QR codes offer more flexibility than traditional barcodes—they hold more data, scan from any angle, and work with smartphone cameras. Learn when to use QR codes for inventory, what data to encode, and how to implement them effectively.
Last updated: 2026-01-03
QR codes offer unique advantages over traditional barcodes for certain use cases.
QR codes hold up to 4,000 characters vs. 20-25 for barcodes. Encode URLs, detailed specs, or multiple data fields.
Any smartphone camera can scan QR codes. No dedicated scanner needed—perfect for mobile teams and field use.
QR codes scan from any direction. Unlike barcodes that need horizontal alignment, QR codes are forgiving.
When to use each for inventory management.
| Feature | QR Code | Barcode (1D) |
|---|---|---|
| Data capacity | Up to 4,000 characters | 10-25 characters |
| Scan angle | Any direction (360°) | Horizontal only |
| Phone scanning | Built-in camera works | Needs app or scanner |
| Scan speed | Fast, but slower than laser | Fastest with laser scanner |
| Label size | Larger (1" minimum) | Can be very small |
| Best for | Assets, URLs, detailed data | High-volume, simple ID |
Recommendation: Use QR codes when you need richer data, phone-based scanning, or customer/public-facing labels. Use traditional barcodes for high-speed checkout, warehouse picking, and when dedicated scanners are available.
Where QR codes add the most value.
Track equipment, tools, and fixed assets. QR code links to maintenance history, warranty info, and assignment records. Scan to check out or log service.
Label shelves, bins, and zones with QR codes. Scan to see all items at that location, or to assign items during put-away. Speeds up warehouse navigation.
Technicians scan QR codes on equipment to access manuals, log service, or order parts. No app needed—just a phone camera and a URL.
Include QR codes on shipment labels or pallets. Scan to receive entire shipment, view contents, or update inventory—faster than scanning individual items.
Post QR codes near supply cabinets. Staff scan to request restock, log usage, or see supply levels. Low barrier—no training needed.
QR codes on products can link to manuals, warranty registration, or reorder pages. Customers scan with their phones—no app required.
Keep it simple—more data means larger QR codes. Choose based on your use case.
Encode just the SKU or asset ID. The QR code acts like a barcode—your software looks up the item by ID. Smallest QR code, most compatible.
Encode a URL that opens the item in your inventory software. Anyone with a phone can scan and see item details, make updates, or log activity. Most flexible for multiple use cases.
Encode multiple fields (SKU, location, batch, serial) in structured format. Useful for offline scenarios or when you need data without network access. Requires custom parsing.
For most inventory use cases, encode a URL to the item page in your software. This is flexible, works with any phone, and lets you update what the URL shows without changing labels.
Use your inventory software's built-in generator, or free tools like QR Code Generator. For batch generation, export a list of URLs and use bulk generators.
Minimum 1 inch (2.5 cm) for reliable phone scanning. Use synthetic labels for outdoor or harsh environments. Test scanning before printing large batches.
Print on Avery-compatible labels with a standard printer, or use a thermal label printer for higher volume. Apply to items, shelves, or equipment where scanning is convenient.
Show staff how to scan with phone cameras or your inventory app. Define workflows: scan to check out equipment, scan to log service, scan to update quantity.
Black on white is most reliable. Avoid colored QR codes unless you test scanning thoroughly.
Print the item name or ID below the QR code. Helps when codes are damaged or scanners unavailable.
Leave white space around the QR code (at least 4 modules). Crowded labels cause scanning failures.
Print a few test labels and scan with multiple phones. Check readability at expected distances.
Shorter URLs make smaller QR codes. But if the shortener service goes down, your codes break. Use your own domain when possible.
Use UV-resistant synthetic labels or laminate covers for outdoor equipment. Faded codes do not scan.
StockZip generates QR codes for every item and location. Scan with any phone to view details, update quantities, or log activity. No app download required.
Common questions about scanning, offline mode, pricing, and migration.
Yes, QR codes work well for inventory management, especially when you need to store more information than a simple barcode. They are scannable by any smartphone camera, making them accessible without specialized hardware.