Inventory system with barcode scanner in Google Sheets

Investing in inventory management software can be very expensive. But most businesses don’t know they can create and develop their very own inventory management system with Google Sheets!

But what about important inventory tools and features? Organizations that deal with large numbers of stock usually rely on barcode inventory systems to improve efficiency to check items in and out. That’s why Sheetgo has created its own template for an inventory system with a barcode scanner.

Let’s explore the features of the Sheetgo template and how to install the inventory system with a barcode scanner.

What is a barcode inventory system?

A barcode inventory system is a way to help streamline and automate your inventory tracking database by using a tool to scan and record each item for you. The barcode scanner will automatically send the item data directly to your inventory database, avoiding any manual effort.

As a result, you’re able to scan and record dozens of items in the time it would take to manually input a single item.

If you’re interested in a more basic inventory template without a barcode scanning system, take a look at our blog post introducing the inventory management template in Google Sheets.

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How does Sheetgo’s inventory management work?

The inventory management template by Sheetgo makes tracking your inventory easier than ever. The template is an automated workflow that consists of 4 spreadsheets:

  • Items – This is a central database of all the items in your system. This sheet is at the center of the workflow and connects to all other sheets.
  • Check-in – This is where checked-in items are registered.
  • Check-out –  This is where checked-out items are registered.
  • Inventory management – Brings the 3 spreadsheets together and acts as an inventory database.
inventory system with barcode scanner Sheetgo

This whole system is based on Sheetgo forms to make inventory management even easier. There’s three forms (Register, Check-in, and Check-out) where you can scan barcodes. Once you’ve scanned your items, Sheetgo automatically transfers the data into the corresponding spreadsheets.

inventory system with barcode check-in

Let’s take a look at the many benefits of using this barcode system for inventory over other complex inventory systems available on the market.

Why use a barcode inventory system?

With this inventory barcode system, you have access to great features to optimize and automate your inventory management.

Here’s just a few of these features:

  • Automated workflows: Sheetgo connects spreadsheets to create whole automated workflows. The latest information is there when you need it, without even having to click a button.
  • New forms with barcode scanner: Sheetgo forms bridge the gap to scan barcodes into Google Sheets. All you need to start scanning is a device with a camera and internet access.
  • Leverage the power of Google Sheets: This has a major benefit if you’re already using Google Sheets implementing this template should be easy. But even if you are not, it is worth learning how to use it for its collaboration features and data processing functions.
  • Keep track of important metrics: This system offers an entire metrics overview dedicated to your data. To access, simply navigate to the Dashboard tab within your workflow overview.
  • Create barcodes for your items: If your items don’t have barcodes, Sheetgo will create them automatically. Simply input item data, and a unique QR code label will appear.

This is a fully developed inventory management system that’s extremely customizable and scalable. What’s more, this inventory system costs a fraction of the price tag for inventory management software with barcode scanner!

How to make an online inventory system with barcode scanner

Making your own custom inventory system with Sheetgo is easy. Just download the template, connect your files and adjust the features to fulfill your specific objectives!

Let’s explore how to set up a barcode inventory system for your business.

1. Install the Sheetgo inventory management template

First, go to the template page and sign up for Sheetgo with your Google account. Once signed in, simply click Install template and Sheetgo will add it to your Google Drive.

inventory system with barcode installation

2. Use the Sheetgo forms with barcode scanner to input your items

Now it’s time to start inputting your inventory data within the spreadsheets. First, you must delete the sample data already provided. You can then use the Sheetgo forms to input your data into the spreadsheets. You can find the forms for item recording in the Forms tab on the right-hand menu within the workflow.

Simply choose the correct form referring to the spreadsheet you want to input data into. Sheetgo will automatically transfer the data to the corresponding spreadsheet and update the rest of the sheets accordingly.

This inventory scanning system consists of 3 forms:

  • Register item: Input new items into your inventory.
  • Check-in item: Input the items that entered the inventory.
  • Check-out item: Input the items that left the inventory.

There are two ways you can use the Sheetgo forms to input item information:

Option 1: Manually input data into the form fields

Simply type in your item information in the dedicated fields and press Submit to send your data to the spreadsheet.

inventory system with barcode register items

Option 2: Automatically input data using the barcode scanner

Click Scan (the icon that looks like a barcode) to use your camera to scan the barcode on your items. Once finished, press Submit to send your data to the spreadsheet.

inventory system with barcode check-out

You can also access the Sheetgo forms on your phone, tablet, or computer to make barcode scanning even more convenient. Simply visit the Sheetgo web app.

Alternatively, if you already have a large amount of existing data on your inventory (such as a pre-existing list of your registered items), you can simply copy and paste your data into the corresponding spreadsheet. Make sure that your data is inputted under the correct columns.

Once you have submitted your forms, Sheetgo automatically transfers your data to the other spreadsheets.

Start tracking your inventory automatically

3. Schedule automatic transfers for your inventory

Now that everything is set up, you can schedule automatic transfers so that your inventory spreadsheets and metrics are always up-to-date.

To do this, enter the Workflow tab and click Automate near the bottom of the screen. Turn on Run automatically and select the frequency of your transfers in days and hours. Once you’re happy with the estimated number of transfers per month, press Save.

inventory system with barcode update

4. Check your metrics

Finally, monitor and analyze your inventory in the Metrics tab.

Here, you will find useful statistics about your inventory data, including total items in stock, average check-out items per weekday, and over sold items.

inventory system with barcode dashboard

Inventory with barcode reader for small businesses

And there you have it! Now your inventory management system is set up and ready to be used. You can add team members to your workflow so that they can access the forms and begin their inventory operations.

Sheetgo provides an affordable, easy-to-use barcode scanner for Google Sheets that you can access for free! You can find more information on our inventory management software with barcode scanner on the Sheetgo solutions page.

Looking for more information on barcode scanners and the best barcode inventory systems for small businesses? Check out How to create an invoice generator in Google Sheets.

Editor’s note: This is a revised version of a previous post that has been updated for accuracy and comprehensiveness.

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