Cloudbyz CTFM: Keep Every Budget and Payment Email in the System, Not in Someone's Inbox

Much of the history of a site budget, from negotiation to disputes and payment queries, lives in email, scattered across personal inboxes. Cloudbyz CTFM stores email trails against the site, agreement, budget or invoice they relate to, so anyone with access can see the full history in one place without switching systems or searching mailboxes. It suits large pharma, global multinationals, biotechs, CROs and device companies.

How it works today

• Budget negotiation happens in long email threads.
• An invoice dispute is settled by email between a study manager and the site.
• When someone leaves or goes on leave, their inbox goes with them.
• To understand a payment, finance has to ask around and forward old emails.

Why it matters

• Decisions need a record. ICH E6(R3) expects financial terms to be documented in agreements (ICH E6(R3), EMA Step 5), and the correspondence behind agreed changes is part of that history.
• Inspectors can ask for emails. MHRA guidance states that records in the trial master file, including electronic records and emails, must be made available to inspectors (Regulatory Affairs News summary of MHRA guidance).
• Audits need context. Auditors reviewing an unusual payment want to see why it was agreed, not just that it was paid.

Today versus Cloudbyz CTFM

What changes by department

• Finance: context for every payment is on the record.
• Clinical operations: handovers between CTMs or CRAs keep the full history.
• Contracts: negotiation history stays with the agreement.
• QA and audit: correspondence is available without asking individuals.

How Cloudbyz CTFM does it

Cloudbyz CTFM, built natively on Salesforce, stores email trails against the site, agreement, budget or invoice records they relate to, alongside attached documents and the audit trail, so users don't need to switch to their mailbox to understand a decision. Book a demo or visit cloudbyz.com.