Data Import & Export

How to Create QR Codes for Editable Inventory Data in Excel

Amos Gikunda Oct 7, 2026 874 views

Question details

The user wants to generate QR codes for inventory items so that scanning the code retrieves the item's quantity and allows users to write changes back to the Excel workbook in real time.

How to Create QR Codes for Editable Inventory Data in Excel

Product: Excel
Device & OS: not provided
Scenario: Setting up a real-time inventory management system where physical QR code scans instantly update stock quantities in a spreadsheet.
Observed behavior: Excel can store inventory data but does not natively support retrieving and writing data back to a workbook directly through a QR-code scan without the help of external applications.

Before you start

Since Excel lacks a native real-time QR scanning and write-back feature, you will need access to Microsoft 365 tools like Power Apps, Microsoft Forms, or third-party web applications to act as the bridge between your scanner and the spreadsheet.

Solution 1Recommended

Use Microsoft Power Apps to Build a QR Code Scanner

Building a custom canvas app connected to your Excel data is the most reliable way to enable real-time reading and writing of inventory via QR codes.

Power Apps can connect directly to an Excel workbook hosted on OneDrive or SharePoint. You can use its built-in barcode scanner control to look up items and submit quantity updates back to the spreadsheet.

Prepare your Excel data

Format your inventory data as an Excel Table (Insert > Table) and ensure it has a column for unique Item IDs. Save the file in OneDrive for Business or SharePoint.

Create a new Power App

Add a barcode scanner

In the Power Apps Studio, go to the Insert menu, search for 'Barcode scanner', and add the control to your app screen.

Configure data lookup

Set the app to filter your Excel data based on the scanner's output value, displaying the matching item's current quantity.

Enable write-back functionality

Add a text input field for the new quantity and a submit button. Use the Patch() function in the button's OnSelect property to write the updated quantity back to the Excel table.

Use Microsoft Power Apps to Build a QR Code Scanner

Database Alternative: For multi-user environments with frequent simultaneous updates, consider storing your inventory data in SharePoint Lists or Microsoft Dataverse instead of an Excel workbook to prevent file locking issues.

Solution 2

Create a Data Entry Form Linked via QR Code

For a simpler setup without custom app development, you can link a QR code to a Microsoft Form and use Power Automate to log the changes into Excel.

Free Microsoft Office alternative

Manage Your Inventory Spreadsheets Easily with WPS Office

While building complex inventory scanning applications requires specialized development tools, WPS Office provides a lightweight, highly compatible, and completely free alternative for managing all your inventory data, charts, and tables locally.

Fully compatible with Microsoft Excel (.xlsx) and CSV formats.Built-in spreadsheet templates for inventory management and tracking.Lightweight software with a familiar tabbed user interface.Cost-effective solution without expensive subscription fees.

microsoft office alternative - wps office

Frequently Asked Questions

Can I generate static QR codes directly inside Excel?

Yes, you can generate static QR codes in Excel by installing third-party add-ins from the Microsoft Store (such as QR4Office) or by using specialized barcode fonts. However, these codes only display data when scanned and cannot receive user input natively.

Is it possible to use a handheld barcode scanner with Excel?

Yes, standard USB or Bluetooth handheld scanners act as keyboard emulators. When you scan an item, the scanner types the barcode number into the currently selected Excel cell and automatically presses 'Enter' to move to the next row.

Why doesn't Excel update in real time when multiple users scan items?

Excel is primarily a spreadsheet tool, not a relational database. Standard desktop workbooks lock when being edited by one person. To allow simultaneous updates from multiple scanners, the file must be hosted on OneDrive or SharePoint with the Co-authoring feature enabled, or migrated to a robust database system.

Excel & Data Problems