Configure, Manage, Export payment records
In Datacapt, you can manage participant payments either globally (at the end of the study) or per visit, depending on your study requirements. This guide explains how to configure, declare, and confirm payments within Datacapt.
1. Configure recruitment study payments details
Steps to Configure Payment Details:
Navigate to "Recruitment Studies", search for and open the study where you want to configure payments.
Open Settings > Payment.
Configure the following options:
Payment Type:
Per Study: Generates a single payment order when the participant's application status is set to "Completed".
Per Visit: Generates a payment order for each visit, based on visits defined in the Recruitment Schedule.
Payment Currency: The currency to be associated with the payment order.
Payment Amount: (Available only if Payment Type = Per Study) Specifies the total payment amount for the study.
For Per Visit, payment amounts must be defined for each visit within the Appointment Schedule.
2.a "Per study" payment scenario
Extra configurations :
If your study design involves 100% payment at the end of the study protocol, no additional configurations are required.
Steps to generate a payment order "per study":
Add a Participant: Add a new participant to the recruitment study. 👉 Learn more about adding participants.
Complete the Study Process: Follow the recruitment study protocol. Once the participant’s clinical investigation is finalized, update the participant’s status to "Completed".
Review and Confirm Payments:
Verify the payment details, which are based on the initial study configuration.
If needed, adjust the payment amount and add a note explaining the modification.
Finalize Payment: Select "Finish and Close".
A payment order is now generated and will be visible under the Payments Dashboard, accessible from the Payments tab of the associated recruitment study.
👉 Read the following sections to learn the next steps in handling payments under Datacapt.
2.b "Per visit" payment scenario
Extra configurations :
If your study involves payments for each visit, you’ll need to complete an additional configuration step by creating a Recruitment Schedule :
Navigate to "Recruitment Studies", search for and open the study where payments need to be configured.
Open the tab "Schedules".
Create a new Recruitment Schedule:
During the schedule configuration, complete the field "Payment Per Visit" with the theoretical payment amount for the visit.
You will be able to customize this value later when confirming each visit’s payment.
Select "Save".
Repeat the process for each Recruitment Schedule as needed.
👉 Discover more about configuring Recruitment Schedules and the Agenda Module.
Generate and confirm payment order "per visit" :
Navigate to the "Schedules" page of a specific recruitment study or access the Calendar Module.
Select an available visit slot that is waiting to be associated with a participant.
Invite a Participant: Assign a participant to the visit slot (the participant must already be associated with the recruitment study).
Open the visit options and select "Confirm Visit".
Update the visit status to "Completed".
Update the participant’s application status if needed.
Review and Confirm Payments:
Check the payment details, which are based on the study recruitment configuration.
If necessary, adjust the payment amount and add a note to document the change.
Select "Finish and Close" to finalize the payment order.
3. Review and Confirm payment
After a payment order is generated, it must be reviewed and confirmed before being transferred to the financial team. This step is typically handled by the clinical team responsible for participant follow-up.
A dedicated Payments page is available within each recruitment study, consolidating all payment orders associated with that study.
Steps to Review and Confirm a Payment Order
Navigate to "Recruitment Studies", search for and open the relevant recruitment study.
Open the tab "Payments".
Use the available filters to display the payment records requiring review.
Verify the details and decide the next step:
Confirm Payment:
Click on the record.
Select "Confirm Payment".
The payment status changes to "Processing".
Cancel or Reject Payment:
Select the row associated with the record.
Choose "Change Status" and select either "Cancel" or "Reject".
Save your changes.
Outcome Based on Payment Status
If Confirmed:
The payment status is updated to "Processing".
The payment record is forwarded to the Payment Order Management screen for financial processing.
If Not Confirmed:
The payment status is updated to "Cancelled" or "Rejected".
The payment record remains at the recruitment study level and does not proceed further along the payment workflow.
4. Manager payment orders
Once payment orders have been generated and reviewed, the final step is to perform an administrative validation before exporting the payment details. Datacapt provides a global dashboard for managing payment orders across all recruitment studies.
How to Access and Review Payment Orders
Navigate to the "Payment Order Management" page.
The dashboard will display all payment orders by default.
Use filters to narrow down the records based on your objective. For example:
Filter for payment orders with a status of "Processing" to view all orders reviewed by the clinical team and awaiting final administrative validation.
Review the total amounts and payment details according to your center’s internal procedures.
How to Validate and Export Payment Orders
Navigate to the "Payment Order Management" page.
Filter and review the payment orders requiring validation.
Select the rows you want to validate and click "Make Payment".
Review the total payment amount and click "Submit".
What Happens After Submission?
Once submitted, the payment order details are updated as follows:
The payment order status changes to "Paid".
A payment date is recorded, reflecting the validation date.
A unique transaction ID is generated, grouping all payment orders validated in the same batch.
Important Notes for Bulk Validation
To process bulk validation, ensure that the following criteria are met:
All payment orders belong to the same center.
For labs using SEPA, participants must have provided their online bank account details.
All payment orders must share the same currency as the center processing the payment.
5. Export payments
Payment export files can be generated at any time using the export option. Datacapt supports exporting payment records in CSV, Excel, or SEPA (EU) HTLM ISO format, depending on your center’s configuration.
How to Export Payment Records
Navigate to the "Payment Order Management" page.
Select the appropriate export option:
CSV or Excel Export: Choose "Exports" to download the payment records in CSV or Excel format.
SEPA Export: If your center is configured for SEPA, select "Export SEPA" to generate the file in SEPA-compliant HTLM ISO format.
The file is automatically downloaded to your device and is ready to be:
Used for Key Performance Indicators (KPIs).
Shared with your bank for payment processing.