Quick answer: to Bates number PDFs, add your files on this page, type a prefix (for example a case or client code), choose the starting number and the number of digits, and press Number & download. Every page gets a unique label such as SMITH000001, and the numbering continues across all files in the order shown. With several files you get a ZIP that also contains a Bates index spreadsheet. Nothing is uploaded.
Key facts
- Price: free, with no account, no watermark and no page or file limit.
- Batch numbering: number a whole production set in one go; file 2 continues where file 1 ends.
- Full control: prefix, suffix, start number, 1–12 digits with leading zeros, six positions plus drag-to-place, Helvetica, Times New Roman or Courier, bold or italic, size and colour.
- Endorsements: add a second label such as CONFIDENTIAL to every page.
- Bates index: a CSV log of each file's first and last number, ready for a production cover letter.
- Confidential by design: numbering runs on your device, so privileged and sensitive files are never uploaded.
How to add Bates numbers to a PDF
- Add your PDFs. Click Select PDF files or drop one or more files on the page. Add more at any time with Add files.
- Put the files in order. Use the arrows in the file list. The list shows the Bates range each file will receive.
- Set the number format. Type a prefix and optional suffix, the starting number and how many digits to use.
- Choose the position and style. Bottom right is the most common place. Drag the number on the preview to fine-tune its position, pick Helvetica, Times New Roman or Courier, and keep the white box on so the number stays readable over page content.
- Download. Press Number & download. One file downloads as a PDF; several files download as a ZIP with a Bates index.
What is Bates numbering?
Bates numbering gives every page in a set of documents its own unique, sequential identifier. It is named after the Bates Automatic Numbering Machine, a hand stamp patented in the 1890s that advanced one number with every press. Lawyers, paralegals and courts use it so that everyone can refer to the exact same page, for example “see SMITH000452”, and so that nobody can add or remove a page without it being noticed. Today it is mostly done digitally on PDF files, often called electronic Bates stamping.
Anatomy of a Bates number
| Part | Example | What it is for |
|---|---|---|
| Prefix | SMITH, ABC-, DEF_PROD_ | Identifies the case, client or producing party |
| Number | 000001 | The running page number, padded with leading zeros |
| Suffix | -C, _CONF | Optional: a volume, tranche or confidentiality code |
| Endorsement | CONFIDENTIAL | Optional separate label, often on the opposite corner |
Six digits (up to 999,999 pages) is the most common format; large productions often use seven or eight. Leading zeros keep every number the same length, so files and pages sort correctly.
Who uses Bates numbers?
- Litigation and e-discovery: document productions, exhibits and deposition binders.
- Courts and tribunals: many judges and practice directions require paginated, numbered bundles.
- Insurance and claims: medical records and claim files are numbered so every page can be cited.
- Audits, compliance and investigations: evidence sets where a page must be traceable.
- Real estate, finance and HR: large document packs shared with several parties.
Bates numbering vs normal page numbers
Normal page numbers restart in every document and describe a page's place inside that file. Bates numbers are unique across the whole set: no two pages share a number, even if they come from different files. If you only need “Page 1 of 10” in one document, use Add Page Numbers or Add Header and Footer.
Best practices
- Keep the originals. Number copies and store the untouched originals separately. This tool always creates new files.
- Agree the format first. Check the prefix and digit count required by the court, the other side or your firm's protocol.
- Continue later productions. For a second production, set Start at to the number after the last one you used. The Bates index from the first set tells you where you stopped.
- Avoid covering content. Check a few pages in the preview. Move the label with the sliders if it sits on top of text, or keep the white box on.
- Redact first, number last. If pages need redaction or removal, do that before numbering so the sequence has no gaps.
Privacy and security
Legal documents are often privileged or confidential. With CleanPDF your files are opened and numbered inside your browser. They are not uploaded to a server, stored, logged or seen by anyone, which makes this tool suitable for client files, medical records and evidence.
Good to know
- The number is real PDF text. It is searchable, so you can find a page by its Bates number in any PDF reader.
- Pages are not redrawn: the original content, quality, links and text layer stay unchanged.
- Rotated and landscape pages are handled automatically, so the label always reads the right way up.
- Standard fonts: prefixes can use Latin letters, numbers and common symbols such as - _ . / and #.
- Password-protected PDFs must be unlocked first with Unlock PDF.
Frequently asked questions
How do I add Bates numbers to a PDF for free?
Add your PDF on this page, type a prefix and starting number and press Number & download. It is free, with no account, no watermark and no upload.
Can I Bates number multiple PDFs at once?
Yes. Add all the files, put them in order and the numbering continues from one file to the next. You download a ZIP with every numbered PDF and a CSV Bates index.
How many digits should a Bates number have?
Six digits, such as 000001, is the most common. Use seven or eight digits for productions that may go above 999,999 pages, or follow the format the court or the other side requires.
Where should the Bates number go on the page?
The bottom right corner is the usual place because it rarely covers text. Choose any of the six positions, then drag the number on the preview to place it exactly where you want.
Is it safe to Bates number confidential documents online?
With this tool, yes. The numbering runs in your browser and the documents are never uploaded, stored or seen by anyone.
Can I add CONFIDENTIAL to every page as well?
Yes. Type it in the Endorsement box and pick a position. It appears on every page next to the Bates number.
Can I start from a number other than 1?
Yes. Set Start at to any number, for example to continue an earlier production where the last page was ABC001250.
Are Bates numbers searchable in the PDF?
Yes. They are added as real text, so you can search for a Bates number in Adobe Reader, Chrome, Edge or any other PDF viewer.
Does Bates numbering change the original document?
Your original file is never changed. You download numbered copies, and the original pages inside them are not redrawn, so the quality stays the same.
What is the difference between Bates numbering and page numbering?
Page numbers restart in each file, while Bates numbers are unique across a whole document set, so every page can be identified with a single reference.
Do I need Adobe Acrobat Pro for Bates numbering?
No. This free browser tool covers the common Bates options, including batch numbering, prefixes, suffixes, leading zeros and endorsements.
Does it work on a Mac or a phone?
Yes. It works in any modern browser on Windows, Mac, Linux, Android and iPhone.