Business 2026-02-25 5 min By Cornelious Fazal

QR Code Asset Tracking: Build a Free Inventory System With Labels and a Spreadsheet

Quick Answer

Track tools, equipment, office assets, and stock using QR codes and a free Google Sheet - no software subscription needed.

Why QR Codes for Asset Tracking?

A paper log for tracking equipment quickly becomes unreadable, out of date, or lost. Dedicated asset management software requires monthly fees and staff training. A QR code system built on free tools - labels you print yourself, a Google Sheet, and any smartphone - delivers the core function of an asset tracking system for zero ongoing cost.

Every asset gets a unique QR code label attached. When the item is moved, assigned, serviced, or returned, someone scans the code with their phone - and a record is created instantly, logged to the correct row in a spreadsheet, with a timestamp and the scanner's name.

What You Need

  • A printer (any - label sheets or plain paper with sticky-back label pockets)
  • A Google Account (free)
  • Our Free QR Code Generator
  • Smartphones for scanning (any model from 2016 onwards)

Step 1: Create Your Asset Inventory Spreadsheet

Open Google Sheets and create a new spreadsheet. Create column headers:

Asset IDNameCategorySerial NumberLocationAssigned ToStatusLast UpdatedNotes
ASSET-001Canon EOS R5 CameraPhotographySN0923847Studio StorageJ. SmithAvailable--

Add each asset as a row. The Asset ID column is critical - it is what your QR code will contain.

Step 2: Create Asset-Specific Google Forms for Updates

Create a Google Form for logging asset interactions. Fields:

  • Asset ID (short text - the person scanning the QR fills this in, or pre-fills if using the URL method below)
  • Your name (short text)
  • Action (dropdown: Check Out / Return / Report Issue / Maintenance Complete)
  • New Location (short text)
  • Notes (paragraph)

Set the form to log responses to a linked Google Sheet (Responses → link to Sheets). Each form submission creates a timestamped log entry automatically.

Step 3: Generate QR Codes for Each Asset

For each asset, encode a URL that pre-fills the form with the Asset ID. In Google Forms, you can pre-fill URL parameters. From your form, click "Get pre-filled link" and fill in the Asset ID. Copy the resulting URL and generate a QR code from it.

When a staff member scans the code for ASSET-001, the form opens with "ASSET-001" pre-filled in the Asset ID field. They only need to enter their name and select the action - 3 taps and the log entry is submitted.

Step 4: Print and Attach Labels

Print each QR code at a size appropriate for the asset:

  • Small items (tools, accessories, cameras): 2×2 cm label - Avery label sheets work well. Print 4-6 per A4 sheet.
  • Medium items (monitors, laptops, furniture): 3×4 cm label with the Asset ID printed in text below the code.
  • Large equipment (machinery, vehicles): 5×5 cm or larger, laminated, attached with a cable tie or adhesive rivet.

Always print the Asset ID in readable text below the QR code - fallback if the code is damaged or a scanner isn't available.

Label Durability Options

EnvironmentLabel typeCost
Office / indoor storageStandard adhesive label stock~£5/100 labels
Workshop / constructionIndustrial polyester labels (laser-printable, waterproof)~£15/100 labels
Outdoor / vehiclesAnodised aluminium or stainless steel engraved tags~£1-3 per tag
High-temperature / kitchenThermal-resistant polyimide labels~£20/100 labels

Scaling Up: Free Apps for More Structure

When the Google Sheet approach hits its limits (multiple locations, or you need dashboard views and mobile scanning apps), these free or free-tier app options add structure:

  • Sortly - free tier supports 100 items; clean mobile app with photo attachment per asset
  • QR Inventory - cloud-based, QR-first design, free tier for small teams
  • Reftab - designed for IT asset tracking, free tier available

All support generating QR codes for each asset and scanning to update status - the same principle as the Google Sheet approach, with more structured interfaces.

Frequently Asked Questions

No. Each asset must have its own unique QR code encoding its specific Asset ID. If two assets share a QR code, scanning it produces ambiguous results - the system cannot distinguish between the two. The asset tracking approach depends on each code being uniquely assigned to exactly one physical item. Generate a separate code for each asset using its unique Asset ID as the encoded content or URL parameter.

QR codes with error correction level M or H can remain scannable even with 15-25% of the code obscured or damaged. If a label is severely damaged: replace the label with a newly printed copy of the same QR code (the code itself does not expire or change). Always keep a backup copy of each asset's QR code in your spreadsheet or a digital file so you can reprint on demand. For high-wear environments, use industrial polyester or laminated labels that resist abrasion significantly better than standard paper.

The Location column in your spreadsheet tracks the current location, updated each time someone submits the Google Form with a new location value. The QR code itself does not change - it is the constant identifier for that asset. The spreadsheet (or app) reflects the current state, while the form submissions provide a complete history of location changes over time. For multi-site tracking, add a "Site" dropdown to your Google Form so location changes are standardised rather than free-text.

The Google Form approach is openly accessible by anyone with the URL (encoded in the QR code), but the form itself can be restricted to specific Google accounts if needed (Form settings → Restrict to organisation). Log submissions are time-stamped and name-attributed if you collect the submitter's name as a required field. For sensitive assets or equipment with high theft risk, restrict form access to organisational accounts and consider adding a confirmation step where submissions are reviewed before the status is marked as final.
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