From study timelines to full cost management on one connected platform
Pharma and biotech organisations lose control when budgets, purchase orders, timelines and invoices live in separate systems. yipla connects them all giving you activity-based cost control, real-time resource allocation, and a seamless quote-to-invoice workflow built for Life Sciences.
yipla supports every type of pharma & biotech organisation
Whether you run a CRO, CMO, internal R&D department or medtech spinoff - yipla scales with the complexity of your project portfolio.
Six capabilities that change how you work
From activity-based budgeting to goods receipt matching - yipla closes the gaps that cost pharma & biotech organisations time, margin and control.
Activity-based cost & resource allocation
Build study budgets bottom-up by activity - FTE hours, CRO services, lab costs, IMP - and allocate resources to specific phases and tasks. Every committed cost is tied to a budget line, so you always know exactly where your money is going.
- Budget by activity: FTE, CRO, lab, materials, overhead
- Allocate resources per phase, site and task
- Real-time actual vs. planned cost per activity
- Capacity overview across all active studies
Integrated quote-to-invoice management
Start with a sponsor quote, convert it into a live project budget, replace budget lines with purchase orders as you progress, and generate milestone invoices automatically. Every step is connected - no re-entry, no version confusion, no missed billing.
- Quote → project budget in one click
- Budget lines replaced by POs as work progresses
- Milestone invoices triggered by phase completion
- Full audit trail from quote to final invoice
Easy vendor management with kanban tasks linked to Gantt phases
Every task on your Kanban board is linked to a phase in the Gantt timeline. Move a card to "Done" and the Gantt updates. Delay a phase and all linked tasks - and their costs - shift accordingly.
- Kanban cards tied to Gantt phases and milestones
- Status changes reflected across both views instantly
- Phase completion triggers budget and invoice events
- One-click from Kanban card to linked PO or cost line
Budget always linked to quote & invoices
The budget is not a static spreadsheet - it is a live document connected to your sponsor quote and outgoing invoices. Protocol amendments update the budget and automatically adjust the quote. Invoice values are pulled directly from budget actuals.
- Budget derived from and locked to the accepted quote
- Protocol amendments update budget with one approval step
- Invoice amounts validated against budget actuals
- Out-of-scope costs flagged and billed separately
Always correct dates on planned & committed costs
When a phase shifts, every committed cost tied to that phase shifts with it - automatically. No more manual updates to planned CRO fees or lab costs. Your financial planning always reflects your latest schedule, not last month's Gantt.
- Committed costs tied to Gantt phases, not fixed dates
- Phase delay auto-reschedules all linked costs
- Cash flow forecast always current without manual effort
- Finance sees accurate accruals without chasing the project team
Goods received on time, booked in the correct month
Track every purchase order through to goods receipt. When a delivery is confirmed, the cost is booked in the month it was actually received - not when the PO was raised or the invoice arrived. Accruals are accurate. Month-end surprises disappear.
- PO matched to goods receipt and supplier invoice (3-way match)
- Cost booked in the month of actual delivery
- Overdue deliveries flagged automatically
- Accrual report generated instantly for finance
Do you recognise these challenges?
These are the operational pain points yipla solves for pharma and biotech project teams every day.
Study budgets that are always wrong
Manually combining FTE costs, CRO rates, lab materials and indirect costs in Excel - and still ending up with budgets that don't reflect what was actually spent.
Protocol amendments that destroy your budget
Scope changes agreed verbally, budget impact calculated days later, re-billed to sponsor weeks after. Margin erodes before anyone notices.
Financial plans that don't match the Gantt
The project team updates the schedule; finance keeps planning against the old one. Committed costs sit on the wrong month. Accruals are wrong at every month-end.
Deliveries booked in the wrong period
Goods received in June but booked in July when the invoice arrives. Month-end closes are always delayed while someone chases receipts across email threads.
Milestone invoices built from spreadsheets
Finance manually compiles invoice amounts from project updates, often with errors. Sponsors dispute amounts. Cash collection is delayed by weeks.
Resources allocated across tools that don't talk
CRAs and researchers scheduled in one system, time logged in another, costs tracked in a third. Nobody has a complete picture of capacity or actual cost per study.
Replace budget lines with purchase orders as you progress
At the start of a study, your budget is a plan. As work progresses, planned costs are replaced by actual purchase orders - locked amounts with real suppliers, real dates and real delivery terms. Your budget evolves with your project, not against it.
- Planned cost lines become POs with one click as work starts
- POs carry supplier, amount, expected delivery date and cost category
- Budget vs. PO vs. actual invoice reconciled automatically
- Remaining uncommitted budget always visible to the PM
Kanban tasks and Gantt phases - always in sync
Project managers work in the Gantt. Lab teams and CRAs work in Kanban. In yipla, both views draw from the same data. A task completed in Kanban marks progress in the Gantt. A phase delayed in the Gantt reschedules all linked Kanban cards - and all linked costs.
- Every Kanban task linked to a Gantt phase and a budget line
- Phase progress drives automatic cost accrual
- Delay in one phase cascades to dependent tasks and costs
- One click from Kanban card to the linked PO or cost line
Cash flow forecast that updates itself
When your Gantt changes, your financial forecast changes with it. All committed costs - CRO fees, monitoring costs, lab fees - are tied to phases, not hardcoded dates. Finance gets a cash flow view that's always current, without chasing the project team for updates.
- All committed costs linked to Gantt phases with automatic date inheritance
- Phase shift re-dates all linked costs automatically
- Monthly accrual report generated without manual input
- Goods receipt date determines the accounting period - always
yipla is fully Peppol-compliant
Send milestone invoices and cost-reimbursement invoices directly via the Peppol network - including to public sector clients and research funders. No extra software, fully compliant with Belgian and European e-invoicing regulations.
Ready to take control of your study financials?
Join pharma and biotech organisations managing their studies, resources and sponsor invoicing with yipla. No credit card, no long-term contract.