Pricing That Scales With Your Team — Not With Your Trial Count
Flex Databases is subscription-based with a flexible pricing policy: your SaaS fee is based on the number of users and the number of modules in the contract — while projects and sites stay unlimited.
Users × modules
that's the whole formula
Unlimited
projects and sites
90 days
minimum contract
3–10 wks
to go live
How the Pricing Model Works
Three kinds of payments — one recurring, one at the start, one only if you ask for it.
Regular payments — the subscription
A SaaS fee based on the number of users and the number of modules in your contract, paid monthly or quarterly. The number of projects and sites is unlimited — growing your portfolio never grows this line.
One-time payments — at the start
A set-up fee and a training fee, paid once during implementation. After go-live in 3–10 weeks, they're behind you — no annual "maintenance" surprise attached to them.
Optional services — only if you need them
End-user validation support and system customization are available on request. The fee is calculated per your specific ask, with payment rules agreed in the final contract — never bundled in by default.
What You Pay For — and What You Never Pay For
The model is deliberately simple, so growth doesn't punish you.
You pay for
- Named users — the people actually working in the system
- Modules in your contract — only the ones you use
- One-time set-up and training at the start
- Optional services, if and when you request them
You never pay for
- The number of projects — unlimited on every contract
- The number of sites — unlimited on every contract
- Modules you don't use — add them later, when the pipeline needs them
- A logo — enterprise capability without the enterprise-brand markup
Why There's No Public Price List
Not because the number is scary — because there isn't one number. A 10-user biotech running eTMF alone and a 300-user CRO on six modules aren't buying the same thing, and pretending one price grid covers both would mislead at least one of them. Your quote is built from exactly two things you already know: how many people will work in the system, and which modules they need. Tell us those two things and you'll get a concrete proposal — not a sales process.
No Price List — But You Can Put a Number on the Value
Four calculators, one per module. Every field is editable — start from your own numbers, or use the presets where we have them. The platform cost used inside is a typical industry benchmark, not Flex Databases pricing.
eTMF: reconciliation & re-entry
Active studies
Hours/study/year on manual CTMS↔TMF reconciliation before audits
Time spent matching visit records to filed documents by hand
Hours/study/month re-entering visit data into the TMF manually
Copying what's already recorded elsewhere into the TMF
Blended hourly rate (€)
Platform users
Everyone with a login — coordinators, CRAs, QA, reviewers
Estimated annual impact
Hours freed / year
Cost saved / year
FTE equivalent freed
FTE calculated at ~1,900 productive hours/year for this task.
Estimated ROI
Net savings after platform cost
Estimate, not a published statistic:
Based on typical clinical operations patterns. Adjust every field to your own team's numbers — the formula is transparent, the defaults are a starting point.
Platform cost is an industry benchmark, not a Flex Databases quote
The cost above is a typical industry number, not Flex Databases pricing — and it's one shared cost, not per module. If more than one module applies, compare it to your combined savings across tabs. Flex Databases pricing is flexible and scoped to what you actually need.
Getting a Quote Takes One Email
Note your desired modules and an approximate number of users — that's everything we need to prepare a proposal.
1. Tell us two things
Which modules you're interested in, and roughly how many people will use the system. Drop a line to contact@flexdatabases.com or use the demo form.
2. See it configured for you
We'll organize a tailored live demo around your actual process — your workflows, your study types — not a generic walkthrough.
3. Get a concrete proposal
A clear subscription figure for your users and modules, one-time fees stated upfront, and a 90-day minimum contract — no multi-year lock-in to start. From sign-off, you're typically live in around 5 weeks.
“Over 26 years at Agenus, our Flex CTMS and TMF implementation is the smoothest and fastest implementation of a validated IT system we have done."
Craig Winter
CIO, Agenus Inc.
"We value that our feature requests are taken seriously by Flex Databases and added to their development roadmap. We also benefit from their customer-specific configuration service."
Cheryl Marron
Manager Clinical Operations, Calian
"As a boutique organization, being able to add modules step by step matters more than a giant feature list."
Claudia Gruber
Director Clinical Operations, Sourcia
The modules behind the subscription
Mix and match — your fee reflects exactly the set you choose, and you can add more later. Here's what each one does.
CTMS
Manage all your CRA activities, patients' data, sites, and invoicing in real time.
•
Schedule monitor visits, assess CRA performance, and generate any type of visit reports.
•
Set up online invoicing, payment rules, and different site budgets.
•
Organize all information on investigators, sites, vendors and therapeutic areas in one place.
eTMF
Gain complete visibility into all of your trial documentation.
•
Get instant, safe access to your trial documentation from any place in the world.
•
Ensure constant audit readiness of your TMF.
•
Upload documents in seconds, see missing files, review and correct everything in real time.
EDC
Capture clean clinical trial data faster, with the flexibility to change mid-study.
•
Build eCRFs with zero code and amend them mid-study without a developer.
•
Built-in RTSM, ePRO and RBM, plus AI-assisted medical coding.
•
Instant CDISC-ready exports for biostatistics — live in under 3 weeks.
PM & Budgeting
Make the complex financial part of your project easy.
•
Plan and allocate resources and workload for an unlimited number of projects.
•
Track and analyze project performance with automated reporting.
•
Manage all project-related expenses in one place.
Pharmacovigilance
Ensure robust, compliant pharmacovigilance activities throughout all trial stages.
•
Manage all PV processes within one system.
•
Communicate with partners and regulatory authorities directly via EDI gateways.
•
Make reports in any format required by regulatory authorities.
LMS & QMS
Manage all quality-related activities and personnel qualification level.
•
Manage SOPs, audits, incidents, CAPA and all quality-related activities.
•
Organize easy onboarding of new employees with automatically assigned training.
•
Get a complete view of your employees' knowledge level with advanced reporting.
AI in Clinical Trials
Validated AI across the platform, doing the repetitive work while your team keeps oversight.
•
Automatic TMF filing and classification, and AI-assisted medical coding.
•
ML-powered signal detection and AI quiz generation for training.
•
Validated under GAMP 5 and FDA CSA — AI proposes, your team decides.
15+
Years of operations
500+
Companies using Flex Databases
45,000+
Users across the globe
100+
Clients
20,000+
Daily active users
10m+
Documents
2,000+
Clinical trials
30+
Countries
Pricing: Frequently Asked Questions
Talk to us. See it yourself
Skip the generic demo. A specialist who works with this platform every day will walk you through it live, answer the hard questions directly, and show you exactly how it would run in your organization — not a script, not a slide deck.