Working with Bates numbering in PDF documents

Bates numbering gives you an easy way to index a large number of documents, such as invoices or legal papers. All you need is PDF software like Foxit PDF Editor Pro.

add heads and foots

CAPTION: Bates numbering in Foxit PDF Editor Pro gives you control over your numbering system.

Create a system for Bates numbering

First, you need to create a system for indexing. Bates numbering typically places numbers and/or date/time-marks on images and documents. In Foxit PDF Editor Pro, you have the option to set the number of digits, the start number, the rotate angle (if you need to turn characters on their sides or at an angle), and the prefix/suffix.

Add Bates numbering

Once you have your system worked out, click on the ORGANIZE tab and select Page Marks > Bates Numbering > Add. This will open the Bates numbering dialog box where you can select the files and folders you’re indexing. You can rearrange the order of the files and/or folders if you wish. Then select the output folder to tell your PDF software where to save your documents.

Choose how your numbering scheme looks

Now, choose whether to use headers and footers. Select the location of the number and add any text you want. You can also add a date stamp in one of six different locations. Click OK.

The final dialog box lets you:

  • Choose how many digits you want
  • Choose the starting number
  • Add a prefix
  • Add a suffix
  • Select a rotation angle for your numbering stamp

Now click OK and your selected documents will be processed and saved to the output folder you selected.

Using PDF software to apply Bates numbering beats hand stamping hundreds, or even thousands, of documents. And imagine how much faster and easier it is to search for PDF documents than it is to rifle through file cabinets!

For more details, see page 73 of the Foxit PDF Editor Pro User Manual.

8 thoughts on “Working with Bates numbering in PDF documents

  1. MarcelaMarcela

    I am trying to remove or change bate numbers on a document. We bate stamped the documents using Foxit. When I click delete it says it does not find any bate numbers.

    1. KarolinKarolin

      Hi Marcela! To remove bate numbers please do the following: Choose Organize > Bates Numbering > Remove. If this still doesn’t work, Please contact our support to get assistance with your request. You can submit a ticket via our Support Portal or call 1-866-693-6948.
      Have a nice day!

  2. Kim SaegerKim Saeger

    I am learning about the Bates Numbering. I thought that each document received a unique number, but that is not happening. Is this how it is supposed to work. Please advise

    1. KarolinKarolin

      Hi Kim,
      To add bates numbering using Foxit PDF Editor Pro please do the following:
      1. Choose Organize > Bates Numbering > Add.
      2. In the “Add Bates Numbering” dialog box, add files (from local drives or ECM),
      folders or opened files by clicking Add Files, Add Folders or Add Open Files. (Tip:
      You can also add files by directly dragging and dropping them to the box.)
      3. (Optional) In the files list, you can change the order in which Bates numbers are
      assigned. You can reorder the files by Name/Location/Size/Modified Time by
      clicking the corresponding column name. Alternatively, reorder the files manually
      as desired by clicking the Move Up/Down button, or by dragging and dropping
      the file in the list. Select a file and click the Remove button to delete it, if necessary.
      4. Click Output Options. Here, you can set the target output folder, name the file
      and create the log file in the dialogue box. Click OK to exit the box after completing
      these settings.
      5. Click OK and a dialog box to add Headers and Footers will pop up for you to insert
      Bates Numbering on the PDF documents.
      6. Select Bates Number in the Macro menu, and then click Insert.
      7. Another dialog box will appear for setting the number of digits (any number from
      3 to 15), the increment, the start number, rotate angle and the prefix/suffix, if
      needed. (Tip: Setting the value of the increment to a negative number reverses the
      order of the Bates numbering.) Click OK to finalize the setting.
      8. Click OK


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