Q
The Hidden Costs of Manual Clinical Trial Payments — And How to Fix Them
Why Payment Chaos is More Than Just an Inconvenience
In the clinical research world, late or inaccurate Site payments aren’t just frustrating — they can cause delays, damage relationships, and even jeopardise trial timelines.
When payment processes rely on spreadsheets, email chains, and manual reconciliation, small errors can snowball into significant compliance and operational risks.
The Real Impact on
Sponsors and Sites
For Sponsors, payment delays can erode trust with sites, making it harder to recruit and retain high-performing partners.
For Sites, late payments can create cash flow challenges, making it difficult to fund staff, cover operational costs, or manage patient visit expenses.
It’s not just about money — it’s about momentum. If the administrative load slows down one link in the chain, the entire trial feels the impact.
The Most Common
Payment Pain Points
Inconsistent Budget Tracking
Without a centralised system, it’s easy for versions of a CTA budget to drift — creating confusion and disputes.Missed Milestones
If milestone completion isn’t tracked in real-time, invoices are often delayed or sent with incomplete data.Version & Amendment Confusion
Protocol changes and amendments can lead to outdated payment terms if not updated across all tracking systems.No Visibility for Stakeholders
Sites, Sponsors, and CROs all need to see the same payment status — without relying on inbox searches.
Why Automation Changes Everything
Automated payment workflows, like those in SiteDocs Pay™, align budgets with milestones, integrate directly with visit logs, and eliminate manual double-handling. With real-time visibility, both sponsors and sites know exactly what’s approved, what’s pending, and what’s paid — reducing friction and speeding up the payment cycle.
Case in Point:
A Study That Cut Payment Delays by 60%
One Sponsor using SiteDocs Pay™ reported that they reduced average payment turnaround from 45 days to under 18 days. Most Sites are missing at least 30% of due reimbursements due to the methods they use for Investigator Payments
The key was removing human bottlenecks from the process and giving all Stakeholders a live, single source of truth.
Built for Clinical Research.
Backed by Real Teams.
How to Get Started
Audit Your Current Process – Identify bottlenecks, version mismatches, and approval delays.
Centralise & Automate – Choose a platform designed for Clinical Trial payments, not generic accounting.
Train & Align Teams – Ensure both Sites and Sponsors understand the workflow and timelines.
Final Takeaway: Payment chaos is optional. With the right system, you can turn one of the most frustrating parts of trial management into one of the smoothest — keeping your teams paid, your relationships strong, and your timelines intact.
The Better Way: SiteDocs Pay™
Automate payments, protect compliance, and build trust.
With SiteDocs Pay™, you get a unified, audit-ready system that aligns budget templates with milestone tracking. No more invoice chaos. No more strained relationships. Just transparent, timely payments that keep your trial moving forward.
See how SiteDocs Pay™ can replace your manual process
Trial Oversight
Sponsor visibility, simplified
Gain real-time access to site activity, document versioning, and compliance progress across all locations.
Payment Automation
No more spreadsheets
Automate Investigator payments with complete transparency, built-in approvals, and faster disbursements.
Remote Staffing
Help when you need it
Access trained research staff remotely to support document upload, review, and task coordination.
SIP Integration
Compatible by design
SiteDocs Portal™ connects seamlessly with the Shared Investigator Platform and Sponsor eTMFs.
Cloud Security
FDA CFR Part 11 aligned
AWS-hosted infrastructure meets industry standards for security and compliance.
Scalable Platform
Flexible, Future-Ready
SiteDocs Portal™ works for any trial size and any budget. Book a demo or request pricing to see what fits best.
Still Have Questions About SiteDocs Portal™?
We’ve answered the most common questions about setup, security, pricing, and compatibility.
Still unsure? Reach out — we’re happy to help.
What does the SiteDocs Portal™ platform include?
SiteDocs Portal™ offers a modular suite of tools including document management, Site payments, SIP/eTMF integration, and on-demand support through RemoteHub™ — all purpose-built for Clinical Trial operations.
Is SiteDocs Portal™ secure and compliant with industry standards?
Yes. SiteDocs Portal™ is hosted on in-region AWS infrastructure and aligned with CFR Part 11 and ICH GCP R3 requirements, ensuring audit-ready compliance and enterprise-grade security.
Can I use only one part of the SiteDocs Portal™ platform?
Absolutely. You can start with a single tool — like document management or payment processing — and scale into additional services as your trial needs evolve.
How long does onboarding take?
Most teams are up and running in under two weeks. Our guided onboarding process is tailored to your workflows and includes training, data setup, and integration support.
Does SiteDocs Portal™ integrate with SIP and other Sponsor systems?
Yes. SiteDocs Portal™ is built for seamless SIP and eTMF integration, making it easier for Sites to collaborate with CROs and Sponsors from day one.