Free tool
Site budget calculator
Build a per-study site budget from procedure costs, visits and participants, with overhead, start-up and close-out fees and screen fails. Export it as CSV.
Procedures per participant
Total study budget
$76,875.00
$6,406.25 per enrolled participant, all in
- Per participant, direct
- $4,485.00
- Per participant with 25% overhead
- $5,606.25
- Participants x 12
- $67,275.00
- Screen fails x 6
- $2,100.00
- Start-up and close-out
- $7,500.00
Overhead is applied to procedure costs only. Numbers are an estimate; your contract decides what is paid.
Step 1
List procedures
Add each billable procedure, its cost per occurrence and how many visits it happens at for one participant.
Step 2
Set participants and overhead
Enter the number of participants you expect to enroll and your overhead percentage.
Step 3
Add fixed fees and screen fails
Enter start-up and close-out fees, expected screen fails and the reimbursement per screen fail.
Step 4
Export
Review the total and per-participant amounts and download the budget as CSV.
Worked example: a planning budget
Illustrative example: a $500 visit occurs four times and a $100 assessment occurs twice for one participant. Direct procedure cost is $2,200. Applying 25% overhead to those procedure costs gives $2,750 per participant. For ten participants, that is $27,500. Four expected screen fails at $250 add $1,000; start-up of $3,000 and close-out of $1,500 add $4,500. The estimated study total is $33,000.
These are hypothetical inputs, not recommended fees or Kyros Trials customer results. Use your negotiated or proposed amounts. The calculator separates recurring participant procedures from fixed fees so that changing expected enrollment does not silently multiply a start-up charge.
Assumptions and limits
Overhead applies to per-participant procedure costs only. The tool does not apply overhead to screen-fail reimbursement or fixed fees. Negative and nonfinite values are treated as zero; participant and screen-fail counts are whole counts. Review every input because a mathematically valid estimate can still omit important work.
The estimate does not determine invoice eligibility, sponsor payment timing, holdbacks, taxes or dispute terms. A procedure budget can differ from the milestone structure in the signed clinical trial agreement. Use the negotiated agreement and source evidence to decide what is earned. This public planning tool is not an accounting ledger or an automated contract interpreter.
Export, review and reconcile
Download the CSV with the assumptions and calculated totals, or print the page for a budget discussion. Review line labels and quantities with the coordinator and finance team. Include staff time and procedure costs consistently rather than counting the same activity both in a visit fee and as a separate assessment.
Use the fee-schedule reconciliation guide to distinguish a planned budget from eligible unbilled work. In sponsor invoicing, staff configure milestone fees and entered or verified triggers. The agreement still determines entitlement; an estimate here does not establish that an item can be invoiced.
Questions people ask.
Answers to the questions research sites ask most.
Still have questions? Book a demo
Review your sponsor billing in Kyros Trials.
Walk through your visit schedule, source records and sponsor billing with our team.
Book a 20-minute demo