Inventory Barcode Labels: Print, Scan and Count Stock

Choosing a code for inventory

• Code 128: compact, supports letters and digits, read by practically every handheld scanner. A good default for SKUs.
• QR Code: holds more data and scans from any angle with a phone camera.
• Data Matrix: very small square code for tiny items, tubes and electronics.
• Use the GTIN only if the item already carries one from the manufacturer; internal SKUs do not need a GS1 licence.

Designing a numbering scheme

Keep IDs short, fixed-length and free of characters that are easily confused, such as O and 0. A prefix for the location or category followed by a zero-padded number, for example WH1-000245, sorts well in spreadsheets. Print the readable value under the code so staff can type it if a label gets damaged.

For shelves and bins, use larger labels than for items, since they are scanned from further away.

From printing to counting

The Print tab reads a UTF-8 CSV with up to 5,000 rows, lets you map columns into the code value and label title, and lays labels out on common sheets or a custom grid in millimetres. Invalid rows are flagged before printing. For counting, load your expected list (code, name, quantity) in the scanner: each scan ticks items off, and items over count or not on the list are highlighted. The differences can be exported as CSV.

How to make it

1. Export your item list as CSV, or use the number sequence option with a prefix.
2. Open Print, choose Code 128, QR or Data Matrix and map the columns.
3. Select your label sheet or enter custom dimensions, then print one test page at 100% scale.
4. Print the full run as a PDF and stick labels on items or bins.
5. During stock counts, load the expected list in Scan and scan with the camera or a USB/Bluetooth scanner.

Frequently asked questions