If you’ve ever stared at a massive, messy spreadsheet of cold leads and wondered how many are actually worth your time, this guide’s for you. Whether you’re doing sales, partnerships, or just trying to hit your quota without burning out, building a focused list is the first step. Here’s how to do it, step by step, using apolloleadscraper—and how to avoid the common mistakes that waste hours and kill your results.
Why Filters Matter (and What Happens If You Ignore Them)
Let’s be blunt: most B2B lists are junk. They’re filled with contacts you’ll never reach, companies that don’t fit, and inboxes that bounce your emails straight to spam. The right filters separate the “maybe someday” from the “I should email them now.”
If you skip this step, be ready for: - Low response rates - Wasted sending limits - Embarrassing follow-ups to the wrong people
So, filters aren’t just a nice-to-have—they’re the difference between a list that works and a list that works against you.
Step 1: Define What a “Good Lead” Actually Means for You
Before you even open apolloleadscraper, get clear about your real target. Otherwise, all the filters in the world won’t save you.
Ask yourself: - Who actually buys from you? (Not just who could, but who does) - What’s the company size, industry, and location? - Who signs the contract or makes decisions? Titles, levels, departments?
Write this down. Seriously. Even if it feels obvious. You’d be surprised how many people skip this and end up with a list full of “HR Interns” instead of “VP of Sales.”
Pro tip: Talk to your best current customers. Figure out what they have in common, and build your filters around that—not just your wish list.
Step 2: Log in and Get Familiar with apolloleadscraper’s Filters
Now, open apolloleadscraper and head to the lead search. You’ll see a ton of filter options. Don’t just click everything—each filter narrows your results, but too many filters make your list tiny (or empty).
The main filters worth your time: - Industry: Don’t get too broad (“Tech”) or too niche (“AI-powered dog toys” unless that’s actually your market). - Company Size: Usually by employee count. Think about your sweet spot—too big and you’ll get ignored, too small and there’s no budget. - Location: Useful if you need time zone alignment or legal requirements. - Job Title/Function: This is where most people mess up. Get specific, but also use wildcards (“VP Sales,” “Head of Sales,” “Director, Revenue”). - Seniority: Helps weed out the non-decision-makers. - Technologies Used: Only if your product requires a certain tech stack. Don’t overdo it. - Funding/Revenue: If you care about buying power, use these—just know this data isn’t always perfect.
What to ignore: - Overly granular filters like “has a dog” or “favorite color.” They sound cool but rarely deliver meaningful results. - “Fortune 500” or “Unicorns only”—unless you have proof those are actually your buyers.
Step 3: Craft and Combine Your Filters (with Real-World Logic)
Don’t just fill in every field. Start broad, then get narrower as you see how many results you get. Here’s a simple process:
- Set your must-haves: For example, “Industry: SaaS,” “Company Size: 50-500,” “Location: US, Canada.”
- Add role filters: “Title contains: marketing, demand gen, growth,” or use the platform’s dropdown if available.
- Tweak and preview: Most tools show you how many results you’ll get. If it’s 10,000+, tighten up. If it’s 10, loosen up.
- Stack filters logically: Avoid stacking “AND” filters that make your list disappear. For instance, “CMO” AND “Growth” might leave you with nobody.
Pro tip: Don’t obsess over perfection. Some outliers are fine. You can always clean up after export.
Step 4: Spot-Check Your Results Before Exporting
Before you pull the trigger and export, look through a random sample of your results. Ask: - Are these companies the right type? - Do the job titles make sense given your ICP (ideal customer profile)? - Are there obvious mismatches (like interns, or companies way outside your target)?
If you see a lot of junk, adjust your filters and try again. This five-minute check saves hours of manual cleanup later.
Step 5: Export, Clean, and Segment
Once you’re happy with your filtered list, export it. But you’re not done yet—most lists need a little extra TLC.
Here’s what to watch for: - Duplicates: Even good tools sometimes double up contacts. De-dupe before you upload anywhere. - Invalid emails: Use an email verifier. There’s nothing worse than a 20% bounce rate. - Obvious misfits: Manually scan for contacts that slipped through (wrong titles, wrong industries).
If your list is huge, break it into smaller segments by: - Industry - Company size - Title/seniority
This makes your outreach way more personal—and less likely to land in spam.
Step 6: Keep Your Filters (and Expectations) Up to Date
Markets shift, companies pivot, and job titles change. Don’t treat your filters as set-and-forget.
- Review what’s working every month or so.
- If you’re getting weak replies or lots of bounces, revisit your filters.
- Ask your sales or outreach team what they’re seeing and adjust accordingly.
Pro tip: Save your best filter combinations inside apolloleadscraper (if the feature exists) so you’re not reinventing the wheel every time.
Honest Take: What Works, What Doesn’t, and What to Ignore
- Works: Tight filters based on real customer data, plus hands-on review before exporting.
- Doesn’t: Overly complex filters, chasing “dream clients” who’ve never bought from you, trusting any tool’s data 100%.
- Ignore: Fancy enrichment data unless you’re sure it’s accurate. Bells and whistles are nice, but you need emails that actually deliver.
Keep It Simple, Iterate Often
Don’t get paralyzed trying to build “the perfect list” on your first go. The best B2B lists are built by starting focused, testing, and tweaking as you learn. Use filters to save yourself time and headaches, check your work, and get your first batch out the door. Then, improve. That’s how real results happen.
Good luck—and remember, a smaller, well-built list beats a monster spreadsheet of strangers every time.