10 Ways to Reduce Paper Waste and Printing Costs With QR Codes

Printing costs add up quickly—from business cards and brochures to menus and coupons, companies spend thousands each year on paper materials. Excessive printing strains budgets and increases a company’s carbon footprint at a time when sustainability is a growing priority.

Quick Response (QR) Codes offer a smart, cost-effective solution. These compact, scannable codes provide an easy way to share information digitally, reducing paper waste without sacrificing engagement. 

Whether you’re replacing printed menus, distributing digital brochures, or cutting down on physical coupons, sustainable QR Codes help you minimize costs while streamlining operations. 

So let’s look at 10 effective ways you can use QR Codes to lower your printing costs and keep more paper out of landfills.

Note: The brands and examples discussed below were found during our online research for this article.

1. Replace paper business cards

Business cards have long been a networking staple, but they come at a cost—both financially and environmentally. Printing just 50 business cards can set you back around $20, and once they run out (or your details change), it’s time for another batch. Instead, why not switch to a vCard QR Code that never needs reprinting?

A vCard QR Code is a digital business card that, when scanned, allows recipients to instantly save your contact information to their smartphones—name, phone number, email, company, and even links to social media or your website. 

With Dynamic QR Codes, you can update these details anytime—whether you change emails, take that promotion, or want to add new links—without having to generate a new code.

Still love the feel of traditional business cards? No problem! Adding a QR Code to your business card lets you share more than just your name and number—it can link to your portfolio, LinkedIn account, or a personalized introduction page. If sustainability is a concern, use this paper calculator to find the most eco-friendly printing options.

2. Minimize printed marketing material costs

If you’ve ever run a print marketing campaign, then you know what it feels like to agonize over the details, making sure every image, link, and line of text is perfect. Print marketing can be expensive and unforgiving, and a single typo or broken link can lead to costly reprints. When direct mail campaigns can run tens of thousands of dollars, those mistakes add up fast.

Dynamic QR Codes provide a more adaptable solution. Instead of reprinting flyers, posters, or banners when details change, you can update the code’s destination in real time. Refresh promotions, redirect customers to a new landing page, or add extra product information, all without replacing the printed materials.

Beyond cost savings, QR Codes add value to print marketing without increasing design complexity. A single-page mailer with a QR Code can link to a full digital catalog, an interactive landing page, or even a personalized video message—engaging customers without extra printing costs or paper waste.

3. Share digital coupons

From restaurants to retail, whether B2B or B2C, coupons are a proven sales driver—boosting conversions, increasing foot traffic, and encouraging repeat business. 

Paper coupons, however, have their drawbacks. They’re costly to print and distribute, easy to misplace, and often forgotten at home. Even worse, if a paper coupon goes unused, businesses gain no insight into whether customers ignored it or simply forgot to redeem it.

Coupon QR Codes solve these challenges by offering a more convenient, cost-effective, and trackable alternative. With Dynamic QR Codes, businesses can monitor engagement even if a coupon isn’t redeemed. 

Scan data reveals which offers attract the most interest, when and where customers engage with them, and which locations (at the country and city levels) drive the highest scan rates. This helps businesses refine promotions based on real user behavior and adjust offers in real time—without reprints.

And since most people have their mobile devices always on hand, digital coupons are harder to lose. It’s no wonder that twice as many grocery shoppers use digital coupons over paper ones. By combining coupon marketing with QR Codes, businesses can cut printing costs while making their promotions more effective and accessible.

Restaurants

A 2025 survey by restaurant booking platform TheFork found that 40% of London diners booked with a special offer. Digital coupons not only help restaurants fill tables but also provide an opportunity to capture customer contact details for future promotions.

Restaurants can distribute digital discounts through email, social media, SMS, and apps—ensuring diners have easy access to offers whenever they’re ready to book.

Retailers

With razor-thin margins, retailers rely on reward programs and personalized offers to keep customers coming back. Coupon QR Codes aren’t just convenient—they allow retailers to update promotions in real time, ensuring customers always see the best deals.

Digital coupons also support retail’s shift toward sustainability as more businesses look for ways to reduce material waste and adopt eco-friendly practices. Like restaurants, retailers can distribute coupon QR Codes via email, SMS, and social media or display them on in-store signage for instant scanning—eliminating the need for paper coupons.

Salons and spas

Salons and spas use digital coupons to personalize offers and retain clients. QR Codes for salons make it easy to share discounts via direct mail, email, and SMS while gathering customer insights for more tailored promotions.

You can also use them to encourage more loyalty program sign-ups, track visits, and reward repeat customers—all while reducing paper waste.

4. Collect customer feedback

One of the biggest advantages of QR codes is their ease of use. Unlike barcodes, they don’t require special equipment—just a smartphone camera. They work seamlessly across iPhone and Android devices, making them an effortless tool for collecting customer feedback. 

Traditional feedback methods, like paper surveys, often create friction due to customer reluctance or hesitation. Factors like time constraints, privacy concerns, or lack of trust can prevent people from sharing their opinions. Understanding and addressing this resistance is key to improving response rates. Customers may not want to fill out a form by hand, but they’re far more likely to scan a Feedback QR Code and type a quick response. 

Businesses can collect customer feedback in two primary ways:

• Direct feedback forms: A QR Code can link to a custom survey, which is ideal for gathering specific insights or testimonials for marketing.
  
  
• Review platforms: QR Codes can guide customers to popular review websites. For example, you can create a Google Business review QR Code or link to Yelp, Trustpilot, or Facebook, where they can leave a public review with just a few taps.

Restaurants

Reviews can make or break a restaurant. In fact, 41% of diners check at least three review sites before they try a new place.

The challenge? Customers are more likely to leave a review after a negative experience, making it crucial to collect as much feedback as possible to maintain a balanced online reputation.

QR Codes remove friction from the review process, making it easier for satisfied diners to leave a quick rating. By displaying codes on menus, signage, or receipts, restaurants can gently nudge customers toward leaving a review—helping boost visibility, credibility, and future reservations.

Salons and spas

For salons, spas, and wellness businesses, reviews are just as important as they are in the hospitality industry. Potential clients often check online ratings before booking an appointment—and if they leave unsatisfied, they’re likely to share that experience publicly.

Positive reviews don’t just build credibility; they also boost search visibility. Spa management platform Pabau highlights that key phrases like “great haircut” or “friendly staff” can help businesses appear in more online searches.

QR Codes make it easy to collect more reviews while the experience is still fresh. Display them at checkout, on appointment reminders, or in follow-up emails. Salons can also incentivize reviews by linking codes to digital coupons, rewarding customers for sharing their honest feedback.

Hotels

When booking accommodations, 90% of consumers consider reviews from other visitors. This makes it crucial for hotels to collect more guest feedback and ensure reviews are as detailed as possible.

QR Codes offer a paperless solution for gathering reviews and sharing incentives. Hotels can place them on check-in screens, in-room televisions and tablets, or printed materials like keycard sleeves. With Dynamic QR Codes, they can even update review destinations over time to focus on platforms that need more engagement or visibility.

Healthcare providers

While healthcare differs from hospitality, online reviews play a similarly critical role in shaping patient decisions. Around 73% of U.S. patients consider online reviews when selecting a provider, and 42% trust reviews as much as personal recommendations. 

Plus, reviews enhance credibility and serve as a resource for continuous improvement and patient satisfaction.

Healthcare providers can use QR Codes to make it easier for patients to leave feedback at key touchpoints—when booking appointments, during visits, and after follow-up care. Displaying review QR Codes in waiting rooms, at reception desks, or in post-appointment emails encourages more responses and helps providers gather valuable insights.

5. Provide digital brochures

Brochures are a marketing staple, bringing products, services, and destinations to life with vivid images and compelling copy. But they come at a cost. Printing brochures requires significant paper and ink, and expenses can vary based on paper type, finish, page count, and image quality.

With PDF QR Codes, businesses can deliver the same high-quality content without the printing costs. Instead of handing out individual copies, a single scannable QR Code allows customers to access and download digital brochures instantly. This saves resources and ensures potential customers always have your most up-to-date materials at their fingertips.

Hotels

Hotels rely on brochures to showcase their interiors, highlight amenities, and give guests a virtual tour of the experience to come. In the past, travelers could browse brochures at travel agencies or request copies by mail, but now, PDF files make hotel brochures instantly accessible to a wider audience.

Hotels can place QR Codes on print ads, billboards, and mailers, allowing potential guests to explore accommodations before booking. A well-placed QR Code outside the hotel can also invite passersby to take a peek inside. Within the hotel, QR Codes give guests easy access to information on amenities, dining options, and local attractions.

Museums

Museums have long depended on print brochures for maps, exhibit details, collection catalogs, and visitor guides. While these materials are essential, they’re also costly to produce—especially when high-quality images are involved.

QR Code brochures eliminate print limitations by making museum guides available digitally. Visitors can scan a QR Code at the entrance or reception to access the materials they need, like children’s tours or accessibility information. 

With QR Codes, museums no longer have to worry about running out of brochures, and visitors always have the most up-to-date information.

Theme attractions

Like museums, theme parks and attractions utilize paper maps and brochures to guide visitors. Many also create specialized guides for school groups, guests with disabilities, or seasonal events. However, printing enough copies for thousands of daily visitors is costly and leads to paper waste.

QR Codes offer an affordable and convenient alternative. Instead of carrying (and potentially losing) a paper map, visitors can scan a PDF QR Code to access a digital guide that’s always on hand. 

Placing codes on signposts, digital kiosks, and park entry points ensures guests can easily navigate the attraction—without the environmental impact of excessive printing.

Tourism departments

City tourism boards typically produce a variety of brochures to welcome visitors, from local maps and restaurant recommendations to historic walking guides. While these printed materials are valuable, they require reprints when local attractions change or new businesses open.

QR Codes simplify this process while making travel information more accessible. Instead of limiting distribution to a tourism office, link city guides to QR Codes on public signage, at transportation hubs, and near key attractions. 

Visitors can scan a Dynamic QR Code to access the latest version of a city guide, ensuring they receive up-to-date recommendations while reducing paper waste. Plus, QR Code tracking provides insights into when travelers are engaging with city resources and which codes they scan, helping tourism boards understand which attractions generate the most interest.

6. Eliminate printed restaurant menus

QR Code menus have become a common sight in restaurants, bars, and cafés, allowing diners to access menus, place orders, and even pay—all with a simple scan at their table. While they rose in popularity during the pandemic as a contactless solution for restaurants, these digital menus have remained popular due to their convenience, speed, and sustainability.

Beyond cutting printing costs, QR Codes for restaurant menus help reduce paper waste, ease the workload for busy waitstaff, and enable quick-service ordering. A Static URL QR Code linking to a PDF menu provides diners with a reliable selection but requires reprinting for any updates. In contrast, a Dynamic QR Code allows you to update a menu at any time—you can edit prices, add seasonal dishes, or modify payment options without the hassle of reprints.

To maximize usability, QR Codes should be clearly visible, even in dim lighting or at a distance. Test them from multiple angles and at different times of day to ensure a smooth customer experience.

7. Provide digital instruction manuals

Instruction manuals and product guides are essential for customer support and, in some industries, legally required—such as safety guides in toy manufacturing. Whether it’s for assembling flatpack furniture or applying at-home hair dye, customers expect clear instructions to help them use their purchase properly. 

However, user manuals are often expensive to produce and have a significant carbon footprint. (If you’re curious, you can calculate the exact emissions of your manual based on its size and page count.)

Switching to QR Code manuals can cut print costs while supporting eco-friendly packaging. These guides provide the same essential information but take up less space and reduce material waste. In some cases, QR Code manuals are even more accessible than printed versions.

For example, a QR Code in a manual can link to step-by-step video instructions, helping customers understand complex assembly or application processes. Digital manuals also support screen readers, making them a more accessible option for users with visual impairments.

If a printed guide is still needed, adding a QR Code allows customers to save a digital version for future reference. 

8. Avoid printing shipping return labels

Returns have become a significant expense for retailers, with an average return rate of up to 30%. The holiday season amplifies this challenge, bringing an influx of returns that strains logistics and eats into profits. 

As consumers increasingly expect free and convenient options, businesses must implement seamless, cost-effective return solutions to stay competitive.

QR Code labels provide a simple, customer-friendly solution. Instead of including a printed return label in every package, retailers can generate a QR Code for returns that customers can scan to access a pre-filled shipping label. This eliminates unnecessary printing costs and ensures that labels are only created when needed.  

If you really want to go for customer service gold, you can customize your QR Codes for returns and exchanges with elements like your logo, brand color palettes, or seasonal details. This not only reinforces brand identity but also makes the returns process feel seamless and professional.

9. Digitize tickets

Event marketing is on the rise as businesses invest in in-person experiences to connect with customers, showcase products, and build brand awareness. From B2B conferences to sponsored festivals and pop-up shops, event marketing campaigns have become a crucial strategy. 

But hosting live events comes with a price tag and a carbon footprint. One simple way to reduce both is by switching from paper tickets to—you guessed it—QR Codes.

Beyond cutting paper waste, digital tickets offer added benefits like increased security, minimizing counterfeits and unauthorized duplication. They also provide real-time updates, such as speaker schedules or venue changes, ensuring attendees stay informed throughout the event. And unlike paper tickets, they won’t get lost or forgotten—because they’re stored right on a smartphone!

10. Facilitate contests and giveaways

Giveaways are a time-honored way to introduce new products, reward loyal customers, and build buzz around a brand. But they’ve evolved far beyond dropping business cards in a fishbowl.

With giveaway and contest QR Codes, businesses can make participation effortless by displaying scannable codes on product packaging, in-store signage, digital ads, or social media. Attendees can enter with a quick scan—no need for paper forms or manual data entry.

Once the contest closes, you’ll have a digital record of all entrants, plus insights into how, when, and where your contest QR Code was scanned. With the right QR Code generator, you can create a code with unlimited scans, ensuring there is no cap on participation. 

These insights can help inform future marketing campaigns and guide leads toward a sale. Plus, with a digital list of names, selecting a winner is as simple as running a randomized draw, making the giveaway both fair and efficient. 

How to generate QR Codes

From menus to museum guides, shipping labels to spa reviews, QR Codes help businesses save paper and create a more seamless customer experience. Ready to get in on the action? Here’s how to create your own QR Codes. 

Use a reliable QR Code generator

It’s easy to create QR Codes, but choosing the right generator is key to ensuring you can customize, track, and update them for long-term success.

Look for a platform that offers different types of QR Codes, including Dynamic and Static Codes. Dynamic Codes are ideal for businesses because they allow you to update links, track scans, and optimize engagement without reprinting materials. 

While free QR Code generators can be useful for one-time use, many come with limitations on scans and customization. 

A professional-grade QR Code Generator—like QR Code Generator PRO—provides unlimited scans, bulk creation, and full design customization, making it a scalable and reliable option for businesses. With QR Code Generator PRO, you can create a variety of codes, from shipping labels and business cards to PDF brochures and feedback forms.

Test out QR Code Generator PRO now with a free 14-day trial!

Create Dynamic QR Codes

When it comes to Static vs. Dynamic QR Codes, the latter offers greater flexibility, enhanced security, and more data insights.

With Dynamic QR Codes, you can update destination URLs, fix errors, and adjust promotions without reprinting materials, allowing you to maintain full control over your content. They also provide tracking capabilities, allowing businesses to monitor scan metrics like number of scans, location, and device type. 

In contrast, Static QR Codes have a fixed destination and lack analytics, making it impossible to track engagement or optimize campaigns based on scan history. 

For businesses looking to maximize their QR Code strategy, Dynamic Codes offer superior functionality, making them the best choice for long-term use, real-time updates, and performance tracking.

Customize QR Codes

Most people think of the standard black-and-white pixelated square when they picture a QR Code, but in reality, nearly every part of the code is customizable—with the right platform.

With QR Code Generator PRO, you can adjust your code’s colors, change the pattern, and add a frame to align with your branding. You can even insert your company logo in the center, ensuring brand visibility while maintaining full scannability. 

Customizing your QR Codes enhances their visual appeal while reinforcing trust. A branded, well-designed code signals professionalism and encourages more scans. And to show users what to do and expect, you can even include a compelling call-to-action (CTA), such as “Scan for exclusive offers” or “Scan to see our winter menu.”

Do a test scan

QR Code testing is a critical step before launching your codes in marketing campaigns. It’s not just about confirming that the link works—it’s about ensuring the code is scannable from any device and in various conditions.

Poor placement, inadequate lighting, or incorrect sizing can all lead to QR Code scanning problems that frustrate customers. So test the code using multiple mobile devices (both iOS and Android) to check for readability at different angles and distances. This quick step prevents unexpected issues and ensures users have a seamless experience. 

Track scans to measure success

When you create Dynamic QR Codes with QR Code Generator PRO, you unlock a wealth of QR Code tracking data that can help you understand customer behavior and optimize campaigns in real time. Analytics include:

• Total scans: How many scans each code has received.
  
  
• Operating system: Whether the code was scanned with an iPhone, Android, or other device.
  
  
• Location: Scan activity by city and country.
  
  
• Scans over time: Total number of scans within customizable periods (daily, weekly, monthly).
  
  
• Unique scans: Number of individuals who have scanned a code.

These metrics can feed back into your marketing campaigns, helping you identify where your audience is most active and how to tailor content for them. 

By analyzing scan trends, you can optimize QR Code placement and refine messaging for better engagement. You can even run A/B testing to compare different QR Code designs, CTAs, or placements, ensuring your campaigns deliver the best possible results.

Lower printing costs and reduce waste with QR Code Generator PRO

Printing costs add up quickly, and excessive paper use creates unnecessary waste. Whether replacing printed menus, brochures, business cards, or return labels, QR Codes help businesses cut costs while offering customers a more convenient, digital-first experience. 

QR Code Generator PRO makes it easy to generate, customize, and manage QR Codes across multiple use cases. Businesses can create a variety of Dynamic Codes, track scan data for deeper insights, and download high-resolution codes for both print and digital use. 

Plus, features like bulk creation, editable links, and unlimited scans ensure long-term flexibility—helping you save time, reduce costs, and enhance customer engagement.

Start reducing paper waste and printing costs today—sign up for QR Code Generator PRO to create sustainable QR Codes with ease.