If you're dealing with B2B data, odds are you spend more time cleaning up spreadsheets than actually using your leads. ExportApollo.io is supposed to make that easier, but even the best tools can't fix junk data by magic. This guide is for sales, ops, and marketing folks who want real, no-nonsense steps to turn their messy exports into something worth working with.
Whether you're prepping a new campaign or just sick of bouncing emails, here's how to clean and enrich your B2B data in ExportApollo.io without wasting hours—or falling for feature hype.
1. Start With the Right Data
Before you even think about cleaning or enriching, check if the data you’re exporting from ExportApollo.io is the right fit. The best cleaning process in the world can’t save a list that’s full of the wrong contacts.
What to check: - Target criteria: Are you pulling the right job titles, company sizes, and industries? If not, go back and filter tighter. - Export size: Don’t download 10,000 records if you only need 500 for a pilot. - Field completeness: If the “company name” or “work email” columns are half empty, fix your export filters first.
Pro tip: Before running a huge export, test with a small batch. You’ll spot missing fields or weird formatting early—before you’re knee-deep in cleanup.
2. Clean Your Data: The Basics That Actually Matter
Forget the endless “data hygiene” checklists. Here’s what really matters for B2B sales and marketing:
a. Remove Duplicates
- Use spreadsheet tools: Excel’s “Remove Duplicates,” Google Sheets’
=UNIQUE(), or a quick pivot table. - Match on what counts: Email address is most reliable, then LinkedIn URL, then company + name.
b. Standardize Fields
Inconsistent data kills automation. Fix that now:
- Job Titles: “VP Marketing” vs. “Vice President, Marketing”—pick one style and run a find-and-replace.
- Phone Numbers: Standardize to international format (+1-XXX-XXX-XXXX).
- Website URLs: Drop “http://” or “https://” if your CRM doesn’t like them.
c. Yank Out Obvious Junk
- Emails like
info@,admin@, orhello@usually aren’t worth your time. - Suspicious names: “Test Test,” “John Doe,” or names with random numbers—delete.
d. Fill In Blanks (But Don’t Overdo It)
- Missing emails? If you don’t have a valid email, don’t bother enriching further. Just remove.
- Company name or website blank? Try to fill it, but if half your list is missing this, your export settings need work.
Ignore: “Advanced” cleaning tools that promise AI-powered magic but just burn time and cash. Most of the value comes from the basics above.
3. Enrich Only What You Need
Enrichment is where people waste the most money and time. Here’s how to do it smart:
a. Decide What’s Worth Enriching
- Must-have fields: Work email, job title, company size, industry, LinkedIn URL.
- Nice-to-have (sometimes): Direct dial, company revenue, company tech stack.
If you’re not going to use a field for targeting or personalization, skip it.
b. Use ExportApollo.io’s Built-In Enrichment—But Watch for Gaps
ExportApollo.io can fill in a lot of blanks, but don’t assume it’s always accurate:
- Test a sample: Run a manual spot-check of 20-30 contacts. Are the fields correct and up-to-date?
- Export enrichment results separately: If possible, keep original and enriched data side-by-side to spot errors.
Pro tip: If a particular field (like direct dial) comes back blank for most of your list, don’t pay extra to chase it. Accept that it’s just not available for your segment.
c. Consider External Enrichment (Carefully)
Sometimes, ExportApollo.io can’t fill every gap. You might be tempted to use tools like Clearbit, Apollo, or ZoomInfo for extra data.
What works: - Bulk enrichment: If you need to fill a single missing field for a large list, bulk upload tools can help. - APIs: For regular, automated updates, but only if your volume justifies the setup.
What doesn’t: - Manual enrichment: Copy-pasting from LinkedIn isn’t worth your time unless your list is tiny or ultra-high-value. - Blindly stacking enrichments: Chaining 3 enrichment tools often gives you conflicting or outdated info.
4. Validate Emails Before You Use Them
Nothing tanks your sender reputation faster than a high bounce rate. Don’t trust any platform’s “verified” label blindly—not even ExportApollo.io’s.
How to do it:
- Run your list through an email verifier: NeverBounce, ZeroBounce, or the built-in checker if ExportApollo.io offers one.
- Remove “catch-all” or “unknown” results: These are risky. Don’t gamble your domain’s health.
- Watch for role accounts: Even if technically deliverable, emails like sales@ or support@ are rarely worth emailing.
Pro tip: If bounce rates are above 2%, pause and fix before sending anything.
5. Keep Your Data Up to Date
Data goes stale fast—people change jobs, companies go out of business, and emails die.
- Set a review schedule: Every 3–6 months, re-export and refresh key lists.
- Track enrichment source and date: Add a column to track when you last touched each row.
- Archive old contacts: Move unsubscribes, bounces, and dead leads out of your main system.
Ignore: Fancy “real-time” enrichment promises unless you truly need it. Most B2B lists just need a periodic refresh.
6. Document Your Process (So You Don’t Hate Yourself Next Time)
It’s tempting to just “wing it,” but you’ll thank yourself for a little documentation.
What to jot down: - Field definitions: What does “company size” mean in your context—employee count or revenue? - Cleaning steps: The exact find-and-replace you do for job titles, column order, etc. - Enrichment rules: Which fields you enrich, which ones you ignore, and why.
Keep it in a Google Doc or Notion page. Next time you or a teammate need to repeat the process, you’ll save hours.
7. Load Clean Data Into Your CRM or Automation Tool
Once your data is clean and enriched, don’t let it rot in a spreadsheet.
- Map fields clearly: Make sure your CSV columns match exactly with your CRM or email tool fields.
- Test with a small batch: Import 25–50 records first to catch mapping errors or weird formatting.
- Tag your imports: Add a source or date tag so you know where each batch came from.
Ignore: Over-complicating imports with endless custom fields. Stick to what you’ll actually use.
Quick Reference: What to Ignore
Here’s what not to waste time or money on: - Magic “AI cleaning” tools that overpromise. - Buying extra enrichment for fields you’ll never use. - Overly complex data models—simple beats perfect. - Manual research for every single lead (unless you’re selling six-figure deals).
Keep It Simple, Iterate Often
B2B data will never be perfect, and that’s okay. Get rid of the obvious junk, fill in what matters, and keep your process repeatable. Don’t chase perfection—clean, enrich, and move on. The more you iterate, the better your data (and your sanity) will be.