Simplify IP renewal admin with software

If you’ve ever found yourself hunting through emails for an invoice, updating endless spreadsheets, or realizing too late that a renewal was missed, you’re not alone. Many IP holders still manage their renewals manually, through emails with their law firms and with outdated systems that just can’t keep up.

That’s why we built PatentRenewal.com’s all-in-one IP renewal software, to eliminate the stress, admin overload, and financial guesswork from the IP renewal process. 

In this guide, we’ll show you how to simplify your IP renewal admin step by step by using smarter tools.

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Reduce admin work in IP renewal billing

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Streamlining your IP renewal admin starts with organizing your billing cycles and invoice workflows. Start by reviewing how your team currently tracks renewals, then identify where automation can help.

Every company handles finances differently, and IP renewal costs are no exception. By default, with the PatentRenewal.com software, you’ll receive renewal invoices regularly so you always have full clarity over upcoming costs.

But if you’d like to keep things even simpler, you can choose to pre-pay your annual service fee in one go. It’s a great way to reduce admin and benefit from a discount for upfront payment.

Either way, flexibility matters. The software lets you:

• Customize invoice templates to fit your workflow
• Choose how often you receive invoices
• Personalize your invoice flow with 30- or 60-day payment terms

No more generic invoices with one amount, no more manually forwarding invoices to finance. Just a system that adapts to how your business operates.

Get full IP renewal cost breakdowns

What’s more, we’ve built our invoices to cover all IP renewal-related cost categories. It gives you the most transparent overview of:

• Official fees
• Surcharge fees (if any)
• Local agent fees (if any)
• Postal fees (if any)
• Service fees
• Late fees (if any)
• Transaction fees (if any)
• Recipient bank fees (if any)

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Automate IP renewal invoicing with ERP integration

Still downloading invoice PDFs and manually uploading them to your accounting platform? We hear this pain point a lot, especially from teams juggling renewals across multiple jurisdictions.

With our IP renewal software, you can:

• Automatically generate export-ready invoices
• Sync them directly with your ERP system
• Eliminate manual steps and reduce errors
  
  

We’ve designed our invoices to integrate smoothly and securely with the most common e-invoicing standards. It’s a small change that can save your team hours each month.

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Never miss an IP renewal deadline again

Missing an IP renewal deadline can be expensive. But keeping track of every date manually isn’t scalable either.

Whether you're the IP manager, someone in finance, or external counsel, each team member can get exactly the updates they need. When combined with smart alerts, this makes delegation and tracking much easier.

PatentRenewal.com helps you stay ahead of IP deadlines with:

Custom alerts tailored to your portfolio

Get alerts for deadlines, surcharges, status changes across every jurisdiction, and lapse risk. 

Flexible notification settings

Tailor your notifications with just a few clicks.

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Enhance your team collaboration

Managing IP renewals often involves more than one person—from in-house teams to external partners. In our software, your company’s management can easily overview your IP portfolio, or your finance team can simply generate reports instead of searching through all the IP data. 

But still, many platforms charge extra for multiple users or don’t let you control access levels. We don’t do that. Instead you get:

Access for your entire team

Invite unlimited users, whether they're in legal, finance, or external counsel, at no extra cost.

Custom roles and permission control

Assign roles like administrator, editor, or observer, and tailor each user’s access based on their responsibilities.

Full visibility with our activity log

Monitor who did what and when with a detailed activity log, perfect for accountability and compliance.

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How to keep IP renewal documents organized

Scrambling through folders or email chains to find an IP renewal invoice? That’s time you shouldn’t have to spend. Document mismanagement is one of the top reasons for delayed renewals. Centralizing and tagging your IP paperwork not only saves time, but it also reduces compliance risk.

The PatentRenewal.com software keeps everything organized, accessible, and exportable. From invoices to power of attorney forms and payment confirmations, all documents are securely stored and easy to find.

Filter and find documents fast

No more endless scrolling. You can search or filter your IP rights by:

• Owner, application number, publication number, grant number, PCT number, or priority number
• Company patent reference or IP partner patent reference
• Country or region
• Invoice due date or renewal due date
• Annuity year range, IP type, family ID, and more

Access everything from a single dashboard

From invoices and IP renewal notifications to power of attorney forms and payment confirmations—just select the IP right and head to the 'Documentation' tab to find what you need and download them instantly. 

Add notes and collaborate easily

Add internal comments to each case to help your team stay aligned and track key decisions over time.

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Start simplifying your IP renewals today

Getting started with PatentRenewal.com is fast, flexible, and low-effort on your part. Here’s how we make switching easy:

Step 1: Seamless IP portfolio migration
Our team handles the full migration of your IP rights from your current provider. No manual input or spreadsheet clean-up is needed on your end.

Step 2: Automated portfolio checks
Our system automatically checks your IP portfolio data, highlighting any potential missing annuity years, mismatches, and jurisdiction-specific rules to ensure everything is up to standard.

Step 3: Expert IP data validation
Our in-house IP renewal experts double-check your portfolio to make sure your data is clean, compliant, and 100% ready to go live.

Step 4: Personalized onboarding experience
Once the platform is set up, you’ll get instant access and can book a tailored walkthrough with one of our Customer Experience Specialists to learn how everything works.

Step 5: Ongoing IP portfolio management made easy
Add new IP rights manually or let our team assist. The platform syncs updates automatically, applies the right jurisdiction rules, and keeps your portfolio running smoothly so your IP renewals stay on track with minimal admin.

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How our IP renewal software supports your renewals

At PatentRenewal.com, we help IP holders take the complexity out of renewals by offering a complete, all-in-one platform built for modern IP renewal management. 

With the IP Dashboard, you can monitor upcoming renewals, filter by country or case, and stay in control of every IP right. For budget planning, the Budget Forecast Hub gives you real-time cost projections and spend breakdowns tailored to your portfolio.

From customizable invoicing and ERP integration to user roles, reminders, and secure document storage, everything is designed to save time, reduce risk, and improve collaboration. Trusted by companies worldwide, PatentRenewal.com makes IP renewals smarter, not harder.

Get started with PatentRenewal.com and simplify every step from invoicing to deadline tracking in one powerful platform. Sign up for a free demo now.

Learn more about the features of the IP dashboard here.