Automated Patent Annuity Payment Reminders
Every Monday, WebRun opens Anaqua AQX, finds patent annuities due in the next 30 days, drafts a client reminder email in Gmail for each matter, and logs the upcoming payment against the client account in QuickBooks. All emails are left as drafts for attorney review before sending.
How can I automatically remind clients about upcoming patent annuity payments?
WebRun opens Anaqua AQX every Monday, finds patent annuities due within 30 days, and drafts a client reminder email in Gmail for each matter. It also logs the expected payment in QuickBooks. Every email stays as a draft until the responsible attorney reviews and approves it, so no client is contacted without sign-off.
- No annuity deadline slips past the 30-day warning window
- Attorneys review polished draft reminders instead of writing them from scratch
- QuickBooks stays current with expected annuity billing before it is due
Built for IP law firms · patent annuity teams · IP paralegals · patent docketing managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.anaqua.com/aqx-law-firmin a real browser with your saved login - no setup, no API keys. -
1
Anaqua AQX - find annuities due in the next 30 days
anaqua.com
WebRun opens Anaqua AQX to find annuities due in the next 30 days. - Open Anaqua AQX and open the Annuity Decision Workspace
- Filter to annuities due within 30 days across all active matters
- Capture the patent number, jurisdiction, due date, annuity fee, and responsible client for each
- Note any annuities already marked as paid or abandoned and exclude them
Done when A list of outstanding annuities due within 30 days is ready with client and fee details.
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2
Gmail - draft client reminder emails for review
gmail.com
WebRun opens Gmail to draft client reminder emails for review. - For each outstanding annuity, draft a client reminder email with the patent number, jurisdiction, due date, and estimated fee
- Use a polite, on-brand tone consistent with the firm's existing correspondence
- Leave every draft unsent in the Gmail Drafts folder for the responsible attorney to review and approve before sending
Done when A Gmail draft exists for each annuity, ready for attorney review. No email has been sent.
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3
QuickBooks - log expected payment against client account
- Open QuickBooks and locate the client account for each annuity matter
- Log the expected annuity payment as a pending invoice line item with the due date and amount
- Flag matters where the client has an overdue balance so the attorney can decide whether to hold the reminder
Done when Each upcoming annuity has a matching pending invoice entry in QuickBooks.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the reminder emails to clients without my approval?
No. Every client email is left as an unsent draft in Gmail for the responsible attorney to review and approve. WebRun never sends a client-facing email on its own.
Does it handle annuities across multiple jurisdictions?
Yes. It reads all active annuity records in Anaqua AQX regardless of jurisdiction and includes the country and official fee in each draft reminder.
What happens if an annuity was already paid?
Anaqua AQX marks paid annuities as closed. WebRun reads the live status each Monday and skips any annuity already settled or marked as abandoned.
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