If you’re tired of downloading CSVs from one tool and awkwardly uploading them into your CRM, you’re not alone. Moving leads around manually is a pain—mistakes creep in, time gets wasted, and everyone ends up frustrated. This guide is for sales teams, marketers, or anyone who wants to connect ExportApollo.io (a tool for exporting leads from Apollo) directly to their CRM, so leads flow where you want them—without the busywork.
Let’s break down exactly how to set this up, what works (and what doesn’t), and how to avoid common headaches.
Step 1: Understand What ExportApollo.io Actually Does
Before you start plugging things in, get clear on what ExportApollo.io is—and isn’t.
What it is:
ExportApollo.io helps you extract contact and company data from Apollo.io, usually in bulk. It’s popular because Apollo’s own export features are limited or locked behind expensive plans.
What it isn’t:
It’s not a CRM itself. It doesn’t magically sync everything in real time, and you’ll generally get data in CSV format. You need to connect the dots yourself.
Why this matters:
If you’re expecting a native “one-click” integration with Salesforce, HubSpot, or Pipedrive, you’ll be disappointed. But with some setup, you can get pretty close to seamless.
Step 2: Decide How “Seamless” You Want This
There are three basic ways to get data from ExportApollo.io into your CRM:
- Manual CSV Import
- Download a CSV from ExportApollo.io
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Upload it to your CRM’s import tool
-
Automated Integration via Zapier/Make
-
Use Zapier, Make (formerly Integromat), or similar to automate the process
-
Custom API Scripts
- For the technical crowd: write scripts that pull data from ExportApollo.io and push it to your CRM’s API
Reality check:
For most people, option 1 or 2 is plenty. Option 3 is overkill unless you have in-house developers or special requirements.
Step 3: Prepare ExportApollo.io for Export
3.1. Set Up Your Export
- Log into ExportApollo.io.
- Choose the Apollo list, segment, or search you want to export leads from.
- Select your export format—usually CSV.
- Double-check that all the fields you need (name, email, company, etc.) are included.
Pro tip:
Don’t grab every field “just in case.” Extra columns clutter your CRM and can break automations.
3.2. Clean Up Your Data
- Look for weird formatting, inconsistent names, or missing emails.
- If you see obvious junk, fix it now. It saves pain down the line.
3.3. Export Your File
- Download the CSV to a known folder.
- Name it something clear (“Apollo-Leads-June2024.csv” beats “export(5).csv”).
Step 4: Import Leads Into Your CRM
How you do this depends on your CRM. Here’s how the process usually breaks down for the most popular ones.
4.1. Salesforce
- Go to “Leads” or “Contacts.”
- Find the “Import” option (it’s under Data Import Wizard for most editions).
- Match CSV columns to Salesforce fields.
- Set up rules for duplicates (do you want to update existing, skip, or create new?).
- Start import, then check results for errors.
4.2. HubSpot
- Go to Contacts > Import.
- Choose CSV file, map fields.
- HubSpot’s import wizard is forgiving about field names, but double-check mapping.
- Review any failed records—HubSpot tells you why they didn’t import.
4.3. Pipedrive
- Go to Contacts > Import.
- Upload CSV, map fields.
- Pipedrive will flag bad rows—clean up and try again if needed.
What to watch out for:
- Email mismatches (if your CRM uses email as a unique ID)
- Fields that don’t exist in your CRM (custom fields may need to be created first)
- Date formats (US vs EU)
Step 5: Automate the Import (If You’re Sick of Doing It Manually)
Manual imports work, but they get old fast. Here’s how to automate the process.
5.1. Using Zapier or Make
What you need: - ExportApollo.io account - A Zapier or Make account - CRM with an API or Zapier integration (Salesforce, HubSpot, Pipedrive, etc.)
General workflow: 1. Set ExportApollo.io to save new exports to a cloud storage service (like Google Drive, Dropbox). 2. Trigger a Zap or scenario when a new CSV appears in that folder. 3. Parse the CSV (Zapier/Make both have tools for this). 4. Create or update leads/contacts in your CRM.
Limitations: - Most CRMs don’t allow bulk CSV import via Zapier—you’ll be adding/updating one record at a time. - Zapier/Make handle small to medium volumes well, but they can choke on huge files. - Error handling is basic—be ready to check your logs.
Pro tip:
If you’re exporting lots of leads, break the file into chunks or schedule exports to avoid API rate limits.
5.2. For Developers: Custom Scripts
If your team is technical, you can use Python (or another language) to:
- Download the latest CSV from ExportApollo.io (or from your cloud folder)
- Clean/transform data as needed
- Use your CRM’s API to insert or update leads
Why bother?
You get full control, but it’s more work to set up and maintain. Only go this route if off-the-shelf tools aren’t cutting it.
Step 6: Keep Your Data Clean—Or Automations Will Backfire
It’s easy to create a mess if you don’t stay on top of your data. Here’s what to watch out for:
- Duplicates: If you keep importing the same list, you’ll end up with duplicate leads. Use your CRM’s deduplication tools.
- Bad emails: Validate emails before importing, or you’ll tank your sender reputation.
- Unmapped fields: Custom fields in your CSV won’t magically appear in your CRM—set them up first.
- GDPR/Compliance: Don’t import data you don’t have permission to use. Seriously, don’t.
Step 7: Test Everything Before You Rely On It
- Start by importing a tiny batch (5-10 leads).
- Check that fields map correctly and automations (like lead routing) actually fire.
- Look for weird formatting, missing data, or duplicates.
- Only automate at scale once you’re confident.
What’s Worth Your Time (And What Isn’t)
Worth it: - Spending 10 minutes upfront to clean your data - Setting up field mapping templates in your CRM - Automating repetitive imports if you do them weekly or more
Not worth it: - Building a custom integration unless you have unique needs - Overcomplicating things with too many fields or triggers
Wrapping Up: Start Simple, Iterate As Needed
Integrating ExportApollo.io with your CRM isn’t rocket science, but it does take a little planning. Start by getting your exports and imports right manually. Once you’re confident, automate what makes sense—but don’t build a Rube Goldberg machine.
Keep your data clean, test before trusting, and remember: simpler workflows break less often. If you hit a snag, step back and ask if you’re over-engineering things. Nine times out of ten, there’s a simpler way.