A program is not a deal, and it does not close.
The pipeline is a chart in the corporate deck: five bars, each stopped at a phase, redrawn the week before every board meeting. Behind the bars there is no system. The investigators, the CRO, the advisers, the grant and the round sit in five people's files. We build the record that holds them, and leave the science where it is.
The KOL, the investigator, the buyer — three lists.
The MSL keeps investigators in a spreadsheet. Business development keeps pharma contacts in Outlook. The CTMS knows which site enrolled a patient and nothing about who introduced it, and the grant calendar lives with the CFO. So nobody can say which advisers have touched three programs, or which conference conversation last year became a co-development discussion.
The MSL's notes are not a marketing asset.
Biotech — programsWhere the science meets the commercial record.
Reported by phase, not stage
A custom object per program carrying indication, phase, IND and NCT identifiers. Contacts, sites, agreements and documents associate to it, so pipeline reporting reads by phase and programme, never by a deal stage borrowed from software sales.
Who introduced the site
One record per physician with affiliation, trial participation, publication history and advisory board attendance. The boundary is written down: the CTMS or eTMF stays the operational trial record, the CRM holds the relationship and the introduction path.
Medical and commercial, separated
Team and object-level permissions so MSL interactions never surface in a commercial view. Outbound draws only on assets that passed medical, legal and regulatory review, referenced by approved version and expiry date.
Adverse events caught in free text
Every inbound free-text channel classified, with a workflow that flags a possible report, timestamps first receipt and routes it to safety. Retention rules keep the CRM from quietly becoming a second, unvalidated safety database.
Transfers of value at source
Advisory boards, honoraria, meals and travel logged against the physician record as they happen, in the fields the reporting team actually files from, instead of an expense export reconstructed the month before the deadline.
The round, and every grant deadline
A round run as a real pipeline: dated stages, diligence requests, a data room access log. Grant submissions and progress report deadlines as records with owners and dependencies, not entries on one person's calendar.
From the program map to handover.
Gap assessment
We work inside the real systems — the CTMS, the ELN, the shared drives, the spreadsheets medical affairs actually uses — and map every place a person, a site or an agreement is currently stored.
Requirements spec
One data model: program, site, investigator, agreement, round. We write down which system owns each field, which direction it syncs and who may see it, before anything is built.
Build and migrate
Build it in HubSpot, migrate the spreadsheets, connect the boundary systems by API, and put routing and permissions in place. Board reporting is built with the people who present it.
SOP and transfer
Your team runs it. Data dictionary, admin training, and a named owner for every automation, so the system survives the next phase, the next CRO and the next head of commercial.
Every free-text field is a pharmacovigilance intake.
A contact form with a comment box, a chatbot, an MSL inbox — any of them can receive a description of a patient experience, and the clock starts when the organisation receives it, not when someone notices. By the time an inspector asks for the file, that is either a routed, timestamped, retained path to safety, or an unlogged obligation sitting in a marketing tool.
