Barcode Labels & Variable Data: What Small Businesses Need to Know
Posted by : Mercury Labels Ltd on Monday, November 3, 2025 in Barcode Labels.
If you run a small business, you’ve probably hit a moment
where someone asks, “Can you add a barcode to this?” It’s at this point you
realise you’ve somehow dodged that topic entirely. You’re not alone, nearly
everyone starts off making it up as they go. The good news is: barcodes
aren’t complicated. All you need to do is understand what they actually
do and which type you need.
Let’s break it down
in plain English.
So… what does a barcode really do?
A barcode is
basically a shortcut for your system. Instead of typing in product names or
prices or batch numbers, you scan a pattern of lines and the system instantly
knows what it’s looking at.
If you only sell a
handful of products with fixed prices and nothing fancy, then your barcoding
life is easy. But as soon as you start dealing with things like batches, expiry
dates, or anything that changes from one item to the next, that’s the point
where variable data comes into play.
What is the difference between GS1 barcode and normal barcode?
People love to
overcomplicate this, so here’s the blunt version:
- A normal barcode is something you can
make up yourself. Handy for internal use, stockrooms, small setups, etc. - A GS1 barcode follows rules that are
set right around the globe. It’s the one big retailers, marketplaces, and
logistics companies expect. It also lets you add extra info like expiry dates,
batch numbers, weights, and serial numbers.
If you plan to stay
small and keep everything in-house, your own “normal” barcodes might do the job
If you want to sell
anywhere serious; supermarkets, Amazon, wholesalers, you’ll eventually need
GS1.
GS1 barcode examples
- A simple retail product you’d scan at a
till? That’s usually GS1. - A shipping box that needs an expiry date and
batch code on it? Also GS1. - A pallet being tracked through a warehouse?
Definitely GS1.
Think of GS1 as the
“grown-up” system. You don’t need to use it, but if you plan on scaling, it’ll
spare you a lot of hassle in the future.
When variable data becomes necessary
Plenty of
businesses slip up at this point. Some products can stick with one barcode for
life, the straightforward, fixed-type stuff. But anything involving variable
data needs fresh info printed every time. For instance:
- Serial numbers: When every unit needs to be unique.
- Sequential codes: If you want to track things in order.
- Batch or lot numbers: For anything you may need to trace later.
- Expiry dates: Food, cosmetics, anything perishable.
- Weights: Fresh produce, meat, cheese, materials sold by the metre/kilo.
If any of that
sounds like your business, then static labels won’t cut it. You need labels
that change for each print job.
How to bring barcoding into your day-to-day without chaos
Here’s the
real-world version, no manuals, no nonsense:
- Get
clear on what you want the barcode to do.
Do you only need to identify the product? Or do you need to track batches,
dates, weights, or individual units? - Pick
a system and stick to it.
If you need GS1, register properly. If you don’t, create your own numbering
system and be disciplined about it. - Sort
your label setup.
Most businesses do fine with a desktop thermal printer and simple label
software. The important bit is whether it can handle variable data. If it
can’t, you’ll hate your life. - Make
sure your stock or POS system knows what to do with the scans.
A barcode is useless if the system on the other end doesn’t recognise it. - Teach
your staff the basics.
Not everything needs an hour-long training session, just show them which labels
to print, where to stick them, and what not to do (like sticking labels
over seams or folds).
The honest truth
A lot of small
businesses overthink barcode
labels or ignore them until it becomes a mess. You don’t need to go full
corporate from day one, start with what fits you now, but leave yourself room
to grow.
If you’re already
feeling like your current labels are a bit of a bodge job, or you’re planning
to sell into bigger channels, it might be worth tightening things up now rather
than redoing everything later.
