Real-Time Inventory Updates with Webhooks: A Practical Guide

Scanning into a spreadsheet is great, but what if every scan could update your own database, ERP or e-commerce platform the instant it happens? That's exactly what webhooks do. Here's how real-time scanning works and how to put it to use.

What is a webhook, in plain terms?

A webhook is just an automatic message your tools send to a web address you choose. Instead of you asking "any new scans?" every few minutes, the scanner pushes the data to your server the moment a barcode is read. With WiScanner, you can fire a webhook on every scan or manual input.

The result: no polling, no manual export, no end-of-day reconciliation. Your systems learn about each item the instant it is scanned.

What a scan payload looks like

When a barcode is read, your endpoint receives a small JSON message with the scanned value and context. A typical payload looks something like this:

POST https://yourapp.com/api/scan
Content-Type: application/json

{
  "barcode": "8690000000123",
  "quantity": 3,
  "device": "Warehouse-Phone-2",
  "timestamp": "2026-06-04T10:24:11Z"
}

Your server reads this message and does whatever you need: decrement stock, create a receiving record, flag an unknown SKU, or trigger another workflow.

How to set it up

1. Create an endpoint – a URL in your app or automation tool that accepts a POST request.
2. Add the webhook URL in WiScanner and enable "webhook on each scan/input."
3. Scan a test barcode and confirm your endpoint receives the payload.
4. Map the fields to your database or ERP so each scan updates the right record.
5. Go live – every scan from every connected phone now flows into your system in real time.

Real-world examples

• Live stock levels: each scan during receiving instantly increases on-hand quantity in your inventory system.
• Order picking: as items are scanned, your order management system marks them picked in real time.
• Quality control: a scan logs the item and timestamp, building an auditable trail automatically.
• Alerts: scanning an unexpected or recalled code triggers an immediate notification.

Why real-time beats batch

Batch exports create a gap between what's physically on your shelves and what your software thinks is there. That gap causes overselling, stockouts and manual corrections. Real-time webhooks close it: the digital record matches reality continuously, not once a day.

Connecting scans to an ERP? Compare the keyboard and webhook routes on the barcode scanner for ERP page.