Managing Renewals

The Renewals page is your central portfolio view. It lists every IP matter in your organisation with powerful search, filtering, sorting, and bulk action capabilities.

The Renewals Table

The table displays one row per matter. By default it shows the matter ID, name, matter type, next renewal date, and primary client. You can customise which columns are visible.

Column preferences are saved per user

Each user can configure their own set of visible columns. Your preferences are remembered across sessions. Click the column settings icon (top right of the table) to choose which columns to show or hide.

Available Columns

Beyond the default columns, you can enable:

Application number — the patent/trademark application number.
Reference number — your internal matter reference.
Agent — the assigned agent contact.
Applicant — the applicant on the matter.
Reference date — the original filing or priority date.
Status — active or archived.
Professional fee / Official fee — the fees for the next renewal.
Classes — number of classes (for trademarks).
Entity size — Large, Small, or Micro (for patents with entity-based fees).
Custom fields — any custom fields defined on the matter type (e.g. "Our Ref", "Client Ref").

Search & Filter

Use the search bar at the top to find matters by name, application number, reference number, or matter type name. The search updates as you type.

You can also apply per-column filters by clicking the filter icon on individual column headers for more targeted searching.

Quick filters are available via dedicated routes:

All — every active matter.
Overdue — matters past their renewal date.
Imminent — matters within the imminent horizon window.

You can also toggle Show archived to include soft-deleted matters in the table. This preference is saved per user.

Sorting

Click any column header to sort by that field. Click again to toggle between ascending and descending order. The default sort is by next renewal date (ascending), so the most urgent renewals appear first.

Creating a Matter

Click the New matter button to add a single matter. You will need to:

Select a matter type

Choose from your defined matter types (e.g. "US Utility Patent", "UK Trademark"). This determines the fee schedule, reminder templates, and available custom fields.

Enter matter details

Fill in the name, application number, reference date, and next renewal date. The professional and official fees are calculated from the matter type's schedule but can be overridden.

Assign contacts

Link contacts to the matter in specific roles: client, agent, applicant, inventor, or payee. The client role is used to determine who receives renewal reminders.

Bulk adding

For large portfolios, use the CSV import feature instead of adding matters one by one. See the CSV Imports page.

Editing a Matter

Click any row in the table to open the matter editor. From here you can update all fields, change the matter type, adjust fees, and manage contact roles.

Changes are saved when you click Save. The audit trail records who changed what and when.

Bulk Actions

Select one or more matters using the checkboxes, then use the bulk action menu to:

Archive — soft-delete selected matters. They can be shown again by toggling "Show archived".
Send ad-hoc reminder — dispatch an on-demand email or SMS reminder to the clients of the selected matters.
Export CSV — download the selected matters (or all matching your current filter) as a CSV file.

You can select all matters matching the current search/filter, not just those visible on screen.

Overview Dashboard

Your daily starting point

Matter Types

Configure categories and fee schedules