in many countries, a site must send a valid tax invoice before it can be paid, and chasing those invoices by email is slow and awkward for everyone. Cloudbyz CTFM reminds sites automatically when a tax invoice is due for amounts they have earned, so payments move on time and study teams don't have to chase. It suits large pharma, global multinationals, biotechs, CROs and device companies.
How it works today
- Finance notices an earned amount can't be paid because there is no tax invoice.
- Someone emails the site; the reminder gets lost among study emails.
- The study team is asked to chase, and the site feels pressured.
- Payment waits, and the site wonders why it hasn't been paid.
Why tax invoices matter
- VAT recovery. In the EU, a business generally needs a valid VAT invoice to recover input VAT under the VAT Directive (Council Directive 2006/112/EC), so sponsors often can't pay or account for site fees without one.
- Other tax regimes. Countries with goods and services taxes, such as India, have similar invoice requirements for claiming tax credits.
- Payment terms. Site payment terms often run from receipt of a correct invoice (Applied Clinical Trials), so a missing invoice stops the clock before it starts.
- Site cash flow. An SCRS landscape survey found 80% of sites had six or fewer months of operating cash, so delays hurt.
Today versus Cloudbyz CTFM
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Step
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Today
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Cloudbyz CTFM
|
|
Spotting a missing invoice
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Noticed by chance
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Known as soon as an amount is earned
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|
Reminding the site
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Manual emails
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Automatic reminders from the system
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Tone
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Chasing by the study team
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Consistent, neutral reminders
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Status
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Unknown
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Visible to finance, study team and site
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|
Payment
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Delayed
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Released once the invoice is received
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How this helps the site relationship
Sites are more likely to stay with sponsors who pay predictably and communicate clearly. Automatic reminders take the awkward chasing out of the relationship between CRAs or study managers and their sites, and make it clear what is needed to get paid.
What changes by department
- Finance: fewer unpaid amounts sitting without paperwork.
- Clinical operations and CRAs: no more chasing invoices between monitoring tasks.
- Sites: a clear reminder of what is due, and faster payment.
How Cloudbyz CTFM does it
Cloudbyz CTFM, built natively on Salesforce, sends automatic reminders to sites to provide tax invoices for earned amounts, tracks what has been received, and shows status to finance, the study team and the site through the portal. Book a demo or visit cloudbyz.com.
