A barcode scanner may seem like a simple purchase: you plug it in and scan. In practice, a model that works perfectly at a checkout may not be right for a warehouse or stocktaking. The way you hold it, the types of barcodes it needs to read, and the device it sends data to all make a difference.

In this guide, we’ll take you through the features that distinguish scanners from one another, in the order you’ll consider them when making a decision, and explain what each means in practice. Let’s take a detailed look at everything so you can get all your questions answered!

1. Scanner type: where and how will you scan?

The type determines everything else, because it defines whether you hold the device, pass the product in front of it or carry it with you. That’s why it’s the first decision to make.

• Handheld scanner: the most common choice. You hold it and point it at the barcode, so you can scan products that are difficult to move, such as shelves, boxes or heavy items. Some models come with a stand, turning them into fixed scanners when you want to keep your hands free.
• Presentation scanner: it stays fixed on the counter, and you pass the product in front of it. It’s fast when scanning lots of small products one after another and leaves your hands free. Its limitation is large or heavy products, which are difficult to lift in front of the sensor.
• In-counter scanner: it is installed inside the checkout counter and appears as a glass window on its surface. It’s ideal for checkouts with a high volume of products, but requires installation and cannot be moved.
• Fixed scanner: a stationary unit installed in one place that reads whatever passes in front of it. You’ll find it on packaging lines, in machines and at self-service points.
• Socket scanner: a small wireless scanner that works alongside a mobile phone or tablet. It fits in your pocket, making it convenient when your checkout is an app on a portable device.
• Ring scanner: worn on your finger, so you keep both hands free while counting or packing. It’s a less common choice, mainly suited to repetitive tasks involving lots of packages.
• PDA (portable terminal): a device with a screen, processor and battery, with a built-in scanner. It doesn’t need a computer nearby, making it ideal for warehouses, receiving goods and stocktaking, where you move around the premises.
• Price checker: a fixed point where customers scan a product to view information about it, without needing assistance from a staff member.

Choose it if: you scan a variety of products and want one device that works both at the checkout and in the warehouse (handheld). If you scan lots of small products one after another at a fixed counter, consider a presentation scanner. If you record products while moving around, a PDA is the most complete solution.

SkroutzTip: if you need both, a handheld scanner with a stand works as a presentation scanner on the counter and as a handheld scanner when you need to scan something large.

The table below gives you a quick overview of where each type is best suited.

2. Which barcodes do you scan: 1D or 2D?

1D barcodes are the familiar lines you see on the packaging of most products. 2D barcodes, such as QR codes and DataMatrix codes, are square patterns that can hold much more data in the same space. You’ll find them on tickets, coupons, membership cards and component labels. The scanner’s reading technology determines which type it can scan.

• Laser (1D): sweeps a laser line across the barcode. It reads only 1D barcodes, and you need to aim so the line crosses them correctly. It’s enough if your products only have standard barcodes.
• Linear Imager (1D): a sensor “photographs” the barcode line using LED illumination instead of a laser. It also reads only 1D barcodes, but has no moving parts for scanning, which usually makes it more resistant to knocks.
• Area Imager (2D): works like a small camera that photographs the entire code. It reads both 1D and 2D barcodes, from any angle, and can scan codes displayed on a phone screen, such as coupons and tickets.

Choose this if: you accept codes displayed on a phone screen (coupons, tickets, membership cards) or QR and DataMatrix codes. If you only scan the barcodes on products in your store, a 1D scanner is sufficient.

SkroutzTip: a 2D scanner can also read standard barcodes. If the types of codes you scan may change in the future, it covers both cases.

The table below compares the three technologies side by side.

3. Wired or wireless?

Here, you decide whether the scanner will stay connected to your system or move around freely. It depends on how far from the computer or terminal you need to scan.

• Wired: it receives power and sends data through the same cable, so you don’t need to charge it and there’s no connection to lose. You’re limited by the cable length.
• Wireless: you can move freely around the computer or throughout the entire space, as long as you’re within its range. It runs on a battery, so you need to charge it, usually on a charging cradle. Some models store scans when you move out of range and send them once they reconnect.

Choose it if: you scan shelves, pallets, or products that you don’t bring to the counter—in which case, choose a wireless scanner. If you work at a fixed checkout and the scanner is used all day, a wired one means you have one less thing to keep an eye on.

SkroutzTip: with wireless scanners, the charging cradle keeps the scanner charged between uses and gives it a permanent place to go.

Below, you can see both categories.

4. How will it connect: USB, Bluetooth, WiFi, or Serial?

The connection method depends on the device that will receive the codes: a computer, cash register, mobile phone, or network. A scanner may support more than one connection method, so check which ones you need.

• USB: the most common connection. Most computers and cash registers recognize it as a keyboard, so the code you scan is entered in the field you have open, without installing any software.
• Bluetooth: connects directly to mobile phones, tablets, and computers, with no cable or receiver required. It’s a good fit when you use a mobile app for checkout or inventory counting.
• WiFi: sends data over your network, so it isn’t tied to a specific device. It’s useful in large spaces with an existing network.
• Serial (RS-232): for older cash registers and machines with a serial port. Before choosing it, make sure your device has this type of port.

Professional models may also offer Ethernet, COM, or keyboard wedge connectivity, which means the scanner “types” the code like a keyboard.

Choose it if: you’re connecting the scanner to a computer or modern cash register (USB), a mobile phone or tablet (Bluetooth), or a network with multiple workstations (WiFi). If your cash register only has a serial port, you’ll need Serial.

5. Durability, battery life and software compatibility

These factors don’t affect which type you choose, but they can distinguish two scanners of the same type and are listed in the specifications.

• Durability: If the scanner will be used in a warehouse or an area with dust and moisture, check its IP rating, which indicates how well it is protected against dust and water, and the manufacturer’s specified drop height.
• Battery life: For wireless models, check how many scans or hours of use the battery provides on a single charge. If you work a full shift without placing it in the charging base, you’ll need longer battery life.
• Compatibility: Make sure the scanner works with your operating system and point-of-sale or warehouse software. Keyboard emulation works with most programs without any setup. Also check whether it can add an Enter key after each code.

SkroutzTip: Check what’s included in the box, such as a cable, charging base or dongle, so you don’t need to buy anything extra to use it.

Don't forget!

By combining the features that best suit your needs—type, scanning technology, and connectivity—you’ll find the scanner that’s right for your work. Before you decide, read reviews from other users about the model you’re interested in.

This article was created with the help of AI and reviewed and edited by the Skroutz team.