How to add a company stamp to an invoice
In a good part of the world an invoice without a company stamp does not get paid, and no amount of explaining that the stamp has no legal force in your jurisdiction will change the mind of the accounts department that is asking for it. The stamp is a convention, and conventions are what get invoices through approval queues. Putting one on takes about fifteen seconds, and doing it on a sealed PDF adds something a rubber stamp cannot: the client can check the invoice they received is the one you sent.
Design your company stamp or seal now. Round seals, dated stamps and approval marks, with a date that fills itself in and a serial number that never repeats. Free to design, and it goes straight onto a PDF, a Word file or an Excel sheet.
Paid invoice, Business
Signature & date, Signature
Signature, name & title, Signature
Approved & signed, Signature
How to add a company stamp to an invoice, step by step
- Drop the invoice in, A PDF, or the Word or Excel file it was made in. All three are laid out and stamped the same way, so you do not have to export it first.
- Place the company stamp, Beside the total or over the signature block, wherever your clients expect it. A round seal with the company name, registration number and the date is the usual form.
- Add PAID, RECEIVED or APPROVED if that is the job, Marking an invoice paid is a different stamp from the company seal, and often both go on. The date fills itself in, and each stamp carries a serial number that never repeats, which is what makes a stamped receipt worth anything.
- Send the sealed PDF, The stamped invoice is hashed, and the QR on it links to a page anyone can use to confirm this is the document that was stamped, unaltered. That is the part a rubber stamp cannot do.
What you get
- Stamp a PDF, Word or Excel invoice without exporting anything first.
- The date is applied at stamping, so a batch of invoices is never dated wrong.
- A serial number on every stamp, which never repeats.
- A QR the client can scan to confirm the invoice is unaltered.
- Nothing to post, and no re-ordering when the ink runs out.
Frequently asked questions
Does a company stamp make an invoice legally valid?
In most common-law countries an invoice needs no stamp at all to be valid, and in many civil-law and Gulf jurisdictions a company seal is standard practice and sometimes expected by the counterparty or the tax authority. Which of those you are in decides whether the stamp is a convention or a requirement, so check what applies where the invoice is going.
How do I stamp a document as paid?
Apply a PAID stamp with the date it was paid. The stamp here dates itself at the moment it is applied, so if you are stamping historically, set the date deliberately rather than letting it default, because a receipt with the wrong date is worse than no stamp.
Can I make a round company stamp online free?
Yes. Designing the stamp costs nothing: pick the shape, put the company name around the ring, add the registration number and the date band, and it is yours to place. Round is the usual form for a company seal because it reads as institutional rather than decorative. The charge is at download of the finished document, not for the stamp.
Can I put my logo on the stamp?
Yes. Upload it and it goes into the seal. A logo stamp on a contract or an invoice reads as the company having marked it, which is the whole signal you are buying.
Can I stamp a batch of invoices?
Yes, on a paid plan. Each one gets its own serial, which is what makes a batch auditable rather than just marked.
What PDF Verified is, and what it is not
A stamp identifies who issued a document. It is evidence rather than a formality that makes a document binding on its own, and it should only ever be made and applied for a business or an office you are authorised to act for: a mark that imitates another organisation in order to pass a document off as theirs is forgery in most places. Where a registry, a bank or a counterparty requires a particular form of seal, that requirement comes from them.
PDF Verified is a tool for preparing, signing, stamping and checking documents. It is not a law firm, a compliance service or a forensic examiner, and nothing here is legal, financial or compliance advice. Requirements differ by country, by document type and by the party asking, so check what applies to your document before you rely on it, and take advice where the document matters. You are responsible for the documents you create, sign and send, and for having the authority to do so: signing or stamping in somebody else name, or as an organisation you do not represent, is forgery whatever tool is used. To the extent the law allows, we accept no liability for how a document made with this tool is used or relied on. The full position is in our terms of service.