Cloudbyz CTFM: Manage Trial Finances by Region and Track Every Agreement in One Place

The average time to negotiate a clinical trial contract now exceeds 100 days (ACRP), and a 2022 Tufts CSDD survey found that 76% of protocols have at least one amendment (Tech Funding News, citing Tufts CSDD). In a multi-region study, that means dozens of site agreements, several vendor agreements and a steady stream of agreement amendments, each with its own terms.

Those agreements decide what every site and vendor is paid, when, and in which currency. When they sit in shared drives and email while budgets sit in a separate system, finance teams pay against terms they cannot easily see, and regional leads cannot tell how their region is tracking. Managing agreements and regional finances in one place changes that.

What changes when agreements and regions sit with the budget

1. Agreements tracked from negotiation to execution

Master service agreements with CROs and vendors, and clinical trial agreements with each site, are tracked from draft through negotiation to execution. Study teams can see which sites have signed, which are still negotiating, and what is holding them up.

2. Terms applied from the agreement, not from memory

Payment frequency, payment terms, holdbacks, overhead and rate cards are set from the executed agreement, so payments follow what was actually signed.

3. Agreement amendments with version history

When a protocol amendment changes fees, the related agreement amendments are recorded with their own versions, and the budget changes they bring are applied to the affected visits and procedures.

4. Finances by region

Spend, forecast, earned, invoiced and paid amounts can be viewed by region, country and site, as well as for the whole study. Regional leads see their region's position without waiting for a consolidated report.

5. Local currency and regional rules

Sites are budgeted and paid in their local currency, while the study is reported in one currency. Regional differences in terms and rates sit with each site's agreement.

Agreement and regional finance checklist

• Every site and vendor agreement tracked with its status
• Payment terms, holdbacks and overhead taken from the executed agreement
• Agreement amendments recorded with versions and linked budget changes
• Spend and forecast available by region, country and site
• Sites budgeted in local currency, reported in study currency
• One audit trail for agreement and budget changes

What this means by role

• Clinical operations directors and regional leads: your region's agreements, spend and forecast in one view.
• Study finance leads: payments follow signed terms, and regional variance is visible early.
• Contracts and start-up teams: agreement status is shared with finance and operations without separate trackers.
• CTMs: you can see which sites are waiting on agreements before activation.

How Cloudbyz CTFM does this

Cloudbyz Clinical Trial Financial Management (CTFM), built natively on Salesforce with Cloudbyz CTMS, supports MSAs,  clinical trial agreements, rate cards and budget templates, study and site budgets, workflows and approvals, and investigator and sponsor portals. It tracks agreements and their amendments alongside the budgets they govern, and supports region-wise views of spend and forecasts, with sites managed in their local currency. The forecasting module and the Financial Navigator, an Agentforce agent, can show spend and forecasts by region.

See agreements and regions in CTFM

Book a demo or visit cloudbyz.com.