Inventory Barcode Labels

Barcode labels are the physical layer of an inventory tracking system, and the system has three parts that have to agree: the label on the item, the scanner that reads it, and the software that holds the record. Labels carry the identifiers, scanners capture them without typing, and the software matches each scan to a record and updates quantity, location, or status. Two label families do different jobs in a warehouse. Item and stock-number labels, the ones on this page, identify what a thing is. Location labels identify where it sits, and those go on racks, shelves, and bins. For the location side, see our warehouse asset labels. Scan both in sequence, item then location, and the system knows what is where without anyone writing it down.

Use a 1D barcode when the label only has to carry a number, and a QR code or Data Matrix when it has to carry more or fit somewhere small. A traditional 1D barcode such as Code 128 is read by every laser scanner and stocks the number reliably, but it needs horizontal width. A 2D code holds far more data in a square footprint, stays readable when part of it is damaged, and scans from a phone camera at any angle, which matters if your team uses phones instead of dedicated scanners. Data Matrix is the better 2D choice on very small items because it works at tiny sizes. For 2D formats, see our 2D code labels and QR code labels. For most warehouse inventory, we recommend Code 128 with human-readable numbers, and 2D where items are small or phones are the scanner.

Size the label to the item and to the scan distance, not to the barcode alone. Our most common inventory sizes are 0.75 by 1.5 inches and 0.75 by 2 inches, which fit tools, cartons, small equipment, and IT assets while leaving the barcode wide enough for a reliable read at arm's length. Go smaller, down to under an inch, only for items where nothing else fits, and expect to scan from closer. Go larger, above 2 inches wide, when the label is read from several feet away or from a lift. Two rules decide it: a 1D barcode needs width to hold its digits, so a longer number needs a wider label, and a quiet margin of blank space on both ends of the code is required for any scanner to find it. Browse by size and shape, or order free samples and test a scan before committing.

For new inventory systems, we recommend Code 128, and Code 39 only when an existing system requires it. Code 39 encodes 43 characters, uppercase letters and digits only, and spends nine elements per character, so the barcode grows wide quickly. Code 128 encodes the full 128-character ASCII set in six elements per character, so it fits the same number in less width, and it carries a mandatory check digit that Code 39 does not, which cuts misreads in high-volume scanning. Code 39 survives mainly in government, education, and older asset systems built around it. Check what your software expects before ordering, since the labels arrive pre-printed and the symbology is fixed at print.

Choose the material by what the label has to survive, since the print outlasts the label only if the label stays attached and readable. For indoor stockrooms and office inventory, economy plastic is enough. For tools, machinery, and anything wiped down or handled constantly, we recommend premium plastic or anodized aluminum asset tags, which resist abrasion, solvents, and cleaning. For outdoor yards, vehicles, and equipment left in sun and weather, we recommend weatherproof outdoor asset tags in polyester or metal, since UV is what kills a label first. Where items get moved or stolen, use tamper-evident labels that destruct on removal. Where the label is temporary, such as seasonal stock or consigned goods, use removable asset labels, which lift cleanly without residue.

Pre-printed inventory barcode labels are the whole implementation for most small operations, because the labels arrive numbered and no printer, ribbon, or label software is needed. Scanning adds little on top: a phone camera works as a scanner with 2D codes, free asset tracking software is available at assettiger.com, and a dedicated handheld laser scanner is a one-time purchase if you prefer one. Per-label cost drops as quantity rises, so order the full sequence you expect to need rather than a short run you will repeat. Request free samples first to confirm the material and size before you buy the run, or call 1-888-343-3729, Monday through Friday, 8:00am to 7:00pm EST, for a quote on a large sequence.