How to buy a barcode?

How to get a barcode for a product in 2026

A barcode on packaging may seem like a “small detail,” but for a manufacturer it is a separate process: the code must be correct and recognized by the market, otherwise retail chains, marketplaces, or distributors may refuse the product. It is important to understand: in most cases, you do not “buy one barcode,” but obtain the right to use GS1 numbers (through GS1 Ukraine) and only then assign GTINs/barcodes to your products.

For many manufacturers, this is indeed an expense: payment for joining/membership and/or for the number of assigned numbers, plus organizational issues (who owns the brand, who has the right to assign codes). In 2026, it is also necessary to take into account new digital requirements: some goods use 2D codes (for example, in pharmaceuticals — medicine verification, in excisable goods — electronic excise stamps), and this is not the same as a regular EAN-13 on a label.

In this article, we will explain: who needs to obtain codes, which route to choose, when an internal barcode is sufficient for inventory accounting, how much it approximately costs, and which documents are usually required.

What a barcode is and what it is used for

A barcode is a graphic symbol (lines or a 2D symbol) and a digital identifier. The digital part is read by a person, the graphic part by a scanner or camera. A barcode is used to identify a product in inventory and retail processes: checkout sales, receiving, stocktaking, transfers, and stock control.

The use of barcodes reduces the number of errors when entering product items, speeds up transaction processing, and standardizes inventory accounting. For the cashier, this means faster scanning and less manual item search; for the owner, it means better control over inventory and cash flow.

Barcodes can be linear (1D) and two-dimensional (2D). Linear barcodes are the most common; in retail, the most frequently used is EAN-13 (13 digits). 2D codes (for example, DataMatrix or QR) are used when more data needs to be encoded or when special labeling requirements must be met (in particular in pharmaceuticals and for certain categories of excisable goods).

In practice, it is advisable to distinguish codes by purpose: standardized ones (GS1/GTIN, including EAN-13) — for sales through retail chains, marketplaces, and distribution, and internal (local) ones — for inventory accounting within the company. An internal code may be sufficient for your own warehouse/store, but it does not replace GS1 codes where counterparties require a GTIN.

What a barcode means

A common belief is that the first three digits of a barcode indicate the “country of manufacture.” In the GS1 system, this is not the case. The first digits are the prefix of the national GS1 organization through which companies obtain the right to assign product numbers. Therefore, a situation is possible where a barcode was obtained through GS1 of one country, while production is located in another: for example, a code may begin with 590 (GS1 Poland prefix), even if the product was actually manufactured in Ukraine, and in that case the packaging will not show 482.

The EAN-13 structure is usually as follows:

• GS1 prefix (identifies the GS1 organization through which the number range was issued);

• company prefix (identifier of the range owner in the GS1 system);

• product item number (determined by the range owner within the allocated resource);

• check digit (the 13th digit), calculated using the standard algorithm and used to verify correct reading.

For the end buyer, a barcode is generally not a source of information about the quality or characteristics of a product. Its main function is to uniquely identify a product in inventory and retail systems.

Who needs to register a barcode

Not all manufacturers are required to obtain and place a GS1 barcode on a product. The basic regulatory document remains the Regulation on Product Barcode Labeling No. 255 dated 20.08.2002. It provides for the mandatory use of standardized codes for certain product categories, including:

• alcoholic beverages;

• tobacco products;

• copies of phonograms and audiovisual works;

• medicinal products (taking into account additional 2D coding and verification system requirements).

Counterparty requirements should also be taken into account separately. To work with national retail chains, marketplaces, distributors, or for product export, a standardized GS1 code (GTIN, including EAN-13) is generally required. This is not so much a requirement of “international agreements” as a practical market standard.

If products are sold exclusively within your own chain or a single store, the law does not require GS1 codes for all categories of goods. In this case, internal (local) barcodes may be used for inventory accounting. They can be generated in the company’s accounting system, but they are not a substitute for official GS1 codes where counterparties require them.

As for the right to assign a code: the primary right usually belongs to the owner of the trademark or brand. If the brand has not registered the code, it may be registered by the manufacturer with the consent of the rights holder. A supplier or importer may initiate code assignment only if they have the corresponding rights or contracts that provide for this.

Who grants the right to use a barcode and how it works

In Ukraine, the national GS1 system organization is the GS1 Ukraine Association. It is through this organization that businesses obtain the right to use international product numbers GS1 (GTIN), on the basis of which barcodes, including EAN-13, are formed.

In fact, this is not about a “permit for one code.” The business:

1. Signs an agreement with GS1 Ukraine.

2. Pays the joining fee and annual membership fee.

3. Receives a company prefix (number range).

4. Independently assigns GTINs to its products within the allocated resource in accordance with GS1 rules.

In 2026, the procedure is carried out mainly remotely through electronic services using a qualified electronic signature.

Can unregistered barcodes be used

Using GS1-format barcodes (for example, EAN-13) without obtaining the corresponding number in the GS1 system is unlawful if the product enters external circulation (retail chains, marketplaces, distribution, export) or belongs to categories with mandatory labeling.

At the same time, a business may use internal (local) barcodes for inventory accounting within its own warehouse or store. Such codes are not GS1 codes and must not be presented as official international product numbers.

Therefore, the key issue is not whether it is “allowed or not,” but for what purposes the barcode is used:

• for internal inventory accounting — a local code is possible;

• for working with counterparties and the external market — GS1 (GTIN) is required.

How to get a barcode in Ukraine in 2026

In Ukraine, the national GS1 system organization is the GS1 Ukraine Association. It is through this organization that businesses obtain the right to use international GS1 product numbers (GTIN), on the basis of which the barcode is formed (including EAN-13).

The procedure is as follows:

1. A business (legal entity or Sole Proprietorship) submits an application to GS1 Ukraine.

2. Signs a membership agreement.

3. Pays the joining and annual fees.

4. Receives a company prefix (number range).

5. Independently assigns GTINs to its products in accordance with GS1 rules.

In 2026, registration is carried out mainly remotely through electronic services using a qualified electronic signature. A physical visit to the office is usually not required.

It is important to understand: GS1 provides a digital number (GTIN). The graphic image of the barcode is created by the business independently or through specialized services in compliance with technical requirements for size, contrast, and print quality. In most cases, no separate “registration of the image” is required — what matters is the correct use of the assigned number.

Is it worth using intermediaries

There are companies on the market that offer assistance with membership registration or the “sale of ready-made codes.”

The recommended route is to sign an agreement directly with GS1 Ukraine. This ensures:

• confirmed right to use the code;

• your company being shown as the number owner in official registers;

• no risk of the product being blocked by retail chains or marketplaces.

Purchasing “ready-made” codes from dealers or third parties is risky. In many cases, such codes are registered to another company. Large retail chains and marketplaces verify the code owner through GS1 catalogs, and any mismatch may lead to refusal to accept the product.

If a barcode is needed only for internal inventory accounting (within one warehouse or store), it is advisable to use local codes in the accounting system without GS1 registration. For working with counterparties and entering the external market, numbers must be obtained through the official channel.

How long barcode registration takes

The time required to obtain the right to use GS1 numbers (GTIN) depends on the completeness of the submitted documents and the speed of fee payment.

Under the standard procedure, after submitting the application, signing the agreement, and confirming payment, processing takes several business days. In practice, this usually occurs within up to 5–10 business days.

In some cases, expedited processing is possible if this is предусмотрено by the rules and technically feasible. It is advisable to уточнювати exact timelines directly with GS1 Ukraine, as they may vary depending on workload and the submission format.

It is important to note that for certain categories of goods (in particular medicinal products or excisable goods), in addition to obtaining a GTIN, additional requirements for labeling and integration with state systems may apply. This may affect the overall time needed to prepare the product for sale, even if the number itself is obtained promptly.

How much a barcode costs in 2026

In the GS1 system, you do not buy “one barcode.” A business registers membership with GS1 Ukraine, receives a company prefix, and the right to assign GTINs to its products. The cost consists of:

• a joining fee (one-time);

• an annual membership fee;

• payment for the number of codes (depending on the selected package).

Tariffs are set by GS1 Ukraine, calculated in US dollars (payment is made in hryvnias at the NBU exchange rate), and may be revised. The current amounts should be checked on the official GS1 Ukraine website before submitting the application.

Approximate fee structure (as of 2026)

The actual amount depends on:

• the business status (Sole Proprietorship / small business / standard tariff);

• the number of product items to which GTINs need to be assigned;

• the selected number package.

Using intermediaries may increase the total costs. When signing an agreement directly with GS1 Ukraine, the business pays only the official fees.

If a barcode is needed exclusively for internal inventory accounting (without working with retail chains, marketplaces, or export), GS1 membership is not mandatory, and the cost of official numbers can be avoided.

How to generate a free barcode

It is possible to generate a barcode for free for internal inventory accounting — within one store, warehouse, or chain. Such codes are created in the company’s accounting system (including Torgsoft) and are used to automate sales, receiving, and stocktaking.

Important: free generation does not grant the right to use the code as an official GS1 (GTIN/EAN-13) code for working with retail chains, marketplaces, or export. If the product enters external circulation and counterparties require a standardized code, numbers must be obtained through GS1 Ukraine.

Recommendations for manufacturers of size-based products

If you manufacture clothing, footwear, or other size-based products, it is advisable to assign a separate barcode to each variation (size, color, modification). One code for the entire model complicates inventory accounting at retail outlets and often forces sellers to reissue their own labels.

A separate code for each product item ensures:

• correct size-based inventory accounting;

• fast receiving of goods;

• transparent stock control.

Technical printing requirements

When placing a barcode on packaging, it is necessary to comply with technical standards for scale and print quality.

For EAN-13, the recommended parameters are as follows:

• minimum size — approximately 80% of the nominal size (≈ 29.83 × 20.74 mm);

• nominal size — 100% (≈ 37.29 × 25.91 mm);

• maximum size — up to 200% of the nominal size.

Deviation from the permitted scale may result in incorrect reading.

As for color: the barcode must have high contrast. A dark code on a light background is recommended (black, dark blue, dark green on a white or light background). Light, pastel, or warm shades with low contrast may not be read by scanners.

Compliance with these requirements is critically important regardless of whether an internal code or an official GS1 code is used.

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