Five tools, one login. Consolidated an HVAC contractor's entire ops stack into GHL without breaking dispatch.
A regional HVAC contractor was running booking, dispatch, email, SMS, and reviews across five different tools. Techs were texting from personal phones. Email deliverability was tanking. We rebuilt the stack in four milestones.
The situation
The contractor's operations were spread across five separate SaaS tools — a booking widget on the site, a standalone dispatch platform, a mass-email provider, a personal-line SMS workaround, and a review-request add-on. Every tool had its own login, its own data, and its own way of failing quietly.
Field techs were sending appointment updates from personal phone numbers because the office SMS tool couldn't route to them. That meant no message history, no compliance, and confused customers when a tech left. Marketing email was landing in spam because the sending domain had never been properly authenticated. Reviews were an afterthought.
What we did
Milestone 1 — Foundation and dispatch integration.
Stood up the GoHighLevel instance, integrated Sera Systems for dispatch and invoicing so field operations continued without disruption, and mapped the customer lifecycle into GHL pipelines.
Milestone 2 — Email infrastructure.
Migrated transactional and marketing email to Microsoft 365 SMTP with proper SPF, DKIM, and DMARC. Deliverability recovered inside a week; inbox placement stopped being a running problem.
Milestone 3 — SMS + A2P 10DLC compliance.
Registered the brand and campaigns through A2P 10DLC. Consolidated all customer SMS onto compliant numbers routed through GHL — no more techs texting from personal lines. Every message logged, every opt-out honored.
Milestone 4 — Reviews and reputation.
Automated review requests triggered off completed jobs in the dispatch system. Consistent request cadence replaced the sporadic manual asks.
- Single GoHighLevel instance replacing five tools
- Sera Systems dispatch integration
- M365 SMTP with SPF/DKIM/DMARC configured
- A2P 10DLC brand and campaign registration
- Automated review request workflow
The results
- One login for the entire ops stack — booking, dispatch, email, SMS, and reviews.
- A2P-compliant SMS with full message history and opt-out handling.
- Email deliverability recovered from spam-folder purgatory.
- Field operations continued through the migration with zero dispatch downtime.
What this means for a business like yours
Most contractors don't have a marketing problem — they have a stack problem. Every extra tool is another login, another integration to break, another bill. Consolidating onto one system with real compliance and real deliverability isn't glamorous. It's what makes everything else you spend on paid media actually work.