Barcode Scanning for Small Business: A Practical Guide

Barcode scanners are one of the biggest time-savers you can add to your inventory workflow — and they’re much simpler to set up than most people expect.

This guide covers how barcode scanning works, what to look for in a scanner, and how to use one with iMagic Inventory.

How barcode scanning works

A barcode scanner reads a printed barcode and translates it into text — exactly as if someone had typed the code on a keyboard. This means the scanner doesn’t need special software to work; it plugs into a USB port and immediately starts “typing” whatever it reads.

iMagic Inventory takes advantage of this. When you scan a barcode while in the item search field, iMagic instantly looks up that item. No typing, no searching manually.

What types of barcodes are supported?

iMagic Inventory supports standard 1D barcode formats, which are the ones you’ll find on most retail products:

• EAN-13 / EAN-8 — used on most consumer products worldwide
• UPC-A / UPC-E — common in North America
• Code 128 — used widely in logistics and warehousing
• Code 39 — common in industrial and healthcare settings

You can also print your own barcodes for items that don’t already have one.

What to look for in a scanner

When choosing a USB barcode scanner for iMagic Inventory, look for:

USB HID mode — Most scanners operate in “keyboard emulation” mode by default. This is what you want. It means the scanner appears to the computer as a keyboard and works without drivers.

1D scanning — For most inventory uses, a basic 1D scanner is all you need. They’re faster and more affordable than 2D scanners.

Durability — If you’re in a warehouse environment, look for a ruggedised model that can handle drops.

Scan range — Most scanners work well within 20–30cm. If you need to scan items on high shelves, look for a longer-range model.

Recommended scanners

These models work reliably with iMagic Inventory:

Setting up your scanner with iMagic Inventory

1. Plug the scanner into a USB port on your PC
2. Windows will recognise it automatically (no drivers needed for most models)
3. Open iMagic Inventory
4. Click in any item search field
5. Scan a barcode — the item code will appear and iMagic will look it up

That’s it. No configuration required.

Using barcode scanning in your workflow

Creating invoices: With the invoice open and the Item field selected, scan each item as you add it. Stock levels update automatically.

Stocktakes: Scan each item as you count it. iMagic will tally the quantities as you go.

Goods receipt: Scan incoming items to confirm stock has arrived and update your inventory.

Printing your own barcode labels

For items that don’t have a barcode, you can assign a code in iMagic Inventory and print labels directly:

1. Open the item record
2. Assign a barcode value (or let iMagic generate one)
3. Click Print Barcode
4. Choose your label size and printer

Standard laser or inkjet printers work fine for most uses. For high-volume label printing, a dedicated label printer (such as a Zebra or DYMO) will produce better results.

The bottom line

A barcode scanner is a low-cost investment that pays for itself quickly in time saved. A basic USB scanner costs $30–80 and starts working immediately with iMagic Inventory — no setup, no configuration, no headaches.