Updated 2026-10-12 · By the Scan to Google Sheets team
Method 1: a USB or Bluetooth barcode scanner
Most handheld scanners behave like a keyboard. Click a cell in Google Sheets, scan, and the scanner types the code followed by Enter, which moves you down a row. It is simple and fast, but it needs a computer (or a tablet with keyboard support) next to the scanner, and any extra data such as a quantity has to be typed by hand.
Method 2: a phone app that writes rows for you
A scanner app uses the phone camera and sends the result to the spreadsheet directly, so you can scan on the shelf, at the dock or on site. Scan to Google Sheets works this way:
- Connect a spreadsheet. Choose one from Google Drive, or share a private sheet with the app. See the setup guide.
- Pick a worksheet and set column types. The app reads column names from row 1 and lets you mark each as timestamp, barcode, text, number or select.
- Scan. Each scan opens a form for extra fields such as quantity and location, then joins an upload queue.
- Send. Send one scan or the whole batch; each becomes a new row.
Method 3: typing codes by hand
It needs no tools, but it is slow and typos are easy to miss. Reserve it for a handful of items.
Which should you choose?
| Need | Best fit |
|---|---|
| Scanning at a desk all day | USB or Bluetooth scanner |
| Moving around: shelves, vehicles, sites | Phone scanner app |
| Extra fields per scan (quantity, location, notes) | Phone scanner app with forms |
| Several people scanning into one sheet | Phone app with team access |
Tips for clean data
- Keep one header row and one record per row so filters and pivot tables work.
- Use a separate worksheet for each movement type, such as Stock In and Returns.
- Print clear labels with the barcode generator if your items have no code yet.