Content:
2. Key Challenge: A chain of Mistakes
3. The Solution: Moving to IPNOTE
6. Ready to take control of your IP?
In the world of intellectual property, one missed deadline can mean losing years of research, investment, and competitive advantage. This is not just a theoretical risk — it happens more often than companies expect. At iPNOTE, we’ve seen it firsthand.
This is the story of a technology company, a US-based company that nearly lost control of their entire IP strategy due to a fragmented system, lack of visibility, and poor communication. It’s also a story about how technology and automation can help prevent such costly mistakes — and why choosing the right IP management platform makes all the difference.
About the Client
The company. is an innovative technology company managing a diverse portfolio of 83 intellectual property rights, including patents across multiple jurisdictions. Their technology is core to their market offering, and protecting it is a top business priority.
To manage their IP, the company had historically relied on one of the largest IP law firms in the United States. This firm acted as the main provider, coordinating with local agents in various countries to file, maintain, and renew IP rights on the company’s behalf.
On paper, this seemed like a robust setup. In practice, it was far from it.
The Task
The company reached out to iPNOTE with a specific goal:
Bring transparency, order, and reliability to the company’s IP portfolio.
The company team had grown increasingly concerned about the lack of updates and unclear communication from their provider. They had no real-time visibility into what actions were being taken on their applications, when deadlines were approaching, or which assets were truly active.
They needed a system — and a team — that could help them regain control.
Key Challenge: A Chain of Mistakes
When we conducted an initial portfolio audit, we uncovered a serious issue:
7 patent applications had already been classified as “abandoned”.
The reasons varied, but all were avoidable:
- In some cases, requests for examination had never been filed.
- In others, office actions were not responded to within the required timeframes.
- And in several instances, renewal or government fees had simply not been paid.
Even more concerning was the fact that the company was still being billed for the maintenance of these abandoned applications by their previous provider. No one had flagged the status change, and no corrective actions had been taken.
This happened because of a broken system:
- The company relied on the U.S.-based provider,
- That provider worked with local agents across jurisdictions,
- There was no centralized monitoring,
- The client had no real-time access to the status of their own portfolio.
The result? A loss of at least $15,000, wasted on applications that had already become invalid — and potential long-term damage to the company’s global IP strategy.
The Solution: Moving to iPNOTE
After reviewing the situation, the company decided to cut ties with the previous provider and fully transition their IP portfolio to iPNOTE.
Here’s how we approached the transition:
Portfolio Migration
We moved all 83 IP assets into the client’s personal iPNOTE account, giving them complete visibility and ownership over their portfolio — something they never had before. The client provided the IP portfolio in a free format, and the IP manager successfully migrated it, ensuring a smooth process.
Dedicated IP Manager
A professional IP manager was assigned to oversee the portfolio, coordinate with local agents, and ensure timely communication and follow-up.
Automated Deadline System (IPMS)
Our platform features a built-in IP management system (IPMS) that automatically tracks deadlines in over 180 countries. It sends reminders well in advance — even on weekends and public holidays — and can be accessed anytime, from anywhere.
The new system introduced triple oversight:
- The platform manages and tracks deadlines,
- The IP manager coordinates actions and ensures accuracy,
- The client can view and verify all updates in real-time.
This structure removed the guesswork and reduced the chance of error to near zero.
The Results
The results were immediate and measurable:
Cost Savings
The company now pays just $11,880/year for portfolio management through iPNOTE. Hiring an in-house IP specialist would have cost them at least $60,000 annually — not to mention additional overhead.
Full Transparency
The company now has real-time access to the status of every patent and application, including deadlines, fees, and historical actions. No more uncertainty or waiting for responses.
Lower Maintenance Costs
In several countries, the company found that maintaining patents via iPNOTE was 2-3 times cheaper than using their previous system. By optimizing their agent network and fee structure, we significantly reduced their renewal expenses.
No More Missed Deadlines
With our IPMS reminders and platform alerts, the company hasn’t missed a single deadline since the migration — and they don’t intend to.
Why Risk It?
This case is a powerful reminder:
One missed deadline = one lost patent.
Whether you manage 10 assets or 100, it only takes one error to lose IP rights that may have taken years — and millions — to develop.
With iPNOTE, you don’t need to rely on outdated spreadsheets, scattered communication, or expensive service providers that leave you in the dark.
Instead, you get:
- A smart IP management system that never sleeps,
- Coverage in 180+ countries,
- Professional support, and
- Reliable, cost-effective portfolio management.
Ready to take control of your IP?
Try our Freemium Plan — no credit card required
Book a personalized demo and see how it works
Don’t let one deadline be the reason you lose everything.
