Bates numbering for PDFs — free, without uploading

Type a template with tokens — {bates} for a sequential Bates stamp, {n} and {total} for page numbers, {date} and {file} for context — pick one of six positions, and Bindery draws it on every page as real, selectable text. The Bates counter runs continuously with your chosen prefix, start number and digit count.

Legal and compliance documents are exactly the files that should never sit on a third-party server. Bindery runs entirely in your browser — your file is never uploaded, so there is nothing to delete from a server afterwards.

How it works

1. Drop the PDF and open Header & Bates
2. Set the template — or click the Bates preset
3. Stamp every page and download the numbered file

What is Bates numbering?

Bates numbering gives each page in a document collection a sequential identifier, often a prefix followed by a zero-padded number: CASE000001, CASE000002, and so on. A Bates stamp identifies a particular page across a set of files; ordinary page numbering usually restarts within each document. Keeping the same prefix and a continuous counter helps collaborators refer to the same page even when files are renamed or separated.

For a simple report that only needs “Page 1 of 12”, use page numbers. For a collection that needs one sequence across documents, use Bates numbering. A stamp is an identifier, not proof that a document is authentic or unchanged.

Bates numbering example: two files, one sequence

Suppose your first PDF has three pages and your second has two. Choose prefix CASE, start number 1, six digits, and template {bates}. The expected ranges are:

To produce this sequence in one run, merge the PDFs in that order before stamping. For separate outputs, use the Batch Bates Pipeline preset with continuation enabled: the second file begins at 4. Individual runs also work if you set each start explicitly; restarting at 1 would create duplicate identifiers. A later set would start at 6. Record the filename, page count, first stamp and last stamp in a separate index so you can check the sequence before sharing.

Bates numbering, headers and footers as real text

Legal discovery, evidence bundles and audit files need a stamp on every page that identifies it uniquely: a prefix, a sequential number with fixed digits — ABC000001, ABC000002 — and often a date, the filename or a confidentiality legend beside it. Bindery composes the stamp from a template with tokens: {bates} for the running Bates number, {n} and {total} for page numbers, {date} and {file} for context, mixed freely with plain text. Pick one of six positions and every page is stamped with real, selectable text — searchable in any viewer and readable by e-discovery software.

Across a whole production set

For continuous numbering in a combined bundle, merge the documents in the required order, then stamp the merged PDF. A Pipeline can do this with a Merge step followed by Header & Bates. To keep separate PDFs, open Pipelines and choose “Batch Bates (separate PDFs)”. Set the prefix, start and padding, then review each file’s range before running. The ZIP includes the processed PDFs and a CSV index of the ranges assigned at each stamp step.

“Continue across files” carries the counter forward; “Restart for each file” repeats the starting number and shows an overlap warning. Existing saved recipes keep their restart behavior unless you enable continuation. Use the file-order arrows in the Pipeline preview before running. Skipped first pages consume no Bates number. This checks planned ranges, not pre-existing stamps in your documents. Free Pipelines handle up to two files per run.

Stamping happens on your device without uploading the PDFs for processing. See Bindery for legal teams for related document workflows.

Stamping in the browser versus uploading

Check the numbered PDF before sharing

1. Finish page order and redaction before stamping. Keep the original files separately.
2. Choose a position with enough empty space. Check landscape pages and scans as well as ordinary portrait pages.
3. Inspect the first and last stamp in each output. The next file should begin one higher than the preceding file’s last number.
4. Search for a sample stamp in a PDF reader and confirm it points to the expected page.
5. Check that stamps do not cover existing text, page numbers or important marks. Keep the final outputs and their index together.

Choose the digit count for the largest sequence you expect. Six digits accommodate 000001 through 999999 when starting at 1; 1000000 needs seven digits. If a recipient specifies a naming or numbering convention, confirm it before stamping rather than assuming a template meets their requirements.

Questions people ask

What do the template tokens mean?

{bates} is the sequential Bates stamp (prefix + zero-padded number), {n} and {total} are page numbers, {date} is today, {file} is the filename. Mix them freely with plain text.

Can I stamp a whole production set?

Yes. Merge the files in the required order and stamp the combined PDF, or keep them separate with the Batch Bates Pipeline and “Continue across files”, so each PDF starts one above the previous file’s last number. The ZIP includes a CSV index of the ranges assigned.

Do discovery documents get uploaded?

No. The stamps are drawn into the PDF on your device — nothing about the matter ever reaches a server.

What is the difference between Bates numbering and page numbering?

Page numbering usually describes a page within one document, such as Page 2 of 10. Bates numbering assigns a sequential identifier across a collection, often with a prefix such as CASE000002. The identifiers remain useful when individual documents are separated, provided the sequence is managed without duplicates.

What is a Bates stamp?

A Bates stamp is the identifier placed on the page, for example CASE000042. Bates numbering is the process of assigning those identifiers in sequence. Bindery writes the stamp as selectable PDF text using your prefix, start number and digit count.

Can I start the Bates number where the last production ended?

Yes — set the start number and the same prefix and digit count, and the counter continues from there.

Can the stamp go in a different position on odd and even pages?

Not automatically. One position applies to the whole run. Stamping odd and even pages separately can break the original Bates sequence, so do not use that as a workaround when page identifiers must remain sequential. Use a consistent position or a tool that explicitly supports mirrored sequential stamps.

Are the stamps removable?

They are drawn into the page content, so they are as permanent as any other text. Keep the unstamped originals.

Guides for this job

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