To set up barcode billing you need four things: billing software, an item list with prices and stock, barcode labels on your products, and a barcode scanner at the counter. Enter your stock from supplier bills, print labels for items that do not already carry a barcode, stick them on, and then bill by scanning. Each scan adds the right item and price to the bill and reduces the stock.
What you need
- Billing software that supports barcodes. FundRaksha Book runs in the browser on a laptop, desktop, tablet or phone, so there is nothing to install.
- A barcode scanner. A basic USB scanner plugs in and behaves like a keyboard: it types the code and presses Enter.
- A printer for labels. A normal printer with A4 sticker sheets is enough to begin. A dedicated label printer is faster if you print many labels every day.
- A bill printer, either a normal printer or a thermal receipt printer.
Step 1: build your item list from purchase bills
The item list (item master) is the base of barcode billing. Every barcode points to one item with a name, price, GST rate and stock quantity.
In FundRaksha Book you do not type the item list separately. You enter your supplier bill once, and items, stock and selling prices are set up in one go. You enter the cost and your profit %, and Book works out the selling price, including GST under the composition scheme.
Step 2: decide which barcodes to use
- Packaged goods from large brands already carry a printed barcode. Whether you reuse it or print your own depends on your software.
- Loose, unbranded or repacked items such as garments, footwear, utensils, gift items and loose grocery packs have no barcode. These need your own labels.
In FundRaksha Book every purchase batch gets its own barcode. This means two lots of the same product bought at different costs can carry different prices, and stock is tracked batch-wise.
Step 3: print and stick labels
Print labels soon after you enter the purchase, before the stock goes on the shelf. In FundRaksha Book you print sticker sheets and choose what shows on the label: name, price, MRP or date.
- Print a test sheet on plain paper first and hold it against the sticker sheet to check alignment.
- Stick labels on a flat part of the pack. A barcode wrapped around a curve or over a fold is hard to scan.
- Keep the label clean and unsmudged. A faded barcode slows the counter down more than typing would.
Step 4: bill at the counter
- Open the sale screen and keep the cursor in the scan box.
- Scan each item. The item lands on the bill with its price. Scan again or change the quantity for more pieces.
- If a label is missing or damaged, type the product name instead.
- Apply a line discount or a bill discount if needed. The total is rounded off automatically.
- Choose cash or credit, complete the sale and print the bill.
Stock updates with every sale, so you can see what is running low before a customer asks for it.
Choosing a scanner
| Type | Good for |
|---|---|
| Handheld USB scanner | Most small shops. Low cost, plugs into a laptop or desktop |
| Wireless or Bluetooth scanner | Counters where the cable gets in the way, or billing on a tablet or phone |
| Hands-free desktop scanner | Busy counters where the cashier passes items in front of the scanner |
A 1D laser scanner reads the usual line barcodes. A 2D imager also reads QR codes and usually copes better with damaged labels and screens.
Common mistakes
- Billing before the purchase is entered, so the stock goes negative and reports stop making sense
- Using one barcode for items with different sizes or prices
- Not relabelling when the price changes on a new lot
- Leaving a shelf of unlabelled items "for later", which forces the cashier to search by name at peak time
What it costs to start
With FundRaksha Book the first 300 invoices are free with every feature switched on, and no card is needed to sign up. Sales and purchase invoices both count toward the 300. After that it is ₹999 a year. Scanner and printer are your own hardware. Create a free account.
Frequently asked questions
Do I need a special printer for barcode labels?
No. You can print on A4 sticker sheets with a normal printer. A dedicated label printer helps only when you print a large number of labels every day.
Can I do barcode billing on a mobile phone or tablet?
FundRaksha Book runs in the browser, so it works on laptops, desktops, tablets and phones. A Bluetooth scanner is the usual choice with a phone or tablet.
What if a product has no barcode or the label is damaged?
Type the product name on the sale screen and pick the item. Then print a fresh label for the remaining stock.
Do I need to register anywhere to print my own barcodes?
Not for labels used inside your own shop. Registered barcode numbers matter when your product is sold through other retailers who need a code that is unique across companies.
Does barcode billing work for a composition dealer?
Yes. In FundRaksha Book you choose regular or composition at set-up. Under composition, the GST paid on purchases is built into the selling price and no separate GST is charged on the bill.
This guide is general information for Indian businesses, not tax advice for your specific case. GST rules, limits and dates change; confirm the current position with your CA or on the GST portal (gst.gov.in) before acting.
Related guides
GST billing software in your city: Ahmedabad, Surat, Rajkot, Vadodara, Mumbai, Pune, Nagpur, Delhi, Noida, Gurugram, Ludhiana, Jaipur, Indore, Hyderabad, Bengaluru, Chennai, Coimbatore, Kolkata, Lucknow, Kanpur, Kochi, Patna