IPBases: Trademark Management Software for IP Firms in the UAE and MENA

Trademark agents and IP law firms in the UAE still run a surprising share of their practice on Excel sheets and email. Every guide on this site ends with a deadline – a 30-day publication payment, a 30-day opposition window, a tenth-year renewal – and a missed one is usually a spreadsheet failure, not a legal one. IPBases is a trademark and IP management system built for exactly that problem, designed around how firms in the Gulf and MENA actually work.

What IPBases is

A complete practice system for trademark firms: one workspace holding every trademark, client, associate, deadline, document, invoice and email, with every action logged. It is self-hosted on the firm's own infrastructure under a perpetual licence – the firm keeps its data and is not tied to a subscription – and the vendor migrates existing Excel records and adapts the system to the firm's workflow at no charge. A live demo on real sample data is available at app.ipbases.com.

Core features

Area	What it does
Portfolio management	All marks in one guided workflow with status at a glance – filed, accepted, published, registered, renewal due – per client and per country
30-second filing wizard	A four-step flow (basic info → invoice → action required → client update) that docketing a new mark in under half a minute, with PDFs, images and Word files attached inline
Documents	Every POA, certificate, examination report and bulletin extract stored per matter with in-app preview – no downloads
Invoicing	Branded invoices with the firm's layout and payment details, official-fee and associate-fee lines, associate routing, one-click PDF
Integrated mail	Send and receive client and office correspondence inside the system, threaded and logged to the matter
Users and permissions	Custom roles (partner, associate, paralegal, accountant) with per-action control over billing, files and admin
Audit trail	Every addition, edit, deletion and upload recorded with who, when and what; notifications on changes
Reports	Filings, renewals, invoices, staff workload and revenue on a live dashboard
Global search	One search bar across clients, associates, marks, invoices and documents
Renewal automation	Expiring marks detected automatically; reminder emails sent to clients, grouped so a client with several renewals receives one message
Security and backups	Encrypted communications, role-based access, scheduled automatic cloud backups

Why it fits UAE practice

• Deadlines that match MoET's process. Publication and registration payments (30 days each), the 30-day opposition window after each twice-monthly bulletin, and tenth-year renewals with the six-month grace period are the events a UAE docket lives on. Fees and deadlines →
• Associate routing. UAE firms file across the GCC through local associates; invoices and correspondence are routed per associate. GCC filing →
• Bilingual records. Marks and goods lists are held in Arabic and English, as MoET requires.
• Client reporting. Status updates and grouped renewal notices go out from the system rather than from individual inboxes.
• Data ownership. Self-hosting suits firms with confidentiality obligations to clients and with data-residency preferences.

Getting started

1. Migrate – send existing Excel sheets; trademarks, clients and deadlines are imported free with no downtime.
2. Tailor – workflow stages, terminology (matter vs case), custom fields such as "local correspondent ref" and invoice branding are adapted to the firm, free.
3. Go live – the team starts filing with audit logging and backups on from day one.

Details: features · pricing · security · about · book a demo.

Who it is for

Trademark agencies, IP law firms and in-house IP teams in the UAE, Saudi Arabia and the wider MENA region managing from a few hundred to tens of thousands of marks. Sole practitioners benefit from the renewal automation and audit trail; multi-office firms from permissions, associate routing and consolidated reporting.

Frequently asked questions

Is IPBases cloud or on-premise? Self-hosted, on infrastructure the firm controls, with automatic scheduled backups to the cloud.

Is it a subscription? It is sold as a perpetual licence; see pricing for current terms.

Can it import our existing data? Yes – migration from Excel (trademarks, clients, deadlines and related records) is included free.

Does it file with MoET directly? It manages the practice – docketing, documents, deadlines, invoices and correspondence. Filing is still done on the MoET portal; the system records the result and drives the follow-up.

Is there a demo? Yes: app.ipbases.com runs on real sample data, and a guided demo can be booked at ipbases.com/contact.html.

UAE Trademarks lists IPBases as a tool for professional users. Trademark owners looking to register a single brand do not need practice software – see how to register a trademark in the UAE.