Drowning in spreadsheets? Losing track of products? You are not alone. Inventory management can feel like a never-ending game of hide and seek—but it doesn’t have to. Barcodes are a simple, low-cost way to bring order to the chaos.
Your barcodes can track inventory, streamline checkout, and even power up your marketing. And the best part? You don’t need a tech team or a big budget to get started. This guide will show you how to create, print, and scan barcodes so your business can run smoother than ever. Let’s dive in!
Understanding Barcodes and Their Types
Have you ever scanned a product at checkout or used a QR code to pull up a menu? If so, you have already interacted with barcodes. At their core, barcodes are a way of storing and sharing information using a pattern of lines, numbers, or shapes. While these patterns may not make much sense to the human eye, barcode scanners can quickly read them and retrieve the associated data.
A barcode system typically includes three key components:
- A barcode design software to create custom barcodes
- A barcode printer to generate labels and
- A barcode scanner to read and process the codes.
Now, let’s break down the two main types of barcodes and how they work.
Types of Barcodes: What’s the Difference?
There are two main types of barcodes: 1D (Linear) barcodes and 2D (Matrix) barcodes. Each serves a different purpose, depending on the type of information that needs to be stored and retrieved.
1D (Linear) Barcodes
These are the classic barcodes on grocery items, books, and shipping labels. They consist of a series of vertical black bars with numbers below them. 1D barcodes store a limited amount of information, such as a product number, which is then linked to a database that contains details like the product name, size, and color. Without this database connection, a 1D barcode cannot provide detailed information.
Common Uses: Retail products, loyalty cards, shipping labels, and books.
2D (Matrix) Barcodes
2D barcodes can store large amounts of data, including text, website URLs, and images. One of the most recognizable types of 2D barcodes is the QR code, which is often used to direct users to websites or digital menus. These barcodes do not always require a database connection, making them ideal for mobile payments, event tickets, and product tracking in industries such as healthcare and manufacturing.
Common Uses: QR codes, digital tickets, mobile payments, and product tracking.
Key Differences Between 1D and 2D Barcodes
- Data Capacity: 1D barcodes can store up to 80 characters, while 2D barcodes can hold up to 2,000 characters.
- Scanning Technology: 1D barcodes require basic laser scanners, whereas 2D barcodes need advanced scanners or even smartphones.
- Size & Versatility: 2D barcodes can be much smaller, making them ideal for small items that do not have space for a traditional barcode.
Barcodes are used in nearly every industry, from retail and logistics to healthcare and manufacturing. If you are considering implementing a barcode system for your business, understanding the differences between 1D and 2D barcodes can help you make the right choice.
How to Create Barcodes for Your Business
Barcodes make inventory management and product tracking much easier. Whether you need them for internal use or to sell products at major retailers, there are a few ways to create them.
Choosing the Right Barcode Type
Before creating a barcode, you need to decide on the right type. Some barcodes are simple and work well for in-house inventory tracking, while others are required for selling products through major retailers like Amazon and Walmart.
Common barcode types include:
- UPC (Universal Product Code) – Standard for retail products.
- Code 39 & Code 128 – Used in warehouses and internal tracking systems.
- QR Codes – Store URLs, text, or other data.
Once you know which type fits your needs, you can generate barcodes.
Option 1: Creating Your Barcodes
If you are using barcodes for internal tracking, you don’t need to register them. You can generate them using Excel, barcode generators, or fonts.
Structuring Your Barcode Data
If you are using a UPC-A barcode, it consists of 12 digits:
- The first 11 digits store product details.
- The 12th digit is a check digit, which ensures the barcode is scanned correctly.
Other barcode types, such as Code 39 and Code 128, don’t require check digits and allow for letters and special characters.
Option 2: Creating Barcodes with GS1
If you sell products through Amazon, Walmart, or other retailers, you will need GS1-registered barcodes. Amazon, for example, requires sellers to use GS1 barcodes unless they qualify for an exemption.
GS1 Barcode Costs
GS1 offers different pricing tiers based on how many barcodes you need:
- Single GTIN (Global Trade Item Number) – $30 per barcode (one-time fee, no renewal).
- Company Prefix – Starts at $250 for 10 barcodes and scales up based on volume. Annual renewal fees apply.
How GS1 Barcodes Work
Registering with GS1 gives you a company prefix that identifies your business. Depending on the length of your prefix:
- A six-digit prefix lets you create 100,000 unique product codes.
- A seven-digit prefix allows for 10,000 product codes.
Tools and Software for Barcode Generation
Several tools are available to generate barcodes:
- Online Generators: Many platforms offer free barcode creation with customizable options.
- Software Applications: Barcode design programs provide advanced features for generating and managing barcodes.
- Integrated Solutions: Some inventory management systems come with built-in barcode generation capabilities.
Step-by-Step Approach to Creating a Barcode
- Define Your Data: Determine the information the barcode will represent, such as product numbers or URLs.
- Select a Barcode Type: Choose a symbology that aligns with your data and industry standards.
- Generate the Barcode: Use your chosen tool to create the barcode, inputting your data as required.
- Test the Barcode: Ensure readability by scanning the barcode with a compatible scanner.
- Print and Apply: Once validated, print the barcode on labels and affix them to your products or assets.
If you need professionally designed barcode labels for packaging or compliance, consider working with Lowry Solutions. They specialize in barcode systems, RFID technology, and enterprise labeling solutions to streamline business operations.
How to Print Barcodes for Your Business
Printing barcodes is crucial in managing your business’s inventory and sales efficiently. Here’s how to help you navigate the process:
Choosing the Right Barcode Printer
Selecting an appropriate barcode printer depends on your specific needs:
- Desktop Printers – Best for small to medium-sized businesses with moderate printing needs. They are compact and work well in office environments.
- Industrial Printers – Built for high-volume printing in demanding environments like manufacturing plants and warehouses. They offer durability and fast output.
- Mobile Printers – Ideal for on-the-go printing, allowing staff to generate labels directly at the point of use, such as on retail floors or in large warehouses.
Selecting the Right Label Material
The type of label material you choose impacts the durability and readability of your barcodes:
- Paper Labels – Affordable and ideal for general use but may not hold up in harsh environments.
- Synthetic Labels – Made from materials like polyester or polypropylene, these labels are resistant to moisture, chemicals, and extreme temperatures.
- Removable Labels – Designed for temporary use, these can be removed without leaving residue.
When selecting a label material, consider factors like exposure to sunlight, moisture, and temperature changes to ensure optimal performance.
Printing Considerations for Barcodes
To ensure high-quality barcode printing:
- Resolution: Use a printer of at least 300 dpi to produce clear and scannable barcodes.
- Software: Employ barcode generation software that is compatible with your operating system and capable of creating various barcode symbologies.
- Testing: Before mass printing, test a sample to ensure the barcode scans correctly and the label adheres properly to the intended surface.
- Compliance: Ensure your barcodes meet industry standards, especially if your products will be distributed through major retailers or international markets.
How to Scan Barcodes for Your Business
Different types of scanners are designed for different environments—retail stores often use handheld or presentation scanners, while warehouses rely on fixed-mount or mobile scanners for efficiency. No matter your industry, integrating barcode scanning into your workflow can improve accuracy and productivity. Let’s look at the different types of barcode scanners and how they fit into various business needs.
Understanding Barcode Scanners
- Handheld Scanners: Common in retail and warehouses, these scanners are manually operated to read barcodes on products and inventory.
- Fixed-Mount Scanners: Installed along conveyor belts or automated systems, they scan items as they move through production or logistics.
- Mobile Scanners (Smartphone Apps): These apps turn smartphones into barcode scanners, offering businesses a flexible, portable solution.
- Presentation Scanners: Used in point-of-sale (POS) systems, these hands-free scanners automatically read barcodes as items pass in front of them.
How to Use a Barcode Scanner
- Connect the Scanner: Depending on the model, connect the scanner to your system via USB, Bluetooth, or other interfaces. Ensure any necessary drivers or software are installed.
- Position the Scanner: Aim the scanner at the barcode, maintaining an appropriate distance as specified by the manufacturer. Ensure the barcode is well-lit and unobstructed.
- Scan the Barcode: Activate the scanner (by pressing a button or triggering automatically) to capture the barcode data. The information is then transmitted to your connected system.
Best Practices for Using Barcodes in Your Business
The most common and cost-effective way to improve traceability is through barcoding. While it simplifies inventory tracking and asset management, setting up a barcode system can feel overwhelming. Transitioning from manual processes requires restructuring data collection and integrating new technology. However, the long-term benefits far outweigh the initial challenges.
Here are six key factors to consider when adopting a barcode system:
1. Understand Industry Barcode Standards
Before choosing barcode sizes and placement, familiarize yourself with industry regulations. Many sectors have specific requirements to ensure compliance. Organizations like GS1 provide guidelines to help you determine the right barcode type—whether 1D or 2D—for your application.
2. Consider the Scanning Environment
Barcodes are scanned in different settings, from warehouses and distribution centers to retail stores and checkout counters. The environment affects barcode size, type, and color. Designing barcodes with the scanning conditions in mind ensures accurate and efficient data capture.
3. Optimize Barcode Placement
A barcode should always be visible and undamaged, as folds, flaps, and edges can interfere with scanning. Proper placement is key to maintaining efficiency—if employees have to search for or flatten a barcode before scanning, it slows down operations.
4. Choose the Right Size and Color for Readability
While industry regulations dictate barcode size and color, some customization may be possible. Barcodes should be large enough for easy scanning but not so big that they waste space. Black on white remains the standard for readability, but alternative color combinations may work if they don’t compromise scan quality.
5. Ensure Seamless Integration with Existing Systems
Most businesses rely on multiple software solutions, so your barcode system should be compatible with existing inventory, POS, or ERP platforms. A smooth implementation requires careful planning to prevent compatibility issues. Working with an experienced provider can help minimize disruptions.
6. Select the Best Barcode Printer for Your Needs
Different printing technologies offer varying levels of quality, durability, and cost-efficiency:
- Thermal Printers (Direct & Thermal Transfer): Produce high-quality, durable labels. Direct thermal labels have a shorter lifespan, while thermal transfer labels last longer.
- Inkjet Printers: Ideal for high-speed production lines but have higher installation and maintenance costs.
- Dot Matrix Printers: Budget-friendly and suitable for various surfaces but only offer low- to medium-quality prints.
Evaluate the total cost of ownership, including maintenance and downtime, before selecting a printer.
Common Challenges and How to Overcome Them
While implementing a barcode system can greatly improve efficiency and accuracy, businesses often encounter obstacles during setup and daily operations. Here are some common challenges and practical solutions to address them.
1. Poor Barcode Readability
Issue: Barcodes fail to scan due to improper sizing, low contrast, or printing errors.
Solution: Use high-quality printing methods, ensure proper label size, and stick to high-contrast color combinations (e.g., black on white). Regularly test barcode readability before full-scale printing.
2. Improper Barcode Placement
Issue: Barcodes on curved, folded, or obscured surfaces can be challenging to scan.
Solution: Position barcodes on a flat, unobstructed area with enough space around them. Avoid placing labels on seams, edges, or textured surfaces that could interfere with scanning.
3. Environmental Factors Affecting Labels
Issue: Exposure to heat, moisture, or chemicals can fade or damage barcodes.
Solution: Choose label materials suited for the environment, such as synthetic or laminated labels, for durability in harsh conditions.
4. Incompatible Barcode Scanners
Issue: Some scanners may not support the barcode format or type used.
Solution: Ensure scanners are compatible with your barcode system. Invest in multi-format scanners if your operations require both 1D and 2D scanning.
5. System Integration Issues
Issue: Barcode systems may not sync properly with inventory management, POS, or ERP software.
Solution: Work with IT specialists or barcode solution providers to ensure smooth
integration. Use APIs or middleware to bridge compatibility gaps.
6. Employee Training and Adoption
Issue: Staff unfamiliar with barcode scanning may struggle with the new system, leading to errors and inefficiencies.
Solution: Provide hands-on training and create simple guides for employees. Reinforce best practices to ensure smooth operations.
The Future of Inventory Management Starts with Lowry Solutions
The future of inventory management is all about efficiency, accuracy, and staying ahead of the curve—and that’s exactly what Lowry Solutions delivers. With decades of experience and avant-garde technology, we help businesses simplify traceability, reduce errors, and improve productivity.
As supply chains evolve, having the right tools and expertise makes all the difference. Our solutions are built to grow your business, ensuring you are always equipped to handle new challenges. From streamlining operations to improving visibility across your entire supply chain, we provide the technology and support you need to stay competitive. If you are ready to improve efficiency and reduce operational headaches, Lowry Solutions is here to help. Let’s make it happen.
Frequently Asked Questions
The best barcode type depends on your business needs. If you are in retail, 1D barcodes such as UPC and EAN are commonly used for product labeling and sales. If you need to store more data, such as inventory details or URLs, 2D barcodes like QR codes or Data Matrix codes are a better option.
To print barcodes, you will need a barcode printer, label materials, and barcode generation software. Thermal printers are the most popular choice because they produce high-quality, durable labels. However, inkjet and laser printers can also be used for lower-volume barcode printing.
Yes, many mobile apps allow businesses to scan barcodes using a smartphone camera. This is a convenient and cost-effective option for inventory tracking and asset management. However, dedicated barcode scanners provide faster and more accurate results for high-volume scanning.
To integrate a barcode system with your business software, you need to choose inventory management or point-of-sale software that supports barcode scanning. Many enterprise resource planning (ERP) and warehouse management systems (WMS) have built-in barcode functionality, allowing real-time tracking and automatic data updates. It is also important to ensure that your barcode scanners and printers are compatible with your software.
Some common mistakes businesses make when using barcodes include printing low-quality or faded labels that are difficult to scan, placing barcodes on curved or textured surfaces where they may not be readable, and choosing the wrong barcode format for their industry. To ensure a smooth barcode scanning process, businesses should test barcode readability before printing large batches and confirm that the barcode type meets industry standards.
