What is a QR code and how does it work?

A QR (Quick Response) code is a 2D barcode that stores information readable by smartphone cameras. When scanned, it instantly opens URLs, displays text, adds contacts, connects to WiFi, or initiates payments. QR codes can store up to 4,296 alphanumeric characters, making them versatile for business uses like linking to websites, menus, payment pages, or contact information.

How do I create a QR code for my business?

Creating a QR code is simple: 1) Choose what you want to encode (website URL, payment link, contact info, WiFi credentials), 2) Use a free QR code generator tool, 3) Enter your content, 4) Customize colors and design if desired, 5) Generate and download as PNG or SVG, 6) Test the QR code with multiple phone cameras before printing or sharing. Our free QR code generator handles all these steps.

Are QR codes free to create and use?

Yes, basic QR codes are free to create and use with no expiration. Static QR codes (content cannot be changed after creation) are always free. Dynamic QR codes (content can be edited after creation) may require paid services. For most business uses like linking to websites or payment pages, free static QR codes are sufficient. No ongoing fees or subscriptions required.

What can I use QR codes for in my business?

Common business uses: 1) Instant payments (link to SnapScan, Zapper, PayFast), 2) Digital menus for restaurants, 3) Product information and reviews, 4) Event registration and check-in, 5) Business card with contact details, 6) WiFi network access, 7) Social media profile links, 8) App download links, 9) Promotional campaigns and discounts, 10) Customer feedback forms, 11) Inventory and asset tracking, 12) Document sharing and downloads.

How big should a QR code be for scanning?

Minimum recommended size: 2cm × 2cm (0.8" × 0.8") for close-up scanning. For distances: use formula (scanning distance ÷ 10) = QR code size. Examples: Scanned from 1 meter = 10cm QR code, Scanned from 3 meters (billboard) = 30cm QR code. Always include 4-10mm white border (quiet zone) around QR code. Test scanning from typical viewing distance before finalizing.

Can I customize the appearance of my QR code?

Yes, you can customize colors, add logos, and adjust design while maintaining scannability. Guidelines: 1) Keep good contrast (dark code on light background), 2) Don't use light colors on light backgrounds, 3) Logo should cover <30% of code area, 4) Test extensively after customization, 5) Avoid gradients and complex patterns. Black on white remains most reliable. Our generator allows safe color customization with real-time preview.

Do QR codes expire or stop working?

Static QR codes never expire and work forever (as long as the destination URL remains active). The QR code itself doesn't expire, but if it links to a website that goes down or changes URL, the code becomes ineffective. For long-term use: use permanent URLs, keep destination content updated, test codes periodically. Dynamic QR codes may expire if using paid service that ends.

How do I track QR code scans and analytics?

Tracking options: 1) Use URL shortener with analytics (bit.ly, TinyURL) as destination, 2) Add UTM parameters to track in Google Analytics, 3) Use dedicated QR code platform with built-in tracking (usually paid), 4) For payments, track via payment platform analytics. Free tracking: create unique destination URLs for different QR code campaigns and monitor URL hits in your website analytics.

Business & Marketing

QR Code Generator Guide: Create QR Codes for Your Business (2025)

Q: Do QR codes expire or stop working?

Static QR codes never expire and work forever (as long as the destination URL remains active). The QR code itself doesn't expire, but if it links to a website that goes down or changes URL, the code becomes ineffective. For long-term use: use permanent URLs, keep destination content updated, test codes periodically. Dynamic QR codes may expire if using paid service that ends.

Q: How do I track QR code scans and analytics?

Tracking options: 1) Use URL shortener with analytics (bit.ly, TinyURL) as destination, 2) Add UTM parameters to track in Google Analytics, 3) Use dedicated QR code platform with built-in tracking (usually paid), 4) For payments, track via payment platform analytics. Free tracking: create unique destination URLs for different QR code campaigns and monitor URL hits in your website analytics.

Complete guide to creating and using QR codes for your business. Learn QR code types, use cases, best practices, design tips, and how to generate professional QR codes for marketing, payments, and customer engagement.

2025-11-08

9 min read

By SA Tools Hub

QR codes have become essential business tools in South Africa, enabling instant payments, contactless information sharing, and seamless customer engagement. Whether you're accepting payments, sharing menus, or promoting your business, this comprehensive guide shows you how to create and use QR codes effectively to enhance your business operations and customer experience.

📱 Why QR Codes for Business?

Instant Access

Customers scan and access info in seconds - no typing required

Contactless

Perfect for post-COVID era - no physical contact needed

Cost Effective

Free to create, no ongoing fees, works forever

What is a QR Code?

QR (Quick Response) codes are 2D barcodes that store information in a square grid pattern. Unlike traditional barcodes, QR codes can store significantly more data and can be scanned from any angle using smartphone cameras.

QR Code Capabilities:

Storage Capacity:

• Up to 4,296 alphanumeric characters
• 7,089 numeric characters
• 2,953 bytes of binary data
• 1,817 Japanese Kanji/Kana characters

What They Can Store:

• Website URLs
• Contact information (vCard)
• WiFi credentials
• Payment links
• SMS or email messages
• App download links
• Plain text
• Geographic locations

Business Use Cases for QR Codes

💰 Payment & Transactions

• Instant Payments: Link to SnapScan, Zapper, PayFast
• Invoice Payments: Include QR code on invoices for easy payment
• Donation Collection: Charity and fundraising simplified
• Tipping: Service staff can receive contactless tips
• Online Store: Direct link to product checkout

🍽️ Hospitality & Retail

• Digital Menus: Restaurants, cafes, bars
• Table Ordering: Customers order from table
• Product Information: Detailed specs, ingredients, reviews
• Loyalty Programs: Easy signup and points collection
• Promotions: Special offers and discount codes

📲 Marketing & Engagement

• Social Media: Link to Instagram, Facebook, TikTok profiles
• Reviews: Direct customers to Google/Facebook review pages
• Event Registration: Quick signup for events
• Video Content: Link to YouTube, product demos
• App Downloads: Direct to App Store or Google Play

📇 Business Operations

• Business Cards: Digital vCard with all contact info
• WiFi Access: Auto-connect customers to WiFi
• Asset Tracking: Equipment and inventory management
• Employee Check-in: Time and attendance tracking
• Document Sharing: Link to brochures, catalogs, PDFs

How to Create an Effective QR Code

Step-by-Step QR Code Creation

Choose Your Content Type

Decide what the QR code will do: open URL, share contact, connect WiFi, etc.

Enter Your Content

Use our QR code generator to input your URL, text, contact details, or WiFi credentials

Customize Design (Optional)

Choose colors, add logo, adjust size - but maintain scannability

Generate & Download

Download as PNG (for printing) or SVG (for scalability)

Test Thoroughly

Test with multiple phone cameras (iPhone, Android) before printing or sharing

Design Best Practices

✅ Do This:

✓ High Contrast: Dark code on light background (black on white is best)
✓ Quiet Zone: Include 4-10mm white border around code
✓ Adequate Size: Minimum 2cm × 2cm for close-up scanning
✓ Simple Design: Keep customization minimal for reliability
✓ Test Extensively: Try on multiple devices before finalizing
✓ Print Quality: Use high resolution (300 DPI minimum)
✓ Clear Call-to-Action: Add "Scan to Pay" or "Scan for Menu" text

❌ Avoid This:

✗ Low Contrast: Light colors on light backgrounds won't scan
✗ Too Small: Codes smaller than 2cm may not scan reliably
✗ Distortion: Stretching or skewing breaks scanning
✗ Busy Backgrounds: Don't place on patterned or textured surfaces
✗ Large Logos: Logo should cover <30% of code area
✗ Reflective Materials: Glossy surfaces cause glare issues
✗ No Testing: Always test before mass printing

QR Code Sizing Guide

Use Case	Scanning Distance	Recommended Size	Example
Business Card	15-20cm	2cm × 2cm	Contact info vCard
Menu/Flyer	30-40cm	3-4cm × 3-4cm	Table tent, takeaway menu
Poster/Window	1-2 meters	10-20cm × 10-20cm	Store window, wall poster
Billboard	3-5 meters	30-50cm × 30-50cm	Large outdoor signage
Product Packaging	20-30cm	2.5-3cm × 2.5-3cm	Box, label, tag

Popular QR Code Types for Business

1. URL / Website Link

Most common type - links to any website or web page

Use Cases:

Business website, online menu, booking page, product info, Google Maps location

2. Payment Links

Direct link to payment platforms for instant transactions

Use Cases:

SnapScan, Zapper, PayFast, Yoco, invoice payments, donations

3. vCard (Digital Business Card)

Automatically saves contact information to phone contacts

Includes:

Name, company, phone, email, website, address, social media

4. WiFi Network

Auto-connects phones to WiFi without typing password

Perfect For:

Cafes, restaurants, waiting rooms, guest WiFi, events

Placement and Display Tips

Strategic Placement for Maximum Scans:

• Eye Level: Place at comfortable viewing height (1.2-1.6m)
• Good Lighting: Ensure adequate light for camera scanning
• Accessible Location: Easy to reach without obstruction
• Clear Instructions: Add "Scan to..." text with icon
• Multiple Locations: Table tents, window, menu, business card
• Protected Surface: Laminate or protect from weather/damage
• Flat Surface: Avoid curved or uneven surfaces

Tracking and Analytics

How to Track QR Code Performance

Free Tracking Methods:

1. URL Shorteners with Analytics

Use bit.ly or TinyURL as destination - track clicks, locations, devices

2. Google Analytics UTM Parameters

Add tracking codes to URLs: yoursite.com?utm_source=qr&utm_campaign=menu

3. Unique Landing Pages

Create dedicated pages for each QR campaign, track page views

4. Payment Platform Analytics

SnapScan, Zapper, PayFast show transaction sources

📱 Create Your QR Code Now

Use our free QR code generator to create professional QR codes for your business in seconds:

• Generate URL, vCard, WiFi, and payment QR codes
• Customize colors and design
• Download high-resolution PNG or scalable SVG
• No watermarks or branding
• Completely free - no registration required
• QR codes never expire

Generate QR Code →

Disclaimer: This guide provides general information about creating and using QR codes for business purposes. While QR codes themselves are free and don't expire, the destinations they link to (websites, payment platforms, etc.) must remain active for the QR code to function. Always test QR codes thoroughly before distributing, and monitor destination URLs to ensure continued functionality. We are not responsible for issues arising from QR code implementation or usage.