The Reality: IPMS Adoption vs. Excel Holdouts
Most IP professionals have already transitioned to intellectual property management systems (IPMS) to handle their portfolios. These systems provide structured databases, reminders, and integrations that streamline renewals.
Yet, some firms and companies still rely on Excel for tracking deadlines. This isn’t necessarily due to a lack of awareness but often comes down to:
- Legacy Habits – The firm has been using Excel for years, and there hasn’t been an immediate push to change.
- Cost Concerns – Some firms assume that implementing a renewals system requires significant investment.
- Perceived Complexity – There’s a fear that moving from Excel to a dedicated system will be time-consuming and difficult.
The good news? Transitioning to a dedicated renewals solution like Azami Renewals System is seamless, cost-effective, and requires minimal onboarding. And the benefits far outweigh the effort.
The Hidden Costs of Tracking Renewals Manually
At first glance, Excel seems like a free and flexible solution. But in reality, it comes with hidden costs—time spent, human error, and risk exposure—that make it far more expensive than it appears.
| Hidden Cost | Impact |
| Time Spent on Manual Updates | Tracking deadlines in spreadsheets requires constant monitoring and manual data entry. |
| Weight of Responsibility | Unlike an automated system that alerts you, Excel puts the burden on you to check and act. |
| Error Risks & Missed Deadlines | A single mistyped date or accidental deletion can lead to lapses and costly restorations. |
| Lack of Built-in Safeguards | No automatic alerts, lapse protection, or PTO confirmations—leaving your portfolio exposed. |
| Firefighting Costs | When errors happen, firms scramble to fix them, leading to emergency reinstatement fees and reputational damage. |
Why an IPMS Alone Might Not Be Enough
Even if you already use an IPMS or docketing system, a specialized IP renewals-focused solution can be a powerful complement.
Most IPMS platforms are designed for broad portfolio management, but they often lack the depth of renewals automation, lapse prevention, and cost tracking that a dedicated system provides.
By integrating a renewals-specific platform, you gain an extra layer of reliability, efficiency, and financial control over your critical deadlines.
How Much Time Could You Be Saving?
More Than Just Time Savings: Other Benefits of a Renewals System
Beyond saving time, a renewals system takes your IP renewals management to the next level.
✅ Renewal Cost Forecasts – Plan ahead with long-term renewal cost projections across different jurisdictions.
✅ Pro Forma Invoice Generator – Easily generate invoices for clients before instructing renewals.
✅ Custom Reporting – Access deeper insights into your renewals data with tailored reporting tools.
The Effortless Switch
Unlike implementing a full-scale IPMS, switching to Azami Renewals System is simple.
- No overhead costs for setup – It’s a plug-and-play solution.
- Minimal migration effort – Easily import your existing data.
- Easy onboarding – Get up and running quickly with minimal training.
Ready to see how Azami Renewals can simplify your renewals process and give you back your time? Contact us today to learn more.
