IMP inventoryUpdated September 26, 2026

Every kit accounted for, from depot to destruction

Replace the accountability spreadsheet with a custody record for every kit. Shipments, receipt, dispensing, returns and destruction all update the same history, and the accountability report builds itself.

  • Shipment receipt with quarantine
  • Custody history per kit
  • Accountability report
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Free sandbox · No credit card · 21 CFR Part 11 aligned

Kit K-10418 · custody history

  1. At depotAvailable
  2. In transitAvailable
  3. At siteAssigned
  4. With patientDispensed
  5. ReturnedReturned (used)
  6. DestroyedDestroyed

Only physically possible combinations can be saved.

8

custody states from depot to destroyed

1

history per kit, never overwritten

0

accountability spreadsheets

Blinded

views for blinded roles

Shipments

Ship to sites and receive against a checklist

Upload a shipment against its destination site. The site sees a badge, opens the shipment, ticks what arrived and quarantines anything missing or damaged with a reason.

  • Shipment upload by CSV with a destination site and reference.
  • Kits in transit stay out of site stock until received.
  • Receipt kit by kit, with missing, damaged or wrong kits quarantined.
  • Every received kit written to the audit trail.
Shipment SH-0031 · 6 kits in transit to Site 02
Select allSubmit receipt
  • K-10420Received
  • K-10421Received
  • K-10422Received
  • K-10423Not received
  • K-10424Received
  • K-10425Received

1 kit will be quarantined

Reason: Damaged. Outer box crushed in transit.

Custody

A kit state that always makes sense

Each kit has a custody location and a lifecycle state, and the database only allows combinations that are physically possible. A kit with a patient cannot also show as available.

  • At depot, in transit, at site, with patient, returned, reconciled, returned to depot, destroyed.
  • Lifecycle moves with custody automatically when a kit is assigned, dispensed or administered.
  • Returns recorded as used or unused.
  • Monitor reconciliation as its own step.

Kit K-10418 · custody history

  1. At depotAvailable
  2. In transitAvailable
  3. At siteAssigned
  4. With patientDispensed
  5. ReturnedReturned (used)
  6. DestroyedDestroyed

Only physically possible combinations can be saved.

Dispensing

Dispensing that cannot go to the wrong subject

Kits are proposed by earliest expiry and linked to a visit. The site confirms each physical kit, flags a damaged one without leaving the flow, and signs once.

  • Every dispensing linked to a visit.
  • Dispensing units per kit supported.
  • A damaged kit handled inside the dispensing flow.
  • Allocation and dispensing committed together under an e-signature.
Dispense IMP · Week 4
Occasion
Kits
Verify
Sign

1 of 2 kits confirmed

K-10418B-2207 · exp 03-2027
K-10419B-2207 · exp 03-2027
Sign stays disabled: confirm all 2 kits before signing.

Retire the accountability spreadsheet

Load sample kits into a free sandbox and walk one from shipment to destruction.

Track kits free

Accountability

Accountability and destruction, ready for the monitor

The drug accountability report reconciles what was shipped, dispensed, returned and destroyed. Destruction is recorded with its certificate number.

  • Drug accountability report with reconciliation totals.
  • Destruction tracked with certification number.
  • Inventory CSV export, with the arm column only for unblinded roles.

Study coordinator

Subject 01-004

Randomized · R-0012

Treatment assignment blinded

KitK-10418

Arm columnNot sent

Unblinded administrator

Subject 01-004

Randomized · R-0012

Treatment: Active (A)

KitK-10418

Arm columnA

Same subject, same screen. The arm never reaches blinded roles.

The difference

Spreadsheet accountability vs Capture

Receipt
Paper packing list checked by hand
Kits ticked off in the shipment, the rest quarantined
Dispensing
Kit number typed into a log
Kit proposed, confirmed and signed at the visit
Kit status
Whatever the last person typed
Custody and lifecycle that must agree
Blinding
Arm column hidden by hand
Arm never sent to blinded roles

FAQ

Questions teams ask before they switch

Something not covered here? Ask us directly.

What is drug accountability software?

It tracks investigational product through the trial: what was shipped, received, dispensed, returned and destroyed, so the sponsor and monitor can reconcile every unit.

How are shipments received at sites?

Site staff open the shipment, tick each kit that arrived and submit. Kits not ticked are quarantined with a reason such as missing or damaged.

Can a kit be in an impossible state?

No. The database only allows custody and lifecycle combinations that are physically possible.

How are returns handled?

Returned kits are recorded as used or unused, then reconciled by the monitor before return to depot or destruction.

Is destruction recorded?

Yes, including the destruction certificate number, and it appears in the accountability report.

Do blinded users see the treatment arm?

No. The arm column is removed for blinded roles in the inventory, exports and reports.

Does it connect to randomization?

Yes. Inventory is part of the same system as randomization and dispensing, so kits are proposed for the subject automatically.

Can I try it?

Yes. The free sandbox includes inventory with sample kits. No credit card is needed.

Keep exploring

Related pages

RTSM software

Randomization and supply together.

Randomization software

Randomization on its own.

Part 11 compliant EDC

Signed, audited records.

Audit trail software

Every kit change on the record.

Clinical trial workflow software

The whole trial workflow.

EDC for Phase 1 trials

Dosing-heavy early phase studies.

Account for every kit

Free sandbox with every feature. No credit card, no sales call.

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