on the Rocktomic account you used to generate the key. If the account does not have admin rights, Rocktomic may not let it create an API key, or the key may have limited access. Log in with a full admin account and regenerate the key.

If the sync still does not work after checking both of those, contact ShipStation support with your Rocktomic account name and the date you set up the integration. They can check their logs to see whether ShipStation is receiving data from Rocktomic or whether the connection is timing out on their end.

What happens to orders after the sync is live

Once Rocktomic and ShipStation are connected, your inventory syncs automatically, but orders flow into ShipStation through your sales channels, not through Rocktomic. If you sell on Shopify, WooCommerce, Amazon, and eBay, you connect each of those channels separately to ShipStation. ShipStation then pulls orders from all of them into one inbox.

Rocktomic sees those orders because ShipStation can send order data back to Rocktomic (if you enable that option in the integration settings). This closes the loop: a customer buys on Shopify, the order appears in ShipStation, ShipStation tells Rocktomic the inventory was sold, and Rocktomic updates your stock count. Without that return sync enabled, Rocktomic knows your inventory but not which items have actually been ordered.

Keeping your API key find

Your Rocktomic API key is a password. Anyone with that key can read and modify your inventory data through ShipStation. Store it in a password manager like Bitwarden, 1Password, or LastPass, not in a shared document or email. If you suspect the key has been exposed — for example, if you accidentally pasted it in a chat or email — go back to Rocktomic Settings > Integrations and revoke the key when ready. Then generate a new one and update ShipStation.

If you have multiple people managing your Rocktomic and ShipStation accounts, only the person setting up the integration needs to see the key. After they paste it into ShipStation, they can delete it from any shared notes. ShipStation stores the key on its own servers, so you do not need to keep a copy.

Frequently Asked Questions

Can I connect Rocktomic to ShipStation if I use multiple sales channels?

Yes. Rocktomic syncs inventory to ShipStation, and ShipStation pulls orders from all your connected sales channels — Shopify, WooCommerce, Amazon, eBay, and others. The Rocktomic-ShipStation connection handles inventory only. Each sales channel connects to ShipStation separately.

What if I regenerate my API key by accident?

The old key stops working when ready, and ShipStation will no longer be able to sync with Rocktomic. Copy the new key from Rocktomic Settings > Integrations and paste it into ShipStation Settings > Integrations. The sync will resume within a few minutes.

How often does inventory sync between Rocktomic and ShipStation?

Sync frequency depends on your Rocktomic plan. Most plans sync every 5 to 15 minutes. Some higher-tier plans offer more frequent syncs. Check your Rocktomic subscription details or contact Rocktomic support to confirm your sync interval.

Does ShipStation automatically send order data back to Rocktomic?

Not by default. You must enable the return sync in your integration settings if you want ShipStation to tell Rocktomic when items have been ordered. Without it, Rocktomic sees inventory counts but not which items have sold.

What should I do if ShipStation says the API key is invalid?

First, check that you copied the entire key without extra spaces. If that does not work, regenerate a new key in Rocktomic Settings > Integrations and paste the new one into ShipStation. If the error persists, verify that your Rocktomic account has admin permissions, then contact ShipStation support with your account details.