This article explains how Equinox handles costs and quotes relating to renewals. 

TABLE OF CONTENTS

How does Equinox store costs/quotes relating to a renewal?

The costs/quotes relating to a renewal are stored on each individual renewal due date. Equinox will automatically link one ‘Fixed’ charge and one ‘Cost’ charge to each renewal, based on the renewal charges that are set up in your charge sheet. See the article on Renewals Charge Sheet Configuration for more information. 

When the costs/quotes are added to a renewal, these won't show as charges on a case and therefore are not available for invoicing. The charges are contained within the renewal due date until they're specifically processed and converted onto the case.

Adding costs/quotes automatically 

Costs/quotes will be added to the renewal automatically based on the ‘Forecast’ settings that are configured in the Renewals Settings section.

For example, if you had the forecast period set to 6 months for patents, a renewal with a due date of 30th December would automatically have the costs/quotes added on the 30th of June.

After the charges are added to the renewal, they will be visible on the renewal due date page:  


 The charge information will also be available to use in renewal notice templates and reports.

Manually generating costs/quotes

If you would like to add the associated costs to a renewal due date before the Forecast period, you can use the ‘Generate Quotes’ button on the Costs/Quotes step of the progress bar.

This uses the same logic as when charges are being added automatically. 

Editing costs/quotes

It's possible to edit the costs/quotes that are linked to a renewal due date at any time before they've been processed and added to a case. The descriptions and amounts can be edited through the renewal due date page, and then saved using the green Update button next to each charge. 

The Official Fee that's linked to the renewal can be deleted via the Delete button. It isn’t possible to delete the Fixed charge as one charge must remain linked to the renewal.

Adding additional costs/quotes

Equinox will only automatically link one Fixed charge and one Cost charge to a renewal. If you need to add extra charges to a renewal, you can do so via the Add Charges button in the Charges block header:

This will take you to a list of your charge sheet items that are marked as Renewal Charges. From here you can select and add additional charges. These will then also be linked to the renewal due date.

 In the example below, an additional £50 service charge for receiving late instructions has been added to the renewal due date.