Excel works well when…
- One person does the counting at one desk.
- You count occasionally, not every day.
- You don't need to know who changed what.
Free guide · 5 minute read
How to scan barcodes into Excel
A plain-English guide to setting up a barcode scanner with Excel or Google Sheets, counting stock with a formula, and knowing when you've outgrown it.
Step 1 — Set your scanner to keyboard mode
Most scanners ship in keyboard (HID) mode. Plug it in, open Notepad and scan a barcode: if the number appears and the cursor drops to a new line, you're ready. If it doesn't drop a line, scan the "add Enter/CR suffix" code in your scanner's manual.
Step 2 — Prepare the sheet
Format column A as Text before scanning. Otherwise Excel can drop leading zeros or turn long barcodes into scientific notation (e.g. 6.0E+12).
Step 3 — Scan and count
Click A2 and scan each item. To total them, list your SKUs in column D and put this next to each in column E:
=COUNTIF(A:A, D2)
Step 4 — Need barcodes first?
Create codes with the free SKU generator, then print them with the free barcode generator or keep your list in the free inventory template.
Move to an app when…
- Several people or vans update stock.
- You scan away from a computer.
- Numbers keep disagreeing and nobody knows why.
Skip the scanner and the spreadsheet
StockSimple scans barcodes and QR codes with any phone camera and updates stock instantly, with history of who scanned what. Barcode scanning is included on every paid plan, from $6.99/month, with a 14-day free trial.
Try StockSimple freeFrequently asked questions
Can I scan barcodes directly into Excel?
Yes. Most USB and Bluetooth barcode scanners act like a keyboard: click a cell, scan, and the code is typed in followed by Enter, which moves to the next row.
Do I need special software?
No. A keyboard-mode (HID) scanner works with Excel, Google Sheets and any other app that accepts typing. Check the scanner is set to add an Enter (carriage return) after each scan.
Can I use my phone as a barcode scanner for Excel?
Some apps send scans to a computer, but they usually need pairing and extra setup. An inventory app that scans with the phone camera and updates stock directly is often simpler.
How do I count stock with a scanner in Excel?
Scan every item into column A, then use a COUNTIF formula — for example =COUNTIF(A:A, D2) — next to a list of your SKUs to total how many of each were scanned.
When should I stop using Excel for barcode inventory?
When more than one person updates stock, when you need a history of who changed what, or when scans need to happen away from a computer — on a van, a shop floor or a job site.
More free inventory tools
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Inventory spreadsheet template
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Formulas guide
Worked examples of every formula, in plain language.