Plant Tours: HubSpot lead routing case study

How Plant Tours doubled the new leads followed up within an hour

Plant Tours sells and rents wireless headset systems for guided tours. Their HubSpot held more than 20,000 contacts, leads were handed out by hand, and every contact got the same automation. We rebuilt lead routing, scoring, and follow-up on the Sales Hub Enterprise they already had. Inbound leads followed up within an hour went from 41% to 84%.

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IndustryWireless headset systems

Size11 to 50 people

SalesInbound, from web forms

HubSpotSales Hub Enterprise, Marketing Hub Pro

BuildAbout 5 weeks

Led byVitaly Kan

Platinum Solutions Partner 100+ completed projects

100% 5-star reviews

Trusted by owner-led companies

What Plant Tours needed, and the lead routing we built

What they needed

More than 20,000 contacts, and every one ran through the same linear automation. New leads were handed out by hand. Nothing scored who was ready to buy. The sales manager rebuilt the dashboards by hand every month.

What we built

Lead assignment rebuilt: each form lead goes to the right owner based on the headset setup they need, with a dialable phone number and a text opt-in
An automatic first follow-up: every new inbound lead starts an email sequence within minutes and leaves it once it is sales qualified
Engagement and fit scores on every contact, with follow-up set by score tier
Deal rules and a sales dashboard that updates itself: revenue by rep, win rate, and pipeline value

41%→84%of new inbound leads got a first follow-up within an hour

44→2 minmedian time from new lead to first follow-up

75%→88%of new inbound leads got any follow-up logged at all

How it works on a lead

A lead fills in a demo kit or quote form. The assignment workflow sets the owner, formats the phone number, and starts the inbound sequence. The first email goes out in about two minutes. Before, the first follow-up was usually a rep's call, made whenever the rep got to it. Now it is usually that automatic email.

Where it stands

Plant Tours came back for follow-on work on their sales process and deal data. From May to October 2026, 702 new inbound leads came in, and in every one of those months the median first follow-up stayed near two minutes.

The starting point is as recorded by our team at kickoff in April 2026. Results are verified in Plant Tours' HubSpot portal, pulled in November 2026: inbound contacts only, imports excluded, grouped by the month they were created. Before: 676 contacts, November 2025 to March 2026. After: 702 contacts, May to October 2026. April 2026, the build month, is left out. A first follow-up is the first logged sales activity: a call, email, task, or meeting.

In their words

“They took the time to understand our business before making any changes. Everything they built had a purpose and solved a real problem.”

Alex NovotnyMarketing Manager, Plant Tours

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Built from the rep's chair, for the owner's view

Our founder sold from HubSpot before he ever configured it. That shaped how we build: from the user's chair, not the admin panel. Reps have to use the system without thinking, or the data never shows up. Owners have to see the business without sitting in every deal.

So we strip away the noise: the 20 reports nobody opens, the automation that helps no one. What's left is a system your team uses and you can read. Every builder on our team is trained to work this way.

Vitaly Kan, Founder

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