What You Need
Setting up a barcode system for your shop is simpler than you think. Here’s everything you need:
- A barcode printer — to print labels for your products
- Label rolls — thermal labels that fit your printer
- A barcode scanner — to scan labels at checkout (optional if you use POS software with camera scanning)
- POS software — to manage products, print labels, and process sales
Total investment: as low as Rs. 14,900 for the printer, plus an Invenova POS plan.
Step 1: Choose Your Barcode Printer
For most Sri Lankan retail shops, we recommend the Xprinter XP-365B (Rs. 24,500). It’s fast, reliable, and handles the label volumes that typical shops need.
If you’re a small boutique or market vendor, the Niimbot B1 (Rs. 14,900) is a great portable option.
See our complete printer comparison to find the right fit.
Step 2: Set Up Your Product Catalog
Before you can print barcodes, you need a list of your products with names and prices.
Option A — Manual entry: Add products one by one in Invenova POS. Good for shops with under 100 products.
Option B — Bulk import: Export your existing product list to a CSV or Excel file and upload it. Invenova supports standard formats, so if you already have a spreadsheet of your products, this takes minutes.
Step 3: Generate Barcodes
Invenova automatically generates barcodes for each product you add. You can choose from:
- EAN-13 — the standard retail barcode used worldwide (and in Sri Lanka)
- Code 128 — compact, good for internal inventory codes
- QR Code — scannable with phone cameras, can include product URLs
For most retail shops, EAN-13 is the right choice. If you need official GS1 barcodes for distribution, contact GS1 Sri Lanka. For internal shop use, Invenova-generated codes work perfectly.
Step 4: Print Your Labels
- Connect your printer via USB or Bluetooth
- In Invenova POS, select the products you want to label (label printing is included in the Professional plan and above)
- Choose your label template and size
- Hit Print
Your labels come out on thermal rolls — peel and stick them on your products.
Step 5: Set Up Scanning at Checkout
If you use Invenova POS, your barcode scanner plugs in via USB and works immediately. Scan a product, the price appears, and the bill is ready.
Even without a dedicated scanner, Invenova POS supports camera-based scanning on tablets and phones.
Step 6: Keep Your System Updated
When you add new products or change prices:
- Update the product in Invenova
- Print new labels for affected products
- Replace the old labels on your shelves
With Invenova POS, price updates sync automatically — you just need to reprint the physical labels.
Common Mistakes to Avoid
- Buying the cheapest labels: Low-quality thermal labels fade quickly and jam printers. Ask your supplier for “top-coated” direct thermal labels.
- Not calibrating your printer: When you change label sizes, calibrate the printer so it feeds the right amount of paper.
- Ignoring label placement: Stick barcodes on flat surfaces where the scanner can reach them easily. Curved surfaces and wrinkled labels cause scan failures.
- Skipping the POS connection: A barcode system without POS software gives you labelling but misses the biggest benefit — instant product lookup at checkout.
Cost Breakdown
| Item | Cost |
|---|---|
| Barcode Printer (Xprinter XP-365B) | Rs. 24,500 (one-time) |
| Label Rolls (5 rolls, ~1,500 labels each) | Rs. 2,500 |
| Barcode Scanner | Rs. 3,500–5,000 (one-time) |
| Invenova POS (Professional, includes label printing) | Rs. 5,500/month |
| Total setup cost | ~Rs. 30,000–35,000 |
This is a one-time investment (except the POS subscription) that saves hours every week and eliminates pricing errors.
Get Started Today
The fastest way to get set up is to order a printer from Invenova — we deliver island-wide and help you set up everything via WhatsApp, for free.
Already have a printer? See Invenova POS pricing — label printing is included from the Professional plan.