Apollo.io CRM Integration Services

Seamlessly Connect Apollo.io with Your CRM

Apollo.io is a powerful outbound sales platform, but without proper CRM integration, you risk data silos, missed opportunities, and inefficient workflows. Our Apollo.io CRM integration service ensures that your leads, accounts, and sales activities sync seamlessly between Apollo.io and your CRM (Salesforce, HubSpot, Pipedrive, etc.), enabling real-time data flow, automation, and better pipeline visibility.

Eliminate manual data entry – Automatically sync contacts, account stages, and deals.
Improve sales efficiency – Trigger workflows and automate outreach based on CRM updates.
Enhance reporting – Keep your CRM as the single source of truth while leveraging Apollo.io for outbound.

1. CRM Info Needed (sample onboarding doc):

Question

Client Answers

What CRM do you use?

[Client Input] (Salesforce / Pipedrive / HubSpot / Other: _______)

Do you need integration help?

[Client Input] (Yes / No)

Will you share CRM login for troubleshooting?

(More difficult if NO; we may need to wait or schedule joint calls)

[Client Input] (Yes / No)

2. Account Stage Mapping (Apollo → CRM)

Note: Apollo default account stages can be customized if needed.

Apollo Account Stage

CRM Account Stage

Cold

New account with no prior engagement.

[Client Input] (e.g., Lead, Prospect)

Current Client

Actively doing business with this account.

[Client Input] (e.g., Customer, Active Client)

Active Opportunity

Prospective account currently in the sales process.

[Client Input] (e.g., Opportunity, In Negotiation)

Dead Opportunity

Account that was not closed successfully; no active engagement.

[Client Input] (e.g., Closed Lost, Unqualified)

Do Not Prospect

Account to be excluded from engagement efforts.

[Client Input] (e.g., Blacklist, Do Not Contact)

Custom

Can be used for sequence personalization, list segmentation, or triggers for workflow automations (e.g., add to a specific sequence, trigger data enrichment).

[Client Input] (e.g., Nurturing, On Hold)

3. Contact Stage Mapping (Apollo → CRM)

Apollo’s contact stages can be customized if needed.

Apollo Contact Stage

CRM Contact Stage

Cold

New contact with no prior engagement.

[Client Input] (e.g., New Lead, Uncontacted)

Approaching

Contact has been sent at least one message or called.

[Client Input] (e.g., Contacted, Outreach Initiated)

Replied

Contact has replied to your email.

[Client Input] (e.g., Responded, Engaged)

Interested

Contact is interested in a meeting.

[Client Input] (e.g., Qualified Lead, Meeting Scheduled)

Not Interested

Contact responded that they are not interested.

[Client Input] (e.g., Disqualified, Not a Fit)

Unresponsive

Contact has not replied or engaged with your messaging.

[Client Input] (e.g., No Response, Dormant)

Do Not Contact

Contact has unsubscribed or requested no further contact.

[Client Input] (e.g., Unsubscribed, Do Not Email)

Bad Data

Contact's email bounced due to incorrect information.

[Client Input] (e.g., Invalid Contact, Data Error)

Changed Job

Contact has changed jobs; may require updated information.

[Client Input] (e.g., Job Change, Reassign)

Custom

Can be used for sequence personalization, list segmentation, or triggers for workflow automations (e.g., add to a specific sequence, trigger data enrichment).

[Client Input] (e.g., Follow-Up Needed, Referred)

4. Apollo Deals (Optional)

Question

Client Answers

Do you want to use Apollo Deals?

[Client Input] (Yes / No)

If yes, sync to CRM?

[Client Input] (Yes / No)

How should deal stages be mapped from Apollo to CRM?

[Client Input]

5. Custom CRM Fields

We can sync CRM fields for two purposes:
1 - Contact/Account Stages & Deals
2 - Personalization in Apollo sequences

Custom fields can be used for:

Sequence personalization (e.g., industry, use case, pain points)
List segmentation (e.g., target accounts, VIP prospects)
Triggers for workflow automations (e.g., auto-assign to a sequence, trigger data enrichment, handoff to sales)

CRM Field Name

Apollo Field Name

Purpose

[Client Input]

Sequence Personalization / List Segmentation / Workflow Automation

[Client Input]

Sequence Personalization / List Segmentation / Workflow Automation

[Client Input]

Sequence Personalization / List Segmentation / Workflow Automation

6. Activity Sync (Apollo → CRM)

Decide what activities to push from Apollo to your CRM. Common options include:

Emails (Sent, Replied, Opened, Clicked)
Calls (Connected, Missed, Voicemails)
Tasks (Follow-ups, Reminders)
Notes

Best Practice:
Minimize noise. Push only meaningful engagements—like replies, unsubscribes, or positive signals—into HubSpot, Salesforce, or Pipedrive. Syncing every email or activity creates clutter, bloats CRM records, and may increase platform costs.

Activity Type

Sync to CRM?

Notes

Email Sent

[Client Input] (Yes / No)

Consider syncing only if reply received

Email Replied

[Client Input] (Yes / No)

Recommended

Call Logged

[Client Input] (Yes / No)

Optional, depending on sales motion

Task Created

[Client Input] (Yes / No)

Optional

Notes

[Client Input] (Yes / No)

Optional

Unsubscribed

[Client Input] (Yes / No)

Recommended

7. Data Enrichment Preferences

Apollo’s enrichment features allow syncing valuable contact and account data into your CRM.

Mobile numbers
Work emails
LinkedIn profiles
Job change signals
Department and seniority details

‍

Enrichment Frequency:

Choose how often to sync new data—daily, weekly, monthly.‍

Enrichment Limits:

Enrichment uses Apollo credits—consider budget and prioritize key segments.

Data Field

Sync to CRM?

Frequency

Notes

Mobile Phone

[Client Input] (Yes / No)

[Daily / Weekly / Monthly]

Credit usage applies

Work Email

[Client Input] (Yes / No)

[Daily / Weekly / Monthly]

Useful for deliverability

LinkedIn URL

[Client Input] (Yes / No)

[Daily / Weekly / Monthly]

Enhances personalization

Job Title / Dept

[Client Input] (Yes / No)

[Daily / Weekly / Monthly]

Optional for persona targeting

Job Change Signals

[Client Input] (Yes / No)

[Daily / Weekly / Monthly]

Great for timing outreach

Using CRM Fields to Kick Off Apollo.io Workflows (Automations)

CRM fields can be used to trigger Apollo.io workflows for automation. Below are examples of workflows that can be set up using CRM and Apollo stages.

Workflow Name & Link
🎯 Targeting Past Customers with Job Changes
Apollo/CRM Stages Used
Apollo: Changed Job
CRM: Past Customer, Left Company
Workflow Explanation
When a contact moves to a new company, automatically add them to a new outbound sequence targeting their new role.
Expected Outcome
Re-engage past customers in new positions, increasing chances of warm introductions.

Workflow Name & Link
🏆 Land & Expand - Target Net New Contacts at Current Customers
Apollo/CRM Stages Used
Apollo: Current Client
CRM: Account Expansion Opportunity
Workflow Explanation
Identify and target new decision-makers within existing customer accounts to expand deal size.
Expected Outcome
Increase revenue by upselling and cross-selling within current accounts.

Workflow Name & Link
🚫 Excluding Current Clients from Apollo Sequences
Apollo/CRM Stages Used
Apollo: Current Client, Do Not Prospect
CRM: Customer, Active Subscription
Workflow Explanation
Automatically exclude current clients from outbound campaigns to avoid outreach conflicts.
Expected Outcome
Prevent unnecessary outreach to active customers, preserving brand reputation.

Workflow Name & Link
⚡ Automating Sequences for Interested Contacts & Company Opportunities
Apollo/CRM Stages Used
Apollo: Interested, Active Opportunity
CRM: SQL, Open Deal
Workflow Explanation
Move engaged prospects into custom nurture or deal acceleration sequences based on their CRM status.
Expected Outcome
Improve follow-up speed and increase deal conversion rates.

Pricing: Apollo.io CRM Integration Service