Streamline CRO Financial Operations with Smart Automation
Eliminate the burden of manual invoice processing while maintaining the regulatory compliance your contract research organization demands.
The Financial Complexity Challenge Facing CROs Today
Your contract research organization juggles thousands of vendor relationships across multiple therapeutic areas and global trial sites. You’re dealing with complex invoices from central laboratories like LabCorp and Quest Diagnostics, clinical site networks, investigator fees, ancillary supply vendors, and specialized equipment providers like centrifuges and bioanalyzers. Manual accounts payable processes create bottlenecks that delay critical clinical trial timelines, while FDA compliance requirements demand perfect audit trails and approval workflows that paper-based systems simply cannot provide consistently.
Key Financial Pain Points Hampering CRO Operations
ProcureDesk's Transform Your AP Process with Intelligent Automation
Key Benefits
- Gain instant visibility into spending across all therapeutic programs with real-time budget tracking by protocol and site
- Accelerate vendor payments with automated workflows that route approvals through your clinical research hierarchy seamlessly
- Maintain regulatory compliance with complete audit trails and electronic documentation that meets FDA 21 CFR Part 11 standards
How It Works
How CROs Implement ProcureDesk AP Automation in 5 Steps
Step 1: Rapid Setup with CRO-Specific Configuration
Our implementation team configures your system with pre-built approval workflows for clinical research hierarchies. We set up vendor categories for central labs (LabCorp, Quest Diagnostics, PPD Labs), clinical sites, investigator networks, and ancillary suppliers like Imperial Clinical Research Services. The entire setup process is handled for you, including data migration from your existing clinical trial management system and Electronic Data Capture (EDC) platforms.
Step 2: Streamlined Invoice Processing for Clinical Vendors
Your Clinical Research Associates (CRAs) and site coordinators upload invoices from clinical sites, central laboratories, imaging core labs, and ancillary supply vendors. Our AI automatically extracts key data including protocol numbers, site IDs, investigator fees, and budget codes. Invoices for recurring services like bioanalytical testing, ECG core lab services, and pharmacokinetic analysis are automatically matched to existing purchase orders.
Step 3: Clinical Trial-Specific Approval Workflows
Invoices automatically route through your established clinical research hierarchy. Site-level expenses for patient stipends and coordinator fees go to Clinical Research Associates (CRAs), laboratory invoices for biomarker analysis and specimen processing route to Lab Directors, and investigator fees flow to Principal Investigators. Medical Directors receive high-value approvals for imaging equipment and specialized testing services, while routine ancillary supplies like specimen collection kits get auto-approved within preset limits.
Step 4: Real-Time Tracking Across Multiple Studies
Monitor spending across all your active clinical trials with real-time dashboards showing budget utilization by therapeutic area (oncology, CNS, cardiovascular, immunology), protocol number, and vendor category. Track commitments for upcoming patient visits, laboratory batches, and equipment rentals. Generate compliance reports for sponsor audits, FDA inspections, and Good Clinical Practice (GCP) reviews.
Step 5: Seamless Integration with Clinical Finance Systems
ProcureDesk automatically syncs with your existing financial systems including QuickBooks, Sage Intacct, NetSuite, Microsoft Dynamics Business Central, Xero, and Bill.com. Clinical trial costs are automatically allocated to the correct protocols and therapeutic programs, maintaining the detailed financial tracking required for sponsor billing and regulatory compliance with 21 CFR Part 11 standards.
Integration Capabilities
ProcureDesk seamlessly connects with the financial systems charter schools rely on most
Accounting Software Integration
- QuickBooks Integration: Synchronize purchase orders, vendors, and invoices with your QuickBooks environment for seamless financial record-keeping.
- Sage Intacct Integration: Connect directly with this cloud-based financial management solution popular among growing charter school networks.
- NetSuite Integration: For larger charter networks, our enterprise-grade NetSuite integration supports complex multi-entity financial structures.
- Business Central Integration: Seamlessly connect with Microsoft's comprehensive business management solution.
- Xero Integration: Perfect for smaller charter schools looking for streamlined accounting synchronization.
Payment Processing
- Bill.com Integration: Automate your accounts payable workflow from purchase order to payment with our direct Bill.com connection.
Each integration is set up during our implementation process, with our team handling the technical configuration while training your staff on the improved workflow.
Request Integration DetailsWhy CROs Choose ProcureDesk for Accounts Payable Automation
Learn how ProcureDesk has transformed procurement for CRO like yours
Clinical Research Expertise
Built specifically for the unique financial workflows of contract research organizations, with pre-configured approval hierarchies for clinical trials and therapeutic area management including oncology, rare diseases, and gene therapy programs.
Regulatory Compliance Foundation
Maintains complete audit trails and electronic documentation required for FDA inspections, sponsor audits, and Good Clinical Practice (GCP) compliance requirements with 21 CFR Part 11 validation.
Therapeutic Area Flexibility
Scales seamlessly across oncology, cardiovascular, CNS, immunology, and rare disease programs with customizable budget controls and approval workflows for each therapeutic area and clinical protocol.
What Our Customers Say
“We were experiencing late payments and potential missed invoices that didn’t get processed in the stack of papers. When board members wanted to review certain expenses, we had to physically scan documents. It just wasn’t a truly transparent process,”
“Anybody within the company could order goods or services, and approval would only happen after the invoice arrived. We needed to put controls in place, and ProcureDesk became one of those must-have solutions.”
“There was a general lack of clarity and transparency around our budgets. Because we wouldn’t get invoiced right away, we would pull budget reports in Quickbooks, but they were never fully accurate or up-to-date because of those pending orders.”
Frequently Asked Questions
Get answers to common questions about ProcureDesk for CRO
Ready to Accelerate Your Clinical Research Financial Operations?
Join leading contract research organizations who have transformed their accounts payable processes with ProcureDesk. Eliminate manual invoice processing bottlenecks, ensure regulatory compliance with FDA and GCP standards, and give your clinical teams the financial visibility they need to keep trials on track and within budget.
Transform your CRO’s financial operations today – streamlined approval workflows for Principal Investigators and Medical Directors, complete audit trails for regulatory inspections, and real-time spend visibility across all your therapeutic programs, designed specifically for the unique demands of clinical research organizations managing complex multi-site trials.
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