Efficient trial management for sites

The Trial Administration module is the backbone of the entire TrialSite suite. A fine-grained role-and-permission framework governs every other module and gives each user only the access they need. All trial-specific data are captured here: protocol IDs, ethics approvals, contracts, milestones and every document linked to the individual trial. Investigator CVs, delegation logs or training certificates can be uploaded once and retrieved in seconds; clear contact lists show who is responsible for what. Documents are versioned automatically and stored in a tamper-proof repository secured by granular permissions. Optional electronic read-confirmations prove that staff have reviewed the latest version, while expiry alerts ensure nothing slips through the cracks. Through the built-in portal interface, selected public facts—such as trial title, sponsor and enrolment status—can be published automatically on the hospital website, eliminating double entry and providing a single source of truth.

The Budget module supplies trial sites with a defensible, EU-compliant cost basis for contract talks. It produces full-cost calculations that follow EU State-Aid Regulation 2014/C 198/01 down to the last euro. Users build reusable templates so a new budget is generated in minutes. Local cost catalogues—TVöD salary scales, imaging fees, overhead rates—are stored once and applied automatically. Every line item can be tied to a cost centre, investigator or visit, giving perfect traceability. Draft budgets pass through a built-in approval workflow: finance, pharmacy or radiology sign off their parts electronically, raising accuracy and auditability. The final sheet lists direct costs, indirect costs and allowable margins in a format accepted by CROs and auditors alike. Because the underlying logic and all historic versions are preserved, sites can defend their figures confidently and reuse proven templates for future trials.

Finance is the first module that lets a trial site capture performed procedures in a structured, paper-free workflow and convert them directly into invoices or SAP® billing orders. Study nurses log each visit or lab on a tablet; the data feed a live dashboard that tells management, in real time, how much income is earned and what remains unbilled. Internal and external services are separated by cost centre, simplifying intra-company charge-backs. Each provider sees a personal view of delivered but unbilled tasks, preventing disputes and lost revenue. Role-based rights allow the controlling team to pull numbers at any time and calculate work-in-progress at year-end with a single click. A reporting cockpit summarises every active trial with KPIs such as enrolled subjects, billed visits and cash-collection ratio. Real-time insight turns finance from a bottleneck into a steering instrument for the entire research portfolio.