Why cubePAY?

A completed study activity does not always mean a payment is ready to be initiated. The agreed fee, the required data checks, and the approval process all need to line up. Establishing that connection is the purpose of cubePAY.

cubePAY uses configured payment rules and EDC data to generate payment items, bring them into statements, and support review and approval. For sponsors and CROs, it provides a structured way to move from clinical activity to a payment statement, with a record of how each item was created and approved.

Connect payment conditions to clinical data

The conditions for a payment may go beyond a visit taking place. A study may require source data verification (SDV) to be complete before the associated activity becomes eligible for payment.

cubePAY connects those conditions to EDC data. Once the relevant fee schedule has completed its approval workflow and the configured trigger requirements are met, the system generates a payment item using the defined fees. This can reduce the need to identify eligible activity manually and recreate the corresponding payment entries.

For example, a visit may include several payable assessments. Under an “All Satisfied” rule, cubePAY waits until all the required conditions are met before generating the payment item. An itemized rule can instead reflect qualifying assessments, subject to the configured visit requirements. Patient status can also determine eligibility, allowing the rules to reflect how a study handles situations such as screen failure.

Reflect the fees agreed for each study

Payment arrangements can differ between countries and sites. cubePAY supports country templates with their own currencies, payment items, and tax settings, with site fee schedules providing a further level of configuration.

Reusable master items provide a common starting point for defining fees. Country templates and site fee schedules are then configured for each study, helping teams apply a consistent structure while reflecting local requirements.

Not every fee originates from EDC data. Teams can also add payment items manually, such as a site initiation fee. Applicable indirect charges and tax rates can be configured and calculated within the payment workflow.

Bring eligible items into a controlled approval process

Generating an item is one step toward initiating a payment. Teams still need to review the amounts and confirm that the statement has received the required approvals.

cubePAY can generate draft payment statements on a configured schedule. Users can also create a statement manually when they need to work outside that cycle. Statements follow the study’s configured signature workflow, giving teams a defined process for reviewing and approving the included items.

The system records payment status and the entered payment date, and supports sending a payment notification using statement information. Actual transfers to sites or participants take place outside cubePAY. Its role is to support payment triggering and the associated records, rather than execute bank transfers.

Keep changes traceable as the study progresses

Clinical data can change after a payment item has been created. A corrected assessment value, for example, may change the amount associated with that activity.

cubePAY handles those changes according to the stage of the statement workflow. Items associated with a draft statement can be updated. Once a statement has been saved or moved into signing, the adjustment process retains the original item as void and creates linked entries to offset the original amount and record the replacement amount.

Version control for country templates and site fee schedules also supports changes to payment settings during a study. Audit trails and approval history provide a record of the changes and decisions behind the payment workflow.

Give teams visibility into the payment records

Sponsors and CROs need to understand which items have been generated and where they sit in the workflow. cubePAY provides payment item records linked to patients and statements, alongside reporting filters for study, site, and patient.

These records help teams review the basis for payment items and their recorded status. Data exports support subsequent work outside the system, while the audit history keeps the payment preparation and approval steps traceable.

Why cubePAY

cubePAY addresses a specific operational need: connecting clinical activity with the rules and approvals required to initiate payment. EDC data provides the trigger, configured fees determine the amount, and the statement workflow provides a controlled route through review and approval.

For sponsors and CROs looking to bring more structure to that process, cubePAY offers a dedicated environment for preparing and documenting payment activity.