How to Stamp PAID on an Invoice PDF
To stamp PAID on an invoice PDF, you need a stamp image and a way to place it: create the stamp once (two minutes), save it in the free Stamp & Sign tool, then click it onto each invoice and download. After the first setup, marking an invoice as paid takes about 15 seconds — no printing, no physical rubber stamp.
This guide is for freelancers, bookkeepers, and small business owners who send or receive invoices as PDFs and want a clean, consistent way to mark them settled.
Step 1: Get a PAID stamp image
Three quick options, from fastest to most polished:
- Type it: open any image editor (even PowerPoint or Canva), type PAID in a bold red font inside a rounded rectangle border, rotate it about 15°, and export as PNG.
- Photograph your real rubber stamp: stamp it on white paper and take a photo — instantly matches your existing paper workflow.
- Download a template:search for a free "paid stamp PNG" with a transparent background.
Red is the standard color for PAID stamps for a reason — it's instantly recognizable in a stack of documents and survives black-and-white printing as a dark, obvious mark.
Step 2: Save the stamp to your library
Open the Stamp & Sign tool, click + Add, and choose your stamp image. It's now saved for every future invoice — this is what turns a five-minute chore into a fifteen-second one.
Step 3: Stamp the invoice
- Upload the invoice PDF.
- Click your PAID stamp in the sidebar.
- Click where the stamp should sit — diagonally across the total is the classic placement.
- Resize with the corner handle so it's bold but doesn't hide the numbers.
- Click Download stamped PDF.
Build a consistent system
The stamp is most useful when it's part of a routine. A simple one that works for a lot of small businesses:
- Keep two folders: Invoices — outstanding and Invoices — paid.
- When money arrives, stamp the PDF, save the stamped copy into the paid folder with the payment date in the filename (e.g. invoice-042-paid-2026-07-08.pdf).
- Send the stamped copy to the customer as their receipt — it answers "did you get my payment?" before they ask.
Beyond PAID, the same library can hold RECEIVED, APPROVED, COPY, and OVERDUE stamps — one click each. And if you need to mark every page of a longer document rather than one spot, use the watermark tool instead.
Frequently asked questions
▸Where should the PAID stamp go on an invoice?
Convention is diagonally across the total amount or in the top-right corner near the invoice number, where it can't be missed. Avoid covering the line items or payment details the customer may still need to read.
▸What information should a PAID stamp include?
At minimum the word PAID. Many businesses add the payment date and method, e.g. 'PAID — 8 July 2026, bank transfer'. If you include the date, save a base stamp and add the date as a second smaller stamp, or make a fresh stamp image per batch.
▸Can I stamp many invoices quickly?
Yes. Your stamp stays in the saved-image library, so each additional invoice is: open PDF, click stamp, click position, download. Roughly 15 seconds per invoice once the stamp exists.
▸Is my invoice uploaded anywhere?
No — the PDF is processed entirely in your browser and never sent to a server. Client financial data stays on your machine, which keeps you on the safe side of confidentiality obligations.
Ready to try it yourself?
Free, no signup, and your file never leaves your device.
Stamp an invoice now — free