IP document management software
Certificates, filing receipts, office actions, powers of attorney and client correspondence, each stored against its trademark, patent, design, client or associate. Find the file from the matter, not from a shared drive.
The certificate is somewhere
In most practices, documents live in shared folders named by whoever saved them first. When a client asks for the registration certificate of a mark filed six years ago, someone searches. When a foreign associate needs the power of attorney, someone searches again. Folder names drift, versions multiply, and nobody knows which copy was sent.
IPBases makes the matter the folder. Every upload belongs to a record and a category, so the file is where you would look for it.
A document workspace built into the IP record
Categories per stage
Filing instructions, examination notices, office actions, publication, certificates and more, each with its own tab on the trademark. A “next” tag shows the document usually due at the mark’s current status.
Every record type
Trademarks, patents and designs hold their filings; clients hold trade licences, IDs and powers of attorney; associates hold their own IDs, passports and POAs.
One archive to search
The Files archive lists every document across the system, searchable and filterable by what it is attached to, with preview and download.
Your storage
Store files on the server, in Amazon S3 or in Cloudflare R2, and copy a trademark’s files to Google Drive if your team works there.
Client-visible by choice
Mark a category as client-visible and the client portal shows those files to the client. Everything else stays internal.
Attached to updates
When you send the client a notice of filing or registration, attach the documents straight from the trademark. The email is logged on the matter.
Control and audit
Access to a file follows access to its record. Separate permissions decide who may download or delete any document, and in IPBases 2.1 those permissions can be set per person or through permission groups. Uploads are type-checked, and every upload, move between categories and deletion is written to the audit log with the user and time.
Because IPBases is self-hosted, the documents never pass through a vendor’s cloud unless you choose S3 or R2 under your own account.
IP document management: frequently asked questions
What is IP document management software?
It stores the documents of an IP practice against the right or client they belong to, sorted into categories such as filing receipts, examination reports, certificates and powers of attorney, so anyone can find the right file from the matter itself instead of searching shared drives.
Where are the documents stored?
You choose: on the server's own disk, in Amazon S3, or in Cloudflare R2. A trademark’s files can also be copied to Google Drive. Because IPBases is self-hosted, the storage account is yours.
Can clients see their documents?
Yes, but only what you decide. Each file category has a client-visible switch, and the client portal shows only files in visible categories. Internal notes and drafts stay internal.
Who can download or delete documents?
Access follows the record: if you can view a trademark you can open its files. Separate permissions control downloading and deleting any file, and every upload and deletion is recorded in the audit log.
Find any certificate in two clicks
Open a trademark in the live demo and look at its Files tab.
Book a demo → See pricing →