How to add Apollo prospects to Google Sheets

To export Apollo prospects to Google Sheets, select the contacts you want in Apollo, export them as a CSV file, and import that file into Google Sheets. In Apollo, you can export from a saved list or from search results, and the file includes columns such as first name, last name, title, company, email, email status, LinkedIn URL, and company details like industry and employee count. Depending on your Apollo plan, exports may draw on a monthly allowance of export credits.

In Google Sheets, open File, choose Import, and upload the CSV. Sheets lets you create a new spreadsheet from the file, add it as a new tab, replace the current sheet, or append the rows to the sheet you already have. Appending is the option most teams use for a running prospect list, and it's also where the trouble starts.

Apollo connects natively to CRMs such as HubSpot and Salesforce, and for Google Sheets it offers a workflow that pushes new contact and account records into an existing sheet. Teams can also connect the two with an automation tool such as Zapier or Make, which adds a row whenever a contact is created or changed in Apollo. That keeps rows flowing, but you build and maintain the column mapping yourself, and the automation copies every contact whether or not it belongs in the sheet.

Both routes move data well, and neither one decides what should be in the sheet. A spreadsheet has no idea that two rows describe the same person, so a second export of an overlapping search quietly doubles up your list. Apollo's column order rarely matches the sheet your team already set up, so an appended file can put titles under your Company column or add a block of columns nobody asked for. And every contact in the export lands in the sheet, including the person who changed jobs last month and the company that's already your customer.

That's the real work in this job. A good prospect sheet holds people who fit your ideal customer profile and still hold the role, one row per person, every value under the right header, and a clear reason each person is there. It's often the list you share with a teammate, a client, or a contractor who doesn't have an Apollo seat, so it has to make sense to someone who never saw the search behind it.

Kite does that work for you. It qualifies the prospects before they reach the sheet, checks the sheet for people who are already there, and writes each person into the columns your team already uses.

Start by telling Kite in Slack which prospects you want and which sheet they belong in. You can point it at people you've already found:

"Add the Apollo contacts in our Interested stage to the Q4 Prospects sheet."

Or you can ask Kite to find them:

"Find 50 heads of operations at logistics companies in the Midwest with 100 to 1,000 employees and put the best ones in a new Google Sheet for the sales team."

Kite is an AI marketer in your Slack. It researches your business, builds a growth strategy, and ships the work that brings you new customers. By the time you ask, it already knows your ideal customer profile, your current customers, and your competitors from that research, so it can propose the titles, seniority, company size, and locations to target without a long brief. Confirm the profile or adjust it, and Kite starts.

You'll need to connect your Google account so Kite can find your spreadsheets, read them, and write to them. You can name the sheet, and Kite searches your Drive for it. To find new prospects, you don't need an Apollo account, because Kite has its own Apollo connection built in. To work from contacts you've already saved in Apollo, connect your own Apollo account, or export them as a CSV file and share it in the Slack thread.

Kite works from the prospects you've already saved in Apollo, or it finds new ones in Apollo's database, depending on what you ask for. With your Apollo account connected, it searches your Apollo contacts by keyword and contact stage, and it reads your stages, labels, and sequences so it can match what you asked for. If you shared a CSV export, Kite reads the file straight from the Slack thread.

When you ask Kite to find prospects, it uses its built-in Apollo connection. It searches for companies by headcount, location, revenue, funding, keywords, and the technology they use, then searches for people at those companies by job title, seniority, and location. Kite puts every part of your profile that Apollo can filter on into the search itself, so it isn't sorting through people who were never a fit. It also reads a company's open job postings and recent news in Apollo, which often supplies a timely reason to get in touch, such as a new hire on the team you sell to or a funding round.

Kite decides who belongs in your sheet by checking each prospect against your profile before it enriches anyone. First it confirms that the person still holds the role at that company, using their public profile or the company's own pages, and it drops anyone who has moved on. Next it removes your existing customers, your competitors, and anyone who has opted out of hearing from you.

Every prospect who passes gets a fit score from one to five, with a one-line reason, such as "VP of operations at a 400-person freight broker that just opened two new warehouses." For larger lists, Kite splits the prospects into primary and secondary groups so your team knows where to start.

If fewer people qualify than you asked for, Kite tells you how many it found and why the rest fell short. A short sheet of good prospects is worth more than a long one somebody has to clean up.

Kite enriches each qualified prospect with the professional details your team needs to reach them. Apollo's person enrichment supplies the work email, LinkedIn profile, current title, and seniority. Its company enrichment supplies the company's domain, industry, employee count, revenue, funding, and location.

Kite keeps the status of each email exactly as Apollo returns it, so your team can tell a verified address from one that's only a guess at the company's pattern. A missing email stays marked as not found rather than filled in by guesswork. Kite includes only business details, which means it leaves out personal email addresses and phone numbers.

A spreadsheet is flat, so the company details sit on each person's row next to their name and title. That makes the sheet easy to sort by company size or filter by industry. If your team prefers companies on their own tab, Kite can keep a separate Companies tab with one row per company instead.

Kite reads your sheet's layout before it writes a single cell, because every team's prospect sheet is set up differently. It lists the tabs in the spreadsheet, reads the header row of the tab you named, and checks which columns have dropdown rules and what options those dropdowns allow.

That lets Kite put each value under the header your team already uses, whatever the order of the columns. The title goes under your Title column, the email under Email, and the fit score under the column you keep for it. When a column is a dropdown, such as Status or Owner, Kite uses one of the options already on the list instead of typing in a new one that breaks your filters. If your sheet has no column for something useful, such as the fit score or the reason a person was added, Kite proposes adding it and creates the column once you agree.

If you asked for a new sheet, Kite creates the spreadsheet in the Drive folder you choose, writes a header row, and sets it up to be easy to work in. It bolds and freezes the header, sizes the columns to fit, turns on filters, and can add a Status dropdown so your team can track who has been contacted.

Kite uses each prospect's work email as the key that decides whether they already have a row. Google Sheets has no rule against duplicate rows, so Kite looks up every email in your Email column before it writes anything.

When a person is already in the sheet, Kite updates only the cells that changed, such as a new title or a newly found email, and leaves the rest of the row alone. Your team's notes, status changes, and owner assignments stay exactly as they were. When a person isn't there yet, Kite adds them as a new row at the bottom of the list.

Kite writes the new and updated rows together once every prospect has been checked. A new person's row gets the following:

• First and last name
• Work email and its status
• Job title and seniority
• Company name, domain, industry, employee count, and location
• LinkedIn profile
• Fit score and the reason for it
• The date Kite added them

When Kite found a recent event worth mentioning, such as a funding round or an open role, it adds that to the reason along with the source. After writing, Kite can sort the list by fit score so the strongest prospects sit at the top, or highlight the primary group so a teammate can see where to start.

When the work is done, Kite posts a summary in the Slack thread where you asked. It says how many rows it added and updated, who it skipped and why, and how many people have a verified work email. It links straight to the sheet, so you can open the list from the thread.

From there, Kite can draft a personalized outreach email for each primary prospect. With your Apollo account connected, it can also add those contacts to an Apollo sequence you choose. If you want new prospects added regularly, ask Kite to run the same job every week, and it will check the sheet for anyone already there before adding each new batch.

When Kite finishes, your Google Sheet holds a clean list of qualified prospects that your team can sort, filter, and share right away, and your Slack thread holds the record of what changed.