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Getting started

Create an account

Sign up or accept an invitation to join your organisation. Once logged in, you’ll need to configure settings and load your matters before the system can send reminders.

Initial setup

  1. Configure settings – Set your firm name, logo, timezone, and date format under Settings → Organisation. Configure Email and optionally SMS for sending reminders. If you accept online payments, add Stripe credentials.

  2. Add matter types – Define renewal schedules (e.g. 6-month, 3-month, 14-day reminders) under Matter types. Create reminder templates and email content.

  3. Upload matters – Import matters in bulk via Import, or add them one by one from the Renewals page. Assign contacts (clients, applicants) to each matter.

  4. Subscribe to notifications – In Settings → Summaries, set Send summaries to to your email and choose a frequency (e.g. weekly on Monday). This gives you a birds-eye view of:

  5. Overdue renewals – Matters past their renewal date
  6. Urgent renewals – Matters due within 7 days (configurable in Preferences)
  7. Renewal instructions received – Client pay or do-not-renew requests awaiting action
  8. Pending reminders – Reminders queued to send

IPRenewalDesk sends early reminders (e.g. 6 months, 3 months, 14 days before renewal) and can automate payments and abandon instructions. For extra safety, use a backup system in parallel:

  • IPRenewalDesk – Sends 6-month, 3-month, and 14-day reminders; clients pay or instruct abandon via links in the emails; the system records renewals and payments.
  • Your backup system – Monitors urgent renewals (e.g. 7 days before the deadline) that haven’t been paid. If a client hasn’t paid or instructed abandon by then, take manual action (e.g. follow-up, defer, or renew manually).

This belt-and-braces approach ensures nothing slips through even if reminder emails are missed or clients delay.

Renewals dashboard: Manual first, then automatic

  1. Start with manual reminders – Use the Renewals dashboard to send reminders manually. Check the Reminders and Instructions filters. Verify that clients receive emails, links work, and payments or abandon instructions are recorded correctly.

  2. Turn on auto-send when confident – Once you’re satisfied, enable Auto-send reminders on the Renewals page. Reminders will be sent automatically during work hours (weekdays from 9am in your organisation timezone). You can toggle auto-send on or off per matter type in Settings → Preferences.

Automation and your role

The system can automate most of the process:

  • Reminders – Sent on schedule (6 months, 3 months, 14 days, or as configured).
  • Payments – Clients pay via links in reminder emails; Stripe processes the payment.
  • Abandon instructions – Clients use the do-not-renew link and confirm via email verification.
  • Recording – Renewals and abandons are recorded automatically when clients pay or instruct.

Your main interaction is checking the notification summary email (e.g. weekly). It tells you:

  • Matters paid – Clients who have paid; you need to process the renewal (or confirm the system has done so).
  • Matters instructed to abandon – Clients who confirmed do-not-renew; you need to mark as abandoned.
  • Urgent renewals – Matters due within 7 days that may need manual follow-up.

From the summary email, you can open the Renewals page and use the Instructions filter to see what needs actioning. The system reduces manual work so you focus on exceptions and follow-up.

Next steps

  • Renewals – Main dashboard, filters, renew/abandon actions
  • Import – Bulk import matters from CSV
  • Settings – Organisation, Email, SMS, Summaries, Preferences
  • Client renewal pages – What clients see when they pay or do-not-renew