QR Codes in Asset Management - Complete Implementation Guide

QR Codes in Asset Management - A Revolution in Identification

QR codes have transformed the way organizations track and manage their assets. Instead of manually copying numbers, just scan a code with your phone and you have instant access to all information about that asset. In this article, we'll show you how QR codes work, what benefits they bring, and how to properly implement them in your organization.

10x

faster asset identification

100%

scanning accuracy

reader cost (phone is enough)

30%

damage and QR code still works

What Are QR Codes and How They Work

QR (Quick Response) code is a two-dimensional barcode that contains information readable by a regular mobile phone camera. Unlike traditional barcodes, it can hold much more data and can be read even when partially damaged thanks to built-in error correction.

QR Code

Two-dimensional code readable from any angle. Holds up to 7,089 characters, works even with 30% damage. Readable with any mobile phone without special app.

Traditional Barcode

One-dimensional code readable only horizontally. Holds maximum 20-25 characters. Requires special laser scanner or dedicated app.

Advantages of QR Codes in Asset Management

QR codes bring numerous advantages to asset management that significantly streamline daily work and periodic inventory:

Instant Identification

Scan a code and instantly see all asset information - name, location, responsible person, movement history, and technical specifications.

Error Elimination

No manual transcription of inventory numbers means zero typos. Every scan is 100% accurate and consistent.

Fast Inventory

Inventory is up to 10x faster compared to manual method. Scanning one asset takes less than 2 seconds.

No Hardware Investment

You don't need special readers. A regular smartphone with a camera is enough, which every employee has today.

Offline Functionality

QR codes work without internet. Data synchronizes automatically when you connect to the network.

Damage Resistance

Thanks to redundant data, even a QR code damaged up to 30% can be read. Ideal for harsh industrial environments.

Want to know how mobile phone inventory works? Read our article Mobile Inventory - Complete Guide

How to Implement QR Codes in Your Organization

Implementing QR codes in asset management is a simple process you can complete in a few steps:

Select Software

Choose asset management software with QR code support. Asset Manager enables generation, printing, and scanning of QR codes directly in the application.

Import Assets

Upload your existing asset records to the system. You can import data from Excel or another system. Each asset is automatically assigned a unique QR code.

Print Labels

Generate and print labels. You can print on a regular printer (then laminate) or use a professional label printer for greater durability.

Apply Labels

Apply labels to visible and accessible places on assets. For electronics, we recommend the side, for furniture the bottom or back side.

Train Users

Train employees on scanning with mobile phones. The entire training usually takes less than 15 minutes.

What Labels to Use

Choosing the right label material depends on the environment where the asset will be located. Here's an overview of the most common options:

Label Type	Durability	Suitable Use	Price
Paper	1-2 years	Office environment, indoors	Low
Laminated	3-5 years	Regular environment, occasional moisture	Medium
PVC / Polyester	5-10 years	Production halls, warehouses, outdoors	Higher
Metal	10+ years	Extreme conditions, chemicals, high temperatures	High

Tips for Proper Label Placement

Proper label placement is key for quick and convenient inventory. Follow these guidelines:

!Place the label in a location that is easily accessible without moving the asset
!Avoid places with direct sunlight - UV radiation degrades labels
!For IT equipment, choose the side of the monitor or the back of the computer
!Keep consistent placement within asset categories (e.g., all chairs from below)
!Leave at least 3mm free space around the QR code for reliable scanning

How Asset Manager Supports QR Codes

Asset Manager offers complete QR code support from generation to scanning:

Automatic Generation

Each asset is automatically assigned a unique QR code. No setup or configuration needed.

Bulk Label Printing

Print labels individually or in bulk. We support regular printers and professional label printers (Zebra, Brother, DYMO).

Mobile Scanning

Scan QR codes directly in the mobile app or web browser. Works on iOS and Android without installation.

Offline Mode

Scan assets even without internet connection. Data automatically synchronizes when connectivity is restored.

Frequently Asked Questions About QR Codes

Do I need a special QR code reader?

No, a regular mobile phone with a camera is sufficient. Most modern phones (iPhone, Android) can read QR codes directly in the camera app or through a web browser. No special app installation needed.

What if a label gets damaged or lost?

Simply print and apply a new label. QR codes contain redundant data, so even a partially damaged code (up to 30% damage) can often be read. In Asset Manager, you can print a replacement label anytime.

How much does QR code implementation cost?

The QR codes themselves are free - they're generated automatically in the software. The only costs are for printing labels (from $0.02 for paper labels to $0.80 for metal). You don't need to buy any special readers or hardware.

Do QR codes work in the dark or poor lighting?

Yes, modern mobile phones have LED flashlights that automatically activate when scanning in poor lighting conditions. QR codes can be scanned even in complete darkness thanks to the camera flash.

Can QR codes be used for outdoor assets?

Yes, for outdoor use we recommend PVC or metal labels that resist weather, UV radiation, and moisture. Metal labels withstand extreme temperatures from -40°F to 300°F (-40°C to 150°C).

Conclusion

QR codes are a simple, affordable, and highly effective technology for asset management. They eliminate human errors, speed up inventory, and provide instant access to asset information. Because you don't need special hardware, return on investment is practically immediate. Asset Manager fully supports QR codes - from automatic generation through printing to mobile scanning.

Try QR Codes in Asset Management

Discover how QR codes can speed up your inventory and simplify asset management. Asset Manager offers complete QR code support at no extra charge.

Request a Demo

Discover the Asset Manager

Who our app is for

What roles is our application designed for

Tutorials and tips

Case studies

Expert articles

Price plans

Support

Sales Department

About us

Informace