Apollo.io offers sales automation tools and engagement features to help your sales team prospect, enrich contact data and convert qualified leads into paying customers. This guide will explore the platform’s key features and provide tips to help you get the most value.
What is Apollo.io?
Apollo.io is an AI sales platform for sales prospecting, engagement, enrichment and automation. It is used by over 500,000 companies. The platform provides a unified workspace with search, sequences, dialer, meetings and analytics.
Key benefits of using the Apollo platform include:
- Access an up-to-date database with about 210 million contacts and 35 million companies to enable precise targeting. Figures vary by source and date.
- Advanced search filters and search functionality to build targeted lead lists.
- Data enrichment tools to update and enhance your existing CRM and contact data.
- Multi-channel communication with integrated email, phone and LinkedIn tasks. Use SMS through third party platforms like ClickSend or Zapier.
- Deep workflow automation using sequences and plays to scale personalized outreach.
- Real-time notifications and alerts to respond to prospect activity and engagement.
- Analytics and reporting to analyze performance and fine-tune strategies.
AI features help with research and writing. Use them to speed up prospecting and personalization.
How to Use Apollo.io: 9 Ways to Get Started
Getting started with a new sales automation platform like Apollo.io requires a focused approach. Align onboarding to your core business goals. This will ensure you capitalize on the highest-value capabilities from day one. This ultimate guide will explore the key features within Apollo.io and provide advice on how sales professionals can maximize utility.
1. Filter Leads With Advanced Search Filters
With advanced search filters in Apollo, you can target the prospects most likely to become your ideal customers. For instance, you can filter leads by traits like seniority, department, industry and technologies used. This level of segmentation helps you identify qualified leads that match your ideal customer profile while respecting their privacy by only engaging the most relevant targets.
Save searches and set alerts when new contacts match your filters. You can configure alerts to notify you whenever new prospects matching your key search criteria enter Apollo’s database. This allows you to respond to emerging opportunities.
While advanced filtering requires some trial and error to determine the optimal search parameters, the ability to filter through about 210 million contacts and 35 million companies makes it worth the effort. Precision targeting is instrumental for sales professionals looking to boost productivity.
2. Enrich Existing Contacts With Apollo’s Database
One constant challenge in sales is keeping your CRM and contact data current and accurate. Apollo’s data enrichment workflows allow you to combat data decay by updating and enhancing outdated information in your database.
The enrichment process can match and update fields like job title, departments, technologies used and verified email addresses at scale. You can upload contact lists in bulk for large-scale enrichment or set up automated routines based on your CRM’s sync cadence to keep data refreshed.
Key benefits include assessing match rates and viewing engagement and site statistics within Apollo to optimize the process. You can also use the Chrome extension to grab up-to-date information from LinkedIn profiles, email signatures and websites for enrichment in Apollo.
While effectiveness depends on match rates, which vary based on source data quality, using Apollo’s database will reduce stale, inaccurate data and maximize the value of your CRM.
3. Create Sequences & Run A/B Tests
One of Apollo’s most powerful tools is its workflow automation engine. It allows you to map out sequenced, omnichannel outreach campaigns and execute them at scale. You can combine emails, voice, text and LinkedIn messages into automated cold email sequence nurture streams that deliver consistent, personalized messages. You can A/B test emails inside sequences.
Add LinkedIn tasks like connect, message or view profile to a sequence. Track opens, clicks and replies per step. Pause or advance contacts based on rules.
A/B testing content variations across your sequence steps enables you to optimize messaging based on measured engagement rates. You can track prospect interactions across the entire sequence journey to identify drop-off points and refine your workflows.
The ability to scale personalized outreach while gathering performance data to iterate on your approach can boost productivity. Workflow automation with built-in optimization takes proven best practices and makes them repeatable processes.
Follow local rules for email and calling. Always include an opt-out in email.
While sequences require planning, their ability to convert raw leads into a sales pipeline is valuable to resource-constrained teams. Monitor campaign performance and keep a focus on ROI.
4. Schedule & Manage Meetings
Apollo’s integrated meeting scheduler eliminates back-and-forth emails by booking meetings with prospects right from within Apollo campaigns and sequences. You can view availability slots and schedule meetings with just a few clicks.
Customizable booking confirmation emails help ensure your prospects are looped in. Works with Google Calendar and Microsoft Outlook. Supports Zoom and Teams as locations.
During meetings, you can log notes right in Apollo for future reference. Upon completion, meetings are synced back to update your CRM so the entire sales team can see the latest interactions with prospects.
While some prospects may prefer more traditional scheduling methods, Apollo’s meeting automation can save time and hours of manual work. Focus on holding meetings while Apollo handles the logistical headaches before and after.
5. Track Intent Data
Using intent data signals within Apollo allows you to identify when prospects demonstrate interest and readiness to buy. Buyer intent includes topics from Bombora and LeadSift. You can filter by specific intent topics and add them to saved searches and sequences.
Reviewing these purchase intent metrics on prospect profiles offers a view of who enters the consideration stages. You can then create lead lists filtered for high-intent signals to enable follow-up while interest is piqued.
Evaluating trends in intent data across your target accounts can also inform messaging and positioning optimization. Avoid over-generalizing signals, as they must be interpreted in context. Use intent as directional guidance rather than definitive interest.
While intent signals do not guarantee a sale, they allow your sales team to focus on prospects exhibiting buying behaviors. Use them to supplement your sales process, not drive it.
6. Configure the Sales Dialer
Apollo’s integrated sales dialer tools allow you to incorporate phone calls into your Apollo workflows. You can configure it with your existing business phone numbers or use localized caller IDs to boost answer rates.
Initiating calls from prospect profiles or Apollo campaigns unifies engagement across channels. The parallel dialer option also enables high-volume calling for outbound needs.
Helpful features include one-click joining of in-progress calls, the ability to log notes and attach call recordings to prospect profiles within Apollo and automatic syncing of call outcomes to update your CRM records.
The dialer supports US and international numbers. International numbers and registration depend on plan and country. Parallel dialing is available. Check Supported Countries and plan limits before rollout.
7. Build Custom Analytic Dashboards & Reports
Extracting valuable insights from Apollo’s analytics requires building customized reporting aligned to your team’s unique key metrics. While Apollo offers 20+ core reports, you can and should create tailored dashboards.
Establish specific dashboards for roles like sales leaders, account executives and SDRs focused on their most vital metrics. Integrate top reports into platform-specific displays like Salesforce dashboards or TVs displaying real-time performance.
Use scheduled report distribution and use key findings during team meetings to inform strategy adjustments. Public reporting incentivizes team members to optimize performance.
Custom analytics dashboards require upfront planning and configuration and continuous refinement. Extracting insights from your team’s data is valuable. With the proper reporting, the numbers will tell you how to optimize.
8. Integrate Apollo With Your Tech Stack
To unlock Apollo’s full value, integrate it into your existing sales productivity tool stack. Native sync with Salesforce and HubSpot. Connect one CRM at a time. Apollo also offers access to integrations through platforms like Zapier and its developer API.
Critical use cases include bi-directionally syncing data with your CRM, connecting your calendar for meeting automation and embedding Apollo forms into your website for inbound lead enrichment and lead generation.
You can also connect Apollo campaigns to ad platforms for complete closed-loop attribution and use Apollo segments for targeted digital ad campaigns. Automate data tasks like contact list exports, email notifications and more across all the tools in your sales stack.
These system integrations do require involvement from technical teams and administrators to configure permissions and data flows. Once established, they boost the productivity enabled by your sales technology ecosystem.
9. Make Use of the Apollo Chrome Extension
Installing the Apollo Chrome extension enables your team to enrich contacts and capture new qualified leads as they prospect across the web in their browsers.
The Chrome extension surfaces data on LinkedIn, lets you add contacts to lists and sequences, send emails and place calls. They can one-click add new prospects from LinkedIn, Twitter, email signatures and company websites to Apollo with complete data attached. Enrichment capabilities are also embedded on LinkedIn profile pages.
You can export lead list segments straight from the browser. Enabling the extension to integrate with your Apollo sequences and campaigns allows for response as you identify promising targets.
A key downside is that browser extensions can suffer glitches due to conflicts with other extensions or Chrome updates. You may experience issues with the Apollo chrome extension depending on your basic settings. Make sure your team reports any issues. Also, train them on the various context-specific tools to maximize the extension’s utility.
When used correctly, the extension makes the browser a frictionless data collection and enrichment environment. Just be prepared to troubleshoot.
Looking for an Alternative? Try UpLead Instead
While the platform offers capabilities, sales teams should consider Apollo competitors like UpLead as an alternative. UpLead provides sales automation and a dedication to accurate, ethical data practices.
Key advantages of UpLead include:
- 160M+ contacts and a 95% accuracy guarantee.
- Real-time email verification and deliverability tools to keep data current.
- Tracks 16,000+ technologies to enable precise lead targeting for your offering.
- A transparent approach to tracking technology usage without compromising privacy.
- User friendly interface and ease of use, making sales automation accessible.
- Reliable support from a provider focused on responsible data stewardship.
FAQs About How to Use Apollo.io
Below are a few of the most asked questions about how to use Apollo.
Apollo.io combines an extensive contact database, workflow automation and analytics in one platform designed to streamline finding new prospects and engaging them through personalized, automated email campaigns.
Apollo is not a full CRM. It syncs with Salesforce and HubSpot and adds engagement on top.
Install the Chrome extension, then use LinkedIn tasks or add contacts from profiles. The Apollo Chrome extension allows integration with LinkedIn for prospecting from profiles and company pages. You can view complete contact info, request contact info, add prospects to sequences and access Apollo analytics without leaving LinkedIn.
To use the Apollo API, consult the documentation to understand the available endpoints, configure API credentials, make formatted requests, include your API key for authentication and review responses. Pay attention to syntax, required parameters and enrichment endpoints. You can create call records through the API.
First, enable the dialer and configure basic settings like caller ID. Use local numbers when available to increase connection rates. Initiate calls from the Apollo interface. Utilize the parallel dialer for high-volume calling. Access call logs and recordings right within Apollo for activity tracking. You can register phone numbers in many countries subject to plan and compliance.
What You Need to Remember About How to Use Apollo
When it comes to using Apollo.io, there are several key takeaways to keep in mind. First, you’ll want to use the platform’s vast database and advanced filters to target the right prospects. Honing in on your ideal customers ensures your outreach efforts are relevant and respectful.
It’s essential to implement automation for data enrichment to keep the contact information in your CRM updated and actionable. Outdated data will hinder sales efforts and sales prospecting techniques, so utilize Apollo workflows to maintain current details on prospects.
The key is implementing the proper workflows to capitalize on Apollo’s capabilities based on your team’s specific needs. With an optimized setup, the platform can accelerate prospecting and bolster productivity. Keep the high-impact features and integrations in mind as you customize Apollo to your sales process.
