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IPRenewalDesk Help

What is IPRenewalDesk?

IPRenewalDesk helps patent and trademark attorneys, renewal agents, and IP professionals manage renewals for intellectual property matters. It tracks renewal dates, sends reminders to clients, collects payments and abandon instructions via links in emails, and keeps a central record of what’s been renewed and what’s still outstanding.

Instead of spreadsheets and manual follow-up, the system automates reminder scheduling, payment collection, and instruction recording. Clients receive emails with one-click links to pay or confirm they do not wish to renew. Your role shifts from chasing reminders to processing renewals and handling exceptions.

Who is it for?

  • Patent and trademark attorneys – Manage client portfolios with renewal deadlines, fees, and contact roles
  • Renewal agents and correspondence firms – Handle large volumes of renewals with automated reminders and online payments
  • In-house IP teams – Track portfolio renewals and coordinate with external counsel

Overview

Renewals dashboard

The main Renewals page lists all active matters. Filter by overdue, reminders due, or pending instructions. Send reminders manually or turn on auto-send. Record renewals and abandonments from client payments or instructions.

Matters and contacts

Matters represent individual IP applications – patents, trademarks, designs. Each matter has a next renewal date, fees, and linked contacts (clients, applicants, payees). View details, edit inline, and see renewal and reminder history.

Matter types

Matter types (e.g. Trademark, Patent) define how renewals work: the renewal schedule (when fees fall due), reminder timing (6 months, 3 months, 14 days before), and email templates. Configure fee settings, custom fields, and Xero integration per type.

Reminders

Reminders are sent to clients by email or SMS. Templates support placeholders for matter name, renewal date, fees, and one-click links. Clients can pay and renew or do not renew directly from the email. Client renewal pages show what they see.

Import

Import matters in bulk from CSV. Map columns to matter name, application number, matter type, reference date, contacts, and custom fields. Duplicates are updated; new matters are created.

Settings

Configure organisation details, email summaries, SMTP and email templates, SMS via Twilio, Stripe payments, Xero invoicing, and preferences including auto-send and notification periods.

Get started

New to IPRenewalDesk?

Getting started – Create an account, configure settings, add matter types, upload matters, and subscribe to notification emails. Follow the recommended workflow (manual reminders first, then auto-send) and use a backup system for urgent renewals.

I want to add my matters

Import – Bulk import from CSV. Download the template, map your columns, upload, and review. Or add matters one by one from the Renewals page with Add matter.

I want to configure reminders

Matter types – Set up renewal schedules and reminder templates (6-month, 3-month, 14-day, or custom). Define email content with placeholders. Enable auto-send per matter type in Preferences.

I want to take payments online

Settings → Payments – Add Stripe publishable and secret keys. Clients pay via links in reminder emails. See Client renewal pages for the payment flow.

I want a weekly digest of what needs attention

Settings → Summaries – Set Send summaries to to your email. Choose weekly (Monday) or monthly. The summary lists overdue renewals, urgent renewals (within 7 days), received instructions, and pending reminders.

I want to understand what clients see

Client renewal pages – Pay and renew flow (summary, checkout, confirmation, tax invoice) and do-not-renew flow (verification code, confirm). Screenshots of each step.

Task Link
First-time setup Getting started
Main dashboard Renewals
Bulk upload Import
Matter details Matters
Configure types Matter types
Failed reminders Errors
Organisation settings Settings → Organisation
Email & summaries Settings → Email, Summaries