How to send Apollo prospects to Outreach

The most direct way to send Apollo prospects to Outreach is Apollo's own Outreach integration. You connect Outreach from Apollo's integration settings, and from then on you can push the contacts you've saved in Apollo into Outreach as prospects, singly or in bulk from a list. Apollo carries over each contact's name, title, email, phone, LinkedIn profile, location, and time zone when it has them, and as you push you can also choose an Outreach sequence and the mailbox it should send from. If you'd rather not connect the tools, export your saved contacts from Apollo as a CSV file and import it into Outreach, matching each column to an Outreach prospect field. Once the prospects are in Outreach, you can select a group of them and add them to a sequence together.

Both routes move records reliably, but neither one decides which records should move. If you saved 150 people from an Apollo search, 150 prospects land in Outreach. That includes the person who left the company in the spring, the account that's already your customer, and the address that will bounce. In a CRM that would be clutter. In Outreach it's a problem, because Outreach exists to run sequences, the timed series of emails, calls, and tasks a rep works through for each person. Every weak prospect in Outreach is one click away from getting emails your team shouldn't send.

The other gap is the reason for reaching out. A prospect record with a name, a title, and an email tells a rep who the person is, but not why they were chosen or what to say first. Outreach's email templates can pull values from prospect fields into each message, so research that sits in a field can show up in the email itself. Research that sits in someone's head or in a spreadsheet can't.

So a good result looks like this: a set of Outreach prospects who fit your ideal customer profile and still hold the role, each carrying the fit score and the reason they were chosen in fields your team can see and your templates can use, each enrolled in the right sequence from the right rep's mailbox, and each marked in Apollo so nobody sends them over again.

Kite does that work for you. It qualifies the prospects before they reach Outreach, writes the research into the prospect record, and enrolls the people you approve.

Start by telling Kite which prospects you want in Outreach and, if you know it, which sequence they belong in. You can point it at people you've already found:

"Send the Apollo contacts labeled Q4 Fintech to Outreach and put the strongest ones in our Fintech Intro sequence from Maya's mailbox."

Or you can ask Kite to find them:

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

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, 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 can work with Kite in your browser or in Slack.

You'll need to connect your Outreach account so Kite can create prospects and accounts and add prospects to sequences. Kite's Outreach connection writes to Outreach but doesn't browse it, so tell Kite which sequence to use and which rep's mailbox should send it. Your Outreach admin can look up both in Outreach, and Kite remembers them for the next batch.

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.

Creating prospects in Outreach is routine work, so Kite does it and then tells you what it did. Adding prospects to a sequence is different, because the sequence starts sending. Kite shows you who it wants to enroll and where, and waits for your approval.

Kite works from the contacts 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, Kite searches your Apollo contacts by keyword or contact stage and reads your stages, labels, sequences, and team members so it can match what you asked for. If you shared a CSV export, it reads the file from the conversation.

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 each company's open job postings and recent news in Apollo, which often supplies the first line of the email, such as a new marketing hire or a funding round.

Kite decides who belongs in Outreach 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. With your Apollo account connected, it also leaves out contacts whose Apollo stage shows they've already been sent to Outreach or are already being worked.

Every prospect who passes gets a fit score from one to five, with a one-line reason, such as "VP of marketing at a 200-person lending company that just posted two demand-generation roles." When the list runs past about fifteen people, Kite splits it into primary and secondary groups. That split often maps onto two sequences: a more personal one for the primary group and a lighter one for the rest.

If fewer people qualify than you asked for, Kite tells you how many it found and why the rest fell short. A short list is the better outcome here, because everyone who reaches Outreach is headed for a sequence.

Kite enriches each qualified prospect with the details a rep needs before the first step. 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, risky, or unverified. A missing email stays marked as not found rather than guessed. That status matters more in Outreach than almost anywhere else, since an email step sent to a bad address bounces and hurts the sending mailbox's reputation. Kite includes only business details, which means it leaves out personal email addresses and personal phone numbers.

Kite creates an Outreach account for each new company, then a prospect for each person. The account gets the company's name, domain, website, industry, number of employees, LinkedIn page, and region, along with a short description of what the company does and why it fits your profile. Kite puts the same company name on each prospect's company field so reps see who they work for.

Each new prospect gets the following:

• First and last name
• Work email
• Job title
• Company
• LinkedIn profile
• City, state, country, and time zone
• Source, set to Apollo, along with the person's Apollo ID so the two records can be matched later
• A tag for the batch, such as the label or request it came from
• The fit score, in Outreach's score field

Kite writes the reason the person was chosen into the prospect's personal note field: the fit score's one-line reason, the recent event worth mentioning, and the source for each fact. A rep who opens the prospect in Outreach sees why they're reaching out without starting the research over.

Yes, and this is where the work pays off most. Kite can draft a personalized opening line for each primary prospect, built from the event and the reason it found, and write it into one of the prospect's custom fields. It tells you which field it used. Add that field to the first email template in your sequence, and every enrolled prospect gets an opening written for them while the rest of the sequence stays as your team wrote it.

If you'd rather keep your templates untouched, Kite leaves the opening line in its summary instead, and your rep can paste it into the first step by hand.

Kite's Outreach connection creates records but can't search them, so Kite does its checking where it can see the history. With your Apollo account connected, it uses Apollo contact stages as the record of who has already been sent, which is the most reliable check in this setup. It also checks your CRM when you've connected one, and any list of existing Outreach prospects you share in the conversation.

When Outreach turns down a new prospect because the email address already belongs to someone in your account, Kite doesn't try again. It lists that person in its summary so you can decide whether they belong in the new sequence or should stay where they are. Someone already partway through another sequence usually shouldn't get a second set of emails from your team.

Kite proposes a sequence for each prospect from the ones you've named, and it pairs each enrollment with the mailbox it should send from. If you named one sequence, everyone goes into it. If you gave Kite a sequence for each group, it places primary and secondary prospects accordingly.

Before anything is enrolled, Kite shows you the plan: who goes into which sequence, from which mailbox, and anyone it held back, such as people with risky emails or people Outreach reported as already there. Approve it, and Kite adds each prospect to their sequence. Outreach then runs the sequence steps on its usual schedule.

When the work is done, Kite posts a summary in the conversation where you asked. It says how many accounts and prospects it created, how many it enrolled in each sequence, which custom field holds the opening lines, and who it skipped or held back and why. It also reports how many people 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 it without opening Outreach.

With your Apollo account connected, Kite then moves each sent contact to the Apollo stage you chose for people who are now in Outreach. That keeps Apollo honest about who has been contacted, and it's what lets the next batch skip them.

If you want new prospects sent regularly, ask Kite to run the same job every week. Each run finds new people who match your profile, leaves out anyone already marked as sent, creates the rest in Outreach with their notes and opening lines, and brings you the sequence plan to approve.

When Kite finishes, your Outreach account holds a set of qualified prospects your reps can start working right away, and your conversation with Kite holds the record of what changed.