How to Use QR Codes for Inventory Tracking
Spreadsheet inventory management breaks down fast. QR code labels on every item — linked to a Google Sheet, Airtable, or inventory system — give you instant item lookup from any phone.
Step-by-step guide
- 1Set up your inventory systemCreate item records in Google Sheets, Airtable, Notion, or a dedicated inventory platform like Sortly.
- 2Generate a QR code per item or SKUCreate a QR code linking to each item's record URL. For bulk items, use the same code per SKU.
- 3Label items and scan to updateAttach QR code labels to items, shelves, or bins. Scan to open and update the record.
Try our free tool to get started
Open free QR code generator →Pro tips
- →Use a consistent URL structure (e.g., your-site.com/inventory/item-id) for predictable QR codes.
- →Airtable and Notion both have mobile apps — scanning the QR code opens the record directly in the app.
- →For high-volume inventory, generate QR codes in bulk using Google Sheets + Dynamic QR.
Static vs dynamic QR code — which should you use?
Static codes are fine if the destination URL is permanent. Use dynamic if item record URLs might change, or if you want to reassign codes to new items.
Get dynamic QR codes — from $9/monthCommon questions
What inventory platforms work with QR code tracking?
Sortly, Airtable, Google Sheets, Notion, Square for Retail, and any system with individual item URLs.
Can I track when items were last scanned?
Dynamic QR logs every scan with a timestamp. For who scanned what, pair with a login-gated inventory system.
How do I print QR code labels at scale?
Export your item list and use a mail merge or label-printing tool. Avery labels work well for this purpose.
Upgrade to Dynamic QR
Edit links anytime. Track every scan. One flat price — no scan limits.