How to Bates Number Multiple PDFs at Once

Step 1: Plan before you stamp

• Fix the order. Files are usually processed in name order. Rename them with a numeric prefix (001_, 002_) so the order is explicit.
• Pick the start number. For a first production it's usually 1. For later volumes, it's the number after the last page of the previous one.
• Agree the format. Prefix, padding (often 6 or 8 digits) and position. See format examples.
• Collect passwords. Note which PDFs are protected and get their passwords before you start.

Step 2: Run the batch

Magic Soft PDF Bates Numbering handles folders of PDFs offline, with no limit on the number of files in the full version.

Step 3: Check the result

• Open the CSV audit log and compare the file list against your folder.
• Open the first and last file and confirm the numbers match what you expect.
• Spot-check the change between two files to make sure the numbering runs on without a gap or a repeat. If your set needs strict continuity across files, confirm it in the preview and the log before producing.
• Save the settings so the next volume uses exactly the same format.

Numbering later volumes

Productions often come in waves. Keep a simple record for each volume: the volume name, the first and last Bates number, the date and the number of pages. When volume 2 arrives, start at the number after the last one in volume 1 and load your saved settings, so the prefix and format don't drift.

Mistakes that cause trouble later

• Stamping the originals instead of copies.
• Changing prefix or padding halfway through a matter.
• Re-numbering pages that were already produced.
• Covering text, signatures or existing stamps with the new number.
• No record of which file holds which range.

Summary

Fix the file order, agree the format, run the whole folder in one batch with an audit log, and check the joins between files. New to Bates numbering? Start with what Bates numbering is.