Barcode Scanners for Small Sellers: What to Buy and How to Set One Up
For most small sellers, a basic scanner that types what it reads into whatever box your cursor is in is all you need. Here's how to pick one and make sure it works.
How most scanners work
Nearly every scanner sold for small businesses works in keyboard mode (sometimes called HID keyboard or "keyboard wedge"). Your computer thinks it's a keyboard. Scan a barcode, and the scanner types the number into whatever field is active, usually followed by Enter. That means it works with a spreadsheet, a marketplace search box, or an inventory app with no special software.
Corded, wireless or phone?
| Type | Good for | Watch for |
|---|---|---|
| Corded USB | A packing desk. Cheapest and simplest. No charging. | Cord length limits how far you can reach. |
| Wireless with a USB receiver | Walking shelves while the computer stays put. | Charging; range varies. |
| Bluetooth | Scanning straight into a phone or tablet. | Pairing can be fiddly; check it works with your device. |
| Phone camera | Occasional scans, listing on the go. | Slower for big batches; depends on the app. |
1D or 2D?
1D scanners read the classic striped barcodes: UPC, EAN and Code 128. That covers product barcodes and the bin labels you print yourself. 2D scanners also read QR codes and Data Matrix codes, and many read barcodes off a phone screen. 2D models cost a little more and are the better long-term buy if the price difference is small.
Five-minute setup test
- Plug in (or pair) the scanner.
- Open a blank text document and click inside it.
- Scan a UPC from any product. The 12 digits should appear, then the cursor should jump to a new line.
- Print one label from the bin label maker and scan it. You should see your exact location text, like
LOC A-2-2. - If nothing appears, check the manual for a "USB keyboard" setup barcode and scan it. If extra characters appear, look for a "suffix" or "terminator" setting.
Keyboard layout tip: if letters come out wrong (for example, a dash turns into another symbol), the scanner's keyboard country setting doesn't match your computer's. Set both to US.
What to look for when buying
- Reads Code 128 and UPC/EAN (nearly all do).
- Works in USB keyboard mode with no driver.
- A stand if you'll scan at a desk, so you can slide items under it.
- For wireless: a battery that lasts a full shift, and a charging cradle.
Barcode scanners
Corded and wireless scanners that work in keyboard mode with spreadsheets and apps.
See options on Amazon (opens in a new tab)Next: print labels your scanner can read with our barcode label printing guide.
Common questions
Can I use my phone as a barcode scanner?
Yes. Many inventory apps and marketplace apps include a camera scanner. A dedicated scanner is faster and more reliable when you're scanning dozens of items in a row.
Will a scanner work with a spreadsheet?
Most scanners act like a keyboard. Click a cell, scan, and the number appears as if you typed it. Many add an Enter keystroke afterward, which moves you to the next row.
Do I need a 2D scanner?
Only if you need to read QR codes or other 2D codes, such as some shipping labels. Plain 1D scanners read UPCs and Code 128 labels.
Sources
Marketplace and GS1 rules change. Check the linked source before relying on a specific requirement or price.