If you’re here, you’re probably tired of exporting leads or contact data from one tool just to copy-paste it into your CRM. You want things to “just work,” but every integration guide seems written by someone who’s never had to fix a broken Zapier zap at 11pm. This guide is for people who want a workflow that actually saves time—without a bunch of hand-waving or empty promises.
We’re going to walk through how to hook up ExportApollo.com with your CRM so your data flows where it should, with as little fiddling as possible. Whether you’re using Salesforce, HubSpot, Pipedrive, or something else, the basics are the same. Let’s cut through the fluff and get your integration running.
Why Bother Integrating ExportApollo with Your CRM?
Before you start plugging things in, it’s worth asking: is this worth your time? Here’s what you actually get when you connect ExportApollo to your CRM:
- No more CSV headaches: Forget downloading and re-uploading files, which always seems to break at the worst time.
- Cleaner data: Automated exports mean fewer manual errors (and maybe fewer “John Smiths” with three different emails).
- Faster follow-up: Leads go straight into your CRM, ready for your team to work.
On the flip side, integrations can break, and sometimes you’ll spend more time fixing them than just uploading a file yourself. But if you’re exporting regularly, it’s usually worth it.
Step 1: Decide on Your Integration Approach
Not every CRM works the same way, and ExportApollo doesn’t have a native integration for everything. Here are the main routes:
- Built-in Integrations: Some CRMs have direct hooks with ExportApollo. If yours is on the list, great—this is usually the least painful option.
- Zapier or Similar Tools: For most CRMs, Zapier is the glue. It’s not perfect, but it gets the job done.
- Custom API: If you’ve got dev resources (or just like tinkering), ExportApollo’s API lets you build exactly what you need.
What to ignore: Don’t waste time on browser extensions or unofficial plugins that promise one-click magic. They rarely work well and can make a mess of your data.
Step 2: Prep Your Tools
Before you start connecting things, get your house in order:
- ExportApollo Account: Make sure you have access and the right permissions to export data.
- CRM Admin Rights: You’ll need to create connections or install apps—basic user access won’t cut it.
- Zapier Account (if using): The free plan is enough for testing, but you’ll probably need a paid tier for real use.
Pro tip: Clean up your CRM fields first. If you’ve got five different “Phone” fields or a dozen custom tags, integrations will just highlight the mess.
Step 3: Set Up ExportApollo for Export
Head into ExportApollo and generate the export you want:
- Filter Your Data: Don’t just export everything. Pick the lists or segments you actually want synced.
- Choose Export Format: Most integrations work with CSV, but check if your CRM wants something else (e.g., JSON for custom APIs).
- Schedule Exports (Optional): If ExportApollo supports scheduled exports, set this up now—otherwise, you’ll be doing it manually.
Honest take: Scheduling is great, but if your data changes often or you’re experimenting, start with manual exports to make sure everything looks right.
Step 4: Connect ExportApollo to Your CRM
This is where the magic—or frustration—happens. Here’s how it usually goes, broken down by method:
A. Built-In Integration (If Available)
- Go to ExportApollo’s integration settings.
- Find your CRM (e.g., HubSpot, Salesforce).
- Click “Connect” and follow the prompts to log in to your CRM.
- Map the fields—make sure “First Name” in ExportApollo matches “First Name” in your CRM, and so on.
- Test the connection with a small export.
What works: Field mapping tools are your friend. Don’t just accept the defaults—double-check everything.
What doesn’t: Sometimes, built-in integrations are bare-bones. If you can’t control where leads go (e.g., specific pipelines or tags), you might need a more flexible route.
B. Zapier Integration
- In Zapier, create a new “Zap.”
- Set ExportApollo as the trigger app. If you don’t see it, you may need to use a webhook or email parser.
- For the trigger, pick “New Export” (or similar).
- Set your CRM as the action app (e.g., “Create Contact” in Pipedrive).
- Map the fields carefully. Watch out for mismatched types (e.g., phone number formats).
- Test with a real export.
What works: Zapier is easy to tweak. If you want to add extra steps (like Slack notifications), it’s straightforward.
What doesn’t: Zapier can get expensive fast if you’re moving a lot of data. Also, it’s not always real-time—sometimes there’s a lag.
C. Custom API Integration
- Check ExportApollo’s API docs for authentication and export endpoints.
- Write a script (Python, Node.js, whatever you like) to pull exported data.
- Use your CRM’s API to push that data where it needs to go.
- Set up error handling, retries, and logging. Trust me, you’ll want this.
- Schedule your script (with cron or a cloud function).
What works: Full control. You can filter, transform, or enrich data however you want.
What doesn’t: More moving parts means more things can break. Unless you have specific needs, stick with Zapier or built-in integrations if you can.
Step 5: Test (and Break) Your Integration
Don’t just hit “Go” and hope for the best. Here’s what to check:
- Field Mapping: Are names, emails, and other fields landing in the right place?
- Duplicates: Does your CRM create duplicates, or update existing records?
- Errors: What happens if a field is missing or formatted weirdly?
- Notifications: Make sure you (or your ops person) know if something fails.
Pro tip: Run a test with just a handful of records first. It’s a lot easier to clean up five bad contacts than 5,000.
Step 6: Automate and Monitor
Once things are working:
- Turn on scheduled exports or set your Zap to run automatically.
- Set up alerts: Use email, Slack, or whatever you like to get notified if something breaks.
- Spot-check your CRM: Every week or two, make sure new records are showing up as expected.
- Update as you go: If you add new fields in ExportApollo or your CRM, revisit your mapping.
What to ignore: You don’t need fancy dashboards or analytics right away. Focus on making sure the data is correct and the process is reliable.
Pitfalls and Common Gotchas
Nobody tells you about these up front, so here’s what to watch for:
- Field mismatches: “Full Name” vs. “First Name”/“Last Name” can cause messy data.
- Rate limits: CRMs (especially Salesforce) can block too many API calls at once.
- Data formats: Phone numbers, dates, and dropdowns often break things.
- Partial exports: If your export is interrupted, you might end up with incomplete data.
If you hit a wall, ExportApollo’s support is usually responsive—but don’t expect miracles if you’re trying to connect to a brand-new, obscure CRM.
Final Thoughts: Keep It Simple, Iterate as Needed
Don’t overcomplicate things. Start with the easiest integration you can, test thoroughly, and build from there. If something feels like a kludge, it probably is—solve today’s problem, not every possible future scenario.
You’re looking for fewer headaches, not more. Get your ExportApollo-to-CRM pipeline running, automate what you can, and check in now and then. If you’re spending more time on the integration than on actually using your CRM, something’s off—simplify, or try a different approach. Good luck!