What is the difference between the Barcode Scan App and a WMS system?

The Barcode Scan App is a lightweight solution directly integrated with Exact Online, without complex implementation or a separate database. A WMS system is a standalone system with its own database, complex setup and higher costs. The Barcode Scan App is ideal for SMEs that want to start quickly with barcode scanning, while a WMS is suited for larger organisations with complex logistics processes.

When do I need a full WMS instead of the Barcode Scan App?

A full WMS makes sense when you have more than 50 warehouse employees, need carrier integrations (PostNL, DHL, UPS), work with multiple ERP systems, or have very complex logistics with wave picking, cross-docking and advanced route planning.

How much does a WMS system cost compared to the Barcode Scan App?

A WMS system typically costs €500 to €2,000+ per month, plus one-time implementation costs of €5,000 to €50,000. The Barcode Scan App starts at €42.50 per user per month, with no implementation costs, and you can try it free for 1 month.

Can I upgrade from the Barcode Scan App to a WMS later?

Yes, if your business outgrows the Barcode Scan App, you can switch to a WMS system. However, many companies find that the Barcode Scan App remains sufficient even as they grow. There is no lock-in: you can cancel monthly.

Barcode Scan App vs. WMS Systems for Exact Online

Many Exact Online users face the question: do I need a full Warehouse Management System (WMS), or is a barcode scanning app sufficient? The answer depends on your situation. On this page, we compare the options objectively so you can make the right choice.

Three levels of warehouse digitisation

When digitising your warehouse, there are three levels:

Level 1: Manual work in Exact Online
You enter everything manually via the Exact Online web interface. This is error-prone, time-consuming and offers no barcode scanning capability. Suitable for businesses with very low volume, but not scalable.

Level 2: Barcode Scan App
You scan barcodes with your smartphone, tablet or handheld scanner. The app communicates directly and in real-time with Exact Online. Operational within 5 minutes, affordable and easy to use. Ideal for SMEs.

Level 3: Full WMS system
A separate software system with its own database, extensive functionality such as wave picking, carrier integrations and advanced route planning. Complex implementation, higher costs, but maximum capabilities for large logistics operations.

Most SMEs using Exact Online are best served by Level 2 — the smart middle ground between manual work and an expensive WMS system.

Comparison at a glance

Criterion	Barcode Scan App	WMS System (BizBloqs, Be-Efficient, Nubes)
Implementation time	5 minutes	2–12 weeks
Implementation costs	None	€5,000 – €50,000+
Monthly costs	From €42.50/user	From €500/month
Exact Online integration	Direct, real-time	Via connector (sometimes delayed)
Own database	No (uses Exact Online)	Yes (separate database)
Training required	Minimal (intuitive app)	Extensive (days to weeks)
Carrier integrations	No	Yes (PostNL, DHL, UPS)
Multi-ERP support	No (Exact Online only)	Sometimes (depends on vendor)
Suitable for	SMEs with Exact Online	Mid-size to enterprise
Contract	Monthly cancellation	Often annual contract + implementation

When is the Barcode Scan App the right choice?

The Barcode Scan App is the best solution when:

You use Exact Online as your ERP system
You want to get started quickly without weeks or months of implementation
You have a team of 1 to approximately 50 warehouse employees
You don’t need carrier integrations (you ship via Exact Online or manually)
You prefer low, predictable costs without a large upfront investment
You don’t want to start a separate IT project for your warehouse digitisation
You value an intuitive app that employees can use straight away

When do you need a WMS?

Let’s be honest. A full WMS system is the better choice when:

You manage more than 50 warehouse employees and need advanced task planning
You need carrier integrations for automatic label printing and track & trace with PostNL, DHL, UPS or other carriers
You work with multiple ERP systems alongside Exact Online (for example SAP Business One)
You have complex logistics processes such as wave picking, cross-docking, zone picking or advanced route planning
You need a separate database that functions independently of your ERP
You have specific compliance requirements that demand an advanced system

In these cases, solutions such as BizBloqs (multi-ERP, highly configurable), Be-Efficient (strong in carrier integrations) or Nubes (wholesale focus via the Exact App Store) are worth considering.

The smart middle ground

Ready to digitise your warehouse without a major IT project? Most SMEs don’t need a full WMS — they need reliable barcode scanning that works directly with Exact Online.

With the Barcode Scan App, you’re operational within 5 minutes. No implementation costs, no lengthy process, no surprises. Start today and see results tomorrow.

Try 1 month free