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Get Started 

First-time admin users can self-serve to get going on with the platform

Welcome to UtilizeCore

You’ve just stepped into a new way of running your service business.

With UtilizeCore, your operations are no longer scattered across emails, spreadsheets, and disconnected tools. Everything—your clients, your sites, your vendors, your team—comes together here, in one place.

And it’s all self-serve, from day one.

The Journey Ahead

We’ve made getting started simple, deliberate, and fast. Everything you need is right inside the enablement & onboarding plan—ready for you to use without a single support ticket. When you need us, our team is here to help with data, training, configuration, and more.

Already have an active onboarding plan? 
Active Enablement & Onboarding Plans

Contact your account manager or executive sponsor if you have not yet been set up for a module enablement or onboarding plan.

Schedule

What will you learn while being engaged on a plan?

Start your journey now—and take the first step toward becoming Core Pro Certified.
  • Operations Certified
  • AP (Accounts Payable) Certified
  • AR (Accounts Receivable) Certified
  • Compliance Certified
  • Client Portal Certified
  • Vendor Portal Certified

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What you will learn

1. Welcome & Overview
   - What is UtilizeCore?
   - Why we’re using it (benefits, what manual processes it replaces)
   - Roles & responsibilities (who does what)

2. Getting Started (common for all users)
   - Logging in (web, mobile)
   - Setting up user profile & company profile
   - Navigation overview: main menus & workflows
   - Role-based training track selector

3. Role-Specific Modules
   3a. Operations Manager / Internal Admin
       - Creating clients, sites
       - Creating and assigning work orders / trips
       - Vendor dispatch & scheduling
       - Compliance oversight & vendor onboarding 
   3b. Compliance / Vendor-Onboarding Team
       - Sending invites to new subcontractors / vendors
       - Capturing compliance docs (COI, W9, etc.)
       - Setting up vendor trades / contact info 
   3c. Accounting / AR / AP Staff
       - Generating invoices from completed work orders
       - Managing billing-ready gating logic (materials, PO, proposals, required data) 
       - Matching proposals vs invoiced data 
       - Integrating with external systems (e.g. QBO) — if applicable 
   3d. Field / Vendor Users
       - Mobile app workflow: receiving orders, updating status, uploading photos/GPS/time logs 
       - Completing work orders, submitting invoices 
   3e. Clients / Requesters (if part of your workflow)
       - Submitting service requests
       - Approving proposals / invoices
       - Viewing job status & history

4. Assets & Maintenance Management (if you use asset tagging) 
   - Tagging assets, adding asset records via computer or mobile
   - Scheduling inspections or maintenance 
   - Accessing asset history and inspection records 

5. Dashboards, Reporting & Analytics 
   - Using built-in dashboards (SiSense integration) to track work orders, aging tickets, billing readiness, vendor performance, margin by trade, etc.
   - Custom report setup and threshold alerts (e.g. COI expirations, SLA misses, aged tickets) — this aligns with your operational metrics needs 

6. Best Practices & Standard Operating Procedures (SOPs) 
   - Data entry standards (e.g. mandatory fields, work order types, tags) 
   - Workflow rules: gating for billing, quality assurance steps, vendor approval criteria 
   - Vendor communication guidelines & expected data submission timelines 
   - Common mistakes and how to avoid them 

7. Continuous Learning & Support 
   - How to access the knowledge base / help center 
   - How to request help / support (internal or external) 
   - Periodic training refreshers / update notes 
   - Feedback & improvement process 

8. Appendix & Resources 
   - Glossary of terms (work order, trip, proposal, PO, COI, etc.) 
   - Example workflows & templates 
   - FAQ 

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Step 1: Take the Light Test

Before anything else—let’s have some fun and see UtilizeCore in action.

Add just:

  • 1 Client
  • 1 Site
  • 1 Vendor
  • 1 Work Order


Step 2: Build Your Network
Your network is the foundation of UtilizeCore.

It starts with three pillars:

  1. Clients & Sites – Where the work lives
  2. Vendors – Who gets it done
  3. Team Members – Who keeps it running
 
 
Step 3: Create Your Second Work Order (and Then 10 More)
Now that you’ve seen what happens with your first work order in the Light Test, it’s time to run another—and then take it to scale.

1. Add Your Second Work Order
Create your second Work Order for any client/site you’ve added.

Inside each Work Order, you can add:

  • Trips – Dispatches to the field
  • Invoice – AR & AP
  • Proposals – Client & vendor
  • Purchase Order – Client & vendor

Quick-start tips:

  • Use Quick Add Service to select a generic service now; refine rates later
  • If a specific price is needed immediately, add a one-time line item—we’ll normalize it in Step 5

2. Turn It Up — Create 10 More
After your second is complete, create 10 Work Orders—real jobs, sample jobs, or a mix. This will:

  • Show you how the Action System keeps everything organized, even at higher volume
  • Let you experience batch communication with vendors and clients
  • Demonstrate how quickly invoices, proposals, and POs flow through the lifecycle
  • Give you a real feel for scalability—the platform runs just as smoothly with 100 jobs as it does with 1


Step 4: Master the Action System
Forget hunting through emails or guessing what’s next.

The Action Status System shows you, at every moment, exactly what needs to happen.

  • From Receiving → Operations → Verification → Invoicing, every stage is visible
  • Micro-statuses for proposals, purchase orders, and invoices give you precision control
  • Notifications ensure you never miss a step
Think of this as your built-in operations manager, quietly guiding you forward.


Step 5: Set Up Rates, Vendor Assignments, Regions, Financial Automation & More
Now that you’ve mastered the Action System, it’s time to make your back office run itself and ensure every job is routed, priced, and tracked accurately from the start.

1. Define Your Services, Rates & Assignments
  • Create generic services & products as universal templates
  • Add your client-specific rates, site-specific rates, and vendor-specific rates
  • Assign preferred vendors to specific services, sites, or clients for automatic routing
  • Define regions to keep your scheduling, dispatch, and vendor coverage organized

Step 6: Test Full Life Cycle Work Orders
Create 20 more Work Orders—this time to experience every major action in the UtilizeCore ecosystem:

  1. Trip Dispatches
  2. Vendor Proposals
  3. Client Proposals
  4. Team Member Dispatches
  5. Vendor Dispatches
  6. Work Order Member Assignments
  7. Payables Invoice Generation
  8. Receivables Invoice Generation

At each stage, check the Action Status Filters to see exactly where each Work Order stands.


Step 7: Build Your Scheduled Service Agreements
Create Scheduled Service Agreements for recurring or preventive work, assign them, and let UtilizeCore keep everything in sync.

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    Turn On Financial Automation

    Connecting your accounting system ensures invoices, payments, and vendor bills sync automatically—eliminating double entry and speeding up cash flow.

    What you can connect:

    • Quickbooks Desktop

    • Quickbooks Online

    • Sage

    • Netsuite

    📅 Schedule Your Setup Call: Book Financial Automation Setup



    Extend with the UtilizeCore API

    📄 API Docs: Request Via Support Ticket


    Your UtilizeCore Team

    • Technical Account Managers: Book

    • Product Manager (Roadmap): Book

    • Accounts Receivable Contact: ar@utilizecore.com | Book



    Need Help? We’re Here.

    • Email: support@utilizecore.com

    • Chat: In-app bubble (Mon–Fri, 8am–8pm EST)



    Always Within Reach

    Every link, guide, and booking option you’ve seen here is also available in the left-side menu of your UtilizeCore dashboard—any time you need it.

    We’re here constantly to support our users, because your success is our success.