Technology for the modern law firm
Platform, security & deployment
Sympatent IPM combines modern software architecture with a high level of security and flexible deployment options. The platform grows with your firm and adapts to your processes – not the other way round.
Modern, browser-based architecture
Clear navigation and fast loading times make day-to-day work easier, even with extensive matter portfolios and distributed teams.
- Browser-based, with no local client installation and no dependence on a particular operating system
- Open and work on multiple matters at the same time
- End-to-end law firm workflows beyond matter administration
- Designed for digital collaboration and extensive scalability
- German and English, with other languages possible
Security and access rights
All data is protected by granular security and access controls.
- Read, write and execute permissions
- User-based or role-based permissions
- Professional backup and security arrangements
- Controlled access to sensitive information
- Set up information barriers, for example to restrict access to specific matters (
Chinese walls
)
Extensively configurable
Sympatent IPM can be tailored in detail to your firm’s organisation and working practices.
- Law firm workflows, such as incoming correspondence processing
- Deadline types and calculation rules
- Charge types and fee models
- Matter references and numbering schemes
- Layouts, reports and letterheads
- Form letters and email templates
- Different requirements by client, office or partner
Deployment options
Sympatent Full Service (recommended)
Hosting managed directly by Sympatent in a certified data centre in Frankfurt am Main with a German hosting provider – designed for professionals subject to statutory confidentiality obligations, including under section 39c PAO and section 43e BRAO.
- No IT administration or maintenance workload for your firm
- No additional licensing costs, for example for database servers
- You retain full control of your data
- All capacity needed for scaling is provided directly by Sympatent
Sympatent On-Premises
Run Sympatent software on your firm’s own infrastructure or that of your IT service provider.
- Use your own server systems
- Integrate with existing IT hardware
- Meet highly specific compliance requirements
User interface
Intuitive design, powerful functionality
Sympatent IPM’s modern interface is designed for efficiency. Clear navigation, contextual actions and configurable dashboards help your team work faster.
- Modern user interface
- Support for all screen sizes and devices, including mobile phones, tablets, desktop PCs and high-resolution monitors
- Open multiple matters, menus and other views simultaneously
- Quick search and keyboard shortcuts
- Display options to improve accessibility through colour, contrast and text size
Sympatent IPM combines in-depth functionality with a modern user experience. The interface was well received across our team from the outset – not only for its contemporary appearance, but also for its extensive customisation options.
IP worldwide. One system.
Global IP management
Manage IP rights and proceedings worldwide – from filing and maintenance through to contentious proceedings. Contracts, licences, third-party IP rights and other IP assets are also managed centrally.
Contentious proceedings
All contentious IP proceedings are managed centrally, together with their parties, deadlines, documents and procedural status.
- Patent opposition proceedings
- Trade mark opposition proceedings
- Invalidity and cancellation proceedings, inter partes proceedings
- Infringement proceedings and patent disputes
- Court proceedings and IP litigation
Prior art and third-party IP rights
Relevant information is linked directly to the matters and proceedings concerned.
- Prior art and literature references
- Third-party IP rights and competitor portfolios
- Relationships between your clients’ own and third-party IP rights
- Quick access for research and legal assessment
IP right families
Related IP rights are automatically grouped into IP right families, with the family structure continuously kept up to date.
- Fully automatic maintenance of IP right families
- A central overview of all family members
- Family management for all types of IP rights worldwide, including international patent, trade mark and design families
- Download and export family overviews
- Convenient features for invoicing across entire families
Matters, official registers and data imports
Even very large IP portfolios can be managed efficiently. There is generally no limit on the number of matters or similar restrictions.
- Open IP rights in the relevant register directly from Sympatent
- Import bibliographic data from official registers, including the EPO, DPMA and EUIPO
- Connect external data sources
- Tools for efficient matter creation
- Adapt field labels and other settings to your firm’s terminology
Keep every deadline under control
Deadline management & calculation
Reliable deadline management is one of an IP firm’s most critical responsibilities. Sympatent IPM combines a central deadline register with an immutable audit trail for processing steps and automatic deadline calculation.
Central deadline management
All relevant deadlines are managed in a firm-wide deadline register, with a clear record of how they are handled.
- Official and client deadlines
- IP maintenance deadlines, including maintenance fees, annuities and renewals
- Docket, check, update and clear deadlines
- Processing with an immutable audit trail
- Two-person verification
- Transparent, clearly assignable responsibilities
- Track every processing step taken
Automatic deadline calculation
The actual due date is calculated automatically using predefined rules and procedural data.
- Consistent application of deadline rules
- Reduced risk of errors
- Time savings on recurring tasks
- Semi-automatic mode with individual confirmation of each deadline
- Convenient tools for creating advance deadlines and follow-up reminders, linked to the main deadline
Sympatent IPM gives us the best of both worlds: our paralegal team can have deadlines pre-calculated and benefit from preconfigured descriptions and settings. At the same time, substantive control remains firmly with us, allowing us to review and confirm every relevant deadline individually.
Clear workflows for effective teams
Law firm workflows & collaboration
Defined workflows guide staff reliably through recurring processes. Standards can be applied consistently while being tailored to individual clients, offices or partners.
Guided law firm workflows
Sympatent IPM guides paralegals through each process, providing a clear path from one step to the next.
- Define processing steps and their sequence
- Consistent workflows for recurring procedures
- Fewer clarification requests and missed steps
- Different workflows by client or organisational unit
Task management for IP firms
Plan, assign and track tasks directly within the matter.
- Assign, track and complete tasks
- Make responsibilities and due dates clear
- Attach prepared documents, deadlines and other items to tasks
- Assign tasks to teams through a shared task pool
- A shared overview of outstanding work
Client reminders
Generate and send recurring client reminders efficiently and consistently.
- Identify upcoming maintenance deadlines, including annuities and renewals
- Automatically calculate official, service provider and professional fees
- Generate reminders using automated form letters
- Reduce manual work when processing client responses
Client portal
Clients receive precisely the access your firm chooses to grant.
- Individually configurable matter and deadline lists
- Share documents with clients
- Receive client instructions directly through the portal
- "One-click responses", for example for patent renewals
- Reduce email volume
Everything in its place
Documents & correspondence
All incoming and outgoing correspondence, including documents and emails, is linked directly to the electronic matter file.
Document management system (DMS)
Sympatent’s integrated document management enables secure, efficient collaboration on documents directly within the matter.
- Version control and comments
- Drag-and-drop document filing
- Protection against conflicting saves
- Automatic assignment to the relevant matter
- Shared access to the current document version
Form letters and templates
Prepare routine correspondence quickly and keep it consistent across the firm.
- Form letters for email, Microsoft Word, ODF and PDF
- Centrally managed letterheads
- Automatic inclusion of matter and contact data
- Add documents as attachments automatically or manually
- Consistent communication with less administrative work
Email management
Emails are seamlessly imported into matters and sent directly from them.
- Automatic import of incoming and outgoing emails
- Direct links to matters and parties
- Send through an email client, such as Outlook, or directly from Sympatent
- Save time when preparing attachments
Incoming correspondence
Incoming correspondence is recorded systematically and assigned to the correct matter or workflow.
- Incoming correspondence from IP offices, clients, foreign associates and others
- Automatic matter assignment
- Process and rebill supplier invoices
- Docket deadlines and record charges directly while processing incoming correspondence
- Prepare correspondence for forwarding to clients or internal team members
- Import through integrations, for example from the EPO Mailbox and DPMAdirektPro
Outgoing correspondence
Outgoing correspondence follows a traceable review and approval process.
- Controlled approval before sending
- Clear responsibilities
- Consistent quality standards
- A clear record of processing status
Information Disclosure Statements (IDS)
Digitally prepare and manage the complete IDS workflow for the USA and other countries.
- Structured management of relevant prior art references
- Bring documents and matters together centrally
- Clear processing status
- Efficient preparation of disclosure statements
Manage knowledge efficiently
Practice data & data quality
Centralised, reliable data provides the foundation for dependable deadline management, accurate correspondence and sound billing. Sympatent IPM makes data easier to maintain and important information quicker to find.
Smart notes
Important information appears exactly where your team needs it.
- Notes attached to matters or contacts
- Guidance on handling work, communication or billing
- Contact-specific notes displayed in all related matters
- Less risk of overlooking specific client requirements
Contact and address management
Individuals and legal entities are managed centrally and linked to the relevant matters.
- Manage all external and internal roles: clients, instructing parties, applicants, owners, inventors, foreign associates and more
- Configurable selection and naming of available roles
- Addresses and contact details
- Internal and external matter references, purchase order numbers, cost centres and more
Fast search, including full-text search
Find the information you need quickly, even in large datasets.
- Search matters, contacts and IP rights
- Full-text search across documents and content
- Direct access to relevant results
- Spend less time searching for the data you need
Batch processing
Apply the same type of change to multiple records at once.
- Update data in batches
- Speed up data maintenance and corrections
- Significantly reduce repetitive manual steps
- Apply consistent changes across multiple matters
Rule-based data quality
Data entries are checked against rules you can define to suit your requirements.
- Mandatory fields and completeness checks
- Checks for implausible values
- Detection of inconsistent data
- Prevent errors before they create additional work
Automatic matter numbering
The system assigns matter references automatically according to your firm’s requirements.
- Custom numbering schemes
- Rules by client or type of IP right
- Separate numbering sequences by office or organisational unit
- Ensure consistent matter references
Invoicing for law firms
Finances, charges, fees & invoices
Sympatent IPM supports an IP firm’s entire financial workflow – from recording billable work to accounting. Flexible fee models enable accurate billing even for complex client and matter structures.
Charge and time recording
Record billable work directly against the relevant matter.
- Attorney fees and time entries
- Secretarial and administrative services
- Flat fees, fixed prices and variable charges per hour, page, claim or other unit
- Prepare charges directly for subsequent invoicing
Official fees
Amounts and due dates for official fees are managed centrally.
- Annuities and renewal fees
- Other patent, trade mark and design fees
- Generate structured payment lists
- A clear view of upcoming payments
Professional fees and fee schedules
Frequently used professional fees are available for immediate selection.
- Store your firm’s fee schedule in Sympatent
- Client-specific fees
- Individual flat fees and arrangements
- Different rules, for example by office or partner
Rebilling third-party costs
Quickly rebill external service providers’ invoices to the client.
- Invoices from foreign associates
- Invoices from external attorneys and service providers
- Assign costs to the relevant matter and client
- Transparent rebilling of third-party costs and disbursements
Flexible invoicing
Tailor outgoing invoices to your firm’s requirements and those of its clients.
- PDF invoices
- Detailed invoice annexes
- Category and activity codes
- Profit centres and internal allocations
- Employee bonus schemes
Electronic invoices
Generate structured electronic invoices directly within the billing workflow.
- XRechnung
- ZUGFeRD
- Leitweg-ID routing references for public-sector clients, such as universities
- Meet individual client and matter requirements
Accounting preparation
Billing data is structured and exported for subsequent accounting processes.
- Ledger accounts and tax rates
- Dedicated access permissions for accounting staff
- DATEV export
- Connect downstream accounting systems
Dunning
Track outstanding receivables and issue payment reminders with ease.
- Generate payment reminders automatically
- Send directly from the system
- Consistent payment reminder wording
- Less manual work in receivables management
Turn data into insight
Reporting & analytics
Sympatent IPM makes operational data and financial indicators directly usable. Create reports and analyses in just a few clicks for internal use or client reporting.
Reports at the click of a button
Create and reuse standard reports directly in Sympatent IPM.
- Client IP portfolios including images, such as figurative marks
- Deadline and task lists
- Billing reports
- Matter and proceedings overviews
Flexible analytics
Analyse and compare key figures using your own categories.
- Custom reporting and cost categories
- Calculate adjusted revenue excluding pass-through items such as official fees
- Separate fee income from third-party costs
- Clear information for practice management and financial oversight
Data export
Your data remains readily usable outside Sympatent IPM.
- CSV export
- Excel export
- Further processing in third-party systems
- Share data with clients or internal departments
- The Sympatent API provides programmatic access to your data
Automation, integrations and services
Additional features and services
Beyond its core features, Sympatent offers automation, interfaces and tailored services.
Automation
Automate recurring steps, from tasks and deadlines through to correspondence and subsequent actions.
- Less repetitive work
- Faster, more consistent workflows
- Custom automation rules
Learn more about automation
Interfaces & integrations
Connect Sympatent IPM with IP offices, accounting systems and other data sources to avoid duplicate data entry and manual handovers between systems.
- IP offices, including EPO OPS, EPO Mailbox and DPMAdirektPro
- Renewal service providers, including Dennemeyer and PAVIS
- Accounting systems, including DATEV
- Sympatent API and MCP server
Explore integrations
Services
We provide personal support for your firm from implementation to further development tailored to your needs. This ensures a reliable introduction of Sympatent IPM and continued adaptation to your requirements.
- Data migration
- User support
- Training
- Customisation
- Development
Explore our services
See Sympatent in action
Arrange a personal demonstration of Sympatent IPM and discover how it can improve the way your firm works.