What to compare

Compare the same items in both columns: what you expected to earn by now, and what you've actually earned. Keep earned, invoiced and paid separate, because they tell you different things. A study can be earning well and still have a cash problem.

A worked example

Sample study
To date
Item
Budget
Actual
Start-up
$5,000
$5,000
Visits at $655
$26,200
$20,305
Screen failures at $300
$1,200
$1,800
Total
$32,400 / $27,105

Illustration only, with sample data: 40 visits budgeted and 31 completed; 4 screen failures budgeted and 6 recorded.

The site is $5,295 behind plan. Visits are $5,895 short because enrollment is slow, while screen failures are $600 over. Before counting that extra $600, the site should check whether its contract caps screen failure payments.

Variances worth checking

  • Slow enrollment: fixed staff costs may be outrunning visit income
  • High screen failures: you may be doing work beyond any contract cap
  • Earned but not invoiced: a sign that billable items are being missed
  • Invoiced but not paid: time to follow up with the sponsor
  • Protocol amendments: new procedures may need a budget amendment
  • Staff time over estimate: useful evidence for your next negotiation

How often to review

A monthly review suits most small sites. Tie it to your invoicing routine, so both use the same list of completed visits. PAS OneCore keeps pricing, invoices and study records together for this kind of review.

This guide is general information, not financial advice. Amounts are examples only and don't represent typical study rates.