Barcode billing for small shops: a step-by-step guide

At a busy counter, typing or searching for every item is slow — and it is where the wrong item, the wrong price and the long queue come from. With barcodes, you scan and the item lands on the bill with its price. You do not need a supermarket setup for this: a phone or a basic scanner and a billing app are enough to start.

What you need (less than you think)

• Items with barcodes. Most packaged goods already carry one.
• A way to scan — your phone’s camera, a USB scanner or a Bluetooth scanner.
• A billing app that finds an item by its barcode.
• For loose items: labels. An ordinary printer with A4 label sheets works; a label printer with a roll is faster for large numbers.

Two kinds of barcodes in your shop

The maker’s barcode. Packaged goods usually carry a 13-digit EAN-13 barcode. In India these numbers are issued to companies through GS1 India, so each product has its own number. You do not print anything for these — you scan the code once and save it with the item.

Your own labels. Loose items, things you repack and products without a code need a label from you. Your billing app can print a code for each item (Code 128 is the common choice). These labels only need to work in your own shop.

Step 1: Add barcodes to your item list

Go through your shelves once, item by item: open the item in your app and scan its barcode into it. A few hundred items can be done over two or three quiet afternoons. Do it for your fast sellers first — you will feel the difference at the counter the same day.

Watch out for the same product in two pack sizes: a single soap and a pack of four have different barcodes, so they should be two separate items with their own prices.

Step 2: Print labels for items without a barcode

Choose the label size that suits your products:

Print the price on the label too if your customers like to see it, and stick the label on a flat part of the item so it scans easily.

Step 3: Set up the scanner

• Phone camera: nothing to buy — the quickest way to start, and handy for stock counts on the floor.
• USB scanner: plug it into the computer; it types the code like a keyboard and presses Enter.
• Bluetooth scanner: pairs with a phone, tablet or computer, and works the same way without a cable.

Test it with five different items before the next busy day.

Step 4: Bill by scanning

1. Open a new bill.
2. Scan each item. Scanning the same item again adds one more to its quantity.
3. For items sold by weight or length, scan and then type the quantity.
4. Look at the total on the screen, take payment, and print or send the bill.

Step 5: Use the same codes for purchases and stock counts

Barcodes help beyond billing. When stock arrives, scan items into the purchase entry. During a stock count, walk the shelves with a phone and scan — no list to tick, no item missed. Our guide on how to manage stock in a shop explains how often to count.

How much time can it save?

A rough example: a shop makes 80 bills a day with 4 items each — 320 items. If finding an item by name takes about 6 seconds and a scan about 2 seconds, scanning saves around 4 × 320 = 1,280 seconds, or about 20 minutes a day. Fewer wrong items and wrong prices come with it.

Common problems and fixes

• A code will not scan: wipe it, hold the item steady, avoid glare on shiny packs and give the camera light.
• Two products show up for one code: a pack size was saved twice; keep one item per barcode.
• The price changed but the barcode didn’t: the barcode only identifies the item; update the price once in your item list.
• Labels peel off: use label sheets meant for your printer type (laser or inkjet).

In ApnaInventory you can scan with the phone camera — on Android and iPhone — or with a USB or Bluetooth scanner, print labels on A4 sheets of 24, 40 or 65 or on a 50 × 25 mm roll, and count stock by scanning. Labels also help in the godown: see finding items with QR labels.

FAQ

Do I need a special printer for labels?

No. A4 label sheets work in an ordinary laser or inkjet printer. A label printer with rolls is only worth it if you label goods every day.

Can I bill with my phone instead of a scanner?

Yes. The phone camera reads barcodes well enough for a small counter. Many shops start with the phone and add a scanner when the queue grows.

Do I need GS1 registration to print barcodes?

Not for labels you use inside your own shop. You need official GS1 barcodes when you make or pack products that other shops or marketplaces will sell.

What happens when a product has no barcode?

Print one from your billing app and stick it on the item or the shelf.

Sources

• What an EAN-13 barcode is and who issues barcodes in India — GS1 India

Checked on 2 November 2026.