How Does Cloudbyz CTFM Handle Site Invoices? Step by Step

Cloudbyz CTFM handles site payments in two ways. Payments for completed visits and procedures are generated automatically from study data, so sites don't need to invoice for them. Costs the site incurs on the sponsor's behalf, such as travel or local tests, arrive on a site invoice, which Cloudbyz CTFM checks line by line against the contracted budget, limits per unit and payee rules, routing only exceptions to a person before payment.

Why invoice handling matters

Site payments often run on terms of up to 90 days from receipt of a correct invoice (Applied Clinical Trials), so one wrong line can hold up a whole payment. Payment records also need a full audit trail, and in the US, payments to physicians and teaching hospitals are reportable under Open Payments.

The two routes

Step by step: a site invoice

1. The site submits the invoice, for example through the site portal.
2. Each line is classified, such as per-visit fee, pass-through cost, overhead, one-time fee or event-driven cost.
3. Each line is checked against the contracted budget, the current agreement version, the maximum quantity allowed per unit, the site's payee rules, completed work and earlier invoices for duplicates.
4. Clean lines are approved, and lines with variances, cap breaches, duplicates or payee mismatches go to a person with the reason.
5. Payment is made to the right payees, with payment terms and holdbacks applied as the agreement defines.
6. Status is visible to the study team and to the site, from invoiced to approved to paid.

What finance teams see

Built-in dashboards show invoices and payments at every level, from payee and site through to invoiced, approved and paid status, for one study or across the portfolio, together with accruals and outstanding amounts.

Why it works for organisations of any size

The same process works for an emerging biotech with a handful of sites and for large pharma or global multinationals with hundreds of sites, many payees and several currencies, because rules are set per site and agreement rather than handled by hand. Cloudbyz CTFM is built natively on Salesforce, on the same platform as Cloudbyz CTMS and EDC. How invoice routes, approvals and limits are set up depends on configuration.

See a site invoice in CTFM

The Cloudbyz team can walk through a site invoice from submission to payment. Book a demo or visit cloudbyz.com.