Run your trademark practice from instruction to certificate.
Practice management for IP law firms: portfolios across every office you file in, deadlines and renewals, client notices, documents, invoicing and reports. On your own server, licensed once.
- One-time licence, no subscription
- Runs on your own server
- English and Arabic
Built around the life of a trademark
From the first instruction to the renewal ten years later, every step has a place in IPBases, and the system works out what is due next.
Instruction
A client or a correspondent sends a new mark. IPBases warns if the same number is already on file.
Clients, associates & mailFiling
Name, classes, country, route (national or Madrid) and the logo in one form. Documents attach as soon as it’s saved.
New trademark formExamination & publication
The office’s deadline and your internal date sit side by side, each with the person responsible.
Actions requiredOpposition
A watch hit from the gazette becomes a case with its stages, the other side and the case files.
TM watch & litigationRegistration
The client receives the notice in English or Arabic, with a registration certificate in your colours.
Client noticesRenewal
Ten years on, the renewal is already planned: due, grace period or lapsed, a year ahead.
Renewals
Look closely. This is the software.
Every screen on this page is IPBases running on made-up demo data. No illustrations, no mock-ups.
- Your next stepsNotices not yet sent, dates still missing, filings not yet invoiced — each with the reason.
- Two deadlines per actionThe office’s hard deadline and your internal date, with who is responsible.
- Live team activityWho filed, uploaded, invoiced or wrote to a client, as it happens.
- Filter the way you thinkStatus, country, class, client, associate, type of work and who added it.
- Status you can readApplied, examination, published, registered, renewal due — colour-coded.
- Out to CSV or PDFExports for the client, the partner or the auditor.
- Files in their placeFiling receipt, power of attorney, certificate — sorted by category.
- Billing on the recordEvery invoice for the mark, paid or not, and what is not invoiced yet.
- Nothing undocumentedEach change goes to the audit log with the person and the time.
- Twelve months aheadDue in 30 days, 90 days and 12 months, charted by month.
- Grace period and lapsedExpired marks that can still be renewed, in their own tab.
- One reminder per clientAll of a client’s marks due in the window, in one email.
- From a templateThe mark, classes, dates and numbers are filled in from the record.
- English or ArabicThe same notice in either language, on your letterhead.
- Email, letter or WhatsAppWith a branded registration certificate attached when it’s registered.
- Bill client or associateRoute the invoice through the correspondent who sent the work, or bill directly.
- Any currencyAED, SAR, USD, EUR and more, with an outstanding report per currency.
- Paid, partly paid, overdueAging buckets and balances on every client and every mark.
- The whole firm on a pageOne card per report, each opening the full report.
- Money in one currencyBilling and collections converted to one total.
- Save as PDF or CSVFor the partners’ meeting or the accountant.
The same notice, in English or Arabic, from the same record.
IPBases keeps both names of a mark, writes client notices, letters and proposals in either language, and bills in the currency each client pays in.
- Mark names in English and Arabic on one record
- Notices, letters and proposals in both languages, on your letterhead
- AED, SAR, KWD, QAR, USD and more, with balances per currency
- Each mark filed nationally or through Madrid, incoming or outgoing work
- United Arab Emirates
- Saudi Arabia
- Kuwait
- Qatar
- Bahrain
- Oman
- Egypt
- Jordan
- Iraq
- Lebanon
- WIPO · Madrid
Give clients and correspondents their own view.
An optional portal on your own domain. Each client or correspondent signs in, sees only their own marks, invoices and documents, and sends you requests instead of chasing you by email.
Client portal
Clients follow each mark from filing to registration, see what is due for renewal, and download their invoices and documents.
- Request a new filing or a renewal online
- Send signed POAs and documents straight to your team
Associate portal
The firms that send you work see their clients’ marks, open instructions, invoices and the rate card you agreed.
- New instructions arrive with the logo and POA attached
- You choose what each portal shows, and can preview it as they see it
Who did what, and who is allowed to.
Firms answer to their clients for every date and every invoice. IPBases records each change with the person, the time and the values before and after.
- Roles, permission groups and per-person rules, including “never” rules that override everything
- Test what a colleague sees before you give them access
- Sign-in checks by country, with emailed codes and trusted devices
- Your server and your database: passwords, API keys, client ID numbers and backups encrypted with AES-256-GCM under your own key
- Encrypted backups to your own storage, licence checked offline
- Karim El-Sayed moved NOVALINE (TM-6360) to RegisteredTrademark
PublishedRegistered - Karim El-Sayed sent the Notice of Registration to Sunburst CosmeticsEmail + certificate PDF attachedClient notice
- Aisha Rahman issued invoice INV-05012AED 3,465.00 to Smith & Pearce IPInvoice
- Demo Admin removed “Download” from the Finance groupPermissions
DownloadNever - Aisha Rahman recorded the publication date of GLOWPACTOpposition deadline 16 Dec 2026Trademark
Example entries, set as text. In IPBases the log is filterable by person, action, record and date, and exports to CSV.
Who IPBases is for
Firms looking for an IP ERP or an IP CRM usually need both: one system for the work and the money, and one for the clients and correspondents. In IPBases they are the same records — see how it works as an IP ERP and as an IP CRM.
IP law firms
Partners, attorneys, paralegals and the accountant in one system, each seeing what their role needs. Up to 25 people on one licence.
IPBases for IP law firmsTrademark attorneys and agents
Work that arrives from correspondents and work you send to agents abroad, with the right party billed and copied on every update.
For attorneys and agentsMulti-office firms and networks
More than 25 users, several offices or firms, single sign-on and custom work are covered by an Enterprise agreement.
Enterprise licensingLicensed once. Yours to keep.
No per-seat subscription and no price rise at renewal. One licence for the firm, installed where you decide.
- Every module: trademarks, patents and designs
- Client and associate portals
- Free installation and setup
- Free data migration
- Free customisation to your workflow
- 1 year of updates and support
- Hosting
- Your own server: a cPanel host or a VPS with PHP 8 and MySQL or MariaDB.
- Users
- Up to 25 staff accounts on Professional. Client and associate portals are included.
- Updates and support
- One year of updates, security patches and support included. The software keeps working after that.
- Moving in
- We install and set it up, import your trademarks, clients and deadlines, and adapt it to your workflow, at no charge.
- Your data
- In your database and your storage. We have no access to it.
- Before you buy
- A live demo with realistic data, and answers to your questions on WhatsApp or email.
From spreadsheet to IPBases
Most firms arrive with Excel sheets and a shared calendar. Here is how the move happens.
Try it
Open the live demo and click through a real IPBases with realistic data.
Installation
On your server, installed and set up by us for free. Standard PHP and MySQL hosting is enough.
Your data in
Send your spreadsheet; your clients, marks, classes and dates come in mapped.
First day
Your team works from their next steps, with the Help Center inside the system.
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.
Message us on WhatsApp or email [email protected].