If you're still typing SKU numbers by hand every time you receive stock, pick an order, or do a stock count, you're leaving time and accuracy on the table. Barcode scanning is one of the simplest upgrades you can make to a warehouse operation, and it pays for itself almost immediately in fewer errors and faster processing.
This guide covers everything you need to get started: how barcodes work, how to scan with the devices you already have, and how to integrate scanning into your daily workflow.
How Barcodes Work
A barcode is just a way of encoding information - usually a product identifier - into a pattern that a machine can read instantly. When you scan a barcode, the scanner reads the pattern and sends the corresponding text to your computer or phone, exactly as if someone had typed it on a keyboard.
There are two main types of barcodes you'll encounter in warehouse management:
1D barcodes are the classic horizontal lines you see on retail products. The most common formats are UPC (used in North America) and EAN (used internationally). These hold a short string of numbers - typically 8 to 13 digits - and are perfect for identifying products.
2D barcodes like QR codes can hold more information in a smaller space. They're useful for encoding location labels, batch numbers, or URLs. You can print them smaller than 1D barcodes, which is handy for labeling bins and shelves.
For most warehouse operations, 1D barcodes on products combined with 2D codes on locations gives you the best of both worlds.
What Equipment Do You Need
None - just the devices you already own. Modern warehouse management software uses your phone, tablet, or laptop camera to scan barcodes directly. There's no hardware to buy, no drivers to install, and no pairing to fuss with. Open the scanner in your browser, point the camera at a barcode, and the system reads it automatically.
Camera-based scanning works with both 1D barcodes (UPC, EAN, Code 128) and 2D codes (QR, Data Matrix). Any device with a camera can scan - phones, tablets, laptops, even budget devices work well.
A few tips for reliable scans:
- Good lighting. Make sure the barcode is well-lit. Overhead warehouse lighting is usually fine, but avoid scanning in deep shadow.
- Steady hand. Hold the camera about 6 to 12 inches from the barcode and keep it still for a moment while the scanner reads.
- Clean lens. A dusty or smudged camera lens is the most common cause of slow scans. A quick wipe makes a big difference.
- Readable labels. Damaged, wrinkled, or poorly printed barcodes are hard for any scanner to read. Make sure your labels are clean and flat.
Labeling Your Products
If your products already have barcodes from the manufacturer (most retail products do), you're ahead of the game. Just make sure your inventory system recognizes those barcodes and maps them to the right products.
For products without barcodes - custom items, raw materials, or items you manufacture - you'll need to print your own labels. You have two options:
A thermal label printer is the professional choice. Models like the DYMO LabelWriter or Zebra GX series print crisp, durable labels quickly. Thermal labels don't smudge because they don't use ink - the printhead heats the label material to create the image. Budget $100 to $300 for a good printer.
A regular laser printer works too. Print barcodes on adhesive label sheets from any office supply store. The quality is fine for warehouse use, and you can print a full sheet of labels in seconds. This is a great option if you're just starting out and don't want to invest in a dedicated printer yet.
Whichever method you choose, use a barcode format your system supports. Code 128 is the most versatile 1D format for internal use. Include human-readable text below the barcode so people can identify items even without a scanner.
Where to Use Scanning in Your Workflow
Barcode scanning helps anywhere you're currently typing product or location identifiers by hand. The most impactful places to start:
Goods receiving. When a shipment arrives, scan each product as you unpack it. This confirms you received what was ordered, updates your stock levels instantly, and creates a record of exactly when inventory arrived. Compare the scanned quantities against the purchase order to catch discrepancies before you put anything away.
Order picking. Give your pickers a list and a scanner. They scan each item as they pick it, which confirms they grabbed the right product from the right location. This virtually eliminates mis-picks, which are one of the most expensive errors in warehouse operations because they result in returns, reshipping costs, and unhappy customers.
Stock counts. Cycle counting with a scanner is dramatically faster than counting by hand and writing numbers on a clipboard. Walk through a section, scan each location and product, enter the quantity, and move on. The data goes straight into your system with no transcription errors.
Location transfers. When you move products between locations, scan the product, scan the origin location, and scan the destination. Your system knows exactly where everything is, and you never have to wonder which shelf something ended up on.
Common Mistakes to Avoid
The technology is simple, but the implementation has a few pitfalls:
Don't skip training. Your team needs to understand why scanning matters, not just how to do it. If they see it as extra work rather than a time-saver, they'll find ways to skip it. Show them the before and after: fewer errors, less time searching for products, faster order processing.
Don't print low-quality labels. A barcode that doesn't scan on the first try slows everyone down. Test your labels before printing a batch. Make sure they're sized correctly, printed clearly, and placed where the scanner can reach them easily.
Don't overcomplicate it. You don't need to scan everything on day one. Start with receiving and picking - these have the highest payoff. Add more scanning points as your team gets comfortable and you see the benefits.
Getting Started
Barcode scanning is one of those upgrades that makes you wonder why you waited so long. Your team can start scanning with the phones and tablets they already carry - no hardware to buy, no setup to schedule. An afternoon of configuration can eliminate hours of manual data entry every week and cut your error rate dramatically.
Start small. Pick one workflow to improve first - receiving is usually the easiest win. Once your team sees how much faster and more accurate their work becomes, expanding to other areas is an easy sell.