The complete guide to barcodes you didn't think you needed

Part I

Introduction

Barcodes are the invisible backbone of modern retail — and they are no longer a preserve of large supermarkets. If your business stocks products of any kind, a solid understanding of barcode systems can save you time, cut errors and open doors to major retailers. Most people picture a cashier scanning a checkout line, and retail stores are indeed the biggest user base. But the benefits reach far deeper into your operation than the till.

Some owners are reluctant because they think their business isn't large enough, that it's costly to implement, or they fear disruption to a working system. In reality, setting up barcoding is largely inexpensive, and every business — large and small — can benefit beyond just keeping track of inventory.

A short history of barcodes

A barcode is a machine-readable code — a pattern of lines, numbers, and sometimes symbols — printed on a product to help identify it. The barcode was the brainchild of Joseph Woodland, a mechanical engineer at Drexel University in Philadelphia. Invented in 1949, it has undergone continuous evolution as new ways are conceived to encode more and more information.

Barcodes started out as one-dimensional patterns of black lines on white, readable only by dedicated scanners. Today they come in a slew of shapes and sizes, and many devices can interpret them — including the smartphone in your pocket (QR code, anyone?).

How barcodes work

A product's data is contained in the pattern of lines and numbers that make up the code. The string of numbers at the bottom is the Universal Product Code (UPC), and it holds all the information attached to a given barcode. The scanner can't read the numbers as they appear — it decodes the parallel lines, then the computer looks up the UPC and the product information pops up on screen.

For example, a code that appears as 014733345877 could display on the cash register as Item #: 1234567 — Description: Ray-Ban Sunglasses — Price: $42. The relationship between item and barcode has to be established in advance, either by the business itself or in conjunction with GS1, a non-profit that licenses barcodes to businesses worldwide.

When you register with GS1, you are assigned a prefix that goes into every code on your products, uniquely identifying your brand wherever it's scanned. You don't have to register with GS1 to use barcodes if you sell directly to consumers — but if your products move through retailers like Walmart, Target and Amazon, a GS1 certificate is typically required.

TL;DR: You can identify the manufacturer of any product using the GS1 prefix — the first six digits of the item's barcode.

Part II

Types of barcodes

There are more than a dozen types of barcodes. Although most serve the same purpose — product identification — some are best applied in certain circumstances. The type you use depends on how you intend to use them and which part of the world you're selling in. Generally, all barcodes fall into three categories by symbology:

1. Numeric-only barcodes
2. Alpha-numeric barcodes
3. 2-dimensional (2D) barcodes

1. Numeric-only symbologies

Also known as one-dimensional (1D) or linear barcodes, these are the traditional, most recognizable form. UPC codes (UPC-A with 12 digits, UPC-E with 6) are the most widely used on retail products. EAN codes — European Article Numbers, now used internationally — are designed for POS scanning, with the popular EAN-13 and compressed EAN-8. Other numeric symbologies include Industrial 2 of 5, ITF (Interleaved 2 of 5), Standard 2 of 5, POSTNET, Code 11 and Codabar.

2. Alpha-numeric symbologies

These mix letters and numbers. Code 39 (Code 3 of 9) was the first alpha-numeric barcode and is widely used outside retail in electronics, healthcare, automotive and defense. Code 93 (USS-93) is more compact and secure, used in logistics. Code 128 does what Code 39 can, only better — good density, broader character set, split into subsets A, B and C — and is used mostly in non-POS applications like ordering and distribution. The Plessey code and its MSI variation round out the family.

3. Two-dimensional symbologies

2D barcodes encode data through a matrix of dots, squares and hexagons, representing data both vertically and horizontally. They can hold up to 7,089 characters — far more than any 1D code — with built-in self-checking and redundancy. Examples include the QR code (quick-response, ideal for marketing), Data Matrix (a tiny footprint for small products and electronics), PDF417 (storing over 1.1 kb of data) and Aztec (common on transport tickets and boarding passes).

Part III

Barcodes you should consider

There are only so many barcodes you need as a small business owner. Here's how to choose the most practical code in different scenarios.

For in-house retail

Code 39 is simple but supports only upper-case letters. Code 128 is fast becoming the de facto standard, since most international codes (such as GS1-128) are built on it. EAN-13 is the everyday retail barcode — if you need a retail code today, this is your go-to.

For global retail

UPC is predominantly used in the US, Canada, UK and Australia; EAN dominates in Europe, Asia, Africa and Latin America. Your choice is guided by where your products are selling.

For specialized use

Use ITF (Interleaved 2 of 5) when shipping packaged products in corrugated boxes, and QR codes for marketing and advertising initiatives.

Part IV

What you need to create your own barcodes

Implementing barcodes is simple and affordable, provided you have the right tools. To do it in-house you'll need: a naming convention (decide the symbology and build the UPC information first); an inventory list with the numbers that identify each product; a printer (most standard inkjet and laser printers can print barcodes, though a dedicated label printer is better for regular or bulk work); barcode software; and barcode labels in the right material and size.

There are several ways to design barcodes: download free barcode fonts, use an online barcode generator (the easiest — key in your code and download), use standalone software like Microsoft Office and specialized tools, or print directly from an advanced POS system such as Lightspeed. If you sell wholesale, barcodes pair especially well with a dedicated order sheet so buyers can scan and reorder with a single step.

Part V

Printing your codes: choosing your barcode printer

The best printer depends on what you intend to use it for. Ask how often you'll print, whether it's ongoing or temporary, what size and shape of labels you need, how important speed, quality and durability are, and whether you need portability, color or integration with your inventory software.

Two printing technologies matter most. Thermal printing uses controlled heat: direct thermal needs no ink or ribbon and resists fading (a popular choice for barcode labels), while thermal transfer uses a wax or resin ribbon to print on many surfaces, including in color. Inkjet printing comes in thermal and piezoelectric variants — piezoelectric is faster, more accurate and more efficient. Across the four printer types — inkjet, thermal, dot matrix and laser — thermal printers are favoured for high-quality, long-lasting barcode labels.

Part VI

Barcode generator: choosing your barcode software

Before you print, your labels need to be designed. Most barcode label software does more than design barcodes — it handles asset tracking, inventory control, package labels and RFID tags — which is why these tools come at a cost, usually across multiple pricing plans. If you just want to design barcodes, even Microsoft Excel and Word can help (though they're limited — you can make Code 128 but not UPC or EAN).

A few professional tools worth considering: Now In Store (the only option with native e-commerce integration that auto-generates barcodes for your products and exports them into line sheets and catalogs); BarTender (GS1-certified, 400+ preformatted components); EasyLabel (an easy GS1 wizard); and NiceLabel Designer Pro (feature-rich with the EasyForm tool). Other worthy options include ZebraDesigner Pro, MarkMagic and Label Flow.

Part VII

Label material: choosing your barcode printing paper

The material you print on — known as face stock — matters as much as the hardware and software. Face stocks come in two main types. Paper is mostly used for direct thermal printing and suits general-purpose applications, inventory labeling and shipping — it's affordable but less durable, and white gives the best scan contrast. Synthetic labels are used for thermal transfer printing and resist chemicals, abrasion and the elements, making them ideal for harsh industrial conditions and outdoor products.

Synthetic materials include polypropylene (smear- and tear-resistant, recyclable), polyester (the most durable, resistant to oil, water, chemicals, heat and UV), polyethylene/polyolefin (good for curved surfaces like vials and bottles), polyimide (withstands temperatures up to roughly 250°C, ideal for electronics) and vinyl (flexible and cost-effective).

Wrap up. Barcode design isn't as straightforward as it may appear — symbology, printer, software and label material all play a part. With this guide we hope you have the essentials to implement a successful barcode system in your business, regardless of industry. Once your codes are set up, product tear sheets are a practical next step for sharing product details and barcodes with buyers. Here's to great designs!