Q
Why Manual Site Payments Are Costing Sponsors More Than Money.
In Clinical Trials, payments aren’t just transactions — they’re the lifeline that keeps Sites running and studies on track.
Yet, far too many Sponsors still rely on manual payment processes. The result?
Payment delays, compliance risks, and frustrated Site staff who feel undervalued. In a world where timelines are tight and budgets tighter, manual Site payments are doing more damage than you might think.
Delays That Disrupt Your Entire Trial
Late payments don’t just annoy Site Coordinators — they slow recruitment, increase dropouts, and create tension between Sponsors and Sites. Even a two-week delay can ripple through your timeline, pushing key milestones further out and adding avoidable costs.
Example from the field:
We’ve seen Sites delay data entry simply because they’re still chasing last month’s payment. It’s human nature — if a Site feels under-resourced, non-critical tasks get pushed aside.
Hidden Administrative Costs You’re Not Counting
Manual payments eat into resources you can’t afford to waste.
Chasing invoices, cross-referencing protocol milestones, and manually reconciling budgets pulls skilled staff away from high-value work. For many Sponsors, the cost of extra admin hours quietly outpaces the tech investment that could automate it all.
You didn’t hire a Clinical Operations Manager to be a part-time Bookkeeper.
If they’re spending days sorting payments, you’re already losing money.
Compliance Risks
Lurking in the Background
Every payment is a compliance event.
When payment records live in email chains or scattered spreadsheets, you’re opening the door to missing audit trails, unapproved adjustments, and discrepancies that could land you in regulatory hot water.
Automated systems like SiteDocs Pay™ lock every change, time-stamp every approval, and align payments with CFR Part 11 requirements — making inspections smooth instead of stressful.
Built for Clinical Research.
Backed by Real Teams.
Damaged Sponsor-Site
Relationships
Late or inconsistent payments erode trust.
Sites talk, and your reputation can suffer if you’re known for slow pay. In a competitive Trial landscape, being the Sponsor that pays fast — and pays accurately — gives you the edge in Site selection.
The Real Cost:
Missed Opportunities
Every delay is a missed chance to move forward.
Manual payments don’t just cost time and money — they can cost you the momentum needed to hit FPI (First Patient In) targets, lock databases earlier, and beat competitors to market.
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.