Stamp Bates Numbers Across a PDF Set

Nora Kim is packaging a 38-PDF exhibit set for a commercial matter in Seattle, Washington. Counsel wants every page stamped with a running identifier such as NBS000001, an optional second line, and a clean index—not a cloud stamp service that holds client files. Bates Numbering stamps a running document number on every page of one or more PDFs in the browser and can produce an index CSV.

This guide covers one job only: take ordered PDFs from “final to number” to stamped copies plus an index you can file with the production log.

Where Bates Numbering sits in the stack

Redact first when needed with Redact PDF. Compare versions with Compare PDF. Assemble multi-page exhibits with Document Assembler before you number if pages still need collating. For a full production ZIP with privilege log and cover letter, use Legal Production Desk after (or instead of) a simple stamp pass. Category: pdf tools.

Worked example: exhibit set, Seattle WA

• Prefix: NBS
• Start: 000001
• Digits: 6
• Files: 38 PDFs in production order (contracts first, email prints second)
• Optional second line: CONFIDENTIAL (example only—counsel decides legends)
• Done definition: continuous numbers across files, index CSV matches file names and page counts, trial mark not required on the production copy

Steps on Bates Numbering

1. Order the PDFs the way they will be produced. Numbers follow drop order.
2. Open Bates Numbering.
3. Set prefix, starting number, and digit width before you drop files.
4. Drop PDFs (or browse). Large files over about 50 MB may be slower or hit browser memory.
5. Confirm numbers can continue from one file to the next when the set is multi-file.
6. Add an optional second line only if counsel approved the exact text.
7. Run the stamp and download the numbered PDFs.
8. Download the index CSV when offered so the production log can cite ranges without reopening every file.
9. Spot-check first page, a middle page, and last page of the last file for continuity.
10. Archive the pre-stamp originals in a restricted folder; send only stamped copies outbound.

Trial usage note

The numbered PDF is left exactly as stamped so a production stays clean. The tool still counts as one use of the daily trial allowance (10 trial usages on Professional Tools), however many files you number in that visit. A $1 day pass or $4.99 month removes the daily file-tool cap when you need more runs.

Common mistakes

• Numbering before redaction, then discovering sensitive text still on page 12.
• Dropping files in wrong order and “fixing” by renaming after stamp.
• Assuming Bates stamps make a set court-ready without counsel’s production rules.
• Stamping password-locked PDFs without unlocking first.
• Uploading to a third-party stamp site “just this once” against client policy.
• Skipping the index CSV and reconstructing ranges from memory later.

Limits and good to know

• Stamping runs in the browser. Files are not sent to a FreeDailyPro server; copies are gone when you close the tab.
• Scanned or rotated pages can be stamped as pages, but OCR and orientation fixes are separate steps.
• Bates numbering is a logistics stamp—not legal advice and not a substitute for court-mandated formats.
• Among FreeDailyPro’s 300+ professional tools, premium applications and workflow products, this is the focused multi-PDF stamp path; Legal Production Desk adds privilege log and ZIP packaging.

Continuity checks that save Saturday

Nora prints the index CSV and highlights the first and last Bates of each file. If file 17 ends at NBS000842 and file 18 starts at NBS000843, she is done. If a gap appears, she re-runs only from the break with a corrected start number—never hand-edits stamps in a random viewer.

Second-line legends without clutter

If counsel wants a confidentiality legend, put it on the optional second line only after the exact wording is approved. Do not invent legends for "safety." A wrong legend on every page is harder to fix than a missing one.

When two matters share a war room printer, include the matter short code in the prefix so stacks do not mix (for example NBS vs ORC).

Supplement productions

For a second production wave, start a new Bates run with a new start number documented in the production letter. Do not reuse the same start on a new set and hope people notice the date.

FAQ

Can numbers continue across files? Yes—add documents in production order so the run continues.

Are documents uploaded? No. Read and stamped in your browser tab on your device.

Does it prove court-readiness? No. Counsel and local rules decide production format; the tool applies the numbers you set.

Closing next step

Order first, redact first, then stamp once. Open Bates Numbering, set the prefix counsel approved, and download the index with the set.

Digit width and continuous runs

Nora's 6-digit setting holds numbers up to 999999, and the plan view warns when a count runs past the chosen width, for example page 1000 with only 3 digits. With continuous numbering on, file 1 of 40 pages is NBS000001 to NBS000040 and file 2 starts at NBS000041. Switch continuous off and every file restarts at the start number, which suits separate custodians but not one production. Output files are named like contract-bates.pdf, with -2, -3 added to duplicate names.

Prefix, suffix and stamp position

Prefix and suffix each take up to 30 characters, so NBS and -CONF produce NBS000001-CONF. The stamp sits bottom-right by default at 10 pt, and a white box behind it keeps it legible over scans. The legend cannot share the number's corner.

Need a privilege-log path or multi-legend policy next? https://www.freedailypro.com/contact.