Stamps for accountants, bookkeepers and finance teams

Accounting Firm Stamp Maker

Bookkeeping still runs on marks made on paper and PDFs: a supplier invoice is checked, coded to an account, approved and finally marked PAID; client records arrive and are logged; finished accounts leave the office with the firm's stamp. StampDr's stamp maker lets you lay out an invoice approval box, a round firm seal and a PAID IN FULL stamp, try them at full scale and export files for a self-inking stamp or for marking PDF invoices.

Approval, PAID and RECEIVED stamps with write-in lines
Firm name, registration and tax numbers in clear type
PNG for approving PDF invoices, SVG or EPS for the stamp

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Invoice approval box: Accounting Firm Stamp Maker

Round firm seal: Accounting Firm Stamp Maker

Accounting stamp designs to start from

The designs open with a fictional practice's details and sample labels. Rename the lines to match your own approval steps.

Invoice approval box
Lines for account code, checks, amount and approver on supplier invoices and expense claims.
Open in editor
Round firm seal
For the cover of annual accounts, engagement letters and the firm's own invoices.
Open in editor
PAID IN FULL stamp
Date and payment method on settled invoices, so nothing is paid twice.
Open in editor

Where accountants use stamps

A stamp turns each step in the payment and filing routine into a visible mark, so anyone picking up a document can see where it stands.

Supplier invoices

An approval box with lines for account code, checks, amount and approver keeps the authorisation on the invoice itself, where an auditor will look for it.

Payments made

PAID or PAID IN FULL with the date and method stops the same invoice going through twice and answers supplier queries quickly.

Client records

RECEIVED with the date on boxes of receipts, bank statements and payroll files shows when a client's records reached the practice.

Posting and review

POSTED, ENTERED or a reviewer's tick stamp with initials marks vouchers that are already in the ledger.

What to put on an accounting stamp

Working stamps need labels and space to write; the firm seal carries the practice's identity. Professional bodies and tax authorities set their own rules on how accountants sign and identify their work, so check what applies to you.

Firm name: Example: Hollis Accountants; The practice name clients know, with the legal form if your country requires it on business papers.
Registration or practice number: Example: Reg. No. 1234567; Only numbers the firm actually holds. A protected title such as chartered or certified accountant belongs on the stamp only if the firm is entitled to it.
Tax or VAT number: Example: VAT 987 6543 21; For the stamp used on the firm's own invoices.
Approval lines: Example: Code · Checked · Amount · Approved by; Match the steps in your approval policy. Rows of at least 5 mm leave room for handwriting.
Date and method: Example: 28 OCT 2026 · by bank transfer; On PAID stamps. Leave the date blank if you use a separate date stamp.

Designing your accounting stamps

1
Start with the approval box
Open the invoice approval design and rename each row to match the checks your clients or your team carry out.
2
Add the practice details
Put the firm name on the seal and on the PAID stamp. Services or a registration number can go on the outer ring.
3
Check it at real size
Approval boxes of about 47 × 30 mm fit beside an invoice total; round seals of 38 mm suit report covers.
4
Download for paper and PDF
Get a transparent PNG to approve PDF invoices on screen, and send the SVG, EPS or PDF version to whoever makes the rubber stamp.

Tips for finance paperwork

Rows wide enough to write in

Account codes and amounts are written by hand, often in a hurry. If a row is under 5 mm tall, figures run into the lines.

Colour that means something

Red for PAID and blue for approval stamps lets you sort a pile of invoices by colour.

Stamp in a free corner

Place approval stamps away from the totals and the supplier's bank details, so nothing important is covered on the scan.

A version per client

Bookkeepers working for several clients can save one approval box per client in My Library, each with that client's name and account codes.

Accounting stamp questions

Does a stamp count as an audit opinion or a signature?

No. A stamp records that a step happened; it is not an audit report, a certification or a substitute for a signature. How accountants must sign and identify their work is set by professional bodies and tax authorities in each country.

Can I approve PDF invoices with the stamp?

Yes. Download the approval box as a transparent PNG, place it on the PDF and type or write in the lines. Many teams keep the paper stamp as well.

What size should an invoice approval stamp be?

Most fit in 45 to 60 mm wide and 25 to 35 mm high, enough for four or five rows. Check the free space on the invoices you receive most often.

Can I change the row labels later?

Yes. Designs are saved in My Library, so you can rename rows when your approval steps change and download a new file.

When do I pay?

Only when you download. Building and previewing designs is free; each download is paid for singly or covered by a subscription, monthly, yearly or lifetime.