During the Ambassador Buenos Aires 2025 event, the Society for Clinical Research Sites (SCRS) presented the findings of the Latin American Landscape Survey 2025—a comprehensive assessment of the operational and financial realities of clinical research sites across Latin America.
While the report highlights progress in digitalization, operational capacity, and growing interest in standardization, it also reveals a critical and persistent risk affecting long-term site sustainability:
Most clinical research sites in LATAM have accounts receivable outstanding for more than 90 days.
This issue, observed across multiple countries, underscores a structural weakness that directly impacts study continuity, staffing, cash flow, and the financial stability of research centers.
Key Data From the Landscape Survey 2025
SCRS highlighted several important findings:
- Over 60% of research sites report payments outstanding for more than 90 days.
- The most common causes for these delays include:
- Slow administrative processes by sponsors
- Late or inconsistent visit reconciliation
- Manual spreadsheets are used for tracking
- Lack of integrated financial tools
These findings highlight a systemic issue: fragmented, manual processes that hinder real-time visibility into a site’s financial status.
Operational and Financial Impacts of Payments >90 Days
Long payment cycles do not merely represent an administrative inconvenience—they pose a significant financial risk to clinical research sites.
Liquidity and Cash Flow Risks
Sites must continuously fund essentials such as:
- Study staff payroll
- Laboratory and medical supplies
- Rent and utilities
- Equipment
- External audits
When payments exceed 90 days, smaller or emerging sites often struggle to maintain stable operations.
Delays in Active Studies
Cash flow problems can disrupt:
- Patient scheduling
- Availability of research staff
- Procurement of essential materials
- Sample shipment logistics
This creates a negative cycle: fewer resources → slower operations → delayed payments → increased financial pressure.
Strained Sponsor/CRO Relationships
Manual reconciliation, inconsistent tracking, and poor visibility create:
- Frequent invoice discrepancies
- Longer clarification cycles
- Approval bottlenecks
- Reduced confidence in the site’s financial processes
Sponsors expect accuracy and speed—manual systems make this difficult.
Limited Ability to Grow and Compete
Sites with restricted financial capacity may find it difficult to:
- Expand operational capabilities
- Invest in technology
- Hire or retain specialized staff
- Participate in more complex or higher-volume studies
This puts them at a disadvantage compared to larger networks or highly digitalized sites.
Practical Actions Sites Can Take to Reduce Financial Risk
Based on SCRS findings and best practices across LATAM, research sites can implement the following strategies:
Move from monthly to weekly reconciliation cycles
Frequent, standardized reconciliation reduces errors and accelerates invoicing.
Digitalize logs and source documents linked to payment workflows
Regulatory logs, eSource, delegation logs, and visit documentation should directly support financial processes.
Implement traceable activity and visit documentation
Clear, auditable records accelerate sponsor approvals.
Centralize financial management in a single platform
Replacing fragmented spreadsheets improves:
- Real-time visibility
- Faster review cycles
- Reduced discrepancies
- Accurate receivables tracking
Establish documented financial expectations from the start
Define:
- Maximum payment timelines
- Reconciliation cut-off dates
- Roles and responsibilities
- Dispute-management protocols
Provide administrative and financial training to site staff
Many delays originate from missing documentation or incorrect submissions.
Strategic Reflection: Financial Sustainability Is a Core Competitiveness Factor
The 2025 Landscape Survey reveals a critical truth:
Financial sustainability is one of the biggest challenges for research sites in LATAM—bigger than protocol complexity or regulatory delays.
Reducing the risk of accounts receivable >90 days is not simply an administrative task; it is essential for:
- Study continuity
- Sponsor/CRO satisfaction
- Operational quality
- Long-term growth
Sites that standardize processes, digitalize documentation, and gain financial visibility will be better positioned to scale, attract more studies, and meet sponsor expectations.
How Integrated Platforms Support These Needs
The survey aligns with a growing global trend:
Sites using integrated platforms—combining eSource, scheduling, regulatory logs, monitoring, and financial tools—significantly reduce payment delays and increase operational visibility.
Unified systems like Trial360 help eliminate manual reconciliation, improve traceability, and centralize financial workflows—supporting the operational and financial stability highlighted in the survey.
