Using OnCore for Invoicing

OnCore has the functionality to manage many financial components, including invoicing.

• You can outline the executed clinical trial agreement (CTA) within the Financials Console. 
  
  
• You can send invoices to sponsors based on the subject visits that are checked in and the procedures that were added or marked as missed, and other events such as IRB fees and other administrative costs.
  
  
• You can then track the checks that you receive from sponsors to make sure you are paid all that you are owed per the contract terms.
  
  
• You can invoice for visits and procedures.
  • Attach charge master events, where you get a retail and research rate, and ultimately enter a negotiated amount
  • Select invoiceable milestones and enter the negotiated amounts for each visit
  • Totals can be adjusted with Visit Variations or manual adjustments, as needed
    
    
• You can invoice for protocol-related costs (pharmacy fees, IRB fees, startup and ongoing fees, etc.)
  
  
• You can invoice for % of accrual target achieved
  
  
• You can invoice at major milestones
  • Add protocol related events with negotiated rates
  • Request subject status rules (e.g. a percentage of enrollments) to receive email notifications
    
    
• You can invoice for screen failures
  
  
• You can set up OnCore to send email reminders for invoices
  
  
• You can invoice for subject statuses instead of calendar visits
  • You would set this up with protocol events in the milestones tab (cannot be arm-specific; you would need to use visits for arm-specific invoicing)

What else is important or helpful to know about Invoicing in OnCore?

• You can add overhead and indirect costs to items.
  
  
• OnCore also allows you to set a withholding amount when applicable, and you can designate which costs have that percentage withheld.
  
  
• OnCore can help you invoice multiple sponsors for a study.
  
  
• You can set up triggers for protocol-related items to document a charge based on dates or IRB submissions, and also make some items available in the CRA Console for study coordinators to document.
  
  
• Once you have finalized an invoice in OnCore, any fees listed on that invoice can no longer be edited or deleted from the original location where those fees are documented. If you need to make changes to an individual fee that has already been invoiced, you would need to void the invoice in order to make those changes, then recreate the invoice after the changes have been made.
  
  
• OnCore has reports to track invoices, such as the Invoice Aging Report and Invoiceable Items Report.