How to add Apollo prospects to HubSpot

The quickest way to get Apollo prospects into HubSpot is Apollo's own HubSpot integration, which pushes the contacts you save in Apollo into HubSpot as contacts and brings their companies along with them. You connect HubSpot from Apollo's integration settings, then choose whether Apollo pushes every new contact automatically or only the ones that meet a condition, such as a contact stage, an email verification status, or a value in a custom field. By default, Apollo sends the first name, last name, email, title, phone, address, company, and owner, and you can change that field mapping. You also decide whether Apollo fills in only the empty fields in HubSpot or overwrites what's there. If you'd rather not connect the two tools, you can export your saved contacts from Apollo as a CSV file and bring them in with HubSpot's import tool.

Both routes move records well, but neither one decides which records should exist. If you saved 200 people from an Apollo search, 200 contacts land in HubSpot. That includes the person who changed jobs last month, the company that's already your customer, and the contact whose email bounces. Nothing on the record tells a salesperson why this person was chosen or what to say to them, so the rep opening it has to redo the research.

That's the real work in this job. A good result is a set of HubSpot records that sales would actually want: people who fit your ideal customer profile and still hold the role, attached to the right company, never duplicated, assigned to an owner, and carrying the reason they were added.

Kite does that work for you. It qualifies the prospects before they reach HubSpot, checks your CRM for records that already exist, and writes the contacts and companies with the research attached.

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

"Add the Apollo contacts in our Interested stage to HubSpot and assign them to me."

Or you can ask Kite to find them:

"Find 40 heads of marketing at US fintech companies with 50 to 500 employees and add the best ones to HubSpot."

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 HubSpot account through OAuth so Kite can read and write your records. To find new prospects, you don't need an Apollo account, because Kite has its own Apollo connection built in. To work from prospects you've already saved in Apollo, connect your own Apollo account, or export the contacts as a CSV file and share it in the Slack thread.

Adding records to your CRM is routine work, so Kite writes them and then tells you what it did. If you'd like to see the list before anything reaches HubSpot, say so in your request.

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 name, title, company, or email, filters them by contact stage, and reads your stages, labels, and team members so it can match what you asked for. If you shared a CSV export, it reads the file 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 can also read 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 marketing hire or a funding round.

Kite decides who belongs in HubSpot 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 "Head of growth at a 120-person payments company that's hiring two demand-generation roles." When the list runs past about fifteen people, Kite splits it into primary and secondary groups so sales 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 list of good prospects is worth more in your CRM than a padded one.

Kite enriches each qualified prospect with the professional details a salesperson 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 technology.

Kite keeps the verification status of each email exactly as the provider returns it, whether that's verified, catch-all, risky, or unverified. A missing email stays marked as not found rather than guessed, so a rep knows which addresses are safe to send to. Kite includes only business details, which means it leaves out personal email addresses and phone numbers.

Kite searches your HubSpot account before it creates anything, so your CRM doesn't fill up with duplicates. HubSpot treats a contact's email address as its unique identifier, so Kite searches contacts by email, and it searches companies by domain.

When it finds an existing contact, it updates that record instead of creating a second one. When the company already exists, Kite attaches the new contact to it. It also reads your contact properties, including the custom ones your team created, so each piece of research lands in a field your team already uses. It reads your list of HubSpot owners so it can assign each contact to the right person.

Kite creates the company record first and then each contact, so every person arrives attached to their account. A new company gets its name, domain, website, industry, number of employees, annual revenue, and location. A new contact gets the following:

• First and last name
• Work email
• Job title and seniority
• Company
• Owner
• Lifecycle stage, such as Lead

Kite then links each contact to its company in HubSpot. It writes the fit score and its reason into contact properties, and if your account has no property for them, it can create one. It also adds a note to each contact that explains why the person fits, cites the source for each fact, and records any recent event worth mentioning, such as a funding round or an open role. When you want sales to follow up, Kite creates a task for the contact's owner with a due date.

When the work is done, Kite posts a summary in the Slack thread where you asked. It says how many contacts and companies it created, how many existing records it updated, and who it skipped and why. It also reports how many people it delivered against how many you asked for, and how many have a work email. The full list comes with it as a table, so you can scan it without opening HubSpot.

From there, Kite can draft a personalized outreach email for each primary contact. With your Apollo account connected, it can also add the 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 post each batch's summary in the same thread.

When Kite finishes, your HubSpot account holds a set of qualified prospects that sales can work right away, and your Slack thread holds the record of what changed.