Five Proven Tips to Put the Right Systems in Place for Successful Clinical Trials

You’ve got promising science. Maybe even preclinical success. But before you dive into clinical trials, ask yourself: Is my company operationally ready to handle the complexity that’s coming? 

Because let’s be honest. Clinical trials are expensive, high-stakes, and filled with moving parts. And while your research team might be locked in, it’s your backend systems (yes, the unglamorous stuff) that can make or break your timeline, budget, and compliance. 

Let’s break it down with five proven tips for backend systems that can save your clinical trials team serious headaches and position you for success from the start. 

Tip #1: The Importance of Backend Systems for Clinical Trials 

Backend systems refer to the software and hardware that support a company’s operations, including managing finances, inventory, and data for clinical trials. Having robust backend systems in place is crucial for ensuring that your clinical trial runs smoothly and efficiently. 

Think of it like building a house: you wouldn’t pour the foundation with a teaspoon, right? So why attempt to run a multi-million-dollar trial using systems designed for startups?  

This leads us to the first recommended upgrade. 

Tip #2: Switching from QuickBooks to NetSuite 

One of the most important backend systems for clinical trials is a finance and accounting system. QuickBooks is a popular accounting software for small businesses, but it can be challenging to use for complex clinical trials. NetSuite is a cloud-based ERP system that is designed for growing and global businesses. It offers a wide range of features that can support financial management, including: 

• Multi-currency support 
• Revenue recognition 
• Inventory management 
• Auditing and reporting 

If you are using QuickBooks for your clinical trial, it is essential to switch to NetSuite. NetSuite can enhance your financial accuracy and efficiency. 

NetSuite offers a wide range of audit reports designed to strengthen the accuracy of your financial data. These reports can be used to identify and correct errors, as well as to comply with regulatory requirements. 

Inventory management is another critical aspect of clinical trials. NetSuite allows you to track your inventory levels, manage your supply chain, and ensure you have the materials needed to conduct your trial. 

NetSuite can also be used to manage your direct purchasing. This includes the materials you need to manufacture your pharmaceutical drugs or treatments. 

If you are manufacturing your own pharma drugs or treatments, you will need a system to manage your manufacturing and supply chain. NetSuite lets you track your production process, manage your inventory, and ensure that you meet your delivery deadlines. 

And the best part? You will gain enhanced visibility into your spending, encounter fewer reporting challenges, and benefit from a system that evolves with your needs rather than working against you. 

Tip #3: Use Adaptive for Clinical Trial Budget Modeling 

Let’s face it. Clinical trials rarely go exactly to plan. That’s why you need flexible forecasting that moves with you, not against you. 

Adaptive gives you the tools to: 

• Run what-if scenarios 
• Reforecast based on trial shifts 
• Align teams on real-time budget vs. actuals 

It’s not just about plugging in numbers. It’s about staying ahead of what’s coming. If NetSuite gives you visibility into what’s already happened, Adaptive shows you what’s likely to happen next and what you can do about it. 

Because nothing burns through investor trust faster than “we didn’t plan for that.” 

Tip #4: Concur or Expensify for time and expenses 

Time and expenses are another important part of clinical trials. Concur and Expensify are two popular expense management systems that streamline expense tracking and ensure that they are reimbursed correctly. 

You don’t want your scientists spending their evenings itemizing travel receipts. Time and expense tracking needs to be smooth, fast, and audit ready. 

Concur and Expensify let you: 

• Snap a photo of the receipt—done. 
• Sync to finance systems. 
• Reimburse accurately and on time. 

When it comes to managing expenses, simplicity is key. Choose tools that make it easy to capture, categorize, and move on without overcomplicating the process. 

The goal isn’t to obsess over every receipt but to keep teams focused, spending transparent, and reimbursements timely. That’s the mindset that drives efficiency and supports compliance. 

Tip #5: Prendio or ZAGENO for Indirect purchasing 

Prendio and ZAGENO are specifically designed to assist companies in handling indirect purchasing, which encompasses a range of goods and services that are not directly related to the research itself but are vital for smooth operations. Indirect purchasing includes office supplies, travel arrangements, IT services, and other essential resources required to maintain a productive work environment. 

Prendio offers several advantages: 

• Centralized Procurement: By consolidating purchasing activities into a single platform, companies can better track and manage their expenditures, reducing the risk of overspending and ensuring that all purchases are necessary and justified. 
• Cost Efficiency: Both Prendio and ZAGENO offer competitive pricing and access to a broad network of suppliers, allowing companies to benefit from lower prices and bulk purchasing options, which can significantly reduce overall costs. 
• Enhanced Compliance: Utilizing these platforms supports compliance with corporate policies and regulatory requirements as all procurement activities are recorded and can be audited easily. 
• Time Savings: By automating and streamlining the procurement process, these platforms save valuable time for researchers and administrative staff, enabling them to focus on more critical tasks related to clinical trials. 
• Improved Supplier Relationships: Both platforms offer tools for managing and nurturing supplier relationships, ensuring that companies can quickly and effectively source the goods and services they need from trusted partners. 

ZAGENO simplifies indirect purchasing by centralizing lab supply procurement into one platform. With access to 40M+ lab products, support for catalog and non-catalog items, and seamless integration with all major procurement systems, ZAGENO helps indirect procurement teams gain control, ensure compliance, and reduce manual effort while keeping scientists focused on research. In addition, ZAGENO automates lab procurement, while reducing inefficiencies through:

• Automated Sourcing: Find what you need from over 5k brands or get it sourced in hours.
• End-to-End Visibility: Real-time tracking, supplier performance insights, and ship dates.
• Finance-Friendly Invoicing: One monthly invoice, uniform terms, and automated 3-way matching.
• Seamless Procurement Automation: Optimize request-to-receipt workflows without replacing your P2P/S2P system.
• Cost Savings: AI-powered insights help reduce lab supply spend by 25%.

When indirect purchasing is handled through the right platform, it becomes less of a distraction and more of a strategic advantage. Prendio and ZAGENO simplify the process, reduce friction across teams, and ensure your operations stay focused on what matters most in executing your clinical trial. 

Don’t Stop at Systems: What Else Should You Be Thinking About? 

Setting up the right tools is step one. But clinical trial success also depends on planning ahead: 

• Have a clear protocol and timeline 
• Lock in the right team 
• Nail down your regulatory strategy early 
• Know your trial costs and be ready to defend them 

It all adds up to smoother trials, fewer surprises, and a better shot a getting your treatment to market. 

Next Step: Start With What’s Holding You Back 

Still using patchwork systems? Feeling like your ops aren’t quite ready to scale? 

Start with one change. Whether that’s switching from QuickBooks to NetSuite or modeling your budget in Adaptive, every step forward makes the next one easier. 

Want to talk through what systems make the most sense for where you’re at today? Reach out today. We’ve worked with early-stage BioTech teams at every step of the clinical journey.