The need for fast and accurate inventory data is quite real right now. Businesses mostly have to keep shelves stocked, avoid ordering too much, and react quickly when supply chain issues come up – which, as most teams know, tends to happen more often than expected.
These days, companies tend to track products in real time by linking QR codes with their inventory systems. It’s a comparatively simple setup, but it can potentially make a noticeable difference. You get better traceability, quicker data collection, and a clearer idea of where products are at any given time – whether they’re in a warehouse, moving through a distribution center, or sitting on a store shelf.
This post walks through how to use QR codes for inventory tracking, focusing on GS1-compliant solutions. These tend to offer better accuracy and visibility, especially for businesses that need consistent tracking across their supply chains.
What are GS1 Digital Link QR codes?
A GS1 Digital Link QR code is quite simply a more advanced type of two-dimensional (2D) barcode. It connects a physical product to online information using global GS1 standards, which are mostly used across industries.
Traditional barcodes like UPC or EAN mostly store a product ID. These QR codes, however, tend to include more data within a structured web URL. When scanned, the link can potentially show product manuals, recall notices, certifications, promotions, or other useful details.
The Global Trade Item Number (GTIN) is already included in the link, which allows systems to be able to recognize products quite easily across the various different regions. This tends to be especially important for businesses that are operating at scale, where consistency and visibility matter comparatively a lot.
It can also help keep track of batch numbers, serial numbers, and expiration dates, which is quite useful in order to stay compliant with regulations and check authenticity when needed. This kind of organized data is especially helpful in areas where accuracy really matters, since even small mistakes can potentially lead to bigger issues later on.
The GS1 Digital URI format also makes it comparatively easier to track product movement, check recall status, and monitor shelf life, which tends to improve overall visibility across the supply chain. It tends to bring more visibility into the supply chain, which can potentially improve overall control and response time. A quick scan, whether it’s with a smartphone or a suitable scanner, usually brings up product information right away. This can potentially improve transparency and build customer trust over time.
There’s also the Sunrise 2027 initiative, which tends to encourage businesses to adopt GS1 2D barcodes over time. It’s not something that’s mandatory, and 1D barcodes will most likely still remain in use for quite a while.
That said, it’s still quite important to check what your specific industry requires. In some cases, regulations – like the EU’s Digital Product Passport (DPP) – may potentially make this shift necessary, especially for certain types of products.
During the transition, many businesses tend to include both types of codes on packaging. This mostly helps companies continue operations smoothly while systems are being upgraded.
How these QR Codes are tracked
Each QR code contains data encoded in a URL. The structure is quite flexible but still organized enough for systems to read without issues.
Required
- Base URL (ex. https://your.brand)
- Product GTIN ( 0950600013435)
Optional
- Product variant
- Batch or lot number
- Serial number
- Best before date
- And more
When scanned, the QR code sends all the encoded data to supply chain systems. At the same time, it opens a page or database with those details and any linked resources.
The QR code itself doesn’t change, but the content behind it can be updated at any time. This tends to be quite useful in order to keep information current.
Using a GS1 QR code for tracking allows businesses to track products both online and offline, depending on how the scan happens.
1. Online tracking (via smartphones)
When scanned with a phone, the QR code tends to connect to a resolver link. This request is quite often logged automatically, capturing details like time, device type, and IP address. After that, brands can potentially collect more detailed analytics as well, including location data and user actions, which can be useful in order to understand real-world usage patterns.
2. Offline tracking (via scanners)
In warehouse or retail environments, scanners tend to read the embedded data – such as GTIN, serial number, or batch number – and send it directly to systems like POS, ERP, or WMS. This happens without opening the URL, which is quite useful in order to keep things moving and makes the whole process comparatively faster and more efficient in day-to-day operations.
Steps to Use QR Codes for Inventory Tracking
Step 1: Encode product data
Use GS1 Application Identifiers (AIs) in order to structure the data properly so systems can read it correctly.
Step 2: Generate QR codes
Use a GS1-approved QR code generator that supports the Digital URI format. You are able to build your own system or use tools such as the GS1 QR code generator from QR TIGER, based on what actually works best for your setup.
Step 3: Print or attach QR codes to products
Print the codes on packaging, labels, or tags using good-quality printers in order to avoid scanning issues later. It’s better to place them on flat surfaces with enough space around them so they can be scanned quite easily. Glossy finishes tend to cause problems during scanning, so they are mostly avoided in practical use.
Step 4: Scan with GS1-compatible devices
Best to use 2D scanners that will support GS1 Digital Link. Your systems – whether it is POS, ERP, or apps – should potentially be able to process the data and also update inventory as scans happen.
Step 5: Integrate and track data
The scanned data should connect to your inventory system, usually through APIs or middleware. This allows stock updates, expiry tracking, recalls, and authentication to happen more smoothly and, in many cases, more accurately.
Future-Proof Inventory with GS1 QR Codes
Using QR codes for inventory tracking with GS1 standards can help reduce errors and improve how operations run overall. It also gives customers more visibility, which tends to matter quite a bit today.
There is some upfront effort too that is involved – like upgrading scanners, updating software, and training staff. However, the long-term benefits will most likely tend to outweigh the initial effort.
With Sunrise 2027 approaching and the need for better supply chain visibility actually continuing to grow, businesses that are able to act early are potentially going to be in a stronger position moving forward.
