Each matter type defines a year-by-year renewal fee schedule. This determines what fees are shown to clients and how costs are calculated for each renewal cycle.
Renewal fees are split into two components:
Both fees can be shown separately or combined (configured in Settings → Organisation → "Combine fees display").
Platform billing
IP Renewal Desk charges a 5% commission on the professional fee component when an instruction is processed. This is billed to your platform account, not to your client.The schedule is configured in the matter type editor under the Schedule tab. It is a year-by-year table where you set the professional and official fee for each renewal year.
UK Patent schedule
UK patents require annual renewal from year 5 to year 20. The schedule would list years 5 through 20, each with the official fee (which increases each year) and your professional fee.
The system uses the matter's reference date (typically the filing date) and next renewal date to calculate which year of the schedule applies for the current renewal.
Some IP types renew on a fixed cycle (e.g. trademarks every 10 years at the same fee). Enable repeating on the schedule so that after the last defined year, the schedule cycles back to the beginning.
For trademarks and similar IP, fees often scale with the number of classes. Enable class-based fees on the schedule to define a per-class fee component. The total fee is calculated as:
base fee + (per-class fee × number of classes)
Each matter tracks its number of classes, which can be set when creating or editing the matter.
For jurisdictions with entity-size-dependent fees (e.g. US patents), enable entity-based fees. This lets you define different fee amounts for each entity size:
Each matter tracks its entity size, and the correct fee is automatically selected.
Tax rates are configured per matter type, separately for the professional and official fee components. For each, you set:
The tax label (e.g. "VAT", "GST") is configured globally in Settings → Organisation.
Each matter type can specify separate currencies for professional and official fees. The system uses live exchange rates (from the European Central Bank) to convert fees when needed.
If your firm charges in a different currency to the official fee currency, you can apply a currency spread (percentage markup) to account for exchange rate fluctuations. Configure this in Settings → Organisation.
