How do I track inventory or assets with QR codes from a spreadsheet?
Updated September 14, 2026 · 2 min read
Give every item one row in your spreadsheet with a stable ID and a URL that opens that item's record. Then create one dynamic QR code per row — type URL, named with the asset ID, pointing at that record — and stick it on the item. Because the code is dynamic, you can move the records to a different system later and edit the destinations instead of reprinting every label.
In this video
Video transcript
Here is how to use QR codes for inventory and asset tracking. One item, one row in your spreadsheet, one link, one dynamic code on the label.
The model is simple. One row per item in your spreadsheet, with the item ID and a link to its record. One dynamic code per row that opens the record when the label is scanned. Folders and tags keep the list organised by location or type.
In the dashboard, click Create new, then Create a QR Code. Pick URL and keep it Dynamic. Name the code with the asset ID, and paste the link to that item's record.
Open Organization. Click New folder, name it after the location, and create it. Then add a tag for the asset type and press Enter. Choose a theme, then Download. Repeat for each row in the sheet.
The folder now appears with the codes. Open any code to see when it was last scanned and how often. Because the code is dynamic, you can move the record to a new system later and relabel nothing.
Three practical notes. First, use vinyl or polyester labels where paper will not last. Second, print larger for anything scanned from a distance, and test one before the batch. Third, for hundreds of items, the API creates codes from a sheet on the Advanced plan.
Try it on the seven-day free trial. No credit card, five dynamic QR codes. Link in the description.
The model: one row, one URL, one code
Your sheet stays the source of truth. The QR code does not store the item's data — it stores a redirect to the record you already keep.
Two columns do the work: a short unique asset ID such as LAP-0001, and a record URL that opens that item and only that item. The record can be a row link in a shared sheet, a wiki page, or a page in an asset register you already use. Anything else you track — category, location, custodian, status — becomes tags later.
The common mistake is one URL for the whole sheet. Every code then opens the same page and the scan data tells you nothing about individual items.
Steps for each row
- Open the wizard. Create new → Create a QR Code, pick URL, leave it on Dynamic.
- Name it with the asset ID in the QR Code Name field, exactly as it appears in the sheet, so the two lists match.
- Paste the record URL from that row.
- Open Organization on the Content step. Pick or create a Folder for the site or building, and add a Tag for the asset type.
- Keep the design plain. Dark pattern, light background. Labels are small and scanned at speed.
- Click Download ✓ and choose SVG or PDF for print — both are vector and scale to any label size.
- Test the first one on a phone before you print the batch: scan it, confirm the right record opens, and confirm the scan shows up in the code's analytics.
Codes are created one at a time. On the Business plan the API can create up to 500 at once — see creating QR codes in bulk.
What the scan data tells you
Open any code to see total scans, unique visitors, average scans per day, and the devices, operating systems and browsers used. Three readings are useful for inventory:
- Last scanned — an item nobody has scanned in months belongs on the next audit walk.
- Scan frequency — daily scans mean the item is in active use.
- Device type — desktop hits usually mean someone opened the record from the sheet rather than scanning the label.
What it does not tell you: who scanned, or whether an item was taken or returned. A scan proves a label was in front of a camera, nothing more.
What this is not
- Not an inventory system. No quantities, stock levels or reorder points — those stay in your sheet.
- No check-in or check-out. If you need item state, put a status field or a form on the record page the code opens.
- No scanner hardware. Any phone camera reads the codes; there is no handheld scanner integration.
- Labels fail on material, not on the code. Match the sticker to where the item lives — paper indoors, vinyl outdoors, polyester for workshops and labs.
A related walkthrough for IT teams is our guide to QR codes for IT asset management.
Frequently asked questions
Can I create all the codes at once from my sheet?
Not in the dashboard. Codes are made one at a time; the API creates up to 500 per request on the Business plan.
What happens when I move the records to a new system?
Open each code, click Edit, change the destination and click Update. The printed labels are unchanged and the next scan goes to the new address.
Do I need a barcode scanner?
No. A QR code is a two-dimensional barcode that any phone camera reads, so no scanner guns are needed.
How many items can I label?
One code per item, against your plan's dynamic code limit: 10 on Starter, 50 on Pro, 600 on Business.
Should I put the asset ID on the label as text?
Yes. A rectangular label with the ID printed beside the code still identifies the item if the pattern gets scratched.
Related articles
Can I create QR codes in bulk?
Not in the dashboard yet — the Bulk Create page says Coming Soon. Bulk works today through the API on the Business plan: up to 500 codes per request.
How do I organise QR codes with folders, tags, search and filters?
Folders give each code one home, tags cut across folders, and Search, the All/Static/Dynamic tabs, Filter and Sort find anything in a long list.
How do I create a URL QR code?
Pick URL on the Type step, paste your link into Website URL, style it, then click Download. A dynamic URL code stays editable after printing.
How do I read my QR code scan analytics?
Open Analytics in the sidebar, pick a date range, and read Total Scans, Unique Visitors, Avg Scans/Day and Active Devices. Only dynamic codes report scans.
Still stuck?
Email support@qrcodestack.com with the email on your account and, if it is about one code, its name or short link. A person replies within one business day, usually sooner.