Running a brick-and-mortar retail store is hard enough without having to decode the mystery of barcodes. If you've ever stared at your inventory spreadsheet wondering "how do I turn these SKUs into real barcodes?"—you're not alone.

Whether you're using Square for Retail, managing two physical store locations, or just have a few hundred SKUs that need to be trackable, this article will walk you step-by-step through the process of creating, assigning, and printing barcodes for in-store use. No tech degree required.

Why Barcodes Matter for Small Retailers

Before we get into the how, let's get clear on the why. Even if your inventory isn't massive, adding barcodes to your products gives you:

• ✅ Faster checkouts (scanning is faster than typing)
• ✅ Accurate inventory tracking
• ✅ Fewer pricing and product ID mistakes
• ✅ A more professional retail setup
• ✅ The ability to track products across multiple store locations

Step 1: Understand the Two Types of Barcodes

There are two main types of barcodes that matter to small retailers:

1. Internal Barcodes (for in-store use only)

• Used with POS systems like Square, Shopify, or Vend
• You generate and assign these yourself
• No registration needed
• Fast, simple, free

2. Commercial Barcodes (for selling through other retailers or large chains)

• Globally unique and registered via GS1 (e.g., UPCs or EANs)
• Required if you're selling through Walmart, Target, Amazon, etc.
• More expensive ($250+ to register your company prefix)

Step 2: Start with Your SKU or Product ID System

A barcode is just a visual version of an ID number. The data inside the barcode comes from you—so it's crucial to have consistent SKUs (stock keeping units).

If you use Square for Retail, you already have product IDs in your system.

You can download your inventory as a spreadsheet from Square, and it will include:

• Product name
• SKU
• Token (internal product ID)
• Price
• Quantity

Choose one identifier to use for barcoding—usually SKU or Token.

Step 3: How to Generate Barcodes from Your SKUs (3 Easy Options)

Option 1: Use a Barcode Font in Excel

1. Download a free barcode font like Code 39 or Free3of9.
2. Install it on your system.
3. In your Excel file, enter your SKU like this: *SKU1234*
4. Change the font of that cell to your barcode font.
5. Boom—you now have a scannable barcode.

You can now print these cells on labels using a Dymo printer or standard printer + label sheets.

Option 2: Use an Online Barcode Generator

If Excel feels clunky, try a free online generator:

• POSGuys Bulk Barcode Generator
• Barcode TEC-IT Generator
• Labeljoy Online Generator

Paste your SKUs, generate a batch of barcodes, and download them as PNGs or a PDF sheet.

Option 3: Use Square's Built-in Barcode Tools (If Available)

Some Square plans allow direct barcode printing from within the POS. You can also connect label printers like Dymo or Zebra to Square to print product labels from the dashboard.

Step 4: How to Print Barcodes for Your Products

You have the barcode visuals—now you need to get them on actual products.

1. Using a Dymo Label Printer (e.g., Dymo 450 Turbo, Dymo 4XL)

Dymo printers are thermal, so you don't need ink. Great for product labels, pricing tags, or shelf tags.

Steps:

• Install Dymo's Label Software (free)
• Choose a label layout (e.g., 1" x 2.125")
• Import your Excel/CSV file
• Insert the barcode field
• Print labels in bulk

2. Using Avery Label Sheets + Regular Printer

If you don't have a label printer:

• Use Avery templates (like Avery 5160)
• Paste barcode images or Excel font cells into Microsoft Word or Google Docs
• Align using Avery's free Design & Print Tool
• Print on peel-and-stick label sheets

Step 5: Test Your Barcodes

Before you go wild printing 1000 labels, do a quick test.

✅ Use a Barcode Scanner

Most USB barcode scanners are plug-and-play. Try:

• NADAMOO Wireless Scanner
• TaoTronics Wired Barcode Reader
• Inateck USB Scanner

Plug it in, scan your printed barcode—it should type the SKU into any open text field.

✅ Use a Mobile App

Apps like:

• Scan to Spreadsheet (Android & iOS)
• Inventory Droid (Android)
• Orca Scan (iOS & Android)

Scan your printed label and verify it shows the right SKU.

Step 6: Link Barcodes to Your Square Inventory

The whole point of barcodes is to tie physical items to digital records.

In Square:

1. Go to your Square Dashboard
2. Open Inventory → Item Library
3. For each item, paste your barcode number into the SKU field
4. Save

Now when you scan an item at the register, Square will identify it instantly.

No more manual entry. Faster checkouts. Better inventory reporting.

What If Your Vendors Don't Send You Barcoded Items?

No problem. You can still assign your own barcode to any product.

This is especially helpful when:

• You buy wholesale from small suppliers
• You sell vintage or handmade items
• You have unpackaged or bulk inventory

You can label bins, shelves, or individual pieces with your own SKU and barcode.

Bonus: Labeling Best Practices for Brick & Mortar Stores

• 💡 Use waterproof labels for products that might get handled a lot.
• 📦 Label both product and shelf for quick stocking.
• 📋 Label receiving boxes so staff can scan new inventory into the system fast.
• 🧼 Wipe down items before applying barcode labels for better adhesion.
• 🎯 Keep SKU structure simple: Something like TSHIRT-SM-WHT is way better than random 10-digit codes.

Common Questions Answered

❓Do I need to buy a barcode license (GS1)?

Not unless you plan to sell in big box stores, Amazon, or major retail chains. For in-store retail, you can generate your own codes freely.

❓Can I barcode 2500+ items on my own?

Yes. Start with a spreadsheet of items and batch generate barcodes using online tools or Excel fonts. Dymo Label Software can import bulk data for printing.

❓What kind of barcodes should I use?

Code 39 or Code 128 are best for internal retail use. Both are widely compatible with scanners and free to generate.

❓How much does this cost?

• Barcode font: Free
• Online generator: Free
• Scanner: $25–$50 one-time
• Dymo printer: $100–$200 (or skip and use Avery labels)

Final Thoughts: You Don't Need to Be a Tech Wizard

Setting up a barcode system for your retail shop might seem overwhelming—but it's very doable, even for total beginners.

Start with:

• A clean SKU list
• A barcode font or generator
• A way to print (Dymo or Avery sheets)
• A barcode scanner or app to test

Then gradually barcode your top-selling items, and grow from there. It's one of the best upgrades you can make for operational efficiency—without paying for expensive POS integrations or enterprise tools.

And when you're ready to take it to the next level, Square, Shopify, or other POS platforms can do the heavy lifting for you.

Need help setting this up in your shop? Excel Label Generator makes it simple to create professional barcode labels from any inventory data—no technical knowledge required.