CTMS

Overview

Billable items are the services and activities your site provided during a study that can be charged to the sponsor, as defined by the study budget.

The Billable Items tab provides a comprehensive list of all billable items.

• Participant Fees (Activity and Visit) will automatically generate billable items as participant visits are completed.
• Site Fees may be used to generate billable items on an ad hoc basis throughout the invoicing and payment reconciliation processes.
  • When creating site fees, overhead and withholding fields default to exempt but can be edited as needed.
• Custom billable items can be created at any time to document non-budgeted billing adjustments such as pass-through costs, credits, and fee adjustments.
• Use filters to group billable items for efficient tracking and invoicing.
• Once a billable item is associated with an invoice or payment, it cannot be changed.
• Export options are available from the Actions menu.

Review Billable Items

To review billable items, complete the steps below:

1. Navigate to Finance > Billable Items.
2. The table displays billable items, including accrued date, participant ID, visit, and withheld amounts (if applicable).
3. Utilize the Actions menu to Edit Columns and customize your view. These settings will be retained between logins.
4. Use the filters at the top of the table to sort and manage the displayed items:
   • Accrued Date: Limit your view to a specific accrual date range.
   • Participant ID: View fees tied to a specific participant.
   • Visit: Limit your view to one or more specific visits.
   • Withheld: Include or exclude the withheld portions of each billable item.
     • If your site uses withholding, add the Withheld column and filter out withheld items when creating invoices, as these will not be paid immediately.
   • Invoiceable: Filter your results based on whether or not a billable item is Invoiceable.

Create Billable Items

Beyond visit-driven fees, you can manually create billable items (ad-hoc costs like startup fees) from the list of available Site Fees or create a custom billable item for adjustments such as pass-through costs, credits, and fee adjustments.

To create billable items, complete the steps below:

1. Navigate to Finance > Billable Items.
2. Select + Create Billable Item.
3. Select one of the following:
   • Custom Billable Item: Complete the required fields and optionally associate the item with a participant or visit, then save.
   • From Site Fee:
     • Select the corresponding checkboxes of billable items to create.
     • Specify a quantity for each selected item if applicable.
     • Update the accrued date to reflect when the fee was expected to occur.
     • Select Save.

• Note: Custom-created billable items are automatically set to Invoiceable.