Facilities management teams operate under constant pressure. Coordinating thousands of contractors, maintaining strict compliance, and delivering consistent service across multiple states becomes almost impossible when core systems do not talk to each other. This case study shows how one national provider replaced fragmented processes with a connected operational ecosystem that now powers safer, faster, and more scalable service delivery.
The Hidden Cost of Non-Integrated Service Operations
For years, the company had been growing faster than its systems could keep up. What began as a simple contractor network evolved into thousands of tradespeople spread across multiple states, each job carrying strict compliance and safety requirements. Yet the tools meant to support this complexity were working against them. Contractor records lived in one ageing system. Job scheduling and project history lived in Simpro. Communication trails were scattered across phones and inboxes.
Every day, coordinators were forced to stitch information together manually. Assigning a contractor meant cross checking compliance in one place, job details in another, and hoping nothing critical slipped through the cracks. It was slow. It was risky. And it was costing the business the one thing they could not afford to lose – operational confidence.
This is where the story begins. In a business with strong processes and experienced people, but technology that quietly undermined their ability to operate at scale.
HubSpot Simpro Integration Objectives
Re-Engineering Contractor Management for Real Time Visibility
The turning point came when the leadership team recognized that the problem wasn’t their software, their processes, or their people. It was the absence of a unified operational backbone. Their contractor management system held nearly two decades of compliance data, licences, and performance history, yet none of it surfaced when jobs were being scheduled in Simpro. The business had the right information. It just lived in the wrong place.
Re-engineering began with a bold step. Rebuilding the entire contractor ecosystem inside HubSpot using custom objects, structured data relationships, and automated compliance workflows. More than 6,000 subcontractor companies and 9,000 individual contractors were migrated into a single, living source of truth.
Connected directly to Simpro, compliance status became instantly visible during scheduling and updated automatically as jobs were completed. Aircall added a new layer of intelligence by capturing every customer conversation and linking it to both contractor records and project history.
For the first time, the operations team had real-time clarity. No cross-checking. No manual workarounds. Just the right information, visible at the exact moment it mattered.
The Measurable Impact of a Fully Integrated Service Operation
The shift to a unified HubSpot, Simpro and Aircall ecosystem changed the way the organization operated at its core. Manual oversight gave way to real time operational intelligence. Compliance monitoring became automated, accurate and audit ready. Contractor performance tracking strengthened as project history, communication records and compliance data finally lived in one place. Coordinators gained the visibility they had been missing for years, eliminating blind spots that once slowed decisions and introduced risk.
Most importantly, the business built a scalable operational foundation that supports national growth while protecting its perfect safety record. The technology now works as an extension of the team rather than a constraint on it.
If you want the full story including the technical architecture, migration approach and how the integration preserved nearly two decades of operational history, download the complete case study.
DOWNLOAD CASE STUDYIt breaks down the transformation in detail and shows what a connected operational ecosystem makes possible for facility management leaders.
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