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Site payments often run on terms of up to 90 days from receipt of a correct invoice (Applied Clinical Trials). The word "correct" matters. An invoice with one wrong line is often held or sent back, and the clock starts again.
Reconciling a site invoice means checking every line: is the cost in the budget, is the rate right, is the quantity within the agreed limit, is it billed to the right payee, and has the work actually been done? Done by hand, Cloudbyz describes this as a 30 to 45 minute task for each invoice. Multiplied across sites and months, it becomes the step everything waits on.
What each invoice line is checked against
|
Check |
Question |
Typical issue |
|---|---|---|
|
Budget |
Is this cost in the site's contracted budget? |
Item not in the agreement |
|
Rate |
Is it billed at the contracted rate? |
Old rate after an amendment |
|
Quantity cap |
Is the quantity within the maximum allowed per unit? |
Extra unscheduled visits or nights |
|
Payee |
Is it billed by the right payee for this site? |
SMO and site both billing the same item |
|
Evidence of work |
Was the visit or event completed? |
Billed before the visit was done |
|
Duplicates |
Has this line been billed before? |
Same receipt on two invoices |
|
Dates |
Is it within the agreement and study dates? |
Costs after close-out |
1. Lines are extracted and classified
Each line on the site's invoice is read and classified, for example as a per-visit fee, a pass-through cost, overhead, a one-time fee or an event-driven cost, so it can be matched to the right part of the budget.
2. Each line is compared with the proforma
The system's own calculation of what the site should be paid, the proforma, is built from completed visits, contracted rates, caps and payee rules. Each invoice line is compared with it.
3. Variance is shown line by line
Each line gets a clear status, such as matched, minor variance or needs review. Finance teams see which lines are clean and which need attention.
4. Clean lines move on, exceptions go to a person
Lines that match can be approved, while lines with variances, duplicates, cap breaches or payee mismatches are routed to a person, with a recommendation. No invoice with an unresolved issue is paid automatically.
5. Every decision is recorded
Approvals, rejections and adjustments are kept in the audit trail, so any payment can be traced back to the invoice line and the decision behind it.
Reconciliation checklist
- Invoice lines classified by cost type
- Each line compared with the proforma from completed work
- Rates checked against the current agreement version
- Quantities checked against caps per unit
- Payees checked against the site's payee rules
- Duplicates checked across invoices
- Exceptions routed to a named approver, with a recorded decision
What this means by role
- Finance managers: review only the exceptions, not every line.
- Study managers: exceptions arrive with a reason and a recommendation.
- Finance leadership: duplicates and unapproved charges are caught before payment.
- Site finance teams: correct invoices are paid sooner, and problem lines come back with a clear reason.
How Cloudbyz CTFM does this
Cloudbyz Clinical Trial Financial Management (CTFM), built natively on Salesforce with Cloudbyz CTMS and EDC, builds the proforma from completed visits, contracted rates, non-procedure cost limits and payee rules, and compares site invoice lines against it. Built-in dashboards let finance and study teams analyse reconciliation and payments at every level, from payee and site through to invoiced, approved and paid status, for a single study or across studies. Exceptions are routed for review and approval, and every decision is kept in the audit trail.
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