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Do you use barcodes at your fabric store?
If not, you’re probably doing more work than you need to. A barcode system makes it easy to identify items and quickly ring up sales. It also helps you keep a digital count of your fabric, thread, notions, and other products — so you always know exactly what you have on hand.
Tracking inventory and sales manually takes more effort and leads to more errors than managing them with a barcode system. If you’re still using a pen and paper to keep track of what’s on your shelves, it might be time to give a digital method a try.
In this blog, we’ll explain how to create barcodes for inventory at your fabric store and highlight the key benefits of switching to a barcode-based system.
Let’s dive in.
The Benefits of a Barcode System
There are a variety of advantages that come with using a barcode system compared to more traditional inventory tracking methods. As you explore each benefit, consider how it can simplify your staff’s workflow and improve the overall customer experience in your fabric store.
Speed Up Checkout Times
A barcode system makes the checkout process faster and more efficient. When you scan an item at the register, its price and product information automatically appear on the screen — no manual entry required. This allows you to quickly calculate the customer’s total and take payment with ease.
For example, when scanning bolts of fabric or small notions like buttons or zippers, you don’t have to hunt for prices or worry about mistakes. During busy moments, a barcode system helps you keep lines moving, reduce wait times, and create a smoother experience for your customers.
Related Read: How To Use a POS System in Your Fabric Store
Reduce Errors With Accurate Scanning
Manual data entry leaves a lot of room for mistakes — whether it’s entering the wrong price for a specialty fabric or miscounting yardage during a busy sale. With a barcode system, your staff can scan items quickly and accurately, keeping everything up to date in real time.
Purchase totals, sales numbers, and inventory levels all update automatically, which means fewer errors across the board. This helps you avoid overcharging customers, miscalculating your sales, or losing track of what’s in stock.
Track Stock Automatically
Maintaining optimal stock levels is a top priority for any retail business manager. Selling out means missing out on potential sales, while overstocking leaves you with inventory that can be difficult to sell. Accurate inventory counts help you avoid both issues by keeping just the right amount of product on your shelves. A digital inventory system paired with barcode technology gives you real-time access to these numbers.
When new bolts of fabric or sewing supplies arrive, you can tag them with barcodes and add them directly to your system. Each time a few yards are sold or a set of buttons is rung up, your inventory is automatically updated. Cloud-based inventory management — available with many point of sale (POS) systems — also lets you check those numbers from any web-enabled device, whether you’re at the store or working remotely.
Related Read: 10 Trending Fabrics To Stock in Your Sewing Store
Elevate Your Store’s Professional Image
Using a barcode system to manage your inventory — rather than relying on handwritten tags or paper tracking — helps build trust with customers. Shoppers want to buy from stores who embrace technology and use modern systems to improve their experience. A digital system also keeps your fabric store more organized, making it easier for customers to find what they’re looking for, like a specific fabric print or the right type of interfacing for their next project.
How To Create Barcodes for Fabric Store Inventory: 4 Steps
Now that you have a better idea of how a barcode system benefits your fabric store, here’s how to incorporate one into your daily operations. Follow these four steps to get started.
Step 1: Choose a Barcode System (Scanner, Software, & Printer)
Look for a digital inventory management system that includes barcode scanners. If the scanners come with the system, you can be confident they’re compatible. If not, you can purchase them separately. Before you do, make sure any hardware you choose works with the software you’re using.
Portable scanners make it easier to identify items throughout the store and conduct audits, especially when tracking fat quarters, trim rolls, and notions across different displays. It’s worth investing in a system that offers that flexibility.
Related Read: 3 Best Barcode Scanners for Quilt and Fabric Shops
Step 2: Input Inventory Data
After purchasing a barcode system, enter the product details it needs to track sales and generate reports.
For fabric products, include key information like:
- Material
- Style
- Color
- Price
Double-check these details as you input them to avoid calculating the wrong price or ordering the wrong inventory. When new items arrive, take the time to verify all information before stocking the shelves — this keeps your system accurate and your business running smoothly.
Step 3: Generate & Print Barcodes
Once your digital system has a record of all your products, you can generate and print barcodes for each one. Most retail stores in the U.S. rely on UPC barcodes. Use a high-quality barcode printer to ensure the labels are sharp and easy to scan — low-quality prints can cause scanning issues at checkout.
Be consistent when applying labels to similar types of products. For cut fabric, place the label in a corner after folding so it’s easy to spot. Stickers are a simple and common option, but tags can also be a practical alternative depending on the product.
Step 4: Train Staff
For your fabric store to run smoothly, your employees need to feel confident using the barcode system. Train each team member on how to apply barcode labels, scan items, and ring up customers. If your system offers a way to calculate fractional yardage, be sure to walk them through this process as well.
Regular inventory audits help you catch discrepancies and correct errors so digital product counts stay accurate. You might assign these audits to a staff member instead of handling them yourself. A portable barcode scanner makes the process faster and easier, with minimal training needed.
Related Read: 10 Retail Customer Service Tips for Fabric Stores
How To Create Barcodes for Inventory With Like Sew
Modern technology has automated many of the tasks that retail business owners used to do manually. Inventory tracking is a great example — and for fabric store owners, a barcode system is one of the most effective tools for the job. It also helps speed up checkout, reduce errors, and build trust with your customers.
Start by choosing a digital system that works with your barcode scanners. Then purchase the necessary hardware, enter product details into the system, generate and print your barcode labels, and train your staff on how to use it confidently. Once everything is in place, using a barcode system becomes part of your daily routine.
Many POS systems include barcode scanners and inventory management tools, but for the best results, it’s important to use a system tailored to your business. Like Sew is an all-in-one POS solution designed specifically for fabric stores. Our software makes it easy to generate, print, and scan barcodes — all from one integrated platform.
To see what Like Sew can do for your business, schedule a demo today!
