How to add Bates numbers to PDFs on a Mac

Bates numbering gives every page in a production a unique number, like SMITH000001. Here's how to do it on a Mac without a subscription.

In short: To Bates-number PDFs on a Mac, select the files in order, drag them onto Sheaf and choose Number pages › Bates numbers. Set a prefix, start number and number of digits; Sheaf numbers every page across all the PDFs in one sequence, remembers where you stopped for that prefix, and keeps the text searchable.

Updated 9 November 2026

Steps

Select the documents for the production in Finder, in order, and start dragging.
Pause, choose Number pages, then Bates numbers.
Set the prefix (for example your matter code), the start number and the digits; the preview shows the range across all pages.
Choose Number. Each PDF gets a numbered copy; the next production continues the sequence.

Good practice

Use a prefix per matter or producing party, like ACME.
Run redaction before numbering so page counts don't change afterwards.
Keep the white label behind the number so it reads on dark scans.

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Questions

Does Preview do Bates numbering?

No. Preview can't add page or Bates numbers.

Can numbering continue from a previous production?

Yes. Sheaf remembers the next number for each prefix on that Mac.

Can I put the number in a different corner?

Yes: bottom right, center or left, or top right.