Looking for a smarter way to find the right leads—without drowning in useless data or paying for emails you’ll never use? This guide is for salespeople, founders, and marketers who actually want to reach decision makers, not just fill a spreadsheet. We’ll cut through the fluff and show you, step-by-step, how to use Scrapin filters to build prospect lists that don’t suck.
Why filters matter (and where most people mess up)
Let’s be real: Most prospecting tools dump a firehose of contacts into your lap. The trick isn’t getting more data. It’s getting the right data—and not wasting hours cleaning up garbage.
Filters are the difference between “here’s every marketing manager on Earth” and “here’s 75 SaaS marketing managers in Boston who actually fit our target.” Scrapin’s filters are solid, but only if you know what you’re looking for and how to use them.
If you want a magic solution that spits out perfect leads with zero effort, this isn’t it. But if you’re willing to think a little and tweak your approach, you’ll get better results than 90% of people using the same tools.
Step 1: Get clear on your ideal prospect (don’t skip this)
Before you even open Scrapin, spend 10 minutes jotting down who you’re actually looking for. Get specific. “Tech companies” is not a real target. “B2B SaaS companies with 20-200 employees, Series A+, in North America” is.
Ask yourself:
- What industry or vertical do they work in?
- Company size—employee count, revenue, or funding stage?
- Geography—do you care where they’re based?
- Job titles—who are the real decision makers?
- Any red flags? (e.g., avoid agencies, government, tiny startups)
Pro tip: If you skip this, you’ll end up with a bloated, unfocused list. You’ll waste time on bad-fit leads and get discouraged.
Step 2: Open Scrapin and start with broad filters
Now, log into Scrapin and head to the search or prospecting section. Start broad, then narrow down.
Here’s what you’ll typically see:
- Industry / Keywords: Start with your main industry or a few relevant keywords. Don’t try to be clever with synonyms—you want what people actually use in their LinkedIn bios or company descriptions.
- Location: Add geographic filters if it matters. If you’re open to remote or global leads, skip for now.
- Company size: Use employee count ranges. Be honest about what you can actually service—don’t pick “5000+” if you’re selling to startups.
- Job title: Enter the actual titles your prospects use (e.g., “Head of Marketing,” “Demand Generation Manager,” not just “Marketing”).
Don’t over-filter yet. Get a sense for volume before you get fancy. If you start with 12 different filters, you’ll miss out on good leads who don’t fit your mental model.
Step 3: Refine with advanced filters (where the magic happens)
Okay, you’ve got a few hundred or thousand results. Time to whittle it down to the gold.
Scrapin gives you a bunch of ways to slice and dice:
- Technologies used: Filter by what tools/software their company uses. Maybe you only want Shopify stores, or companies using HubSpot.
- Seniority: Target only directors, VPs, or C-suite, depending on your offer.
- Funding rounds: Looking for companies that just raised money? Filter by recent funding.
- Exclusions: Remove agencies, consultancies, or other types you don’t want.
- Activity filters: Some tools let you filter by recent hiring, press, or growth signals. Don’t obsess, but it can help with prioritizing.
Real talk: The more niche your filters, the smaller (but usually better) your list gets. Don’t fall for “bigger is better.” You want reachable, relevant leads—not just a big number.
Ignore vanity metrics. Number of employees, for example, is often outdated or inaccurate. Treat it as a rough guide, not gospel.
Step 4: Preview your list and spot-check for quality
Before you export anything, take five minutes to spot-check:
- Are these actually your target accounts?
- Any weird outliers? (Like a “Marketing Manager” at a law firm when you don’t want law firms?)
- Are job titles and company info up to date?
If you see a bunch of misses, tweak your filters. Don’t be afraid to iterate a few times.
Pro tip: Quality > quantity. It’s better to have 100 solid prospects than 2,000 you’ll never contact.
Step 5: Export only what you’ll actually use
Resist the urge to export everything. You’ll just end up with a bloated CSV you never want to open again.
- Export in batches—start with your top 100-200.
- Use tags or labels in Scrapin if you want to segment further.
- Keep notes on what filters worked (or didn’t) for next time.
Why? Prospecting is about focus. If you grab everything, you’ll spend more time cleaning and less time reaching out.
Step 6: Keep your data fresh (and don’t obsess over perfection)
Even the best filters won’t give you a flawless list. People change jobs, companies rebrand, and data gets stale. That’s the nature of the beast.
- Re-run your searches monthly or quarterly.
- Update your filters as your target market evolves.
- Don’t stress over a few bounces—focus on the overall hit rate.
Ignore anyone promising 100% accuracy. That’s not real. Work with what you have and move fast.
What actually works (and what doesn’t)
Here’s the honest breakdown:
What works: - Getting ultra-specific with filters, even if it shrinks your total list. - Spot-checking before you export. - Iterating—your first attempt won’t be your best.
What doesn’t: - Blindly trusting default filters (they’re usually too broad). - Trying to “hack” your way to perfect data. - Exporting thousands of leads you’ll never contact.
Skip the bells and whistles. Most “AI enrichment” or “one-click campaigns” sound cool but just add noise. Stick to the basics—targeted filters, clean exports, and focused outreach.
Pro tips for power users
- Save your filter sets: If Scrapin lets you save searches or filter presets, do it. Saves time next round.
- Use “NOT” logic: Exclude keywords, industries, or titles you know are a waste.
- Combine filters creatively: For example, target “Marketing” titles at “FinTech” companies in “Canada” using “Salesforce.”
- Don’t chase quantity: If you’re proud of how big your list is, you probably went too broad.
Wrapping up: Keep it simple and iterate
Building a targeted prospect list isn’t rocket science, but it does take a little discipline and willingness to experiment. Start with a clear picture of your ideal customer, use Scrapin’s filters thoughtfully, and don’t get distracted by shiny features or vanity metrics.
Keep your lists tight, your process simple, and iterate as you go. You’ll save yourself a ton of time—and actually connect with people who want to hear from you.