FAQ
Frequently Asked Questions
Everything you need to know about PDF Batch Editor. Can't find what you're looking for? Contact support.
General
PDF Batch Editor is a desktop application for Windows and macOS that lets you perform operations on hundreds of PDF files at once. Instead of opening each file individually, you load all your files, configure the operation once, and process everything in a single click. It includes 14 modules: Find & Replace, Image Find & Replace, Merge, Split, Form Fill, Redact, Digital Sign, Security (Encrypt/Decrypt), Optimize, PDF/A Compliance, Bates Numbering, Watermark, Rename, and Batch Pipeline.
It's built for anyone who processes large numbers of PDFs regularly — paralegals updating case documents, HR departments filling tax forms from spreadsheets, compliance officers validating archival standards, marketing teams rebranding documents, and IT departments automating document workflows.
There is no artificial limit on the number of files. You can load and process as many PDFs as your system can handle. Users regularly process hundreds of files in a single batch. The only practical limit is available disk space and memory.
PDF Batch Editor works with all PDF files from version 1.0 through 2.0. Text-based operations (Find & Replace, Redact) work on PDFs with actual text content. For scanned documents that contain only images, the Image Find & Replace, Merge, Split, Optimize, and other structural operations work perfectly. OCR is not currently included.
Features
Yes. The Image Find & Replace module scans all loaded PDFs for embedded images, deduplicates them, and displays them in a visual grid. You pick the image you want to replace, select the new image, and it swaps it across every file. This is the fastest way to rebrand hundreds of documents.
Yes. Each find/replace pair can use regex matching, case sensitivity, whole word matching, and text fitting options. You can also apply bold, underline, strikethrough, highlight color, and font color formatting to replacements. Multiple pairs can be configured and run in a single batch.
The Batch Pipeline lets you chain multiple operations into a single automated workflow. For example: Redact SSNs, then Optimize file size, then Sign with your corporate certificate, then Validate PDF/A compliance — all in one click. You can drag to reorder steps and save/load pipeline configurations for repeated use.
Yes. The Form Fill module supports batch filling from CSV or Excel files — like mail merge for PDFs. Map spreadsheet columns to form fields, and generate one filled PDF per row. Fill 500 W-9 forms from an employee spreadsheet in minutes.
Yes. Redaction in PDF Batch Editor is permanent and irreversible — the original content is destroyed in the output file, not just visually covered. This meets compliance requirements for HIPAA, GDPR, and other regulations. Your original files are preserved; redaction is applied to copies.
Two modes: Manual merge lets you set per-file page ranges and drag to reorder. Merge-by-pattern mode automatically groups files by filename rules (e.g., by month or department) and merges each group into a separate output file. Great for organizing large sets of invoices, reports, or statements.
Yes. The Security module lets you batch-encrypt hundreds of PDFs with AES-256 encryption. Set an open password (required to view), a permissions password (required to edit), or both. Choose from permission presets like View Only, Print Only, No Editing, Full Access, or configure each of 6 permissions individually.
Yes. Switch to Decrypt mode in the Security module to batch-remove passwords and restrictions from PDFs. You need the correct password. This is useful for removing protection from archived documents or preparing files for further batch processing.
Yes. Every module supports the “Add suffix” output mode, which appends a configurable suffix to the filename. For example, set the suffix to _WEB and DocumentName_v1.pdf becomes DocumentName_v1_WEB.pdf. This works across all operations — Security, Find & Replace, Optimize, and every other module.
Yes. The Rename module applies one or more find/replace patterns to filenames. It supports literal text or regex, chainable patterns where each pattern’s output feeds the next, and a live preview before you execute. Rename in place (overwrite) or save renamed copies to a new folder while preserving the original subfolder structure. You can also drop Rename into a Batch Pipeline so renaming happens at the end of a multi-step workflow — e.g. Find & Replace → Optimize → Rename.
Legal & Bates Numbering
Yes. The Bates Numbering module stamps a continuous, sequential number across every page of every loaded PDF in list order. Configure the prefix, suffix, starting number, and digit padding once and apply it to the whole production set — the counter flows seamlessly from one file into the next. Stamps land in any of the six standard page positions with configurable font size and margin, and you can add a confidentiality label like CONFIDENTIAL or ATTORNEYS’ EYES ONLY on the opposite edge. See the Bates Numbering feature page for details.
Yes. Enable “Skip first page” and every file’s cover is left unstamped. You can independently decide whether the continuous counter advances through skipped pages or holds until the next stamped page — both behaviors are supported so your page numbers line up with the producing party’s requirements.
Yes. Drop Bates Numbering into a Batch Pipeline and chain it with Redact, Optimize, Digital Sign, and Security (Encrypt). A common production workflow is Redact → Bates Numbering → Encrypt, all applied in a single click across hundreds of files.
Watermark
Yes. The Watermark module applies the same watermark text to every page of every loaded PDF in a single run. Configure the text (CONFIDENTIAL, DRAFT, a matter number, anything), pick placement (Across/Top/Bottom/Center), set font size, opacity (0–1), and hex color. The same mark is stamped consistently across the whole batch, with per-file results showing pages-watermarked and total-pages. See the Watermark feature page for details.
Four placements: Across (diagonal, centered — the classic CONFIDENTIAL look), Top (horizontal banner at the top), Bottom (horizontal banner at the bottom), and Center (horizontal, centered on the page). Appearance is fully tunable: font size in points, opacity from 0 (invisible) to 1 (fully opaque), and hex color — anywhere from #CCCCCC light gray through #FF0000 bright red.
Yes. Use the Page range field to scope the watermark to individual pages and ranges — for example 1-3, 5, 8-10. Leave the field blank to watermark every page of every file. Watermark also chains into a Batch Pipeline alongside Redact, Bates Numbering, Optimize, and Encrypt.
Pricing & Licensing
PDF Batch Editor is $96 per year ($8/month billed annually). This includes all 14 modules, unlimited files, and all updates released during your subscription. There is one plan — everything is included.
Yes. The trial is 14 days, fully featured, with no credit card required. You get access to all 11 modules and can process unlimited files during the trial. After the trial expires, output files will be watermarked until you activate a license.
Licensing is managed through ExisOne. After purchase, you receive a license key that you enter in the application to activate it. The license is tied to your ExisOne account, not to a specific machine, making it easy to transfer if you change computers.
Yes. For teams or organizations that need multiple licenses, contact us at support@exisone.com for volume pricing and enterprise licensing options.
If your subscription lapses, the application continues to function but output files will be watermarked, similar to the trial experience. Renewing your subscription immediately removes the watermark. No data is lost.
Technical
Windows 10 or 11 (x64) or macOS 12+ (Apple Silicon or Intel), 4 GB RAM minimum. All required runtimes are bundled with the installer — no separate installation needed. The Windows installer is approximately 45 MB; the macOS .dmg is similar in size.
Yes — PDF Batch Editor is available for both Windows 10/11 (x64) and macOS 12+ (Universal: Apple Silicon and Intel). The macOS build is notarized by Apple. A Linux version is not currently available.
No. PDF Batch Editor writes output to a separate location by default, preserving your original folder structure. Your source files are never modified unless you explicitly choose to overwrite them.
PDF Batch Editor supports all PDF versions from 1.0 through 2.0. It's powered by the Exis.PdfEditor engine, which handles the full range of the PDF specification.
No. PDF Batch Editor is a fully local desktop application. All processing happens on your machine. Your PDF files are never uploaded to any server. The only network call is license validation through ExisOne.
Support
Email us at support@exisone.com. All licensed users receive email support. We typically respond within one business day.
Absolutely. We actively develop PDF Batch Editor based on customer feedback. Email your feature requests to support@exisone.com and we'll evaluate them for future releases.
Still have questions?
Try it free for 14 days or reach out — we're happy to help.