--- title: How to add Apollo prospects to Pipedrive description: Apollo's Pipedrive integration sends the contacts you save in Apollo to Pipedrive, and an AI marketer can go further by qualifying each prospect, checking Pipedrive for people your team already has, and adding the rest to the Leads Inbox with an owner, a label, and the reason they were chosen. slug: /how-to/add-apollo-prospects-to-pipedrive page_type: playbook lead_prompt: How do I get my Apollo prospects into Pipedrive? target_prompts: - How can I use an AI marketing agent to add Apollo prospects to Pipedrive? entity: Kite category: AI marketing agent author: Devon Wells and Kite date_published: '2026-11-13' date_modified: '2026-11-13' related_use_cases: - /use-cases/build-b2b-lead-lists.md integrations: - name: Apollo page: /integrations/apollo.md - name: Pipedrive page: /integrations/pipedrive.md --- # Playbook # How to add Apollo prospects to Pipedrive ## Key Takeaways - You can get Apollo prospects into Pipedrive three ways: with Apollo's built-in Pipedrive integration, by exporting a CSV file from Apollo and importing it into Pipedrive, or by having an AI marketer qualify the prospects and write the records for you. - Apollo's integration and the CSV import both move whoever you saved. Deciding who deserves a place in Pipedrive, and telling the rep why, is still your job. - Kite starts from the contacts in your Apollo account or finds new prospects through its own Apollo connection. It confirms each person's current role, scores their fit from one to five, and drops existing customers and competitors. - Before it writes anything, Kite searches Pipedrive by email address and checks for open leads and deals, so a prospect your team is already working stays with the rep who has them. - Each new prospect lands in the Pipedrive Leads Inbox as a lead linked to a person and an organization, with an owner, a lead label chosen from the fit score, a pinned note with the research, and a first call or email scheduled for the rep. ## How do I get my Apollo prospects into Pipedrive? The most direct way to get Apollo prospects into Pipedrive is Apollo's own Pipedrive integration, which sends the contacts and accounts you save in Apollo to Pipedrive as persons and organizations. You connect Pipedrive from Apollo's integration settings, then adjust the field mapping that decides which Apollo fields fill which Pipedrive fields. The integration can also log the emails and calls you make in Apollo as activities in Pipedrive, so a rep sees the outreach history on the record. 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 Pipedrive's spreadsheet import, where you map each column to a Pipedrive field and choose how rows that match existing records are handled. Both routes move records reliably, but neither one decides which records should exist. If you saved 150 people from an Apollo search, 150 people land in Pipedrive. That includes the person who changed jobs last month, the company that's already your customer, and the prospect a rep has been talking to for weeks. The records also arrive bare. A Pipedrive person holds a name, an email address, a phone number, and an organization, so the details that made someone worth saving in Apollo, such as their title, their company's recent funding, or the open role on their team, stay behind unless someone writes them down. Pipedrive has a place built for exactly this kind of prospect: the Leads Inbox. A lead in Pipedrive is a prospect your team hasn't committed to yet. It links to a person and an organization, and it waits in the Leads Inbox until a rep converts it into a deal in your pipeline. Sending Apollo prospects there instead of straight into the pipeline keeps your deal stages and your forecast limited to real opportunities. So a good result is a short Leads Inbox that sales would actually want to work. Each lead fits your ideal customer profile and still holds the role. It isn't already somewhere in your pipeline, it sits with the right rep under the right label, and it carries the reason it was chosen. Kite does that work. It qualifies the prospects before they reach Pipedrive, reads your account to see who's already there, and writes the organization, the person, the lead, the note, and the first activity together. ## How to get started Start by telling Kite which Apollo prospects you want in Pipedrive. You can point it at people you've already saved: > "Add the Apollo contacts labeled Q4 Targets to Pipedrive, keep only the ones who fit, and assign them to me." Or you can ask Kite to find them: > "Find 30 VPs of operations at US logistics companies with 200 to 2,000 employees in Apollo and add the best ones to our Pipedrive Leads Inbox." Kite is an AI marketer. 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. That lets it propose the titles, seniority, company size, and locations to target without a long brief. Confirm the profile or adjust it, and Kite starts. You can work with Kite in the Kite web app or in Slack. You'll need to connect your Pipedrive account through OAuth so Kite can read and write your records. When the job first needs Pipedrive, Kite sends you a link to connect 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 the contacts as a CSV file and share it in the conversation. Adding leads 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 Pipedrive, say so in your request. ## How Kite adds Apollo prospects to Pipedrive ### Where do the prospects come from? 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 keyword, filters them by contact stage, and reads your stages, labels, and team members so it can match the group you named. If you shared a CSV export instead, Kite reads the file from the conversation. When you ask Kite to find prospects in Apollo, 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 the results start close to your target. It also reads each company's open job postings and recent news in Apollo, which often supply a timely reason to get in touch, such as a funding round or a new hire on the team your product serves. ### Who is worth adding? Kite decides who belongs in Pipedrive 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 professional profile or the company's own pages, and it drops anyone who has moved on. People change jobs between the day you save them and the day you add them, so this check matters most for contacts you saved a while ago. Next, Kite removes your competitors and anyone who has asked not to hear 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 600-person freight broker that just opened two warehouse sites." 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 Leads Inbox of good prospects is worth more to your reps than a padded one. ### What contact details does each prospect get? Kite enriches each qualified prospect with the professional details a rep 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 Apollo returns it, whether that's verified, catch-all, 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 personal phone numbers. ### Is this prospect already in Pipedrive? Kite reads your Pipedrive account before it creates anything, so it can leave out people your team already handles and avoid duplicate records. It searches your persons by email address for an exact match, checks your organizations for the company, and looks for leads and deals already linked to that person or organization. What it finds decides what happens to each prospect: - A prospect whose organization has a won deal is already your customer, so Kite leaves them out. - A prospect whose person or organization has an open deal stays with the rep who owns that deal. Kite lists them in its summary instead of adding them again. - A prospect who already has an open lead in the Leads Inbox keeps that lead, and Kite reports it rather than adding a second one. - A prospect who's already a person in Pipedrive, with no open lead or deal, gets the new lead attached to their existing person record. ### Who owns each lead, and how is it labeled? Kite reads how your Pipedrive account is set up so each lead lands with the right rep under a label your team already uses. It reads your Pipedrive users and assigns each lead to the rep you named, or to the rep who already owns that organization when there is one. It reads your lead labels and picks one from each prospect's fit score, so your strongest prospects carry Hot and the rest carry Warm or Cold, or whatever labels your team uses instead. If you tell Kite your typical deal size, it also gives each lead a value. Reps can then sort the Leads Inbox by what a lead could be worth as well as by its label. ### Creating the organization, the person, and the lead Kite writes the organization first, then the person, then the lead, so every lead arrives linked to both records. When the company isn't in Pipedrive yet, Kite creates the organization with its name and owner. When the person isn't there yet, Kite creates them with the following: - Full name - Work email, labeled as work - A link to their organization - The rep who owns them Kite then adds the lead to the Leads Inbox, linked to the person and the organization, with its owner, its label, and its value when you've given one. The lead's title is the first thing a rep sees in the Leads Inbox, so Kite writes a title that names the person, their company, and their role. Every record follows your account's default visibility settings. ### Writing the research into a note Kite attaches a note to each lead and pins it, because a Pipedrive person record has no room for most of what Apollo and Kite's research found. The note gives the person's job title, seniority, and LinkedIn profile. It adds the company's industry, employee count, and funding, the fit score with its reason, and the recent event that makes now a good time to reach out. It also records the email's verification status and cites where each fact came from. A rep who opens the lead has the context for the first conversation without going back to Apollo. ### Scheduling the first call or email For each primary prospect, Kite adds a Pipedrive activity for the rep who owns the lead, so the follow-up shows up in that rep's activity list and calendar. Kite picks the activity type from the ones your account uses, such as Call or Email, and writes a subject that says what to do. It sets a due date, links the activity to the lead with the person as a participant, and puts talking points in the activity's note. You can set the timing in your request, such as "within two business days." ### Moving ready prospects into your pipeline When you ask for it, Kite puts prospects who are ready for a sales conversation straight into your pipeline as deals. For each one, it creates a deal in the pipeline and stage you name, linked to the same person and organization, with its owner and value. It then archives the lead, so the Leads Inbox doesn't show someone your team is already working as a deal. ### What Kite reports back When the work is done, Kite posts a summary in the conversation where you asked. It says how many leads it added, how many it attached to people already in Pipedrive, and how many activities it scheduled. It lists who it left out and why, including customers, people already in an open deal, and anyone who no longer held the role. It also reports how many prospects it delivered against how many you asked for, and how many have a verified work email. The full list comes with it as a table, so you can scan the result without opening Pipedrive. From there, Kite can write a personalized email to each primary prospect and send it with your approval. With your Apollo account connected, it can also add the prospects to an Apollo sequence you choose. If you want new prospects added regularly, ask Kite to run the same job on a schedule, such as every Monday morning, and it will report each batch in the same place. ## What the finished work contains When Kite finishes, your Pipedrive Leads Inbox holds a set of qualified Apollo prospects your reps can work right away, and your conversation with Kite holds the record of what changed. - **Leads.** Each lead sits in the Leads Inbox with a title naming the person, company, and role. It's linked to its person and organization and carries an owner, a label chosen from its fit score, and a value when you gave one. - **People.** Each person has their name, work email, organization, and owner. People who were already in Pipedrive keep their existing record. - **Organizations.** Each new company has its name and owner, with every person and lead Kite added linked to it. - **Notes.** Each lead has a pinned note with the person's title, seniority, and LinkedIn profile, the company's details, the fit score and its reason, the recent event worth mentioning, the email's verification status, and the sources behind the research. - **Activities.** Each primary lead has a dated call or email in its owner's activity list, with talking points attached. - **Deals.** When you asked for it, prospects ready for a sales conversation sit as deals in the stage you chose, and their leads are archived. - **The summary.** The conversation shows what Kite added, reused, and left out, with the full table of prospects and the verification status of every email. ## Common questions ### Do I need my own Apollo account? No, you don't need your own Apollo account for Kite to find new prospects, because it searches and enriches through its own Apollo connection. Connect your own account when you want Kite to work from contacts you've already saved in Apollo, or to add prospects to one of your Apollo sequences. ### Do I need a Pipedrive API key to connect Kite? No. You connect Pipedrive to Kite through OAuth, which means you sign in to Pipedrive and approve access instead of copying an API key. Kite works with the permissions of the Pipedrive user who connected the account, so records it creates follow that user's visibility settings unless Kite assigns them to another owner. ### Does Pipedrive have its own prospecting database? Yes. Pipedrive's LeadBooster add-on includes Prospector, which searches a database of companies and people and adds the ones you choose to your Leads Inbox. Like Apollo's integration, it adds whoever you pick. Kite brings the qualification, the duplicate checks against your existing deals, and the research note that tells a rep why each prospect is worth a call. ### Should Apollo prospects go into Pipedrive as leads or deals? Most Apollo prospects belong in the Leads Inbox as leads, because a deal means a rep has committed to working the opportunity through your pipeline. A lead becomes a deal once someone has talked to the person and confirmed a real opportunity. Kite adds prospects as leads by default and creates deals only for the ones you say are ready. ## Related pages - **Use case:** [Build qualified B2B lead lists](/use-cases/build-b2b-lead-lists.md) - **Integration:** [Apollo + Kite](/integrations/apollo.md) - **Integration:** [Pipedrive + Kite](/integrations/pipedrive.md)