Finding the right prospects can feel like searching for a needle in a haystack. If you’re using prospecting tools but still end up with bloated lists and little to show for it, you’re not alone. This guide is for sales pros, founders, and anyone sick of fishing in the wrong pond. We’ll walk through setting up custom filters in ExportApollo.io so you can stop wasting time and start connecting with people who might actually care.
Why Custom Filters Matter (And Where Most People Screw Up)
Most tools give you a firehose of contacts. Trouble is, more isn’t better — better is better. The usual rookie mistake is grabbing every export you can, then spending hours cleaning up the mess later. That’s backwards. The real trick is filtering out the noise before you waste a second on it.
Custom filters let you:
- Zero in on companies and people who fit your real criteria (not some generic “decision maker” label).
- Stop your inbox from filling up with junk leads.
- Actually make your outreach stats mean something.
But don’t fall for every filter under the sun. Overcomplicating things is just as bad as being too broad. Stick to filters that matter for your business.
Step 1: Get Clear on Your Ideal Prospect — Before You Log In
Seriously, do this first. The time you spend here pays off tenfold. Ask yourself:
- What industry or niche am I targeting?
- What company size is “right” (by employees, revenue, or something else)?
- Who are the real decision makers or influencers for what I sell?
- Are there red flags (e.g., “companies with less than 10 employees never buy”)?
- What geography matters? (Don’t just default to “USA” unless you mean it.)
Jot this down. If you can’t answer these without guessing, talk to your best customers or poke through your closed-won deals for clues.
Pro tip: Don’t get stuck in “ICP paralysis.” Good enough is good enough — you can tweak your filters later.
Step 2: Log In and Find the Filters (Don’t Just Use the Default Search)
Once you’re in ExportApollo.io, resist the urge to run a broad search. You’re here to filter, not window shop.
- Navigate to the main “Search” or “Prospects” area.
- Look for the advanced filters panel (usually a sidebar or dropdown).
- If you can’t find it, dig around the dashboard — sometimes “Advanced” is tucked behind a button.
You should see options like:
- Industry
- Company size (employee count, revenue)
- Location
- Job title or function
- Technologies used
- Funding rounds, etc.
Ignore anything that’s not relevant (unless you’re just curious). More options don’t always mean better results.
Step 3: Set Up Your Must-Have Filters
Here’s where most people overthink it. You want filters that slice away the obvious “no”s, not filters that lock you into a tiny pool.
1. Industry
- Pick a specific industry, not “all industries.” If you’re not sure, start broad and narrow based on what you see.
- Some tools get industry data wrong; double-check a few sample companies.
2. Company Size
- Set realistic limits. If your product is for teams of 50-500, don’t bother with 10,000-employee giants.
- Employee count is usually more reliable than revenue, but use both if you have strong preferences.
3. Geography
- Only filter on location if it matters (e.g., for legal, language, or timezone reasons). Otherwise, you might miss out on good leads.
4. Job Title or Department
- Use “contains” logic for titles (e.g., “Marketing” catches “VP Marketing,” “Head of Marketing,” etc.).
- Don’t get hung up on exact titles — every company is different.
5. Tech Stack or Keywords
- If your product integrates with specific tools, filter by tech stack.
- Be careful with keyword filters; they’re only as good as the data source.
Pro tip: Start with 2-4 strong filters. If your list is still too big (thousands), add one more. If it’s too small, loosen up.
Step 4: Preview Results — Then Adjust
Don’t export yet. Always preview.
- Scroll through the first 20-30 results. Do they look like your ICP, or is something off?
- Open a few company profiles at random. Is the data accurate? Are the titles what you expect?
- If you’re seeing lots of garbage, revisit your filters. Sometimes “industry” categories are way off, or “job title” brings in weird matches.
Warning: No tool is perfect. Expect some junk — the goal is to minimize, not eliminate it.
Step 5: Save Filter Sets for Reuse
If you’ve found a combo that works, don’t start from scratch next time.
- Most tools (ExportApollo.io included) let you save custom searches or filter sets.
- Name them clearly: “US SaaS 50-200 employees CMO targets” beats “Search 1.”
- Over time, you’ll figure out which filter combos actually deliver.
Pro tip: Review saved filters every few weeks. Stuff changes — companies move, industries shift, new titles pop up.
Step 6: Export Small Batches (and Check Your Data)
Don’t do a giant export right away. Here’s why:
- You’ll spot issues faster (bad emails, wrong names, etc.).
- You’re less likely to waste your export credits or hit data limits.
- You can test outreach and see if your filters are working before scaling up.
Download a sample batch (say, 50-100 records) and spot-check:
- Are the emails valid?
- Are the titles/companies correct?
- Would you actually want to contact these people?
If you’re happy, go bigger. If not, tweak filters and try again.
Step 7: Ignore Vanity Filters and Overhyped Features
Some platforms throw in bells and whistles like “intent data,” “AI scoring,” or “social engagement.” Here’s the honest take:
- Most of these are marketing fluff. Unless your outreach is super high-volume or you’ve already nailed the basics, skip ‘em.
- Focus on the hard criteria: industry, size, title, location, and maybe tech stack.
If you’re curious, test the fancy stuff — but don’t build your campaign around it.
Step 8: Iterate Based on What Actually Works
Filters aren’t “set and forget.” You’ll learn more from real outreach than from staring at lists.
- Track which filters produce meetings, replies, or deals — not just opens.
- If a filter set bombs, change it. No shame in adjusting.
- If you find a surprise segment that works, double down.
Pro tip: Keep a simple doc or spreadsheet tracking your filter combos and results. It’ll save you a ton of time later.
What to Watch Out For (And What to Ignore)
- Dirty data: It’s everywhere. Don’t trust anything blindly — always verify before you hit send.
- Over-filtering: If you get too specific, you’ll wind up with a list of 3 people. Broaden it, then refine.
- Chasing trends: Just because everyone’s targeting “AI startups” doesn’t mean you should. Stick to your real ICP.
Wrapping Up: Keep it Simple, Keep it Moving
Custom filters in ExportApollo.io are your best friend — but only if you use them to cut clutter, not create more. Start with the basics, preview your results, and don’t be afraid to tweak. The perfect filter set doesn’t exist, but a good one will save you hours of busywork.
Pick your must-have criteria, ignore the noise, and keep iterating. The more you do this, the easier it gets — and the more time you’ll spend talking to people who might actually buy. That’s the whole point, right?