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Patent & IP Firm CRM

Never Miss a Prosecution Deadline or an Annuity Renewal Again

Track every patent, trademark, design, and copyright matter through filing, examination, and grant; automate annuity and renewal reminders before lapsing dates; manage your client pipeline from lead to mandate; and log every instruction — in one CRM built for patent and IP practices.

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DocketDesk · Patent & IP Firm CRM

IP docket · deadlines · annuity renewals · client pipeline

In examination

1

Granted

1

Total matters

3

Add an IP matter

ClientTypeReferenceStage·
Biocon LtdPatentIN-2026-0142
Tata ChemicalsTrademarkTM-2025-8891
Sun PharmaPatentIN-2025-0987

Quick answer

Is HelloGrowthCRM right for Patent & IP Firm CRM?

Yes. HelloGrowthCRM gives Patent & IP Firm CRM a single system to capture every lead, automate follow-up across phone, WhatsApp, and email, prioritise leads with AI scoring, and forecast revenue — with calling and messaging built in instead of sold as add-ons. It's built for the problems these teams actually hit — like an annuity payment date slips past, and a client's granted patent lapses, an error no apology fully repairs — rather than generic sales busywork.
  • IP docket pipeline: track every patent, trademark, design, and copyright matter from drafting through filing, examination, and grant so no matter falls out of sight between client instructions and the IP office
  • Prosecution deadline tracker: log every office action response, opposition deadline, and grant fee payment with due date, owner, and status so missed deadlines become structurally impossible
  • Annuity and renewal scheduler: track annuity years and fees for every live patent and design with automated reminders before the lapsing date — turning renewal management from a manual audit into an automatic process

See pricingBook a demo

01

Docketing software tracks the IP office — it does not manage the client relationship

What docketing leaves uncovered

A patent docketing system records filing dates, tracks office actions, and flags statutory deadlines in the IP office workflow.

What it does not do is follow up with the client who has not approved the response to an FER, remind the partner about the corporate prospect who requested a capabilities presentation three weeks ago, or show the business development team which mandates are most likely to close this quarter. When that work lives in email and individual diaries, client relationships thin out and new business development becomes entirely relationship-dependent.

The client and commercial layer

HelloGrowthCRM sits alongside your docketing system as the client and commercial layer. See how legal practices use HelloGrowthCRM to bring client development and matter management into one auditable system.

02

Missed annuity payments lapse patents — and manual trackers fail at scale

Why spreadsheets break at volume

Every live patent generates an annuity schedule: year one through twenty, with a fee that rises over time. A small firm with 50 live patents can manage renewals in a spreadsheet. A firm with 500 live matters across multiple jurisdictions cannot — not reliably.

When an annuity is missed because the reminder sat in a shared inbox that nobody checked, the patent lapses, the client loses IP protection, and the firm faces a professional indemnity claim.

Automated reminders before the due date

HelloGrowthCRM tracks every annuity year and fee amount against each matter and fires automated WhatsApp and email reminders to the responsible attorney and the client at configurable intervals before the due date. Use our pipeline management guide to see how structured deadline stages eliminate the gaps that spreadsheets leave.

03

Prosecution deadlines missed are client relationships lost — and sometimes worse

A single missed deadline is an indemnity event

A missed FER response window, a forgotten opposition deadline, or a late grant fee payment does not just cost the client money — it can permanently extinguish an IP right that took years and lakhs of rupees to prosecute.

IP practices operate in an environment where a single missed deadline is a professional indemnity event. Yet many firms still rely on individual attorney memory and shared calendar reminders that silently fail when someone is on leave or a matter is reassigned.

Owners, stages, and escalating reminders

HelloGrowthCRM logs every prosecution action — office action response, opposition, grant fee — with a due date, assigned owner, and stage, and sends escalating reminders as the deadline approaches. Estimate the risk reduction value with our CRM ROI calculator and factor in the cost of a single avoidable professional indemnity claim.

04

IP firm business development is a pipeline, not a network

Treat new mandates as a sales process

The best IP practices grow by treating new mandates as a structured sales process, not as an outcome of attending the right conferences.

A corporate prospect who requests a capabilities presentation has a problem they need solved. If no one follows up within a week with a specific proposal, a competitor firm that is less capable but more organised wins the mandate. Partner-level relationships are not a substitute for a pipeline with visibility and automated follow-up.

Score and follow up on prospects

HelloGrowthCRM tracks every prospect from lead through proposal to engaged, with AI scoring identifying which corporate IP filers are most active. The built-in WhatsApp CRM keeps every business development conversation logged against the prospect record rather than scattered across partner phones.

05

Every client instruction needs to be on record — for the client and for regulators

Verbal instructions leave no record

IP practices operate under professional conduct rules that require every client instruction to be documented and retained. When instructions are given verbally in a phone call that is not logged, or over WhatsApp in a personal account, there is no retrievable record if a dispute arises about who approved which claims or which filing strategy was agreed.

The firm that can produce a timestamped, searchable interaction history for any matter is the firm clients trust with their most valuable IP.

Audit-ready by default

HelloGrowthCRM captures a full audit trail — every call, message, status change, and document note — against each matter, on SOC 2 Type II and DPDPA-compliant infrastructure. Compare HelloGrowthCRM to Zoho CRM for professional services and see why audit-ready by default matters for IP practice management.

AI & Intelligence

AI Features Built for Patent & IP Firms

HelloGrowthCRM ships 12 AI agents across 3 autonomy levels — from fully autonomous voice calling to assistive smart compose. Every AI action is logged and reversible.

AI Lead Scoring for IP Mandates

Score corporate prospects by IP filing activity, industry, and engagement so your BD team prioritises the accounts most likely to instruct.

Deal Risk for Client Pipeline

Flag mandate discussions that go quiet after a proposal so attorneys follow up before a prospect instructs another firm.

Indic Voice Agent for Client Follow-Up

AI voice agent follows up with inventors and client contacts in Hindi, Gujarati, Tamil, and 7 more languages on examination updates and annuity reminders.

AI Audit Log

Every AI-assisted action on matter records and client data is logged, reversible, and reportable — meeting the auditability standard IP practices require.

Explore AI Agents

All AI features included on every paid plan. No add-ons.

Challenges we solve

The problems holding this industry back — and the fix

Every team in this space loses revenue to the same recurring gaps. Here is what they cost you and how HelloGrowthCRM closes each one.

  • An annuity payment date slips past, and a client's granted patent lapses, an error no apology fully repairs.

    Annuity and renewal dates drive layered reminders months, weeks, and days ahead, addressed to the docketing clerk and a supervising attorney, so the deadline that can destroy a client asset is guarded by redundancy rather than one person's calendar.Annuity lapse protection

  • Office-action response windows shrink while the file waits on client instructions that nobody chased past the first email.

    Instruction requests trigger automated chaser sequences over email and WhatsApp with escalating urgency as the statutory deadline nears, and unanswered files surface on the partner dashboard, so silence is fought instead of merely noted.Instruction chase escalation

  • Foreign associates handling your national-phase filings respond at varying speeds, and the slowest one sets your risk level.

    Each foreign filing is a tracked workstream with associate, deadline, and last contact visible, and follow-up tasks fire when an associate goes quiet, so the coordinating attorney manages a portfolio of countries from one screen.Foreign associate tracking

  • Inventors and startups enquire about filing, take the quote, and disappear into procrastination your firm never interrupts.

    Prospective filers enter a pipeline with educational follow-up sequences on priority dates and disclosure risks, plus quote-stage chasers, converting hesitation into mandates by making the cost of waiting concrete.Lead-to-mandate nurture

  • Renewal revenue, your steadiest income, is administered reactively, with no view of next quarter's renewal book.

    Dashboards project upcoming annuities and trademark renewals by month and client, so the firm forecasts its recurring revenue, staffs the docketing load ahead of peaks, and spots clients whose portfolios are quietly shrinking.Renewal book forecasting

  • A client asks for their full portfolio status, and the answer takes a paralegal half a day to compile.

    Every matter for a client sits under one account view with stage, jurisdiction, and next deadline visible, so a portfolio status summary is read off the screen during the call rather than promised for next week.Portfolio status view

What you get

Why teams choose HelloGrowthCRM

AI-powered CRM with the features you need to close more deals.

  • IP docket pipeline: track every patent, trademark, design, and copyright matter from drafting through filing, examination, and grant so no matter falls out of sight between client instructions and the IP office.
  • Prosecution deadline tracker: log every office action response, opposition deadline, and grant fee payment with due date, owner, and status so missed deadlines become structurally impossible.
  • Annuity and renewal scheduler: track annuity years and fees for every live patent and design with automated reminders before the lapsing date — turning renewal management from a manual audit into an automatic process.
  • Client pipeline management: track patent filing, trademark registration, and IP audit prospects from lead through proposal and engaged so the firm always knows which new mandates are in discussion.
  • Built-in dialer with auto-logging: call clients and inventors from the CRM and capture every conversation automatically — no retrospective file notes on patent instructions given verbally.
  • WhatsApp-native communication: send examination reports, deadline reminders, and grant notifications on the channel clients respond to fastest, all logged against the matter record.
  • AI lead scoring for new mandates: identify which corporate prospects are most active in IP and prioritise outreach so the business development team focuses effort where it converts.
  • Role-based access for attorneys and admin: attorneys see dockets and deadlines; administrative staff manage annuities and billing; partners see the client pipeline — each view scoped correctly.
  • Full audit trail: every status change, document filing, and client instruction is timestamped and attributable — the interaction record regulators and clients expect for IP matters.
  • SOC 2 Type II infrastructure: patent applications, claim drafts, and client strategy data sit on encrypted, audited infrastructure with DPDPA compliance for Indian mandates.
Compare HelloGrowthCRM to HubSpot, Salesforce & more

HelloGrowthCRM by the numbers

$12
per user/month list price — $10/user/mo on annual billing, ₹899/user/mo in India
$0
free forever starter plan — no credit card required
14-day
trial included on paid plans
259+
live integrations, from WhatsApp to Tally and QuickBooks
500+
teams worldwide run their pipeline on HelloGrowthCRM

Frequently Asked Questions

Common questions about using HelloGrowthCRM in your industry.

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