How to Route Leads Based on Company Size or ICP Fit

Round robin is the default for most teams. New lead comes in, next rep in line gets it. Fair. Simple. And completely wrong once your sales org has any kind of segmentation.

A 500 person enterprise submits a demo request and gets assigned to your newest SDR because it was "their turn." A 10 person startup lands on your enterprise AE's calendar and gets a pitch designed for procurement committees. Both calls go badly. Both were preventable.

The moment you have different reps for different segments, round robin stops working. You need to route based on who the lead actually is.

Why company size and ICP fit matter for routing

Your enterprise reps talk differently than your SMB reps. They ask different questions, run different demos, quote different pricing. Putting the wrong lead in front of the wrong rep doesn't just waste time. It actively hurts the deal.

A startup founder who gets an enterprise pitch feels like the product isn't built for them. An enterprise buyer who gets an SMB pitch doesn't feel taken seriously. The rep might be great. The match was just wrong.

Company size is the most obvious routing signal. But ICP fit goes deeper:

• Industry matters because a fintech company has different needs than a healthcare company

• Tech stack matters because someone on HubSpot has a different onboarding path than someone on Salesforce

• Budget and use case change who the best person to handle the lead is

• Seniority determines whether this is a decision maker or someone doing research

The better your routing matches leads to the right rep, the better the first conversation goes. And the first conversation is where most deals are won or lost.

How most teams try to do this

They build it in their CRM. Usually HubSpot or Salesforce workflows with if/then branches.

If company size is greater than 500, assign to enterprise team. If company size is less than 100, assign to SMB. If region is EMEA, assign to European rep. If industry is fintech, assign to the rep who knows fintech.

This works until it doesn't. And it stops working faster than people expect.

Three territories, four company size tiers, and two product lines means dozens of workflow branches. Every time a rep leaves, a territory changes, or you add a new segment, someone has to go into the workflow and manually update it. Most teams set it up once and then let it decay. Six months later, leads are going to reps who left the company two quarters ago.

The other problem is data. CRM routing can only use the data that's in the CRM at the time the workflow fires. If the form only collected name, email, and company, the workflow doesn't know the company size. It doesn't know the industry. It's routing blind.

Some teams add a "company size" dropdown to the form. That helps, but now you're asking the prospect to self report data you could've looked up automatically. And people lie on forms. Or they guess. A 200 person company picks "100 to 500" because it was the closest option. Your routing logic treats them the same as a 450 person company with completely different needs.

How to actually route by company size and ICP fit

The fix has two parts. Better data and earlier routing.

Better data means enriching the lead in real time. The moment someone types their email, you pull their company data automatically. Employee count, industry, revenue, tech stack, location. Not from a dropdown they filled out. From actual data sources. Now your routing logic has accurate signals to work with.

Earlier routing means making the routing decision inside the form, not after it. The prospect answers a few questions, the enrichment data fills in the rest, and routing conditions evaluate everything together. Company size plus industry plus seniority plus use case. The right rep's calendar shows up in the form. The prospect books. Done.

This is what Surface does. You define routing rules using any combination of form fields and enrichment data. A lead that matches enterprise size plus EMEA plus security use case sees the senior SE in London. A lead that matches SMB plus North America sees the SMB rep in New York. The conditions stack as deep as your segmentation requires.

No CRM workflow. No delay between submission and assignment. No self reported company size that might be wrong.

What good routing rules look like

Keep them simple and specific. Each rule should answer: what type of lead is this, and who is the best person to handle them?

• Start with company size as the primary split. Enterprise, mid market, SMB.

• Layer on region if you have geographic territories.

• Add product or use case if you have specialized reps.

• Set a default fallback so unmatched leads still go somewhere.

Don't overcomplicate it on day one. Three to five rules that cover 80% of your leads are better than thirty rules that cover every edge case but nobody can maintain.

A catch all round robin for unmatched leads is fine. What's not fine is a lead that falls through the cracks because nobody accounted for a company size of 47 employees in a country you didn't think to include.

Where to start

Pull your last month of booked meetings. How many were with the right rep on the first try? How many got reassigned? How many were with a rep who didn't have the context for that type of buyer?

If more than 10% of your leads need to be manually reassigned after routing, your rules are broken. Fix the data first, then fix the rules.

Surface Labs handles routing as part of a single system with enrichment, scoring, and scheduling. If your CRM workflows are getting unwieldy or your reps keep getting leads that aren't their segment, it's worth a look.