Variable data printing for PDFs

Data Source

Choose Static (same barcode on all pages) or CSV/Excel (unique barcode per row).

Static: enter one value — it goes on every page in the selected range. CSV/Excel: upload a spreadsheet file (.csv, .xlsx, .xls, .tsv) where each row generates one output page with a unique barcode. CSV mode supports Simple (preset categories) and Advanced (full control) sub-modes.

Data

The content to encode in the barcode. What you enter here becomes the scannable value.

For QR codes: URLs, plain text, vCard data, or any string up to ~4,000 characters. For Code 128: any ASCII text, commonly used for order IDs, SKU numbers, serial numbers. For EAN-13: exactly 12 digits — the 13th check digit is calculated automatically. For DataMatrix: compact binary or text data, common in pharmaceutical and electronic component labeling.

Quick Setup

Preset categories for common CSV barcode workflows — Tickets, Labels, Badges, Raffle, Vouchers, Tags.

Each preset configures the optimal symbology and position for its use case. Tickets: QR at bottom-right. Labels: Code 128 at top-right. Badges: QR centered. Raffle: Code 128 at bottom-center. Vouchers: QR at top-left. Tags: DataMatrix centered. You can customize further after selecting a preset.

Barcode Data

Choose which CSV column to encode, or build a template combining multiple columns.

Column mode: select one column — its value becomes the barcode content for each row. Template mode: combine columns with literal text using {column_name} placeholders. Example: "{event}-{row}{seat}" produces "CONF-A12". Templates support any number of columns and static separators.

Upload Data

Drag and drop or click to upload a CSV or Excel spreadsheet.

Supports .csv, .xlsx, .xls, and .tsv files. The first row must be column headers. The symbology is auto-detected from the first column's data patterns. After upload, choose which column or template to use for barcode values.

Symbology

The barcode format — determines encoding capacity, physical shape, and scanner compatibility.

QR Code: 2D square matrix, scannable by any smartphone. Best for URLs, text, vCards. Up to 4,296 characters. Code 128: linear (1D) barcode, any ASCII character. Variable length. Standard for shipping labels, inventory, order IDs. DataMatrix: compact 2D matrix. Popular in pharma, electronics, and packaging where space is tight. EAN-13: retail barcode (the one on groceries). Exactly 12 digits + auto check digit. Required for retail/POS systems.

Appearance

Controls barcode size (scale), bar height, text visibility, and colors.

Scale: module size multiplier (1×–10×). Higher = larger barcode. 3× is good for screen proofing, 4–6× for print. Bar Height: height of bars in linear barcodes (mm). Ignored for 2D codes (QR, DataMatrix). Standard: 15mm. Show text: displays human-readable value below linear barcodes. Bar/Background color: defaults to black-on-white for maximum contrast and scannability. Colored barcodes may not scan reliably — test with your target scanner.

Position

Where the barcode is placed on the page — 9-point grid with fine-tuning offsets.

Click a position on the 3×3 grid to set the anchor point (top-left, center, bottom-right, etc.). X/Y offsets fine-tune placement in points from the anchor. Rotation: 0°, 90°, 180°, 270° — useful for vertical labels or rotated layouts.

Data Preview

Shows resolved barcode values from your CSV data with a row navigator.

Browse through rows to verify each barcode value before generating. The table shows row number and resolved value (after column selection or template interpolation). The count at the bottom shows how many valid rows will produce output pages.

Pages

Specify which pages to process using a range expression.

Examples: 'all' = every page. '1-5' = pages 1 through 5. '1,3,5' = specific pages. '1-10 odd' = odd pages 1-9. '2-20 even' = even pages 2-20. 'last' = last page. 'last-2' = third from last. Ranges are 1-based. Combine with commas: '1-5, 8, 12-15'.

Preview

Live barcode image rendered from the current data and settings.

Updates automatically as you change data, symbology, scale, or colors. In CSV mode, shows the barcode for the currently selected preview row. If the preview shows an error, the data may be invalid for the chosen symbology (e.g., non-numeric text for EAN-13).

What is Variable Data Printing used for?

Adds QR codes, Code 128, DataMatrix, or EAN-13 barcodes to pages — with optional CSV/Excel variable data.

Who should use variable data printing?

It is built for print shops, event teams, label producers, schools, and prepress operators. Common use cases include Tickets & Badges, Product Labels, Serialized Print, Variable Data, Inventory Tags.

Do my PDF files upload to a server?

No. PDF Press runs the PDF processing workflow in your browser, so your files stay on your device.

Can I use Variable Data Printing with other PDF Press tools?

Yes. You can combine it with other PDF Press tools in a multi-step workflow, then preview and export the final PDF.

Is there free variable data printing software?

Yes. PDF Press runs variable data printing free in the browser — no install, no license, and no upload. You point it at a CSV or Excel file, map the columns, and it generates unique tickets, labels, badges, or cards, then imposes them for output. Paid plans cover higher-volume export.

Can I print sequential numbers or unique QR codes from a CSV?

Yes. Each row of your spreadsheet becomes one unique piece, so you can print sequential ticket numbers, per-row QR codes and barcodes, names, or asset IDs. For tickets, each QR can carry a unique encrypted hash, which makes counterfeiting far harder.

Which barcode types does variable data printing support?

PDF Press generates common symbologies from your data — including QR, Data Matrix, Code 128, and UPC — so it fits ticketing, labelling, packaging, and asset-tag jobs. You choose the column that feeds each barcode.

Does variable data printing work in the browser without uploading my data?

Yes. Your CSV or Excel data and PDFs are processed locally in your browser and never sent to a server — an important difference from cloud VDP services when the data contains customer names, emails, or ticket hashes.