HubSpot Case Study: Landscaping Business Turns A Complex Order Workflow Into A Fully Automated Sales Process

This growing landscaping business has evolved significantly over 20 years. What began as a garden maintenance team has developed into a full-service landscaping provider with an additional trade supply division selling plants to other businesses. That new side of the operation required a more structured and scalable sales approach, and they quickly realised their existing systems could not support this next phase of growth.

Before working with us, they had no CRM in place. The team relied on Microsoft Planner to track orders, Excel sheets to manage data and manual communication to move quotes and jobs forward. Nothing was centralised, and nothing was automated. As they expanded geographically and operationally, this patchwork approach became a barrier to growth.

They chose HubSpot because they wanted a single source of truth for their sales operation, with automation doing the heavy lifting day to day. They chose to work with us because they needed a partner who could take complex operational processes and translate them into a clear, automated HubSpot system. Our ability to interpret their requirements, scope their processes, and build sophisticated workflows gave them the confidence that HubSpot would be set up correctly from day one.

Their HubSpot Package: HubSpot Sales Hub Professional

The project centred on HubSpot Sales Hub Professional, and included all CRM tools - deals pipelines, quotes, email templates, automation, reporting and sequences.

Their Onboarding: A 90-Day HubSpot Sales CRM Implementation & Training Project

Over 90 days, we delivered a complete Sales Hub Professional onboarding programme, including:

• Sales pipeline build
• Structured process mapping and automation design
• Complex workflow development
• Quotes tool setup including line item imports
• Email templates, sequences and internal notification systems
• Data migration from Excel
• Website tracking setup
• Xero integration support

A major part of this programme was the detailed process scoping. The process map included logic for quoting, invoicing, plant ordering, supplier communication, delivery or collection, certification, complaints handling and post-delivery follow-up. This workflow diagram we produced shows the depth and clarity of the system we built for them, including automated tasks, conditional routing and multiple role-based notifications.

The Results:

1. A Centralised Sales System

All customer data, quotes, deal stages, attachments and communication history now sit in one place. They no longer need to jump between tabs or spreadsheets, everything is visible inside HubSpot. The full workflow from enquiry to delivery works exactly as scoped.

2. A Fully Automated Pipeline

The automation we created includes:

• Automatic deal stage movement when quotes are accepted, rejected or revised
• Follow-up reminders for stalled quotes
• Account setup workflows
• Internal notifications for plant ordering and delivery scheduling
• Automated handovers between different team members
• Complex logic for complaints, reorders and credit notes
• Post-delivery feedback automation

This level of sophistication allows deals to move backwards or forwards depending on real-world events, without breaking the process. Danielle achieved this using property-clearing automation and detailed conditional logic, making it possible for deals to re-enter earlier stages without losing historical information.

3. Quoting Now Happens Quickly

We built the quotes tool, imported the required line items and created a structured quoting workflow. Internal notifications now alert the right team members at the right time, ensuring nothing is missed.

4. A Clear Process for Deliveries, Collections and Certification

HubSpot now triggers automatic alerts for:

• Deliveries
• Collections
• Document requirements
• Certification (including plant passports)

This previously required manual chasing and internal emails, now it happens automatically.

5. A Robust Complaints Procedure

Their complaints process was complex and needed to route issues to the right person depending on the type of problem. We built:

• A structured property system for rejected deliveries
• Automatic alerts for missing or damaged plants
• A decision workflow for reorders or credit notes
• Automatic deal movement based on the decision taken

This ensures issues are managed consistently and transparently.

6. A Team Now Confident With HubSpot

During onboarding, Danielle used a “teach a person to fish” approach, giving the team confidence to:

• Build workflows
• Create sequences
• Use reporting
• Manage deals
• Refine automation over time

The client highlighted how quickly their confidence grew and how intuitive HubSpot felt once trained.

In Their Words:

“We had a brilliant experience working with JDR Group, and especially with Danni, who was fantastic throughout the entire process. Having never used CRM software before, we were unsure where to start, but Danni took the time to really listen to what we wanted, interpret what we meant, and turn that into a system that genuinely delivered everything we set out in our initial meeting.

The service from JDR Group was professional, supportive and effective from start to finish. A great experience and genuinely excellent value for money. Highly recommended.”

By translating a highly detailed, multi-stage operational process into a streamlined and automated HubSpot system, we have given this landscaping and trade supply business a scalable, centralised CRM that supports the next phase of their growth. They now have complete visibility of their sales pipeline, reduced manual admin, structured communication and a workflow they fully understand and can continue to develop.

HubSpot is no longer a platform they were experimenting with, it is now the backbone of their sales operation.

See How We Can Help You Get More From HubSpot

We have been a HubSpot Partner since 2012, helping hundreds of businesses get more value from their investment in the platform. Our team has the expertise to ensure HubSpot works seamlessly for your business. We can help you with:

• HubSpot Onboarding, Implementation & Training
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If you want to unlock the full potential of HubSpot, book a call with one of our experts.