IPBases

What Is IPBases?

IPBases is self-hosted intellectual property practice management software designed for law firms, trademark attorneys, and IP agents. It helps firms manage trademark portfolios, patent and industrial design records, filing deadlines, renewals, legal documents, and billing in one system.

Firms handling intellectual property matters across multiple jurisdictions can use IPBases to track trademark filings, manage client and associate records, monitor deadlines, and maintain related documents. It also supports client and associate portals, allowing external parties to access relevant case information and submit requests. The software runs on the firm's own server, giving the organization control over its data storage and hosting environment.

What Is IPBases Best For?

IPBases is best known for its four-step trademark filing wizard, which guides legal staff through the process of recording and managing a trademark filing. Users first select the filing route and enter the mark's details, including its name, classes, jurisdiction, and application information. They can then create a new invoice or link an existing one to the record. The third step covers required actions and deadlines, while the final step allows staff to prepare and send a filing notice to the client or foreign associate.

The same four steps remain accessible when updating an existing trademark, helping firms manage the filing process and related administrative tasks in one place.

How Much Does IPBases Cost?

IPBases pricing starts at $4,999 (one-time payment) with its Professional plan. The software also offers an Enterprise plan with custom pricing for multi-office firms and regional networks. The Professional plan includes up to 25 staff accounts, unlimited records, and two years of updates and security patches. A live demo is also available.

Beyond the one-time license fee, firms may incur the following estimated additional costs, based on industry benchmarks for similar self-hosted software:

• Off-Site Backup Storage And Disaster Recovery Testing: Usually around $20 – $100/month, depending on data volume and recovery requirements
• Server Hosting And Infrastructure: Generally, around $20 – $150/month for a compatible VPS or managed hosting environment, depending on storage, traffic, and server resources
• Security Assessments And Vulnerability Testing: Often between $1,000 – $5,000/assessment, depending on the installation's complexity
• Specialized Third-Party Integration Setup: Typically, around $500 – $3,000/integration for connecting specialized legal, accounting, or document management systems

Disclaimer: The pricing is subject to change.

IPBases Integrations

IPBases supports integrations with several third-party applications and services, including:

• Stripe
• Google Drive
• Cloudflare R2
• Amazon S3
• Mailgun
• Xero accounting solution (available on request)
• QuickBooks (available on request)

How Does IPBases Work?

Once IPBases is installed on the firm's server and user access is configured, staff can follow these steps to begin managing intellectual property matters:

• Log in to IPBases using your assigned staff credentials
• Open the dashboard to review existing IP matters, pending actions, and upcoming deadlines
• Add a new trademark, patent, or industrial design record, or select an existing matter
• Enter the relevant client details, filing information, jurisdiction, and supporting documents
• Assign legal actions and record deadlines for matters requiring follow-up
• Prepare client notices, manage related invoices, and update matter records as work progresses
• Use the available reports to review portfolio activity, renewals, and outstanding work

Who Is IPBases For?

IPBases serves legal professionals and organizations working in the following sectors:

• Intellectual property law firms
• Trademark agencies
• Patent attorney practices
• Corporate intellectual property departments
• Industrial design law practices
• International IP filing agencies
• Legal consulting firms

IPBases Use Cases

Based on our analysis of IPBases features and documented capabilities, we have identified the following scenarios where the software is a good fit for intellectual property law firms and legal professionals:

IP Law Firms Managing Trademark Renewals In Multiple Countries

Law firms handling international trademark portfolios must monitor renewal dates that vary by jurisdiction. When several clients have registrations approaching expiration, checking individual records manually can make it difficult to identify which renewals need immediate attention.

To manage these deadlines, IPBases organizes upcoming renewals into 30-day, 90-day, and 12-month views. Legal staff can identify registrations nearing expiration, review marks within their grace periods, and configure reminders before renewal dates. For clients with several upcoming renewals, the software also supports grouped notices, allowing firms to communicate multiple renewal requirements in a single email.

Local Trademark Agents Coordinating With Foreign Associates

Local IP agents often receive filing instructions, supporting documents, and billing requests from overseas law firms. Managing these exchanges becomes difficult when several associates communicate separately. Agents must also keep each correspondent informed without exposing unrelated client matters.

Foreign associates can use the IPBases associate portal to submit instructions, upload documents, and review the status of their assigned trademarks. Access remains limited to the relevant clients and matters, while local agents can prepare notices and invoices using the associate's agreed rates and preferred currency. This suits agencies handling regular instructions from multiple international correspondents.

Established IP Practices Moving From Spreadsheets To A Case Management System

As trademark portfolios grow, maintaining client details, filing dates, and registration information in separate spreadsheets becomes harder to manage. Staff may need to check several files before confirming the latest information, particularly when multiple employees update the same portfolio.

For firms replacing this process, IPBases offers Excel data migration covering clients, trademarks, classes, and important dates. Once imported, the records can hold related documents, filing activity, and billing information. Its audit log also records subsequent changes, helping administrators identify who updated a matter and when. This allows established practices to transfer existing records into a shared system without manually re-entering every detail.

GCC Trademark Practices Handling Regional Filings And Bilingual Correspondence

Trademark attorneys serving clients in GCC countries often handle applications in several jurisdictions. Communication becomes more complicated when local clients require Arabic correspondence while foreign associates work in English. Firms must also maintain accurate filing information and prepare invoices in the appropriate currencies.

For GCC practices, IPBases supports English and Arabic trademark records, allowing attorneys to maintain both language versions under the same matter. Staff can prepare bilingual client notices and track filings by jurisdiction. Multi-currency invoicing, including AED and SAR, also accommodates regional billing arrangements without requiring separate financial records for each country.

IP Law Firms Managing Patent And Industrial Design Matters Alongside Trademarks

Some intellectual property firms represent clients holding trademarks, patents, and industrial designs. Each category involves different filing requirements, documents, and legal deadlines. Maintaining these matters in separate systems can make it difficult for attorneys to review a client's overall portfolio.

Instead of maintaining separate databases for each category, firms can use IPBases to keep these matters connected to the relevant client records. Patent and industrial design matters have their own dates, statuses, documents, and actions, while related invoices remain associated with the appropriate records. Attorneys can therefore review different intellectual property rights belonging to the same client without losing the distinction between their legal requirements.

Is IPBases Right For You?

Does your IP firm need control over client data while managing legal work in multiple jurisdictions? IPBases combines firm-managed hosting with access controls suited to confidential intellectual property records.

Its security measures include role-based permissions, encrypted credentials, audit logs, and sign-in verification. Organizations requiring additional staff access or separate office environments can consider its multi-office configuration.

According to Questel's 2026 IP Industry Outlook Research, 42% of surveyed IP professionals prefer AI automation with human oversight at key stages. IPBases offers optional Claude AI assistance for reviewing case records and documents, while legal staff retain responsibility for reviewing the results. Firms activate this capability using their own API key.

Still not sure if IPBases is right for you? Contact our customer support team at (661) 384-7070 for guidance on whether it suits your firm's requirements.