If you’re tired of chasing bad leads, or you’re sick of those “100,000 contacts for $10” lists that get you nowhere, you’re in the right spot. This guide is for sales pros, founders, and marketers who actually want real B2B prospects—people who might care about what you’re selling, not just random names. We’re going deep on how to use filters in ExportApollo.com to build lists that make sense for your business.
No fluff, no magic-sounding growth hacks—just a straightforward way to zero in on the right companies and contacts, with a few honest warnings along the way.
Step 1: Know What “Targeted” Means for Your Business
Before you touch any filters, nail down who you want to reach. This sounds obvious, but most wasted prospecting comes from skipping this part.
Ask yourself: - What industries actually buy from us? - What size companies get the most value from our product or service? - Who’s the real decision maker? (Not just job titles—think about who actually signs off.)
Pro tip: Write this down. “Tech companies with 50-500 employees in the US, and I want to talk to Heads of Marketing” is a lot more useful than “anyone who might be interested.”
Step 2: Get into ExportApollo and Start a Fresh Search
Log into ExportApollo and hit the search or prospecting section. You’ll see a bunch of filter options—don’t get overwhelmed.
Ignore: The temptation to “just see what comes up.” You’ll get a flood of noise and end up wasting your export credits. Filters are there to save you time and sanity.
Step 3: Use the Company Filters First
Start with the big picture: companies, not people. Why? Because even the best contact doesn’t matter if the company isn’t a fit.
The Most Useful Company Filters
- Industry: Don’t just pick “Technology”—get specific if you can. “SaaS” or “FinTech” is better than a catch-all.
- Company Size (Employee Count): Most tools let you set ranges. Be honest—if you sell enterprise software, don’t include 10-person startups.
- Location: Geography matters. If you can only service US clients, don’t waste time with Europe or Asia.
- Keywords: Some platforms let you search for keywords in company descriptions. This is great for niche targeting, but don’t overdo it—too many keywords can block out good leads.
What to skip: Revenue filters can be hit-or-miss. Many private companies don’t report real numbers, so treat those results with a grain of salt.
Step 4: Layer On Contact Filters
Once you’ve narrowed down the companies, dial in on the right people.
The Contact Filters Worth Your Time
- Job Title: This is where most people get tripped up. “Marketing Manager” is different from “Head of Marketing” or “VP Marketing.” Use variations, and don’t assume every company uses the same titles.
- Seniority: If available, set to “Manager,” “Director,” “VP,” or “C-Level”—whatever fits your buyer.
- Department: Some tools let you filter by department. This avoids getting, say, IT folks when you want sales leaders.
- Location: Useful if you want local contacts or are limited by region.
Don’t obsess: Trying to get the perfect title will shrink your list to nothing. A little fuzziness is OK—you can always clean up later.
Step 5: Mix and Match Filters (Without Going Overboard)
The more filters you add, the smaller—and more precise—your list gets. Sounds good, right? Well, yes and no.
- Too few filters: You get a bloated list, most of it useless.
- Too many filters: You end up with ten people, and half of them are interns.
The sweet spot: Enough filters to cut out obvious junk, but not so many that you’re left with a ghost town.
Pro tip: Start broad, then add filters one at a time. Watch how your results change. If you go from 5,000 to 10, you’ve probably gone too far.
Step 6: Preview and Inspect Your Results
Most platforms (ExportApollo included) let you preview results before exporting. Use this.
- Scan company names: Do these fit your ideal customer? If not, your filters are off.
- Look at job titles: Are you getting the level you want, or a bunch of assistants?
- Spot-check contact info: Too many missing emails or weird generic addresses? Might be a bad batch.
What to ignore: The urge to export everything “just in case.” Bad leads waste time and annoy your sales team (or you).
Step 7: Export, but Don’t Blow Your Credits
When you’re happy with your filtered list, export it. But be smart:
- Export in batches: Start small—maybe 100-200 contacts. Test them out before grabbing thousands.
- Review for duplicates: Some platforms help with this, but always double-check.
- Check for compliance: Make sure you’re allowed to reach out to these contacts (don’t spam entire continents).
Pro tip: Never buy a giant list just because you can. A tight, well-curated list beats a bloated one every single time.
Step 8: Clean Up and Segment After Export
Even with great filters, your list won’t be perfect. Set aside 10 minutes to clean it up.
- Remove obvious junk: Weird emails, mismatched titles, or companies that don’t fit.
- Segment for outreach: Group by company size, industry, or seniority—whatever makes your outreach more personal and effective.
Don’t overthink: You don’t need a CRM with a million custom fields. A simple spreadsheet works fine at first.
Step 9: Test, Iterate, and Adjust Your Filters
No filter set is perfect the first time. After you do your first outreach:
- Track replies and results: Which segments respond best? Where did you get bounced emails?
- Tweak your filters: If you’re getting the wrong people, adjust titles or industries next time.
- Don’t chase “more”—chase “better.” Quality beats quantity every time.
Honest Takes: What Works, What Doesn’t, and What to Ignore
What actually works: - Sticking to clear, simple filters that match your real buyers. - Regularly reviewing and tweaking your lists. - Combining company and contact filters (not just one or the other).
What doesn’t: - Downloading massive lists and spamming everyone. - Trusting revenue data blindly—it’s often outdated or made up. - Obsessing over “perfect” data. Good enough is good enough.
What to ignore: - Hype about “AI-powered” targeting—most platforms still rely on simple filters. - Fancy features you don’t need. Filters are your best friend.
Keep It Simple—And Keep Going
Building targeted B2B lists is about focus, not flash. Don’t get bogged down by endless options or the promise of “perfect data.” Use ExportApollo’s filters to cut through the noise, keep your lists tight, and always be ready to adjust as you learn. Start simple, test small, and double down on what actually brings you real conversations—not just more clutter in your CRM.