Finance desk

The Finance desk finds billable work that your site has not invoiced yet. It compares three things for one study:

• Billing rules that Navigator builds from the study budget or CTA.
• Source activities that Navigator finds in your Source QC captures.
• Invoiceables that your CTMS holds for the study.

Each result goes to a review queue. You approve or dismiss each item.

Overview (1 min): capture invoiceables with the extension, reconcile them against source, and approve what is missing.

Who can use Finance

Finance is an optional module. It is off by default. Contact Rightview to turn it on for your site.

When the module is on, Finance shows in the sidebar for these roles:

Action	User	Site Editor	Private Editor	Site Admin
Open the Finance desk	✅	✅	✅	✅
Import invoiceables and use Invoice capture	✅	✅	✅	✅
Run reconciliation	✅	✅	✅	✅
Approve or dismiss results	✅	✅	✅	✅
Link patient numbers	✅	✅	✅	✅
Sync now from a connected CTMS	❌	❌	❌	✅
Build rules from budget and Approve rules	❌	❌	❌	✅
Export report	❌	❌	❌	✅

Medical monitors and sponsor administrators do not see Finance. See Roles and permissions.

Open the desk

1. Select a study in the sidebar's Study collection picker.
2. Click Finance in the sidebar.

The desk works on one study at a time. The header shows Collection: and the study ID. If no study is selected, the desk shows Select a study collection.

Set up a study

A new study shows a Set up this study checklist. Reconciliation needs billing rules and invoiceables. You can add them in any order.

1. Build billing rules from the budget. Upload the CTA or budget to the study collection. Then ask in chat: "Build the billing rules for this study." Site admins can also click Build rules from budget on the Billing rules tab.
2. Approve billing rules. A site admin reviews the draft on the Billing rules tab and clicks Approve rules.
3. Import invoiceables from the CTMS. Use Import CSV, Invoice capture, or Sync now.
4. Run reconciliation.

Source activities come from Source QC. When Source QC finishes a capture, Navigator reads the same pages for billable work. See Source Quality Control.

Money summary

Four cards at the top show totals for open items:

Card	What it shows
To invoice	Work in the source that is not in the CTMS. Click the card to filter the queue to these items.
Owed at the wrong rate	CTMS lines billed below the budget amount. Click the card to filter the queue to these items.
Needs review	Possible duplicates and items with missing evidence.
In the CTMS	All invoiceables for the study, and the amount without source evidence. Click the card to open the Invoiceables tab.

Add invoiceables

Import a CSV

1. Export the invoiceable list for the study from your CTMS as a CSV file.
2. On the desk, click Import CSV and choose the file.

The desk shows how many rows it imported. If you import the same file again, Navigator updates the rows. It does not add duplicates.

The CSV must have a header row. Only one column is required: the item name. Navigator matches column headers by name. Case, spaces, and underscores do not matter.

Field	Required	Accepted header names
Item	✅	label, item, description, activity, procedure, line item, name
Record ID		id, external id, item id, ar id, invoiceable id, line id
Patient		subject, subject id, subject number, patient, patient id, participant
Visit		visit, visit id, subject visit id, visit name
Type		type, activity type, category, item type
Date		date, service date, date of service, completed date, visit date, dos
Amount		amount, total, price, charge, cost, value
Currency		currency, ccy (the default is USD)
Status		status, state, billing status
Invoice		invoice, invoice id, invoice number, invoice no

A file can have up to 20,000 rows. If the item column is missing, the import stops and names the missing column.

Include the patient, date, and amount columns when you can. Reconciliation uses them to match CTMS lines to source work.

Capture a CTMS page with Invoice capture

Use the Chrome side panel to read an invoiceable page in your CTMS. To install the extension, see Chrome side-panel extension.

1. Open the CTMS invoiceable page in the current browser tab.
2. In the side panel, click Invoice capture in the icon rail.
3. Select the study at the top of the panel.
4. Click Capture invoices. The panel reads the page and finds the invoiceables. This usually takes less than one minute.
5. Review the rows. Clear the checkbox for each row that you do not want to save.
6. If the page lists more than one patient, a Patient column shows. Check the patient number on each row. Then select I checked the patient on every selected row.
7. Click Save. The button shows the number of rows that you selected.

After the save, click Capture another page for the next page. Click View in Finance to open the desk in a new tab. To discard the rows before you save, click Start over.

The extension can also suggest a capture. On a page that looks like a CTMS invoice page, a popup asks if you want to capture invoices for your study. Click Capture invoices to start.

Sync from a connected CTMS

If your site has a CTMS connection that supports billing, the desk shows Sync now. Only site admins can use it. It pulls the study's invoiceables from the CTMS.

With a connected CTMS, Run reconciliation also checks the CTMS again when no line matches an activity.

Billing rules

The Billing rules tab lists each rule from the budget:

Column	Meaning
BR	The rule number, for example BR1.
Item	The billable item. (bundled) means that another payment includes this item.
Trigger	The event that makes the item billable.
Amount	The budget amount.
Frequency	How often you can bill the item.
Effective	The dates when the rule applies.
Evidence	The evidence that the rule needs.
Source	The budget document and page.

A new rule set is a draft. A site admin clicks Approve rules to make it active. Site admins can click Rebuild from budget to make a new draft, for example after a budget amendment. Version history lists earlier versions.

You can run reconciliation on draft rules. The results are provisional until a site admin approves the rules.

Run reconciliation

Click Run reconciliation. The button is not available until the study has billing rules.

Each run checks up to 200 activities. If more remain, the message tells you to run it again. Each run also adds a summary to your chat threads.

A new run does not change items that you already approved or dismissed.

Review the results

The Review queue tab groups results by patient. Use the Status, Recommendation, and Patient filters to narrow the list. By default, the Status filter is Open.

Each row shows the activity, the date, the billing rule, the match type, the amount difference, and a recommendation.

Recommendation	Meaning
Ready to invoice	A billing rule covers the work, and the CTMS has no matching line.
Already captured	The CTMS has a matching line at the budget amount.
Wrong amount	The CTMS has a matching line, but its amount is not the budget amount.
Possible duplicate	The CTMS has a close match, but not an exact match. Or the line already matches a different activity.
More evidence needed	The source has no patient number, or the source reading is uncertain.
Not covered	No billing rule covers the work.
Included in other pay	Every rule that covers the work is part of another payment.

An exact match has the same patient, a matching item, and a service date within 3 days.

The Owed / owe column shows the amount difference:

• Owed means that the CTMS bills less than the budget. The sponsor owes the site the difference.
• Owe means that the CTMS bills more than the budget. The site owes the difference back.

Approve or dismiss an item

1. Click a row to open the evidence panel. It shows the reason for the recommendation, the Billing rule, the Candidate invoiceable, and the Source evidence page.
2. Click Approve to accept the recommendation. Click Dismiss to reject it.

You can also use the approve and dismiss icons at the end of each open row.

A decision is final. After you approve or dismiss an item, its buttons go away.

Patients tab

The Patients tab lists each patient from the source and from the CTMS:

Column	Meaning
Source activities	Billable work found in the source.
Invoiceables	Lines in the CTMS.
Source, not invoiced	Open Ready to invoice items.
Invoiced, no source	CTMS lines with no source evidence.

A Source only or CTMS only badge means that the patient shows on one side only. This often occurs when one system uses a screening number and the other uses a subject number.

To link two numbers for the same patient:

1. Click the patient number to open the detail view.
2. If Navigator found both numbers on one document, it shows a suggestion. Click the Link button to accept it. Click Not the same patient to reject it.
3. If there is no suggestion, choose the other number from the list and click Link.
4. Click Run reconciliation to match again with the linked numbers.

To remove a link, click Unlink next to the other number. Click All patients to go back to the list.

Invoiceables tab

The Invoiceables tab lists every CTMS line for the study. When Navigator holds invoice headers, it groups the lines under each invoice. The header shows the invoice number, the status, and the due date. Otherwise, the tab groups the lines by patient. The Source column shows where each line came from: CTMS sync, CSV import, or Extension capture. The Evidence column shows Matched when source work supports the line. Otherwise it shows None yet.

Payables

If your CTMS provides payables, the Invoiceables tab also shows a Payables section. It lists site payments out, with their type, name, status, and amount. It also lists receipts with the amount and the balance. These rows are not clinical visits.

Subject payments

If your CTMS provides subject payments, open a patient on the Patients tab. The Subject payments section lists each payment with its type, status, amount, amount paid, and payment type. If the patient has none, the section shows No subject payments for this patient.

You can also ask chat for totals of subject payments and payables. See Ask questions in chat.

Export the pilot report

Site admins can click Export report to download a CSV file for the study.

The top of the file lists totals:

• Confirmed missed dollars (approved Ready to invoice items).
• The number of open, approved, and dismissed items.
• Recommendation accuracy: the share of decided Ready to invoice and Possible duplicate items that were approved.
• The number of dismissed items for each recommendation.

Below the totals, the file has one row for each result. Each row has the decision, who made it, when, the amount, and the source page. The report identifies patients by subject number only.

Related guides

• Chrome side-panel extension
• Visits & Source Quality Control
• Roles and permissions