Spend and close-out
Finance keeps the estimates in one place and the invoices in another, and someone works out each healthcare professional's (HCP's) share of the meal by hand. Pharmagin holds each program's estimate against the right budget line at submit, replaces it with the actual at close, and allocates each HCP's share before the program can close.
The budget ledger
A submitted program holds its estimate against the most specific budget line, so no money is counted twice. At close, the actual replaces the estimate and the budget locks. After that, only finance can change an actual amount.
ProblemA request goes in that the budget can't cover.
Under this client's policy, a request whose estimate exceeds its budget line can't be submitted. Another client can choose a warning, or an extra approver.
Budget lineBlockChecked at submit
ProblemSpeaker claims arrive by email, receipts attached.
Speakers send claims and receipts from their portal. The planner approves or rejects each one, with the amount and the reason. The approved amount moves into the program's actual spend.
ProblemEach HCP's share of the meal gets worked out by hand.
The meal cost is split across the HCPs who attended and ate, and a direct payment goes to the HCP it was for. If attendance changes after that, the split is marked out of date and runs again before the program can close.
At reconciliation, meal cost per attendee can be checked against the client's limit, and alcohol is not reimbursed. A speaker's travel and lodging can be held to the client's limits, and the payment can wait for the sign-in sheet and the host's report.
See these rules in the SOP mapWatch the budget, from estimate to actual
Your finance team keeps the estimates in one place and the paid invoices in another. Speaker receipts arrive by email, one at a time, weeks after the program. So someone adds it all up by hand, and nobody knows what's left until it's done. When the client asks how much budget is left, the answer waits for the tally. Pharmagin holds each program's estimate against its budget line the moment it's submitted. Each brand and region has its line: held, spent, and available. Pharmagin stops a request that doesn't fit its budget line, so nothing goes in unfunded. Your client can choose to flag it or add an approver instead. Speakers send their receipts through Pharmagin, and the planner approves each claim. At close, the actuals replace the estimates, and only finance can change them after that. The budget line moves from held to spent on its own. Nobody adds it up. Budget vs Actual shows each region against its plan, from the same programs. Your finance team closes the month without a tally. And your client gets its budget number on the spot. To see this on one of your client's programs, book a program walkthrough at pharmagin.com.
Split the year's budget the way the client reports it.
Increases, transfers, and reclaimed funds, each with its history.
From the speaker to the venue.
Categories and templates fill in each new program.
A reopen, recorded with a name and a time.
Bring a budget question a client asked last quarter. We'll show you where the answer sits, and when the money was held, spent, and settled.