--- title: Protocol Billing Fees Overview description: An overview of the Protocol Billing fee setup in Vestigo. --- [Skip to content](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/protocol-billing-fees#main-content) English Show submenu for translations [![Vestigo-Logo-Md-1](https://vestigohelp.mccreadiegroup.com/hs-fs/hubfs/Vestigo-Logo-Md-1.png?width=239&height=75&name=Vestigo-Logo-Md-1.png)](https://vestigohelp.mccreadiegroup.com/en/vestigo?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - - [Contact Us for Support](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/contacting-support) [Contact Us for Support](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/contacting-support?hsLang=en) What can we help with? - There are no suggestions because the search field is empty. 1. [Vestigo Help Center](https://vestigohelp.mccreadiegroup.com/en/knowledgebase?hsLang=en) 2. [Protocols](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/protocols?hsLang=en) 3. [Protocol Billing and Budgets](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/protocols?hsLang=en#protocol-billing-and-budgets) September 25, 2026 # Protocol Billing Fees Overview ## An overview of the Protocol Billing fee setup in Vestigo. ### Introduction There are four types of Vestigo fees that can be used on a protocol. Below are those articles along with links on how to charge or setup those types of fees. - [**One time Only Fees**](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/one-time-only-protocol-fees?hsLang=en): These are fees that will only charge one time, such as a Set up or Start up fee. - [**Scheduled Fees**](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/protocol-scheduled-fees?hsLang=en): There is a scheduled fee engine within Vestigo that runs once daily. The fee engine looks for schedule fees due on the date the engine runs and charges them. Scheduled fees typically include maintenance fees as well as recurring patient fees. - [**Ad Hoc Fees**](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/protocol-ad-hoc-fees?hsLang=en): Ad-hoc fees are completed by authorized users and can include any valid fee within Vestigo. The ad-hoc fees can be added by going to the Billing tab of the Protocol Snapshot screen. - [**Protocol Activity Fees**](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/protocol-activity-fees?hsLang=en): These are fees that occur from a specific activity within a protocol. Examples include enrolling a patient, dispensing a drug, receiving inventory, and closing out a monitor visit and protocol. These fees are largely pre-programmed by the pharmacy staff and are calculated as these actions are completed by the user. **Tip** - It is recommended to have a billing account established prior to adding any fees. ### Prerequisties Adding Billing Fees to a protocol requires [Billing Fees](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/billing-fees?hsLang=en) be established in Billing Management.   ### Optional Settings/Flags on Fees Some billing fees have optional flags or settings that can apply to the fee being added or used. | **Setting/Flag** | **Definition** | | --- | --- | | Frequency | Scheduled fees have a frequency setting that will allow fees to drop automatically at predetermined frequencies.  - Daily - Weekly - Monthly - Quarterly - Semiannually - Annually If a scheduled fee is set with a service date in the future, the charge will not charge until that date and then charge based on the frequency setting. **Note** - Any fees set up with an anniversary date on the 28, 29, 30, or 31 of the month will charge on the 28th of the month.    | | Do not charge until inventory has been received | This option allows sites to set up certain fees to not charge until inventory is received on a protocol. Once any inventory is received on a protocol, fees will drop | | Block Automatic price updates | Enables sites to block automatic updates to the fee amount if the protocol is under a fixed price agreement. If checked, any changes to the base fee amount in Billing Management will not cascade down and update the protocol fee. | |   |   |   ### Schedule Fee Engine Scheduled fees are fees that recur at a specified interval. The available intervals in Vestigo are daily, weekly, monthly, quarterly, and annually. Common uses for these fees include maintenance fees and scheduled patient charges. For scheduled patient charges, the fee is applied for each patient enrolled in the study based on the fees established at the time of the patient enrollment. These instantiated patient fees are shown in a grid below the scheduled fees to allow the user to edit or remove them as needed. The instantiated patient fees are automatically disabled when a patient is removed from a protocol or the protocol is closed. The scheduled fee engine is a database job that runs daily for each client. The job runs early each morning before the start of business for that client. The engine uses the anniversary date for the scheduled fee and charges the fee if it calculates that it is due. The scheduled fee engine only looks for fees scheduled to be charged on the day the engine runs. It does not look back at fees that might have been edited to an earlier date. How Scheduled Fees Will Charge based on “Do Not Charge Until Inventory Has Been Received” and Anniversary Date: - If a fee requires a receive, and there has not been a receive, it won’t charge on the anniversary date. After inventory is received, the fee will always charge based on the anniversary date, even when inventory is not on hand. - If a fee requires a receive, and there has been a receive, but the anniversary date is in the future, the fee will not charge until the anniversary date. Moving forward, the fee will always charge based on the anniversary date, even when inventory is not on hand. - If a fee requires a receive, and a receive is done on the same date as the anniversary date, the fee will charge on the following date. Moving forward, the fee will always charge based on the anniversary date, even when inventory is not on hand. When a study is closed using the close out protocol process, any scheduled fees will discontinue.   #### Billing Summary ![](https://vestigohelp.mccreadiegroup.com/hs-fs/hubfs/image-png-Sep-25-2026-02-05-48-9442-AM.png?width=443&height=127&name=image-png-Sep-25-2026-02-05-48-9442-AM.png)Users can use this screen to review and reconcile billing details, charges, and invoices related to any account on that protocol. If an account is used across protocols, each charge listed related to the invoice will indicate the protocol. Any modifications to a charge will trigger an “View Audit Log” link where users can review those modifications.   - [From McCreadie Group](https://vestigohelp.mccreadiegroup.com/en/knowledgebase/from-mccreadie-group?hsLang=en#main-content) - [Features in Action! 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