Guide, published
How much does CTMS software cost in 2026?
Most site software vendors do not publish prices. Here is what is public, what we could verify, and the cost lines to ask every vendor about.
In this guide
The short answer
Few vendors of site CTMS software publish their prices. Of the vendors we checked in October 2026, one has a starting price shown publicly on a third-party listing site, and the others ask you to request a quote. Kyros Trials publishes its prices: $299 per month for Starter, $599 per month for Site and $499 per location per month for Network, with $0 onboarding and month-to-month terms (Kyros Trials pricing).
What is public, vendor by vendor
We only list figures we could verify from the linked sources. Prices change; confirm with each vendor.
| Vendor | What is public | Source |
|---|---|---|
| CRIO | No price published. G2's pricing page lists pricing as not available. | clinicalresearch.io, G2 |
| RealTime-CTMS | Capterra lists a starting price of $500/month for a Basic plan (Capterra's figure). | Capterra |
| Advarra Clinical Conductor | Pricing not published. | advarra.com |
| Florence (eBinders) | Pricing not published. | florencehc.com |
| Kyros Trials | Starter $299/mo, Site $599/mo, Network $499 per location/mo. $0 onboarding. | kyrostrials.com/pricing |
Why so few prices are published
Site software is often sold with custom quotes that depend on the number of users, locations, studies and modules. That flexibility can suit large organizations, but it makes it hard for an independent site to compare options or budget in advance. When you request quotes, ask each vendor to break the price into the lines below so you can compare like with like.
The cost lines to ask about
- Subscription: per site, per location, per user or per study? Is there a minimum?
- Modules: are eSource, eRegulatory, eConsent, recruiting and financials included, or priced separately?
- Onboarding or implementation fee: one-time setup, training and configuration.
- Data migration: is moving your existing studies and documents included?
- Users: are there per-user fees, and do monitors or sponsor users count?
- Contract term: annual, multi-year or month-to-month? What happens at renewal?
- Exit: can you export all your data, in what formats, and is there a fee?
- Validation support: is documentation provided for your computerized system validation?
A simple way to compare total cost
Work out the first-year cost for your real situation: subscription for 12 months, plus onboarding, migration and any per-user or per-module fees for the staff and modules you will actually use. Then work out the second-year cost, which usually drops the one-time fees. Compare both years.
For example, a single-location site on the Kyros Trials Site plan pays $599 times 12, which is $7,188 in year one, with $0 onboarding and free migration. Under the founding-site offer, the Site plan is $399 per month locked for 12 months, which is $4,788 for the first year, for the first 10 sites in exchange for a case study.
Can the sponsor pay for it?
Often, at least in part. Many sites negotiate technology or system fees into study budgets. If you include a line for site systems in budget negotiations, describe what it covers, such as eSource and eRegulatory, so the sponsor can approve it. Our free site budget calculator helps you build the rest of the budget.
Questions to ask in the demo
- Show me a visit going from scheduled to completed to invoiced.
- Show me how a monitor raises and closes a query.
- Show me the audit trail for one changed value.
- Show me a full data export.
- Who is my contact after go-live, and how fast do they reply?