01 When should you use individual codes?
Individual codes are useful when each voucher must be identified separately. This is relevant not only for large companies. Restaurants, beauty salons, e-commerce stores, gyms, gift set sellers, event organisers and small brands often need this type of solution. Common use cases include: • gift vouchers with unique codes; • vouchers with QR codes leading to a validation page; • discount cards with serial numbers; • campaign vouchers with one-time promo codes; • gift certificates with different values; • loyalty cards; • event tickets; • certificates with numbering; • vouchers that need to be tracked in accounting or CRM systems. If a voucher must be checked, registered or used only once, an individual code is usually necessary.
02 Text code, QR code or barcode?
The right choice depends on how the voucher will be used. A text code works well when the customer enters the code manually on a website, e-commerce store or booking form. These codes should be short enough, clear and avoid symbols that are easy to confuse. A QR code is useful when fast scanning with a phone is needed. A QR code can lead to a voucher validation page, order form, product information, registration page or another URL. A barcode is more common when cash register systems, warehouse systems, POS terminals or other scanners are used. It is especially relevant for retail, product labelling and logistics. Sometimes one voucher includes several elements, for example a visible text code and a QR code containing the same information. This makes it possible to check the voucher both manually and by scanning.
03 How should the data list be prepared?
The simplest option is an Excel or CSV table. It should be clear and structured. Each row represents one voucher, while columns define the information that needs to appear in the layout. Example: It is important that codes do not repeat, rows are not empty, characters are not unclear and there are no hidden spaces. If the codes need to be generated, we can help define the logic: prefix, numbering length, different series or separate voucher values.
04 How are codes placed into the layout?
This requires a base design template and a data table. Only the variable elements change on each printed item: code, QR code, name, number, date, amount or another field. Key details to plan in advance: • where the code will be placed; • how large the text should be; • whether the QR code is large enough; • whether there is a quiet zone around the QR code; • whether the code is too close to the trim line; • whether the layout works for all data variants; • whether longer codes still fit into the design. At this stage, it is useful to prepare a small preview sample with several vouchers. This helps check whether all variable data fits and looks consistent.
05 Common mistakes
The most common mistake is creating the voucher as a nice visual design, without considering how individual data will be inserted. Later it turns out that there is no place for the QR code, the text code is too small, numbering is unclear or data overlaps with design elements. Other common mistakes: • QR codes are too small; • QR codes are not tested; • codes repeat; • the Excel file contains hidden spaces; • different voucher values are mixed without clear structure; • the layout does not leave enough space for longer codes; • voucher validity is not clearly shown; • the business has no clear process for checking the codes after distribution.
06 What can InPress do?
We can help not only with printing, but also with the technical preparation: • create or adjust the gift voucher layout; • prepare the variable data structure; • generate numbering or codes; • generate QR codes; • place codes into layouts; • prepare print-ready PDF files; • check a sample data set; • produce and deliver the vouchers. If you already have a design, we can check it and adapt it for variable data. If you only have an idea, we can suggest a simple, clear and production-ready solution.