Bates Numbering

Bates Numbering stamps a unique, sequential identifier such as ABC000001 on every page. It is used by law firms, auditors and businesses to label and find pages across large sets of documents. Numbering continues across all the files you add.

What is Bates numbering?

Bates numbering is a method of giving every page in a set of documents its own unique identification number. A typical Bates number looks like ABC000001: a short prefix followed by a number with leading zeros. The numbers run in sequence across every page of every document, so page 1 of the second file continues where the last page of the first file ended. The method takes its name from the Bates Automatic Numbering Machine, a mechanical stamp invented in the late 1800s, and it is still the standard way to label documents in legal, audit and business work.

Who uses Bates numbers?

• Law firms and legal teams label evidence and documents exchanged during cases, so everyone can refer to an exact page, such as “see SMITH000452”.
• Auditors and accountants number invoices, receipts and statements so each page can be traced in working papers.
• Compliance and HR teams number files that are collected for investigations or reviews.
• Businesses and researchers handling large archives use Bates numbers to make sure no page is lost or added unnoticed.

How to add Bates numbers

Select one or more PDF files and arrange them in the order they should be numbered using the arrow buttons. Then set the options:

• Prefix – letters that identify the case, client or batch, for example a client code or “DEF” for defence documents.
• Start number – usually 1, or the next number after a previous batch.
• Digits – the total length of the number. Six digits gives numbers from 000001 to 999999.
• Suffix – optional text after the number, such as “-CONF”.
• Position – the corner or edge where the number appears. Bottom right is the most common.
• Font size – 8 to 10 points is usual so the label does not hide content.

Click the button to number the files. When you add more than one file, you can download each numbered file separately or all of them together in a ZIP file. The tool also shows the first and last number used, which you should note down if you plan to number another batch later.

Why leading zeros matter

Leading zeros keep all labels the same length. That makes them easier to read, and it makes computer sorting work correctly: without zeros, “ABC10” would be sorted before “ABC2”. Choose enough digits for the largest number you expect to reach.

Good practice

• Keep an index or spreadsheet that lists each file and its first and last Bates number.
• Never renumber documents that have already been shared; continue with new numbers instead.
• Check that the label does not cover important text. If it does, choose another position or a smaller size.
• Combine the numbered files into one document with Merge PDF if the receiver wants a single file.

Confidential documents stay private

Documents that need Bates numbers are often sensitive. This tool numbers your files inside your browser. Nothing is uploaded to our servers, so the content of your case files, contracts and records stays on your device. The text is added on top of the original pages, so quality and searchability are not affected.

Bates numbers and page counts

Because every page receives one number, the difference between the first and last Bates numbers of a batch, plus one, is the total number of pages. This makes it easy to confirm that a set of documents sent or received is complete, and to spot a missing page immediately.

How to use Bates Numbering

1. Select one or more PDF files and put them in order.
2. Set the prefix, start number, number of digits and position.
3. Click "Add Bates numbers" and download the files.

Frequently asked questions

Does numbering continue across files?

Yes. If the first file ends at ABC000020, the next file starts at ABC000021.

How many digits should I use?

Six digits are common. Use more if you expect more than 999,999 pages.

Can I continue numbering from a previous batch?

Yes. Set the start number to the next number after the last page of the previous batch.

Is Bates numbering the same as page numbering?

No. Page numbers restart in each document, while Bates numbers are unique across the whole set of documents.

Can I remove a Bates number later?

Not with this tool. Keep your original files without numbers in case you need to number them again.

Is this tool really free?

Yes. All tools on this website are free to use, with no sign-up needed.

Are my files and data safe?

Yes. Everything is processed inside your own browser. Your files and text are not uploaded to our servers.

Does it work on mobile?

Yes. The tools work on modern phones, tablets and computers.