Barcode Guide for Small Businesses: How to Set Up an Inventory Barcode System

Key takeaways

• Barcoding boosts accuracy, efficiency, and scalability, and small businesses can start for just a few hundred dollars.
• A barcode is a visual code (1D or 2D) that represents numbers or text, but it only becomes useful when linked to product data in a centralized database.
• Internal barcodes can be created for free using barcode fonts (Code 39, Code 128) or online generators, while external barcodes for retail or ecommerce must be purchased from GS1 to ensure authenticity.
• GS1 barcodes (UPC in North America, EAN internationally) embed a Global Trade Item Number (GTIN) and are essential for selling products through large retailers or platforms like Amazon and Walmart.
• QR codes, as 2D barcodes, can store far more data than 1D barcodes, making them ideal for linking to websites, manuals, or product details.
• Barcode scanners come in wired, wireless, and smartphone-based options, with laser scanners offering faster performance than phone cameras.
• Inventory management software like inFlow ties the system together, enabling barcode use for receiving, picking, stock checks, transfers, and integrations with platforms like QuickBooks, Xero, and Shopify.

Barcode basics: how barcodes, SKUs and GTINs work

You’ll be hard-pressed to find a business with stocked products that wouldn’t benefit from barcoding. Yet a surprising number of companies still operate with just pen and paper or Microsoft Excel. Many of these businesses share the common misconceptions that barcode systems are expensive and only for big box stores and major brands.

The truth is that businesses, big and small, could start using barcodes and reap the benefits for as little as a few hundred dollars. With a barcoding system in place, you’ll prepare your business for growth by being more accurate and efficient. 

So, if you’re ready to start barcoding your business, you’ll find everything you need in this guide. We wrote it with you in mind. The small business owner who wants to learn barcoding quickly without being bogged down by technical jargon.

What is a barcode, and what happens when you scan one?

When you boil it down, a barcode is just a picture that represents numbers, text, or both. A scanning device reads this picture and instantly transmits the information to a computer. Not all barcode types are the same, though. Different barcodes use different symbology, and that symbology determines how many characters a barcode can hold and which characters it can display.

In traditional barcodes, black lines of varying widths (and the spaces between them) represent the characters. A QR code, on the other hand, is a type of two-dimensional (2D) barcode. Its complex pattern can encode far more information than a traditional, one-dimensional barcode, which is why QR codes can point us to websites and beyond.

When you scan a barcode, your computer interprets the pattern and translates it into a set of characters. But that’s only half the equation. You still need to link that barcode to a specific product’s information beforehand, or the data means nothing.

For example, if a barcode reads 60LYBLBO, scanning it will type out “60LYBLBO” as if you’d entered it on a keyboard. That’s not very useful unless your system knows 60LYBLBO refers to a 60L Black Bombay Backpack. Software with barcoding functionality ties all these pieces together.

Today, the most common way small businesses track inventory is still spreadsheets. In fact, a recent survey we ran of 400 operators confirmed just that. They’re low-cost, sure, but they come with real limitations. You’ll get a lot more out of your barcodes with software built specifically for inventory management.

What information does a barcode store?

Once you establish a relationship between your products and your barcodes, scanning will display the information you have entered into your software. You’ll instantly see the product name, price, and other details without typing in a long product code. 

Since QR codes store more information, they can give us access to extra data. For instance, a QR code on a food product could point to nutritional information, recipes, where the product came from, and more. For this reason, more and more companies are using QR codes with their barcoding systems.

Barcode vs SKU vs GTIN: what’s the difference?

It’s essential to differentiate barcodes from stock-keeping units (SKUs). Much like barcodes, SKUs are unique codes consisting of letters and numbers you can assign to your products to manage your inventory more efficiently. The alphanumeric code is typically between 8 and 12 characters long and corresponds to specific information about the item, such as its brand, type, style, size, color, and availability.

Take note that a SKU is not universal. The SKUs you generate are unique to your products, so the SKU numbers you use will be different from those used by other businesses. The reason for this is that the things they track may differ from what matters to your store’s operation.

A GTIN (Global Trade Item Number), on the other hand, is universal. It’s the number GS1 assigns and encodes into your barcode when you register it, and it’s designed to be recognized the same way by any retailer, distributor, or platform, no matter who’s scanning it.

If you’re using your barcodes internally, you may want to create barcodes based on product SKUs. However, if you’re looking to use your barcodes externally, you’ll need to register your barcodes with GS1, in which case your barcode (and its embedded GTIN) won’t match your SKU. To make things easier, many businesses use the registered barcode number as their SKU. But that’s entirely up to you.

1D vs 2D barcodes: when should you use each?

By now, you know the basic difference: 1D barcodes store data in a single line of black bars and spaces, while 2D barcodes (like QR codes) pack information into a grid, letting them hold far more data in a smaller space. But how do you decide which one is right for your business?

For most internal and retail use cases, such as tracking products, inventory management, and point-of-sale scanning, a 1D barcode remains the standard. It’s affordable, universally supported, and more than capable of handling a product ID or SKU. If you’re barcoding shelves, assets, or products for day-to-day operations, 1D is usually your best bet.

2D barcodes shine when you need to store more than just an identifier. Since QR codes can hold hundreds of characters (compared to the handful a 1D barcode manages), they’re a great fit for linking to websites, digital manuals, nutritional information, or even promotional content.

It’s also worth noting that the industry is shifting toward 2D adoption. GS1’s Sunrise 2027 initiative aims to have retail systems capable of reading 2D barcodes by the end of 2027, so if you’re setting up a new barcode system today, it may be worth planning for both.

Plan your barcode system: internal vs retail

Once you’ve decided to set up a barcode system, you’ll have a few options for where to get your barcodes and which barcodes to use. Which option you choose will depend on how you intend to use your barcode system.

If you want to use barcodes for internal purposes, like asset tracking or manufacturing, you can create your own using a free barcode generator. Alternatively, you could download a free barcode font and type out your barcodes in a program like Microsoft Word.

However, if you were looking to use your barcodes externally, like at other retail stores or online marketplaces, you would need to purchase registered GS1 barcodes. It would be a logistical nightmare if entirely different products shared the same barcode in one store. So, GS1 barcodes ensure that your barcode is unique to your product.

There are also many different types of barcodes you’ll need to consider, depending on where you’re distributing your products.

Internal inventory barcodes: Code 39 and Code 128

Generally speaking, generating your own barcodes with a barcode generator or barcode font is the most straightforward option. The most common symbology used in these cases are Code 39 and Code 128.

Code 39

Code 39 was originally named Code 3 of 9 since, initially, you could only use 39 characters. Those characters included the 26 letters of the English alphabet, numbers 0-9, and some special symbols such as “-” and “.”. Code 39 is a good choice for anyone who wants to set up an internal barcoding system.

Code 128

One of the most popular modern barcodes is Code 128. It’s a high-density barcode, which means it allows for almost all characters in a font (including very specialized characters). It’s also more compact than Code 39. This font is also a good choice for internal barcoding systems.

Retail product identification: GTIN, UPC and EAN

If you need to purchase registered barcodes, you’ll want a specific format for your region. For example, the barcode symbology used in North America is the Universal Product Code (UPC), and in Europe, the standard is the European Article Number (EAN).

Universal Product Code (UPC)

UPCs are the standardized barcode type most commonly used for products in North America. These barcodes, along with EANs, are embedded with a Global Trade Item Number (GTIN). These can be purchased through GS1 US and assigned to products. You’ll need one of these if you sell your product in the US or Canada.

Twelve numbers are encoded in a UPC. The digits on the left represent the company, and those on the right refer to the product. The final number on the right is known as a check digit. This number verifies that the barcode was read accurately.

European Article Number (EAN)

Sometimes also called International Article Number, EANs are the same type of barcode as UPCs, but for Europe and other places worldwide. So, if you’re selling your products outside North America, you need an EAN. You’ll also receive both an EAN and UPC when you buy a barcode from GS1. An EAN is 13 digits long and starts with a GS1 company prefix, followed by an item reference number and a check digit.

QR Code, Data Matrix and GS1 2D barcodes

QR codes are a type of two-dimensional (2D) barcode. They’re made up of an intricate pattern of black and white squares, which can represent numbers, letters, or characters from non-Latin scripts. QR codes and other two-dimensional (2D) barcodes can hold more information than a traditional, one-dimensional (1D) barcode with lines and spaces. This is why you’ll often see them used to embed website URLs. These types of 2D barcodes are the future of barcoding.

GS1 has its own 2D standard, GS1 DataMatrix, along with “QR Codes powered by GS1” (built on GS1 Digital Link). Unlike a generic QR code you’d generate for free, these embed the same GTIN structure as a UPC or EAN, plus optional extras like batch/lot numbers and expiry dates, all in one scan. This is the format behind GS1’s Sunrise 2027 initiative, which we cover in more detail later in this guide.

ASIN, FNSKU and ISBN: marketplace and publishing identifiers

Not every barcode you’ll need fits neatly into the UPC or EAN mold. If you’re selling on Amazon or dealing in books, you’ll run into a whole different set of identifiers, ones that are specific to the platform or industry rather than universal like a GTIN.

Amazon Standard Identification Number (ASIN)

ASINs are 10-digit numbers assigned by Amazon when you create a new product on their website. Sometimes, an ASIN already exists for a product, in which case the seller can create a listing under that ASIN. These numbers make it easier for consumers to find specific products from various vendors. So, if you’re an ecommerce business owner barcoding products to sell on Amazon, you’ll need an ASIN.

Fulfillment Network Stock Keeping Unit (FNSKU)

If you sell through Fulfilled by Amazon (FBA), you’ll also need an FNSKU, a code unique to each seller that lets Amazon track your inventory as it moves through the fulfillment process. We go into the full FBA vs. FBM breakdown later in this guide, under “What barcodes does Amazon require?”

International Standard Book Number (ISBN)

An ISBN is used to identify a unique book. It permits you to specify a suggested retail price and is required if you plan to sell a book in any traditional bookstore. Most books will also need a UPC or EAN to ensure they can be sold elsewhere, such as in department stores. A great option for anyone dealing with books would be to use barcoding software that allows you to assign multiple barcodes to a single product.

How many barcodes or GTINs does each product need?

Every product you carry will require a unique barcode. If that product has multiple variations, each of those variations will also need a unique barcode.

Let’s say, for example, that you were selling T-shirts. Each shirt comes in both men’s and women’s in 3 sizes and 5 colors. In this example, you would need 30 unique barcodes (men’s/women’s (2) x sizes (3) x colors (5) = 30).

You should also consider how you’re selling the products. For example, if you sold all of those shirts individually and in packs of five, you would need 60 unique barcodes (men’s/women’s (2) x sizes (3) x colors (5) x package sizes (2) = 60).

How to set up a barcode inventory system step by step

In this next section, we’ll cover how to create barcodes for internal use. For GS1-registered identifiers rather than internal-only barcodes, jump to the “GS1 barcodes by country and selling channel” section below.

Build your product database and SKU structure

If you’re using barcodes internally, you should start by creating a product naming or numbering system. For example, if you sell backpacks, the code for a 60L Black Bombay Backpack might be 60LYBLBO. The important thing to remember here is you can get as fancy or stay as simple as you’d like. You could also generate random numbers/letters as product codes, which would work similarly.

Many businesses prefer using naming conventions that both humans and machines can read. That way, if you don’t have a barcode scanner handy, you can confirm what the product is at a glance.

Generate internal barcodes

Now that you have a naming convention, you’ll need to change the text into something a scanner can read. For this, you’ve got a couple of options, and neither one requires any special software or technical know-how. Here’s what each option looks like in practice.

Create barcodes with a barcode font

Creating your own barcodes with a barcode font is easy. We recommend either Code 39 or Code 128, and we’ve even got our own free Code 39 font pack ready to download.

Installing the barcode fonts is simple and takes just a few clicks.

For Windows: After downloading the font file, double-click it and click “install” in the next window. You can also try right-clicking the “inFlow Code 39 Barcode.ttf” or “Code 39—Machine Readable.ttf” font files and selecting the install option from that menu.

For macOS: Download and double-click the font file, then click the “install font” button at the bottom of the preview.

Once you have your fonts installed, they should be ready to use in any program that supports True Type fonts, such as Microsoft Word or Excel. To find the fonts, start typing “inFlow Code 39 Barcode” or “Code 39 Machine Readable” while your font list is selected to avoid scrolling through your entire font list.

It’s also important to note that you must add an asterisk (*) to the beginning and end of your data. These asterisks won’t appear once scanned; they’re just there so that scanners know when the barcode starts and stops. So, for example, to create a barcode of “1321MTLW,” you would enter “*1321MTLW*”. Remember that adding spaces will create two separate barcodes, so you must use a hyphen or dash instead of spaces.

Create barcodes with a barcode generator

The second option for anyone looking to use barcodes internally is to use a barcode generator. You simply enter your data, and voila, it generates the barcode in your chosen symbology. There are a lot of free barcode generators online, but not all of them are equal. This barcoding guide will focus on our top choice, Barcode TEC-IT.

Barcode TEC-IT is an excellent tool for generating barcode numbers and images you can easily download and print on labels. It covers all common symbologies you might want to use, including UPC, EAN, Code 39, and Code 128. It will even generate a series of barcode numbers with your own prefixes and suffixes. This is great for separating your products into categories. For example, one category of products could use “RED” as a prefix, while another could use “BLUE.” Once you’ve created your barcodes, you can simply download a single .zip file with all your various barcode images, and you’re ready to start printing.

The only caveat is that printing multiple image files in one batch might be more challenging. If you’d like your barcodes generated into a single printable file, we’d suggest trying our software, inFlow Inventory.

Our app can do everything Barcode TEC-IT can, but we also place all the barcodes we generate onto a PDF that’s easy to print and cut out. We even updated our built-in label designer, allowing you to create custom labels with 1D barcodes, QR codes, logos, text, and more!

Design and print barcode labels

Before you print anything, take a moment to think about what you actually want on the label. A barcode by itself is functional, but most businesses pair it with a product name, SKU, price, or logo to make the label useful at a glance, not just to a scanner. If your software has a built-in label designer (inFlow’s does), you can lay out all of these elements together and save the template for future use, so you’re not rebuilding it from scratch every time you add a new product.

Once you’ve designed your barcode labels, print them with a label printer so you can attach them to your products. If you’re looking for something durable and built for mobility, the inFlow Portable Printer is a great option (more on this in the hardware section below).

Regardless of which type of printer you choose, it’s a good idea to get some sticky label paper so you can physically attach your barcodes to your products. We’ve found the Avery series of label stickers is affordable and easy to set up. They have options for both laser and inkjet printers, so you should be able to find what you need.

Place barcode labels for reliable scanning

Where you place barcodes on products or packages will impact the ability of scanners to read them. If you’re scanning your products through a traditional checkout, the most common placement would be on the bottom right-hand corner. If you use barcodes for warehousing, you’ll want to place the barcode somewhere you can scan it easily when picking items.

In general, you’ll want to place your barcodes on a smooth area of the package. Avoid the edges and allow enough white space around your barcode labels to ensure a clean scan.

Test barcode labels before rollout

We stress-tested the Code 39 fonts with the inFlow Smartphone Scanner and found that the font could be reliably read at size 24 if you’re printing with a basic inkjet printer. However, we did have some success with a font size as small as 16.

Before you start sticking labels on your entire inventory, print a small test batch and scan each one under the actual hardware and lighting conditions you’ll be using day-to-day. A barcode that scans perfectly under office lighting on a laser printer might not hold up on a dim warehouse floor printed from a basic inkjet. Catching that now saves you from re-labeling hundreds of products later.

Connect your barcodes to an inventory database

A barcode is only as useful as the data behind it. Scan one without a system in place, and all you’ll get is a jumble of characters typed out like a keyboard input: no product name, no price, no stock count. For a barcode to actually mean something, it needs to be linked to a product record first.

That means before you start scanning anything into your workflow, you’ll need to build out a product database. This is where you store the details, like name, SKU, price, and description, that get pulled up the moment a barcode is scanned. Even major retailers using UPCs go through this same step; the barcode itself doesn’t carry any of that information; it just points to it.

We’ll cover barcode software more later in this guide, but for now, just know this: get your product data into a system first, and the rest of your barcode workflow will fall into place.

Barcode hardware: scanners and printers

Now that you’ve got your newly minted barcodes, what do you do with them? For starters, you’ll need something to print your barcodes and something to scan them. You could get a label printer with some sticky label paper or just use a basic inkjet printer. To scan your barcodes, you could purchase a dedicated barcode scanner or just use the camera on your smartphone.

Whichever option you choose will have advantages and disadvantages. So, it’s best to find the one that works best for your specific barcoding situation. We’ll cover some of the available options in more detail below.

Smartphone vs dedicated barcode scanner

Hands down, the most accessible barcode scanner is the 2D camera-based scanner (i.e., smartphones). Data suggests that 77% of people living in the US own a smartphone, so chances are you’ve got one in your pocket right now.

The camera on your smartphone takes a picture of the barcode and uses software to decode it. Much like a wireless smart scanner, you can have whatever software you use loaded right onto your phone. This would eliminate the need for a computer altogether.

This option is excellent for people on a tight budget who still want to reap the benefits of a barcoding system. While the scanning process is slower, you’ll still get the same results.

The most notable difference between dedicated scanners and smartphones is speed. Laser scanners consistently outperform smartphones when it comes to scanning speed. So, if you’re doing a lot of scanning on any given day, your smartphone might not cut it. This goes double for scanning in dimly lit areas since smartphone cameras need more available light to scan properly.

Another thing to consider is whether or not you want a dedicated scanning device. Some people don’t like the distraction of carrying around their personal devices while on the job. Additionally, you can leave dedicated devices in the work area, so they’ll always be there when you need them.

1D laser scanner vs 2D imager

Barcode scanners generally fall into four categories: pen, CCD (charged-coupled device), laser, and 2D imager (the same camera-based technology found in smartphones). For most small businesses, it comes down to a choice between two: laser scanners and 2D imagers.

Laser scanners deploy a laser beam across a barcode using mirrors, then use a photodiode sensor to measure the light reflected back and generate a unique waveform. They’re fast, accurate, and typically the most affordable option.

2D imagers work more like tiny cameras. Instead of relying on a laser, they capture a full image of the barcode and use software to decode the pattern.

Most small businesses tend to go with a laser scanner because they offer the best bang for your buck. And if you go that route, you’ll have another decision to make: wired or wireless.

Wired vs wireless barcode scanners

If you’re not sure whether or not you should cut the cord, so to speak, just consider a few things. If you scan your barcodes at a centralized location, like a point-of-sale (POS), a wired scanner would work great. On the other hand, if your workflow requires a lot of mobility, for example, you pick products from a warehouse, you’ll need to go with the wireless option.

Wired scanners

The most common wired barcode scanners connect to your computer via USB. These scanners are generally plug-and-play and don’t require you to download any extra drivers or software. They’re cost-effective, don’t need to be recharged, and don’t rely on signal strength (which can be an issue with wireless).

Wireless scanners

There are three types of wireless scanners. The first uses a USB dongle to connect to your computer via a 2.4 GHz signal. These scanners work much like a wired USB scanner in that all you need to do is plug in the USB, and you’re good to go.

The second type connects to your computer via Bluetooth. These don’t require a cumbersome USB dongle, but you will need to pair them with your computer before using them. Both the 2.4 GHz and Bluetooth options have a limited range. Some of these scanners come with built-in memory. In the event the device goes out of range, it will store the data in the local memory until it can resync and update your computer.

Finally, there are smart scanners, which are handheld computers that run their own operating systems. These are great because whatever barcoding software you use is loaded right into the scanner itself, so there’s no need to connect to your computer. A Wi-Fi connection is all you need to update your data in real-time.

Thermal vs laser or inkjet barcode printers

Choosing the best barcode label printer can be daunting, which is why we built our own. The inFlow Portable Printer is a compact, wireless label printer purpose-built for busy warehouses and mobile workflows. With support for both iOS and Android, you can print labels directly from your phone or tablet. It’s rugged enough for warehouse conditions, yet small enough to toss in a drawer when you’re done. It’s a smart pick for businesses that need to print on the go without sacrificing speed or quality.

Specialized label printers also print much faster, letting you crank out as many labels as you need (provided your roll is loaded). Better yet, the inFlow Portable Printer is thermal, meaning it uses heat instead of pricey toner. If you’re barcoding a lot of products, thermal is the way to go.

With inFlow, you can use your Portable Printer to create pricing labels, barcode stickers, and more, right inside the software.

That said, specialized printers aren’t for everyone. If you only need to print a handful of barcodes here and there, a standard office printer will do just fine.

All you need is label paper, available at any office supply store. It often comes with a Microsoft Word template, so you can copy and paste your designs or type barcodes with a barcode font. One tip: inkjet and laser printers require different label paper, so make sure you buy the one compatible with your printer.

Barcode use cases for small businesses

By now, you should have the basics of setting up a barcode system. But what does that actually look like in practice? The truth is, barcodes are useful just about everywhere, whether you’re ringing up customers at checkout, managing a warehouse full of pallets, or just trying to keep track of expensive business assets. Let’s look at how different types of businesses put barcodes to work.

Retail stores and point of sale

The most recognized use case for barcodes is in retail stores. Who isn’t familiar with the experience of going through the checkout and hearing that iconic beep? Each item scanned has a unique barcode registered to it. Having a GS1 registered barcode is an absolute necessity if you’re selling your products in any store other than your own.

Aside from being a requirement, barcodes in retail give you the ability to pick and receive items and check stock levels. When used alongside a point-of-sale system, you can also use them to check out customer orders. If you’re a retailer, you absolutely need to have some sort of barcoding system.

Ecommerce and online marketplaces

Your ecommerce business model will dictate what type of barcodes you need. As mentioned above, GTINs, in the form of UPCs, EANs, etc., are good to have if you want to sell your products on multiple platforms.

If you’re running a smaller ecommerce business and not selling your products through a large retailer such as Walmart or Amazon, you may not need registered barcodes at first. However, you’ll find it difficult to scale because you’ll be limited to doing business independently.

The bottom line is that registered barcodes are equally as important for ecommerce shops as they are for brick-and-mortar stores.

Warehousing, wholesale and distribution

Wholesalers and distributors have a lot more to worry about when it comes to barcodes. In addition to having registered barcodes on each product, you’ll also need to provide a GTIN for the various package sizes you distribute. For instance, if you were supplying an ecommerce shop with cell phones, the phones would need a GTIN, but the package they came in would also need one.

A wholesaler who wishes to win business from a new retailer will need to make the process as easy as possible for their potential customer. This means complying with the standard international requirements that registered barcodes bring to the table. GS1 barcodes allow the retailer to identify the product and where it originated.

You may also need separate barcodes for other purposes, such as tracking shipments, allowing you to stay updated on where your products are at any time.

Manufacturing and assembly

Products coming off an assembly production line use several parts you must order, store, and account for. Keeping track of everything in the manufacturing process would be a total nightmare without a proper barcoding system.

Generally, all manufacturing and assembly operations create their products using a bill of materials (BOM). Attaching a barcode to each part on your BOM means you can scan them at every stage of the process. This updates the system, provides information about that specific item, and collects data about the process as a whole.

Using barcodes in this environment helps data stay up to date, avoids manual errors, and logs what’s happening on the production line. Later, this information can provide valuable insights, such as your cost of goods manufactured (COGM). Setting up a barcoding system in a manufacturing environment will completely change the way your business operates.

Asset and supply tracking

Office management can be a big undertaking, especially when dealing with a range of supplies, equipment, and furniture that isn’t always where it should be. With barcodes, you can streamline your operation and reduce the time spent tracking and managing your office supplies.

When you receive a delivery, you can use a barcoding system to scan the items to find information on where they’re stored and add them to your existing inventory. When taking out supplies, you can scan them and remove them from stock. Similarly, you could use barcodes to log any office equipment in and out to track the whereabouts of all your assets.

Barcoding is a simple way to know precisely what you have, where it is, and where it needs to go. It removes the hassle of updating your records.

Construction & field services

Construction sites see their fair share of manual labor, but automated processes have their place, too. Barcodes can help everything run smoothly in several ways. For example, you could use barcodes to check tools and equipment in and out of a specific area. Quickly scanning a barcode saves time from manually signing a sheet and easily shows which equipment is available.

Additionally, as deliveries are received, they can be assigned a barcode and added to inventory with a few quick taps on a phone or scanner, keeping the system up to date. Barcodes can be especially useful when storing materials or tools on vehicles, such as a mobile job site workflow.

Each truck would act as a warehouse, and technicians can scan and log resources as they use them while out on a job. A barcoding system would give greater visibility, showing you where everything is and which trucks have what. This would eliminate the need for a large long-term storage location.

GS1 barcodes by country and selling channel

Anyone looking to use barcodes outside of their business must use official GS1 barcodes. GS1 is a not-for-profit, neutral organization that designs and implements global standards across different sectors. One of the many things they are responsible for is distributing registered barcodes that adhere to these standards. So, if you wanted to sell goods at another retailer or even online, you would need to purchase a barcode from GS1.

When you buy a barcode from GS1, you register and purchase a Global Trade Item Number (GTIN). GS1 will take that GTIN and encode it into a UPC, EAN, or other symbology. Small and large businesses alike can benefit from a GTIN, whether they need a one-off code or large quantities. GTINs ensure product authenticity and protect the seller and anyone doing business with them.

United States: getting barcodes from GS1 US

Getting GS1 registered barcodes is a straightforward process you can complete online. Head to the GS1 US website, select a GS1 US GTIN or company prefix, add it to your cart, and pay. Within minutes, you’ll get a welcome email with everything you need, including access to your online member center.

Cost depends on how many barcodes you need. GS1 recently introduced a program letting small businesses purchase single GTINs for $30 with no renewal fee, so even a handful of products is covered. We’ve also teamed up with GS1 to create our own inFlow GTIN Barcode Shop, making it even easier to buy individual barcodes.

If you’re a larger or growing business needing more than ten barcodes, you’ll want a company prefix instead. These start at $250 for ten barcodes, plus a $50 annual fee. You can view the complete GS1 US price list on their website.

The tier you purchase determines your UPC structure. As mentioned earlier, UPCs are 12 digits. At 10,000 barcodes, your company prefix is the first 7 digits, your product number is the next 4 (10,000 possible combinations), and the last digit is the check digit. At 100,000 barcodes, that shifts to a 6-digit prefix and 5-digit product code, and so on.

You can also have your barcodes printed through a GS1 service provider, or access them yourself via the GS1 US Data Hub, where you can generate, track, and export labels for printing.

Canada: getting barcodes through GS1 Canada

If you’re operating out of Canada, you’ll register your barcodes through GS1 Canada rather than GS1 US. The core process is the same: you’ll purchase either a single GTIN or a company prefix, and GS1 Canada will provide the required documentation and access to their member portal. Pricing tiers are structured similarly to GS1 US, though the specific fees are set independently, so it’s worth checking GS1 Canada’s website directly for current rates before you register.

UK, Europe and other countries: find your local GS1 organization

In this barcoding guide, we’ve focused mainly on GS1 US. If you’re outside the US, you’ll need to register your GTINs with the GS1 office specific to your country. Luckily, with over 120 offices worldwide, you’ll have no problem finding a location near you.

Sunrise 2027: what small businesses should prepare for

GS1’s Sunrise 2027 initiative is an industry-wide push to get retail point-of-sale systems capable of scanning GS1-compliant 2D barcodes, like GS1 DataMatrix and QR Codes powered by GS1, alongside the traditional 1D barcodes covered above, by the end of 2027. This isn’t a hard cutoff where your existing UPCs stop working; both formats will coexist for a long transition period. But if you’re setting up a new barcode system today, it’s worth knowing that 2D is where things are heading, and dual-labeling products with both a 1D and 2D barcode is becoming increasingly common as retailers prepare on their end. For the full breakdown of what’s changing and when, check out our dedicated guide to GS1 Sunrise 2027.

What barcodes does Amazon require?

Every product sold on Amazon has a unique identifier, whether that’s its UPC or an Amazon Standard Identification Number (ASIN). These codes identify each product and the seller shipping it, much like barcodes on physical goods.

Products with manufacturer numbers, like UPCs or EANs, don’t need an ASIN. When you upload a product with a UPC, Amazon automatically checks the GS1 database to verify it’s legitimate, then lists it alongside every other seller offering that same registered number.

Products without a manufacturer barcode must use an ASIN instead. This includes:

• Used products
• Products with no UPC, EAN, JAN, or ISBN
• Restricted or dangerous products
• Products with an expiration date
• Consumable or topical products
• Media products
• Products for children or infants

Like UPCs, ASINs are unique to the product they’re attached to. So if multiple sellers list the same item, they’ll share an ASIN.

There are two ways to sell through Amazon: Fulfilled by Merchant (FBM) and Fulfilled by Amazon (FBA). Going the FBA route means you’ll need a Fulfillment Network Stock Keeping Unit (FNSKU), a code unique to each seller that lets Amazon track your inventory through the fulfillment process. Unlike ASINs, FNSKUs must be printed and physically attached to your products. You can label them yourself before sending inventory to Amazon, or pay a small fee through Amazon’s FBA Label Service to have it done for you.

Setting up barcodes in Amazon

Getting all the required barcodes set up on your Amazon store is pretty straightforward. When creating a new listing, there will be a field for Product ID. In this field, you would put in your UPC, EAN, ASIN, or any other barcode registration number that may be attached to your product. If you sell a unique product with no GS1 registered barcode, Amazon will automatically create a new ASIN. If you set your product to FBA, Amazon will make a FNSKU. You can access these barcodes and print them on your Manage Inventory page within your Amazon Seller Central account.

Barcode software: Excel vs inventory management systems

You’ve got your barcodes, your scanner, and your printer. So what’s left? Software. This is the piece that actually turns a scanned barcode into useful, actionable information. For many small businesses, that starts (and sometimes stays) with a spreadsheet. But is Excel really up to the task? Let’s find out.

What Excel can and cannot do with barcodes

When you’re first starting your business, creating barcodes in Excel is a great choice. It’s super accessible since most people already have it on their computer and understand how it works. But, over time, keeping up with the growing number of rows and columns can become overwhelming.

Excel doesn’t unleash the true potential of barcodes either. You can scan a barcode and have its contents populated into a cell, but that’s the extent of it. Sure, automating your keystrokes is helpful, but you’d be ignoring the true power of barcodes.

Inventory software was purpose-built for inventory management, and most, if not all, can utilize barcodes in a meaningful way.

Inventory workflows barcode software can automate

Using an inventory management system with your barcodes means you’ll get the most out of your barcoded items. Software like inFlow can help you build your product list from scratch or import your existing inventory spreadsheet from Excel. So, even if you got started in Excel, you should be able to transition to inventory software easily. Once you’ve created your product list, you can make unique barcodes with just a few clicks.

An inventory management system with a built-in barcode system could help you in several ways. You could scan your barcodes to:

• receive items
• pick items
• check stock
• adjust stock
• transfer stock
• look up orders

With every scan, you’ll save time as you automate large chunks of your workflow. Think about the things you do for orders and inventory each week. A complete barcode system gives you shortcuts throughout your day, saving you time. You’ll be able to populate purchase orders, fulfill pick lists, and check stock locations/sublocations—all in less time.

How inFlow ties everything together with integrations

What makes inFlow even better is the range of integration options it offers with programs you may already use. Take QuickBooks Online and Xero, for example. inFlow will manage your inventory and order management, while QuickBooks Online or Xero would handle the finance side of things.

inFlow offers integrations with platforms like QuickBooks Online, Xero, Shopify, Squarespace, Amazon, WooCommerce, and over 95 others through Extensiv. So, there’s a good chance it can connect with whatever software you have in your lineup.

Final thoughts

In the modern age, no matter your business structure, the old ways of pen and paper and spreadsheets are not only tedious and stressful, but they’re also impractical. If you’re dealing with a lot of products or assets, you need a system that can keep up. With barcodes, you can save hours of manual entry and invest all that extra time back into your business.

Generating, printing, and scanning barcodes is only half the battle. Barcode systems like inFlow make your life easier by speeding up the input, processing, and retrieval of important inventory information. It makes your records more accurate, helps you move products faster, and frees up more of your valuable time.

FAQ

Can I make my own barcodes for free?

Yes. If you only need barcodes for internal use, like asset tracking or manufacturing, you can create your own using a free barcode generator or a free barcode font in a program like Microsoft Word. These barcodes won’t be recognized outside your business, but they’re perfectly fine for tracking stock, assets, or shelves internally.

Do I need GS1 barcodes to sell online?

Technically, selling your products online doesn’t require you to use GS1 barcodes. In theory, if you sold and distributed your products entirely on your own, you could get away with using unregistered barcodes. However, some online marketplaces, such as Walmart and Amazon, require a GS1 barcode to list products on their platform. Other platforms, like Shopify, don’t require a UPC since it’s ultimately just you and your products.

But you should know that properly barcoding your online products helps them be found more easily in search results. At the end of the day, using registered barcodes for your ecommerce business would increase the chances of your products showing up when your customers shop.

Can I use my SKU as a barcode?

If you’re using your barcodes internally, you may want to create barcodes based on product SKUs. However, if you’re looking to use your barcodes externally, you’ll need to register your barcodes with GS1, in which case your barcode and SKU numbers won’t match. To make things easier, many businesses use the registered barcode number as their SKU. But that’s entirely up to you.

What is the difference between UPC, EAN and GTIN?

A GTIN (Global Trade Item Number) is the underlying number GS1 assigns and encodes into your barcode. UPC and EAN are the two most common formats that carry a GTIN: UPC is 12 digits and used mainly in North America, while EAN is 13 digits and used in Europe and most other regions. In short, UPC and EAN are the barcode formats; GTIN is the number inside them.

Do different product variations need different barcodes?

Yes. Every product variation, whether that’s size, color, style, or packaging, needs its own unique barcode. For example, a T-shirt sold in men’s and women’s cuts, 3 sizes, and 5 colors would need 30 unique barcodes, and that number climbs further if you sell it in individual units and multi-packs.

Can I scan inventory barcodes with my phone?

Yes. Your smartphone’s camera can scan barcodes with the right software, making it the most accessible option for tight budgets. It won’t scan quite as fast as a dedicated laser scanner, especially in dim lighting, but it’ll get the job done.

Are 2D barcodes replacing UPC barcodes?

Not overnight. 1D barcodes like UPC and EAN remain the standard today, but 2D barcodes, like QR codes and GS1 DataMatrix, are widely considered the future of barcoding since they can hold far more data in the same space. GS1’s Sunrise 2027 initiative is pushing retail systems to support both formats side by side, so expect a long transition period rather than a hard switch.