Sponsor & Site payment reconciliation
Clinical trial costs are complex. Site payments shouldn’t be.
Independent reconciliation that finalizes payments due for clinical study activities — so Sponsors close clean and Sites collect what they earned.
Two sides, one reconciled number
We work both sides of the payment until they agree.
For Sponsors
Close studies clean
- Reconcile work performed against amounts paid, vendor by vendor and site by site
- Surface and resolve overpayments, duplicate invoices, and stranded accruals
- Finalize amounts due so the study closes without open financial tails
- Documentation that holds up to audit and board review
For Sites
Collect what you earned
- Recover underpayments, unscheduled visits, and unbilled pass-through costs
- Release startup fees and holdbacks left sitting at closeout
- Reconcile your tracker against the Sponsor’s payment record
- A finalized, defensible number to close the study against
Why the numbers drift
Clinical study spend doesn’t reconcile itself — because almost none of it is uniform.
Every study carries its own logic, and payments scatter across systems, schedules, and side agreements that rarely line up. That’s where money goes missing on both sides. These are the gaps a real reconciliation has to close.
Varying protocols
Each protocol prices visits, procedures, and assessments differently. No two budgets reconcile the same way, and amendments move the targets mid-study.
Patient invoiceables
Per-patient and per-visit charges, screen failures, and reimbursements accrue at the patient level — easy to under-bill and hard to trace back at closeout.
Offline approvals
Work authorized by email, in a monitoring visit, or on a call — never captured in the contract. Real, owed, and invisible to the payment system.
Site-variable spend
Pass-through costs, equipment, and local fees differ site to site. What’s standard at one site is an unbilled extra at the next.
Periodic spend
Holdbacks, startup fees, milestone and maintenance payments land on their own schedule — and stall when no one is tracking the release.
Five sources of drift, one reconciled number. Independent reconciliation pulls all of it into a single record both sides can finalize against.
How it works
Built for the closeout visit, finished before it.
01
Gather the record
Contracts, budgets, invoices, payment history, and the activities actually performed — pulled together into one reconciled view.
02
Reconcile the gap
Line by line, we match work to payment and isolate every underpayment, holdback, and pass-through cost on either side.
03
Finalize the number
An agreed, documented settlement both parties can close against — recovered for the site, resolved for the sponsor.
See the work before you commit
Request a sample reconciliation report.
See exactly how a closeout reconciliation is documented — the line-by-line breakdown of underpayments, holdbacks, and pass-through costs, and the finalized number both sides can close against.
Find out what’s still owed on your study.
Request information about reconciliation for your Sponsor program or your site — or ask anything upfront. No commitment to start.