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Matter types

Matter types (e.g. Trademark, Patent) define how renewals and reminders work. Each type has a renewal schedule, reminder timing, email templates, and optionally custom fields.

Go to Settings and open a matter type from the dropdown, or navigate to the type’s renewal schedule, fee settings, reminder schedule, or email templates.

Matter type selector with Patent selected and Edit button

Click Edit to change the matter type name:

Edit matter type modal with Name field

Renewal schedule

The renewal schedule defines when renewals fall due and what fees apply. Access it from the matter type’s sidebar or via Settings → matter type → Renewal schedule.

Use schedule

Turn Use schedule on to define fees in the table below. When off, professional and official fees are entered manually on each matter at renewal time.

Renewal schedule page with Use schedule, table, Quick fill, and option toggles

How it works

  • Renewal years define when renewals fall due and at what cost.
  • Reference date + year = due date – e.g. reference date 2020-03-15 + 3.5 years = 2023-09-15.
  • The reference date comes from the matter (typically filing or issue date; see Import).

Quick fill

Use Quick fill to load a preset schedule. Options include:

Quick fill dropdown with patent and trademark presets

Preset Description
20 x 1 year (patent, non-repeating) Annual renewals for 20 years (e.g. some jurisdictions).
3.5, 7.5, 11.5 years (US patent, non-repeating) USPTO maintenance fee intervals. Official fees match current small-entity rates (3.5: $900, 7.5: $2,300, 11.5: $3,800). Adjust professional fees as needed.
10 years (trademark, repeating) 10-year renewals that repeat indefinitely (typical for trademarks).

Quick fill overwrites existing rows. Edit amounts after applying a preset if needed.

Schedule table

  • Year – When the renewal is due (years after reference date). Use decimals for half-year points (e.g. 3.5, 7.5).
  • Professional fee – Your firm’s fee.
  • Official fee – Government/registry fee.

Use Add row for extra years. Delete a row with the trash icon. Click Save to store changes.

Repeats indefinitely

When Repeats indefinitely is on, the table shows Repeats every (years) instead of Year. A single row defines the interval (e.g. 10 years for trademarks). The schedule repeats after each renewal.

Repeating schedule with single interval row

Entity size dependent

For patents (especially US), fees often differ by entity size (Large, Small, Micro). Turn Entity size dependent on to add tabs:

Entity size tabs: Large, Small, Micro with fee table

Each tab has its own fee table. Click Edit next to the toggle to change the entity size labels (default: Large, Small, Micro):

Edit entity sizes modal with Large, Small, Micro

Class-based renewal schedule

For trademarks with multiple classes, turn Class-based renewal schedule on. The table gains columns for first class and each additional class fees:

Class-based schedule with first class and additional class columns

  • Professional fee – First class / Each additional class
  • Official fee – First class / Each additional class

Fee settings

Set the default currency and tax rate for professional and official fees. These apply whether or not a renewal schedule is used:

Professional and official fee currency and tax settings

  • Currency – For professional fees and official fees (e.g. Australian Dollar, USD)
  • Tax rate – Percentage applied to fees (e.g. 0 for no tax, 10 for 10% GST)

Xero tracking (when Invoicing is connected)

When Settings → Invoicing is connected to Xero, fee settings include Xero tracking categories:

Professional and official fees with Xero Account code, Tracking 1, GST/VAT/tax

  • Account code – Xero account (e.g. 200 - Sales)
  • Tracking 1 – Xero tracking category (e.g. South, North)
  • GST/VAT/tax – Tax inclusive or tax exclusive

Access via the matter type sidebar.

Custom data fields

Define custom text and date fields for matters of this type. Use them in reminder templates via placeholders like {{ datafield_country }}, and import via datafield_{name} and datefield_{name} columns.

Custom data fields table with Country and Priority date

Each field has a Label (e.g. Country), a Placeholder (e.g. datafield_country), and a Type (Text or Date). Edit or delete with the row actions.

Add custom field

Click + Add field to create a new field:

Add custom field modal with Label and Type

  • Label – Human-readable name (e.g. Country). Creates datafield_country (Text) or datefield_country (Date).
  • Type – Text or Date. Dates use the organisation’s date format.

Reminder schedule

Reminder templates define when reminders are sent before (or after) renewal. Add multiple templates for different timing and channels (email, SMS).

Reminder templates table with Add email/SMS reminder buttons

Each template has a Name, Type (Email or SMS), and When (e.g. 6 months before renewal, 1 day after renewal, or on demand for ad hoc). Use Edit or Delete on each row.

Quick fill

Use Quick fill to add common preset templates:

Quick fill dropdown for reminder presets

Preset Description
6 month reminder Email 6 months before renewal
3 month reminder Email 3 months before renewal
14 day reminder Email 14 days before renewal
Overdue reminder Email/SMS 1 day after renewal (configurable)

Add reminder template

Click Add email reminder or Add SMS reminder to create a new template:

Add reminder template form with When to send, Name, Subject, Content

  • When to send – Offset (number), Period (months/days), and relative to renewal (Before/After)
  • Name – Template name (e.g. 6 month reminder)
  • Type – Email or SMS
  • Subject – Use placeholders like {{ matter_name }}, {{ renewal_date }}
  • Content – Email body or SMS text. Must include {{ renew_link }} and {{ do_not_renew_link }} for renewal reminders so clients can act

See Reminders for the full placeholder reference.

Email templates

Templates used when processing renewal instructions from the Renewals page (after a client pays or requests do-not-renew):

Ad hoc, Abandon confirmation, and Renewal confirmation email templates

Template When it is sent
Ad hoc reminder On demand from the Renewals page when no scheduled reminder is due
Abandon confirmation email When a matter is marked as abandoned
Renewal confirmation email When a renewal has been processed

Click Edit template to change the subject, from address, and content.

Placeholders

Use {{ variable_name }} placeholders in subject and content. Available: {{ matter_name }}, {{ applicant_name }}, {{ applicant_first_name }}, {{ applicant_last_name }}, {{ applicant_company_name }}, {{ renewal_date }}, {{ professional_fee }}, {{ official_fee }}, {{ total_fee }}, {{ application_number }}, {{ client_first_name }}, and custom data fields like {{ datafield_country }}.

Edit Abandon confirmation template with placeholders