Billing Services Dedicated to Clinical Research Sites
Clinical Research Billing provides end-to-end revenue management for clinical research sites and site networks, from budget negotiations through cash collection and reporting.
Clinical Research Billing provides revenue management for clinical research sites, from budget negotiations to CTMS management, including study and budget builds. Clinical Research Billing invoices fees and procedures, applies cash receipts, follows up on out-of-date payments, and provides reports on revenue, cash collection, and accounts receivable.
The Clinical Research Billing leadership team has more than 50 years of combined experience at research sites, SMOs, CROs, and in software development.
Many sites expect coordinators to manage invoicing and site directors to reconcile payments. Unfortunately, this work is often left until last and handled inconsistently. Clinical Research Billing manages the CTMS, billing, and reporting so research staff have the time needed to screen new patients.
Strong revenue management depends on operations and finance working together: accurate budget negotiations, a properly configured CTMS, timely data entry by coordinators, and consistent invoicing and follow-up until revenue is converted to cash.
What We Do
Clinical Research Billing works for clinical research sites and site networks to ensure full payment for all work performed.
Clinical Research Billing uses each site’s Clinical Trial Management System (CTMS) to invoice, reconcile, and manage accounts receivable. The process begins with budget negotiations, continues with CTMS management, and ends with cash collection and reporting.
Clinical Research Billing does not take deposits. Funds are deposited directly into the site’s account, consistent with existing payment processes. If a site does not have a CTMS, Clinical Research Billing will provide access to a CTMS portal.
Extra Procedures and Invoiceable Items
Invoicing, Reconciliation, and Accounts Receivable
Invoicing, Reconciliation, and Accounts Receivable
Billing Services
Budget Review and Negotiation Support
Financial Reviews and Valuation Support
Sponsors and CROs often state that protocol visits are paid automatically. In practice, Clinical Research Billing routinely identifies visits marked complete but never paid, payments authorized but not issued, and retainage calculated incorrectly or not applied.
Clinical Research Billing reconciles payments against CTMS data to ensure each visit, procedure, and contractual obligation has been fully reimbursed. Invoicing is managed centrally, with active accounts receivable follow-up to prevent unpaid items from being overlooked or written off.
Without active accounts receivable management, sites lose visibility into outstanding revenue. This process provides ongoing clarity into completed work, payments received, and amounts pending.
Clinical Trial Agreements frequently include procedures and activities that require separate invoicing. Most sites do not systematically track these items, resulting in meaningful lost revenue.
Clinical Research Billing identifies, documents, and invoices extra procedures as part of its standard billing workflow. Depending on therapeutic area, these invoiceable items can represent 10 to 50 percent of total study revenue.
By incorporating extras into reconciliation and accounts receivable follow-up, Clinical Research Billing helps sites collect funds that would otherwise go unbilled.
CRB supports sites during sponsor budget review and negotiation to help ensure proposed budgets accurately reflect study requirements and site effort.
CRB works alongside site teams to review sponsor budgets, identify gaps or inconsistencies, and provide support during budget negotiations. This includes evaluating pass-through costs, invoiceable items, visit complexity, and protocol-specific considerations that can impact site revenue.
By supporting budget negotiations early in the study lifecycle, CRB helps sites establish clear financial expectations before activation, reducing downstream billing issues and improving long-term financial performance.
At a client’s invitation, Clinical Research Billing conducts on-site financial reviews prior to study closeout. Visits, payments, extra procedures, and contractual commitments are audited to identify unpaid items. All outstanding amounts are invoiced with full supporting documentation.
Clinical Research Billing also supports valuation and due diligence efforts by providing CTMS-based financial reports that demonstrate complete revenue recognition across studies.
CTMS and eSource Setup Support
RealTime, CRIO, Clinical Conductor, eClinPro, and more
Accurate billing depends on proper system setup. This is especially critical as sites adopt eSource and manage increasing study complexity.
Clinical Research Billing ensures budgets and billable items are entered correctly so completed work flows cleanly into invoicing, reconciliation, and reporting. Overflow support is also provided for sites using eSource, helping teams maintain data integrity without adding internal burden.
Monthly CTMS-based reports provide visibility into accrued revenue, payments received, and accounts receivable, supporting both operational oversight and financial management.
Accounting Integration
Site accounting software should balance to the CTMS. Itemized reports from the CTMS can provide support and avoid overly detailed entries in the accounting software. We are not accountants, but we can work with your accounting team to tie your CTMS to your accounting software.
Independent Research Sites
We manage billing so clinical and administrative staff can focus on research, not the financial or systems work . Our services bring clarity, consistency, and confidence to site finances.
Clean, well-documented financial reporting strengthens a site’s financial position and supports long-term value.
Independent Research Sites
Who We Serve
Large Institutions
and Networks
Large site networks often operate across multiple CTMS platforms as acquisitions are integrated. While new studies may be managed in a single system, legacy balances remain and must be resolved for accurate accounting and collection. Clinical Research Billing works across major CTMS platforms, as well as select proprietary systems, to support cleanup of outstanding balances, collection efforts, or write-offs as needed.
We work with internal accounting teams to provide CTMS-based reporting that supports both accrual and cash-basis accounting.
Large Institutions and Networks
Independent Research Sites
Large Institutions
and Networks
Clients receive reconciled payments and clear monthly reports.
Systems are integrated and workflows finalized.
How It Works
Our Process
1. Schedule a Consultation
Current billing processes and CTMS
setup are reviewed.
2. Onboard with CRB
Systems are integrated and workflows finalized.
COMMITMENT AND DISCLAIMER
Our Commitment to Clients
Clinical Research Billing is not an accounting firm and does not provide accounting advisory services. Reports are generated using clients’ Clinical Trial Management Systems and should not be relied upon as a replacement for accounting records.
Clinical Research Billing makes no warranty, express or implied, with respect to financial reports, including warranties of accuracy, completeness, or fitness for any particular purpose, and disclaims liability related to report content, errors, omissions, or related communications.