Barcode Label FAQ
Practical answers to common questions about choosing barcode types, printing at the right size, scanning reliability, and generating labels from spreadsheets.
Barcode Types
What barcode type should I use for retail products?
UPC-A for North American retail, EAN-13 for international. Both require a GS1-issued company prefix for products entering a retailer's distribution network. You obtain a prefix by joining GS1 in your country. For products sold only through your own channels (website, craft markets), you can use any consistent internal numbering system.
What barcode should I use for internal inventory and warehouse operations?
Code 128 is the best general-purpose choice. It handles alphanumeric SKUs, is compact, and is supported by virtually every warehouse scanner and barcode printer manufactured in the last 30 years. For numeric-only SKUs, Code 128 Subset C encodes digit pairs and is twice as dense as Subset B.
What's the difference between Code 128 and Code 39?
Code 128 supports the full ASCII character set in three subsets (A, B, C) and has higher data density than Code 39. Code 39 is an older standard that only supports 43 characters (A–Z, 0–9, and seven special characters) and produces longer barcodes for the same data. Code 39 persists in healthcare, government, and defense legacy systems. For new implementations, Code 128 is almost always the better choice.
When should I use a QR code instead of a barcode?
Use QR codes when: (1) the data is long (a URL, contact record, or WiFi credentials); (2) users will scan with a smartphone camera rather than a dedicated scanner; (3) the label orientation is unpredictable. Use 1D barcodes when: (1) you need maximum scanning speed with a laser scanner; (2) the data is a short numeric or alphanumeric code; (3) your existing scanners do not read 2D symbologies.
What is GS1-128 and how is it different from Code 128?
GS1-128 is a use of the Code 128 symbology that follows GS1's formatting rules. It uses Application Identifiers (AIs) — standardised numeric prefixes in parentheses — to specify what type of data follows (e.g., (01) = GTIN, (10) = lot number, (17) = expiry date). All GS1-128 is Code 128, but not all Code 128 is GS1-128.
Printing
How do I print barcode labels that actually scan?
Four things matter: (1) Print at the correct physical size — too small is the most common failure. (2) Maintain quiet zones — blank borders around the code. (3) Use sufficient resolution — 300 DPI minimum for laser/inkjet, 203+ DPI for thermal. (4) Print at actual size in the print dialog, not 'Fit to page', which rescales the barcode.
What resolution should I use for printing barcodes?
Laser printer: 300 DPI minimum, 600 DPI preferred for small barcodes. Inkjet: 600–1200 DPI to minimise dot gain (ink bleed that widens bars). Thermal: 200 or 300 DPI depending on your printer head (check your printer specification). Offset printing: export as SVG for resolution-independent output.
Can I print barcode labels on an inkjet printer?
Yes, but with caveats. Standard inkjet ink bleeds slightly into label material (dot gain), which widens bars at high print densities. Use 600+ DPI and waterproof inkjet label stock. Test-scan printed samples before committing to a large run. For outdoor or moisture-exposed labels, thermal or laser printing is more reliable.
What is the difference between direct thermal and thermal transfer printing?
Direct thermal printing uses heat to activate a dye layer in the label material itself — no ribbon required. It is cheaper and simpler but fades over time, especially in sunlight or heat. Thermal transfer printing applies ink from a ribbon to a plain label material. It is more durable and suitable for labels that must last years. Use direct thermal for short-life labels (shipping, receipts) and thermal transfer for long-life product or asset labels.
Why does my barcode print correctly but not scan?
Common causes: (1) The print was scaled — ensure print scale is 100%. (2) The barcode is too small for the scanning distance. (3) Insufficient contrast — bars are gray, not black. (4) Quiet zone violated by text or packaging edge. (5) Inkjet dot gain widened bars on absorbent media. (6) Reflective or holographic label material confuses the scanner. Test each of these in order.
Generating Labels
How do I create barcode labels from Excel?
Use Batch Label Studio Pro. Export your Excel data as a CSV, or import the XLSX directly. Map the barcode value column, choose your barcode type and label template, then export a multi-page PDF (one label per row) or a ZIP of individual PNG files. Everything runs in your browser — your spreadsheet data is never uploaded.
How do I use barcode labels for small-business inventory?
Assign a unique SKU to every product variant. Print labels using the free tool or Pro. Attach labels to products or bins. Scan with a USB barcode scanner connected to your point-of-sale or spreadsheet. A $30 USB scanner and a standard laser printer on Avery 5160 stock is a functional system for up to a few hundred SKUs.
Can I use thermal printers with Batch Label Studio?
Yes. Design your label at the thermal roll size (typically 4×6, 4×4, 2×1, or 3×2 inches). Export as PNG at 300 DPI, then open in your thermal printer driver software. Some thermal printers accept print-from-browser via the system print dialog at 100% scale.
How many labels can I generate in one batch?
The free tool generates one label at a time. Batch Label Studio Pro handles up to 10,000 labels per import, exported as a multi-page PDF or ZIP of PNGs. Batches above 2,000 may take 20–30 seconds to generate depending on device speed.
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