IP Renewal Desk
IPRenewalDesk
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Welcome to IP Renewal Desk

IP Renewal Desk helps law firms and IP professionals manage patent, trademark, and design renewals from a single platform. Track deadlines, send reminders, collect client instructions, and process payments — all in one place.

What IP Renewal Desk Does

IP Renewal Desk is an end-to-end renewal management platform. It connects your internal portfolio tracking with client-facing communication and payment collection.

Portfolio Tracking

Manage all your IP matters in one place with customisable fields, renewal dates, and fee schedules.

Automated Reminders

Send email and SMS reminders to clients on a configurable schedule before each renewal deadline.

Instruction Capture

Clients respond directly via a secure landing page — no more chasing emails or phone calls.

Online Payments

Collect renewal fees via Stripe or PayPal, integrated directly into the client renewal page.

Invoicing

Automatically generate invoices and push them to Xero, or download as PDF.

CSV Imports

Bulk-import your existing contacts and matters from spreadsheets to get started quickly.

How It Works

The typical workflow through IP Renewal Desk follows these stages:

1

Set up your matter types

Define the categories of IP you manage (e.g. US Utility Patents, UK Trademarks) along with their renewal fee schedules, reminder templates, and custom fields.
2

Add your contacts and matters

Import or manually add your client contacts and IP matters. Assign roles (client, agent, applicant) to connect contacts to matters.
3

Reminders go out automatically

When a renewal date approaches, the system generates reminders based on your templates. These can be sent automatically or reviewed and sent manually.
4

Clients respond via their landing page

Each reminder email contains a secure, personalised link. Clients click through to view fees, choose to renew or abandon, and optionally pay online.
5

You process the instructions

Instructions appear in your dashboard. Process them to advance the renewal date, send confirmation emails, and generate invoices.

Quick Start Checklist

To get up and running, complete these steps in order:

  1. Configure your organisation — set your timezone, currency, and date format in Settings → Organisation.
  2. Set up email — enter your SMTP credentials in Settings → Email so reminders send from your domain.
  3. Create a matter type — define at least one matter type with a fee schedule and reminder templates.
  4. Add contacts — create your client contacts or import them from a CSV.
  5. Add matters — create your IP matters or import them from a CSV. Assign contacts as clients.
  6. Review reminders — check the Reminders page to see what is due, then send your first batch.

Use CSV imports for large portfolios

If you have hundreds of matters, use the CSV import feature rather than adding them one by one. You can download a template CSV to see the expected format.

Account Setup

Configure your organisation settings

Managing Renewals

Learn how to use the renewals table