SiteVault CTMS

SiteVault CTMS supports clinical trial management from pre-award budgeting and visit scheduling through post-award invoicing and payment reconciliation. It organizes study details, staff, milestones, study pipeline, and workloads in a centralized system. Customizable reports and dashboards show earned and forecast revenue, while automated tracking covers unbilled activities, unpaid invoices, and invoice aging. Teams can view participant status, visits, and procedure completion in real time. The system is unified with SiteVault eISF and eConsent to reduce duplicate data entry, and Veeva says it connects with over 450 sponsors and CROs already using Veeva technology. Both Free and Enterprise list enrollment tracking, participant visit management, study budgets and Medicare Coverage Analysis, sponsor invoicing, and payment reconciliation. The Free plan costs nothing and includes 20 concurrent active studies. Enterprise offers unlimited active studies, an open API, SSO, and enhanced support, with pricing on request. SiteVault states GCP, HIPAA, and GDPR compliance and CFR Part 11 validation. It is accessible on the web from internet-connected computers, tablets, and mobile devices.

SiteVault CTMS combines trial operations and financial tracking, with participant visibility and connections to SiteVault eISF and eConsent. Review the active-study limit and integration differences when choosing between Free and Enterprise.

SiteVault CTMS suits teams managing study operations, participant visits, and study finances. The free plan has a stated limit of 20 concurrent active studies, while Enterprise is listed with unlimited active studies.

SiteVault CTMS is a cloud-based clinical trial management system for coordinating study operations and finances. It suits research sites that need participant visibility alongside budgeting and billing workflows. Its free tier supports a bounded active-study portfolio; unlimited active studies and third-party integrations require Enterprise.

Overview

SiteVault CTMS covers work from pre-award budgeting and visit scheduling through post-award invoicing and payment reconciliation. It brings study details, staff, milestones, pipeline, and workloads into one system, while showing participant status, visits, and procedure completion in real time. This combination makes it a better fit for research sites managing both trial activity and revenue than for teams looking only for a document repository or lab-focused record system.

Customizable reports and dashboards show earned and forecast revenue, and automated tracking covers unbilled activities, unpaid invoices, and invoice aging. SiteVault CTMS is unified with SiteVault eISF and eConsent to reduce duplicate data entry. Veeva says it connects with over 450 sponsors and CROs already using Veeva technology, which can be useful for sites working with those organizations. The free version connects with other Veeva applications but does not integrate with third-party systems.

Key features

• Study operations: Enrollment tracking, protocol management, milestone tracking, and participant visit management give sites a shared view of study progress and staff workloads.
• Financial oversight: Study budgets, Medicare Coverage Analysis, sponsor invoicing, and payment reconciliation are included in both plans. Revenue dashboards and automated follow-up on unbilled work and overdue invoices make the system relevant to sites that need financial visibility as well as scheduling.
• Connected records: The connection with SiteVault eISF and eConsent is intended to reduce repeated data entry. Third-party integrations and an open API are Enterprise capabilities, so the free tier is less suitable for sites that need broader system connections.
• Compliance and security: SiteVault states that it is GCP, HIPAA, and GDPR compliant and CFR Part 11 validated. Veeva describes a security program based on ISO 27001, publishes a SOC 2 Type II report, and uses AWS infrastructure, with data stored in the United States, Europe, or Japan depending on customer location.
• Support and files: On-demand 24/7 global support, phone, email, and chat support, onboarding, and training are free. Individual files can be up to four gigabytes, and all media types, including video, are supported.

Pricing

SiteVault Free: free. It includes 20 concurrent active studies, with no stated count limit for archived studies, documents, or users, plus free support and onboarding. This is a credible starting point for a site with a manageable active portfolio, but the 20-study ceiling can become a planning constraint as concurrent work grows. Free users also give up third-party integrations.

SiteVault Enterprise: custom pricing. It offers unlimited active studies, an open API, SSO, and enhanced support, while retaining the CTMS features available in Free. Sites with larger portfolios or a need to connect third-party systems have a clearer case for Enterprise, but should weigh its custom quote against their operational requirements.

Platforms

SiteVault CTMS is cloud-based and available on Android, iOS, and the web. SiteVault describes it as a web application accessible from an internet-connected computer, tablet, or mobile device.

Who it's for

Research sites that coordinate enrollment, visits, budgets, sponsor invoices, and payment reconciliation in one workflow are the strongest match. The free tier is particularly suited to smaller portfolios that can stay within 20 concurrent active studies and rely on Veeva connections. Sites needing unlimited active studies, SSO, an open API, or third-party integrations should consider Enterprise instead.

Pros and cons

• Pros: Both plans include core enrollment, visit, budget, invoicing, and reconciliation functions, so the free tier is not limited to basic study tracking.
• Pros: Free support and onboarding lower the operational barrier to starting with a small portfolio.
• Pros: Revenue forecasts and automated tracking of unbilled work and aging invoices address site finances directly.
• Cons: Free is capped at 20 concurrent active studies, which may force a plan change as the portfolio expands.
• Cons: Third-party integrations are unavailable in Free, limiting its fit for sites that depend on non-Veeva systems.
• Cons: Enterprise pricing is custom, so its cost cannot be assessed without contacting Veeva.

Alternatives

SciNote is a freemium option with a free plan for one user and a dedicated workspace, making it worth considering for an individual who needs a free research workspace rather than SiteVault's trial-site operations and finance workflows.

Trial Interactive CTMS is a paid CTMS alternative for readers comparing paid clinical trial management systems.

eLabNext is a paid option with a free trial and cloud, private-cloud, or on-premises subscription choices; consider it when deployment flexibility is a priority.

SureCTMS has a published example configuration at $1,500 a month, billed monthly, with a 36-month subscription term; readers who prefer a concrete example price and term can compare it with SiteVault Enterprise's custom pricing.

CROMS is a paid alternative with a free trial and Enterprise pricing tailored to user count, integrations, onboarding, migration, and support; it may suit buyers seeking a quote shaped around those requirements.

Oracle Siebel Clinical Trial Management System is another paid option for readers comparing clinical trial management systems.

Lab Thread offers a free academic plan with five seats and 10 GB per seat, making it a better point of comparison for academic teams prioritizing a capped-seat free plan.

Sapio Sciences has a free academic option that requires an academic email; it is relevant to academic users comparing free software options.

Browse the Research Project Management Software list for more options.

Verdict

SiteVault CTMS is a strong choice for research sites that want study operations and financial tracking together, especially when participant visibility and Veeva connections matter. The free plan includes substantial core CTMS functions for sites with up to 20 concurrent active studies. Look elsewhere or move to Enterprise if your portfolio exceeds that cap or your workflows depend on third-party integrations.