Professional services & property
Accounting Stamp Maker
Lay out the stamps an accounts office still uses on paper: PAID with a date, POSTED or ENTERED, APPROVED FOR PAYMENT with signature lines, invoice coding grids and receipt stamps.
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Paper invoices still pass through accounts payable in most businesses, and each stage leaves a mark. Someone codes the invoice to a ledger account and cost center, a budget holder signs that the goods arrived, the clerk stamps POSTED with a batch number once it is entered, and the cashier stamps PAID with the date and check or transfer reference so the bill is never paid twice. On the receiving side, cash gets a receipt stamp, checks are endorsed for deposit, and bookkeeping practices log client paperwork as it arrives at year end.
This accounting stamp maker starts with a round practice stamp in the editor above. Change the firm name and services, delete any line that does not apply to you, and try the coding grid or PAID stamp from the templates below. The same online stamp maker handles the receipt and endorsement marks that sit beside the books, and more layouts are among the deposit only stamp templates.
Decide early how far paper goes in your workflow. If invoices are scanned into accounts payable software, approvals are usually recorded there, and a stamp only helps before the scan. In that case, match the stamp's fields to the software's fields and their order, so the person keying in data reads them in sequence. A stamp never replaces the system's approval log.
Stamps an accounts office uses
Most of them record a step in the payment cycle, so each needs a date, a reference or initials that tie it to the books.
PAID stamp
PAID · 23 OCT 2026 · Check No. ______ · By ______
Applied to the supplier invoice once it is settled. The check number or transfer reference lets anyone trace the payment without opening the ledger.
POSTED or ENTERED
POSTED · Batch ______ · Date ______ · Initials ______
Shows that a document has been entered, which stops it from being keyed in twice. The batch number links the paper to its journal entry.
Approved for payment
APPROVED FOR PAYMENT · Amount $ ______ · Approved by ______ · Second approval ______
Supports segregation of duties: the approver should not be the person who issues the payment. Keep the second line if your policy requires two approvals above a limit.
Invoice coding grid
G/L Account ______ · Cost Center ______ · Project ______ · Amount ______ · Coded by ______
The workhorse of accounts payable. German offices call it a Kontierungsstempel and add boxes for sachlich richtig (goods or service received as ordered) and rechnerisch richtig (arithmetic checked).
Receipt stamp
RECEIVED WITH THANKS · $ ______ · Cash ☐ Check ☐ · Receipt No. ______
For receipts handed to customers who pay in person. Numbered receipts make it easier to reconcile the cash drawer at the end of the day.
Deposit endorsement
FOR DEPOSIT ONLY · Brightwater Bookkeeping LLC · Account No. ______
A restrictive endorsement for the back of incoming checks, so a lost check cannot simply be cashed. Use the wording and account details your bank accepts.
Copy and intake marks
COPY · CLIENT ORIGINAL – RETURN · RECEIVED FOR TAX YEAR 2025
Separate client originals from working copies during tax season, and log the day each client's documents arrived.
Accounting templates to start from
Each template loads into the editor in place of the current design. Names and numbers are invented; check every word before printing, especially titles and claims.
Circle stamp · 38 mm
CPA Tax and Services Seal
Round practice stamp for tax and accounting services. Keep C.P.A. only if the firm holds that license, and delete Audited & Verified unless an audit was completed.
Circle stamp · 38 mm
Round Stamp
Round layout with a firm name, registration number and city, modeled on a Singapore accounting corporation; swap in your own registered name and number.
Rectangle stamp · 47x30 mm
Custom Rectangular Stamp with Fillable Lines
German coding stamp with boxes for account, amount and signature plus the two geprüft checks; translate the labels or keep them for German clients.
Rectangle stamp · 47x18 mm
Minimal Text Deposit Only Stamp
One-line restrictive endorsement; add the business name and the account details your bank asks for before stamping the back of checks.
Circle stamp · 38 mm
Seal with an Uploadable Logo
Round PAID stamp with a thank-you line and a date in the center, suited to receipts handed to clients at the counter.
Circle stamp · 38 mm
Digital Seal with Border and Date
Round RECEIVED stamp with a date and a “By” line; use it on incoming invoices so the arrival date is on the document itself.
How to make an accounting stamp
- 1
Map the fields to your process
List what the stamp must capture: account codes, cost centers, approval limits, payment references. Take field names from your chart of accounts or software, so staff write the same terms they key in.
- 2
Choose a shape for each stamp
Use a rectangle for coding grids and approval blocks, and a round or small rectangular layout for PAID and POSTED. Set the plate size first; a grid needs far more room than one word.
- 3
Size the write-in boxes
Make each box about 5 mm tall for handwriting and long enough for your longest account number. Keep printed labels small and to the left, so the handwritten figures dominate.
- 4
Proof on a real invoice
Print the proof at 100%, place it on a typical supplier invoice and fill in every box by hand. Fix anything cramped, then export a PNG for the finance manager and an SVG for production.
Size, ink and file format
- Size
- A coding grid usually needs 50–60 mm by 30–40 mm. PAID and POSTED stamps work at about 40 × 15 mm, or as a 38 mm circle with the date in the center.
- Ink color
- Red is traditional for PAID because it stands out on a printed invoice. If invoices are scanned in grayscale, dark red or black reproduces better than a bright red.
- Text size
- Keep printed labels at 6–7 pt or larger and give the space to handwritten figures. Cramped boxes lead to misread account numbers, which cost more to correct than the stamp.
- Files
- Circulate a PNG for approval and give the manufacturer an SVG. The PNG and SVG stamp downloads are compared on the pricing page.
- Scanning and data capture
- Invoice capture software reads totals, dates and invoice numbers from the page. Stamp in a blank area, never over printed figures, so the stamp does not break the automatic reading.
Accounting stamp questions
Why do accounts payable teams stamp invoices PAID?
To stop the same invoice from being paid twice, which happens when a supplier sends a reminder or a duplicate copy. The stamp, with the date and payment reference, tells anyone who picks up the paper that it is settled. Auditors also use it to follow an invoice from approval to payment, so keep the details legible.
What is a Kontierungsstempel?
It is the German name for an invoice coding stamp. Typical fields are the account (Konto), cost center, amount, date and signatures, plus the sachlich richtig and rechnerisch richtig checks made by different people. It is still common wherever invoices are processed on paper. Keep the German labels for German clients, or translate them for an international team.
Can a stamp replace approvals in our accounting software?
No. When invoices are approved in software, the system's audit trail is the record that auditors test. A stamp on the paper copy can show that a manager saw the invoice before it was scanned, but the electronic approval still has to happen. Running two approval routes for one invoice usually creates gaps rather than control.
Can a bookkeeping business use the word accountant on its stamp?
It depends on where you work. Plain descriptions such as bookkeeping or accounting services are generally open to anyone. Titles such as CPA, chartered accountant and, in many places, public accountant are restricted to licensed people or registered firms. Rules differ between countries and states, so check with your licensing body before ordering the stamp.
Do I need separate stamps for cash and check receipts?
Usually not. One receipt stamp with tick boxes for cash, check and card, plus lines for the amount and receipt number, covers most counters. Separate stamps make sense only when different staff handle each type of payment, or when your bank wants check deposits batched and logged apart from cash.