Custom Patent Management System for Intellectual Property Law Company

About the client

ZESTAD - IP Law Company - is a growing intellectual property law firm managing a large volume of Ukrainian and international patent, trademark, and design registrations. The firm serves both local and international clients with complex IP portfolios.

The challenge

The client struggled with fragmented systems and manual processes, which led to:

• Missed annuity and renewal deadlines due to manual tracking
• Complex communication requirements across multiple languages and currencies
• Time-consuming billing and fee calculation processes
• Lack of centralized view for IP portfolio management
• No integration with Ukrainian Patent Office for data synchronization

The solution

We designed and implemented a centralized patent management platform tailored to Ukrainian IP law practices. The system pulls real-time data from the Ukrainian Patent Office, manages renewals with grace period logic, and automates communications based on client language and currency preferences. A built-in CRM with invoicing capabilities and a mass email module ensures streamlined client handling.

Business Value

• Saved 80% of time on manual tasks
• Zero missed deadlines or renewal penalties
• Seamless integration with official IP registers
• Accurate and timely multilingual communication
• Centralized client, patent portfolio & financial management
• Mass mailing module with template and multiple provider support

Implemented Features

• Patent, trademark, and design portfolio management
• Full lifecycle patent maintenance tracking
• Auto-calculation of annuity schedules and renewal terms
• Grace period handling
• Automatic daily currency rate updates
• Auto-generated, localized email notifications (fees, schedules)
• Multilingual, multi-currency CRM and invoicing
• Real-time updates from Ukrainian Patent Office