Overview
Office users can generate barcode or QR code labels for storage items directly from the SmartMoving web app and print them on standard label sheets. Once printed, labels are applied to physical items so crew members can scan them during a move or inventory check using the Crew App.
This article covers sheet-format label printing, which uses standard letter-size label sheets compatible with most desktop printers.
Note: To print labels using a roll-label printer such as a Zebra, see How to Print Barcode Labels as a Roll.
Before You Start
Inventory scanning must be enabled for your account. If the Generate QR / Barcode Stickers option is not visible, contact your administrator to confirm that scanning has been turned on under Settings > Crew App > Descriptive Inventory.
You will need access to a desktop printer loaded with compatible label sheets. See Supported Label Format below for specifications.
Supported Label Format
SmartMoving sheet-format label printing is tested and optimized for the following specification:
Spec | Detail |
Tested label | Avery 18163 |
Label size | 2 × 4 inches |
Labels per sheet | 10 per letter-size sheet |
Printer type | Standard desktop printer |
💡 SmartTip: Avery 18163 labels are widely available at office supply stores and online. Other 2×4 label sheets on a standard letter-size page may also be compatible, but Avery 18163 is the tested and recommended standard.
How to Generate and Print Labels — Sheet Format
Step 1: Open the Label Generation Wizard
Navigate to the relevant opportunity in the SmartMoving web app.
Open the Estimate tab.
From the side menu, locate the Inventory Card.
Click Generate QR / Barcode Stickers.
Step 2: Configure Your Labels
Work through the wizard to set up your labels:
Select code type — choose either Barcode or QR Code. Both formats are supported and can be scanned in the Crew App.
Enter the number of stickers to generate.
Set the sticker number format:
Prefix — optional, up to 8 characters. Defaults to the quote number (e.g., #5221-).
Starting Number — required, defaults to 1.
Suffix — optional, up to 4 characters.
Enter a Lot # — optional, but recommended. It will print on each sticker, and if your crew uses the Scan tab in the Crew App, this lot number will auto-populate in the Lot Details Drawer.
Select which fields to display on the sticker — options include Customer Name, Job Number, Destination, and Company Name.
💡 SmartTip: Use the Prefix field to tie labels back to a specific job or quote. A prefix like the quote number makes it easy to identify which stickers belong to which opportunity if you are printing for multiple jobs at once.
Step 3: Select Sheet Format and Print
Under Print Format, select the sheet option.
Click Generate Stickers to create the label PDF.
Review the preview to confirm label content and layout.
Send to your desktop printer loaded with Avery 18163 label sheets.
Print at 100% scale, we found this worked best for label alignment, but adjust as needed for your specific printer.
Applying Labels to Items
Once labels are printed, apply them to the corresponding physical items before the job begins. Labels must be scanned and linked to items during the initial Descriptive Inventory in the Crew App, without that connection, scanning during an inventory item check will not work. Labels should be:
Applied to the outside of the item after it has been packed or wrapped, in a visible and accessible location.
Flat and smooth as creased or bubbled labels may not scan correctly.
Secure and fully adhered as loose or partially peeled labels can fall off during a move.
Note: Labels must be scanned and linked to items during the initial Descriptive Inventory in the Crew App. If this connection is not made during the initial inventory, scanning during an inventory item check will not work.
Best Practices
Print a test sheet before a large label run to confirm alignment and print quality with your specific printer and label stock.
Generate labels for all known items on a job at once, and print an extra 10–20% as a buffer. Shippers often have additional items that weren't on the original inventory, and having spare labels on hand means crew can keep the job moving without interruption. Additional labels can always be generated later if needed.
Store unused label sheets flat and away from heat or moisture to prevent adhesive degradation.
If a label is damaged or falls off during a job, crew members can still confirm that item manually using the Item Check keypad or Inventory List in the Crew App.
Troubleshooting
Labels are printing misaligned on the sheet.
Confirm your printer is set to print at 100% scale with no page scaling or "fit to page" adjustments. Scaling shifts label alignment and may cause content to bleed between labels.
The Generate QR / Barcode Stickers option is not visible.
Inventory scanning may not be enabled for your account. Ask your administrator to verify the setting is turned on under Settings > Crew App > Descriptive Inventory.
Labels are not scanning correctly after printing.
Check that the label surface is clean and undamaged. Ensure the printer produced clear, high-contrast output, faded or streaky labels may not read reliably. Reprint if needed.