How to use QR codes for inventory management

QR code inventory management is a system that uses QR codes to track, update, and manage inventory items in real time. Each product, asset, or storage location is assigned a unique QR code that can be scanned with a smartphone, tablet, or scanner to instantly access or update inventory data. 

While traditional barcodes have long helped businesses keep tabs on stock, QR codes were built to handle more complex, fast-moving inventory needs. Originally developed in the 1990s for industrial tracking, they’ve since become a flexible option for everything from warehouses and retail shelves to equipment and office assets.

Generating QR codes and using inventory tracking software

If you have a small business, you can still track your inventory like a pro. You just need a flexible and powerful tool like Jotform.

With Jotform, you can instantly generate QR codes for inventory forms and other tools. Jotform Tables is an ideal tool for inventory management. It automatically tracks each form submission, so you can update inventory in real time. It also offers several inventory templates to help you set up a system. Jotform has a generous free plan, so you can get started using it right away. You might think QR code inventory management is only for billion-dollar corporations, but it works just as well for startups and small businesses, especially with a flexible tool like Jotform. Here’s how to set it up in a simple, repeatable process:

1. Generate QR codes for items, batches, or locations with Jotform QR Code Generator.
2. Attach the codes to products, shelves, or pallets so they’re easy to find and scan.
3. Scan the QR code to log actions like receiving, moving, selling, or auditing stock in seconds.
4. Sync data automatically to Jotform Tables to keep inventory counts updated in real time and organized in one place.

Why QR codes are better for inventory management

QR codes store more information than traditional barcodes and can be scanned instantly with smartphones or standard scanners, which makes inventory updates faster and more accessible. They also support real-time tracking across items, batches, and locations, helping teams reduce manual entry errors and keep stock data accurate as inventory moves.

1. No specialized scanners required

Using QR codes for inventory management doesn’t require complex or costly equipment. Most teams can get started immediately with tools they already have, making adoption fast and accessible.

• QR codes can be scanned using any smartphone
• Employees don’t need extra hardware
• Easy access is a key reason for widespread adoption
  

2. Works with tools your team already has

QR code based inventory systems fit easily into existing workflows without adding new tools or complexity. Because they work with standard smartphones and web-based scanners, teams can update and adapt processes without reprinting or installing new software.

• Most employees already carry smartphones
• Dynamic QR codes remove the need for special software
• Can be scanned with basic, web-based QR scanners
• URLs can be updated to trigger different actions without reprinting codes
  

3. Higher data capacity than barcodes

Compared to traditional barcodes, QR codes can store significantly more information in a single scan. This higher data capacity makes it easier to link each item to detailed, up-to-date inventory records without cluttering labels.

• Barcodes typically store up to ~100 characters
• Most barcode formats support numbers only
• QR codes can store over 4,000 characters
• Supports links to detailed, live inventory records
  

4. More durable in real-world environments

QR codes are built to perform reliably in demanding, real-world environments. Their error-correction capabilities make them a better fit for warehouses and stockrooms where labels are exposed to regular wear and damage.

• QR codes remain readable even if up to 30% is damaged
• Better suited for warehouses and stockrooms
• Handles scratches, scuffs, and wear more reliably than barcodes

QR codes vs barcodes: When to use which for inventory management?

QR codes and barcodes both support inventory tracking, but they fit different workflows. Use the guidelines below to choose based on your data needs, item movement, and the tools your team uses.

Use QR codes for inventory management when

QR codes are best for inventory management when you need to store more information than a barcode can hold or link to detailed inventory records, and when you want fast scanning with smartphones or tablets instead of dedicated scanners. 

They’re also ideal for real-time workflows where inventory moves often, you want dynamic codes without reprinting, or you’re tracking bins, shelves, pallets, and other locations alongside products.

Use barcodes for inventory management when

Barcodes are best for inventory management when you need a simple, low-cost way to identify items quickly, especially for high-volume scanning at checkout or in fast picking workflows. 

They’re ideal when you only need to capture a basic ID (like a SKU), your labels must be very small, and you’re using existing laser scanners and POS systems built around traditional 1D barcode formats.

Start managing inventory with QR codes today

QR code inventory management is easy to implement and isn’t just for enterprise teams, it’s a practical way for any business to modernize how it tracks stock. By connecting physical items, locations, and batches to real-time records and workflows, QR codes make it simple to log updates the moment inventory moves. 

With Jotform, you can generate QR codes, capture changes through forms, and manage everything in one place with Jotform Tables. Ready to get started? Try an inventory template or set up your first QR code to see how it works.

Photo by Kampus Production