Trademark renewal software: renewals planned a year ahead, not discovered a week late.
Every renewal in the portfolio on one report — due soon, in the grace period, or needing a check — with one reminder per client instead of one email per mark.
What trademark maintenance and renewal software does
A registered trademark has to be renewed, usually every ten years, and each office has its own term and grace period. Trademark renewal software tracks the renewal date of every mark, warns well before it, and keeps the marks that slipped into the grace period apart so they are not lost.
Trademark maintenance is the wider job of keeping a registration alive: renewals, recording changes of owner, name or address, and — for patents — paying annuities. In IPBases these dates sit on the same records as the rest of the work, so the renewal reminder, the invoice for it and the client notice afterwards all come from one place.How renewals work in IPBases
Due in 30 days, 90 days, 12 months
The report counts and charts renewals by month and lists them with the client, country and when the client was last reminded.
- Filter by client, country, incoming or outgoing work
- Export to PDF or Excel
- Select several marks and act on them together
Grace period and lapsed marks
Marks that expired in the last months but can still be renewed are kept apart from the regular queue, so they get attention before the window closes.
- Grace period, needs checking and actions tabs
- Mark as renewed or lapsed in bulk
- Renewal notices to the client from templates
Reminders that go out on schedule
A scheduled renewal check sends reminder emails ahead of each renewal — for example 90, 60 and 30 days before — grouped into one email per client, or sent to the associate who sent the work. Everything sent is logged.
- One grouped reminder per client
- Or to the associate, with the invoice to match
- A log of every reminder sent
Patents and designs too
Patent annuity dates and design renewals are tracked next to trademarks, for the same clients.
- Next annuity date on every patent
- Design renewal dates
- One place for every maintenance deadline
What to look for in renewal tracking software
More in our guide to what a renewals platform needs.
- A year’s view, not a week’s. Renewals by month for the next 12 months, so work and invoices can be planned.
- A separate grace-period queue. Expired-but-renewable marks need different handling from routine renewals.
- Reminders grouped per client. Clients with fifty marks should get one email, not fifty.
- The right recipient. When the work came from a correspondent, the reminder and the invoice go to them.
- Patents and designs in the same place. Annuities and design renewals belong on the same schedule.
- A record of what was sent. So nobody has to wonder whether the client was told.
Priced once, hosted by you
IPBases is installed on your own server — a standard cPanel host or a VPS with PHP 8 and MySQL or MariaDB — so client data stays where you host it. Stored passwords, API keys, client ID numbers and database backups are encrypted with AES-256-GCM using a key unique to your installation.
A one-time licence: Professional is $4,999 for one firm and up to 25 users, with one year of updates and support. Installation, setup, data migration from your spreadsheets or old system, and customisation are included. There are no subscriptions and no per-seat fees.
Questions firms ask
What is trademark renewal software?
Can reminders go to the associate instead of the client?
Can renewal reminders be sent automatically?
Does it track patent annuities?
Can we bring our renewal dates from Excel?
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See IPBases with your own eyes
Open the live demo and click around a real IPBases with realistic data. Questions about your firm, your marks or your Excel sheet? Ask us on WhatsApp or by email.
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