step by step guide to exporting contacts from apolloleadscraper to your crm

If you’re trying to get contacts out of Apolloleadscraper and into your CRM, you’re probably feeling one of two ways: either optimistic (“This should be a breeze!”) or skeptical (“This is going to be a pain, isn’t it?”). Either way, this guide is for you. I’ll walk you through every step — the easy bits, the annoying bits, and what to skip so you don’t waste time.

This is for anyone who’s scraped a batch of leads and now just wants them inside the CRM they actually use. You don’t need to be a tech wizard, but you should be comfortable clicking around and following directions. Let’s get to it.

1. Get Your Contacts Out of Apolloleadscraper

Before you can move anything, you’ve got to actually get your data. Apolloleadscraper is straightforward, but the export process isn’t always as obvious as you’d hope.

Step 1.1: Log In and Find Your Leads

  • Head to Apolloleadscraper and log into your account.
  • Go to the dashboard or wherever your recent “scrapes” or exports live.
  • Find the specific batch or campaign you want to export. (If you’ve got a ton, use the filters. Don’t just scroll forever.)

Pro tip: Double-check you’re looking at the right list. Exporting the wrong contacts is a classic time-waster.

Step 1.2: Export the Data

  • Look for an “Export” button. Usually, it’s at the top or tucked into a dropdown labeled “More” or “Actions.”
  • Choose your export format. In almost every case, pick CSV (Comma Separated Values). Excel can work too, but CSV is the lingua franca for imports.
  • Select the columns/fields you want. Most CRMs care about basics: Name, Email, Company, Phone Number. Ignore anything you know you won’t use.

What to ignore: Don’t bother with fields like “Last Scraped” or “Internal ID” unless your CRM specifically asks for them.

  • Download the file to a location you’ll remember. (The desktop is fine. You can always delete it later.)

2. Clean and Prep Your Data

Here’s where most people get tripped up. Even the best scrapers output messy data. If you skip this step, you’ll regret it later when you see duplicates, missing names, or emails in the wrong fields.

Step 2.1: Open the File

  • Open your CSV in Excel, Google Sheets, or LibreOffice Calc.
  • Scan the headers. Are they clear? “First Name” is good. “fname” or “ContactFirst” is less clear, but still workable.

Step 2.2: Remove Junk

  • Delete any columns you won’t use.
  • Filter out obvious junk rows — blank lines, test emails like “test@test.com,” or contacts missing critical info.
  • Watch out for duplicate contacts. Sort by email and delete extras.

Pro tip: If you’re importing to a CRM that deduplicates on email, you can be a bit lazier here. But if not, do it now.

Step 2.3: Fix Formatting

CRMs will choke on weird formats. Take a few minutes to clean it up:

  • Make sure names are properly capitalized (optional, but looks nicer).
  • Check for leading/trailing spaces in email addresses.
  • Standardize phone numbers. Use +1 for US, etc. If you don’t care, at least make sure they’re numbers.

Step 2.4: Save Your Work

  • Save the file as a new CSV, just in case. Name it something clear like “ApolloLeadsCleaned.csv.”

3. Match Your Columns to Your CRM

No two CRMs call things the same thing. What’s “First Name” in your export might be “Given Name” or just “Name” in your CRM. If you skip matching, you’ll end up with a mess.

Step 3.1: Open Your CRM’s Import Tool

  • Log into your CRM.
  • Look for “Import” or “Add Contacts.” Sometimes under “Settings,” sometimes under “Contacts.”
  • Most CRMs will walk you through mapping your columns. If not, check their docs for the field names they expect.

Step 3.2: Map Fields

  • For each column in your CSV, pick the matching field in your CRM. E.g., “First Name” → “First Name.”
  • If you have extra columns (like “Job Title”) and your CRM supports them, map them too. Otherwise, ignore them.

Common pain points: - Some CRMs lump “Full Name” instead of separate first/last. You may need to join columns. (Use Excel’s formula: =A2 & " " & B2) - If you’re missing a field altogether, decide if you really need it. If not, skip it.

Step 3.3: Test with a Small Batch

  • Import just a few rows first. Check how they show up.
  • If the data is scrambled or in the wrong fields, adjust your mapping and try again.

Pro tip: Never import hundreds of contacts until you’re sure it works. Undoing a bad import is always more work than doing a good one.

4. Import Your Contacts

Assuming your test batch looked good, now you can do the full import.

Step 4.1: Start the Full Import

  • Upload your full cleaned CSV.
  • Follow the mapping steps again if prompted.
  • Submit the import and let your CRM do its thing.

Step 4.2: Watch for Errors

  • Most CRMs will show a summary or an error log after import.
  • Look for any rows that failed — usually because of missing required fields or duplicates.
  • Fix any issues and re-import those rows if you care. If not, just move on.

Step 4.3: Spot-Check Your Data

  • Click around in your CRM. Do contacts look right? Are emails in the email field, not the phone field?
  • If something’s off, don’t panic. Most CRMs let you delete and re-import. Just fix the CSV and try again.

5. Automate for Next Time (Optional)

If you do this kind of export/import a lot, you might want to save yourself the headache.

Step 5.1: Save Your Mapping

  • Some CRMs let you save your field mapping for future imports. Do it if you can.

Step 5.2: Consider Automation Tools

  • Tools like Zapier, Make (formerly Integromat), or native CRM integrations can automate the import step.
  • Honest take: These tools are great if you’re doing tons of imports. For the occasional batch, manual is often faster and less hassle.

What Actually Matters — And What Doesn’t

Let’s be real: Getting contacts from Apolloleadscraper into your CRM is mostly about not skipping the basics. Fancy features don’t matter much here. Here’s what’s actually worth doing:

  • Clean your data. Garbage in, garbage out.
  • Test with a small batch. Saves headaches later.
  • Don’t overcomplicate it. Manual is fine unless you’re doing this every day.

Skip the urge to “fully automate” unless you absolutely need to. One clean import is better than a dozen botched ones.

Final Thoughts

Exporting contacts from Apolloleadscraper to your CRM is never glamorous, but it’s not rocket science either. Take your time, clean your data, and don’t get precious about automating everything on day one. Start simple, see what works, and only get fancy if you have to.