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A trial can have an adequate overall budget yet face a critical service problem because of payment timing. Advances, site payments and lengthy invoice reviews occur at different points. Cash-flow planning belongs with finance but must connect realistically to the project team's schedule of activities.
Decision framework
Place major payment triggers and required evidence on the timeline. Distinguish invoice creation, sponsor review and payment processing rather than assuming they happen together. Consider which service could be affected by missing documentation, involving authorised owners for contractual interpretation and financial obligations where necessary.
Worked example
For example, a laboratory expects an advance before its next analytical batch. Funds are budgeted, but the purchasing record is incomplete. Early visibility lets the team complete evidence and approval steps in time. Clinical staff are not asked to ignore missing commercial documentation, while any potential participant impact is escalated through the appropriate route.
Implementation checks
- Link payment terms for critical services to purchasing records and the dates when those services are needed.
- Distinguish disputed invoices under review from invoices that have never arrived rather than using one vague status.
- Create a shared notification route for project and finance owners when delayed payment could interrupt an important service.
Acceptance and boundaries
Accept the plan when teams can explain near-term financial dependencies and identify resolution owners. A payment forecast is not an unconditional commitment to a supplier. Potential interruption affecting participant safety or necessary trial activity should reach appropriate management without waiting for the routine budget meeting.
Frequently asked questions
- Does budget approval authorise a payment automatically?
- No. Applicable financial processes, supporting evidence and authorised approvals still need completion.
- Are monthly totals enough for cash-flow oversight?
- For critical advances, actual payment and service dates may be more useful than aggregate totals.