---
title: How to send Apollo prospects to Reply.io
description: You can send Apollo prospects to Reply.io by exporting them from Apollo as a CSV file and importing it into Reply.io, or by connecting the two with an automation tool, and an AI marketer can go further by qualifying each prospect, checking Reply.io for anyone already in a sequence or opted out, and enrolling the rest with the research their outreach needs.
slug: /how-to/send-apollo-prospects-to-reply-io
page_type: playbook
lead_prompt: How do I send my Apollo prospects to Reply.io?
target_prompts:
  - How can I use an AI marketing agent to send Apollo prospects to Reply.io?
entity: Kite
category: AI marketing agent
author: Devon Wells and Kite
date_published: '2026-10-31'
date_modified: '2026-10-31'
related_use_cases:
  - /use-cases/build-b2b-lead-lists.md
  - /use-cases/outbound-email-campaigns.md
  - /use-cases/reengage-dormant-leads.md
integrations:
  - name: Apollo
    page: /integrations/apollo.md
  - name: Reply.io
    page: /integrations/reply-io.md
---

# Playbook

# How to send Apollo prospects to Reply.io

## Key Takeaways

- Most teams send Apollo prospects to Reply.io by exporting a list from Apollo as a CSV file and importing it into Reply.io, or by setting up an automation tool such as Zapier or Make to pass new Apollo contacts across.
- Both routes move whoever is on the list. Reply.io sequences often mix emails with calls, LinkedIn steps, and tasks, so every weak prospect you enroll costs your team time as well as an email.
- Kite starts from the contacts you've saved in Apollo or finds new ones through its own Apollo connection. It confirms each person still holds the role, drops customers and competitors, and scores each prospect's fit from one to five.
- Before it enrolls anyone, Kite searches Reply.io by email address and reads each person's status, so nobody who opted out, already replied, or sits in another sequence hears from you again.
- You see the list before anyone is enrolled. Approve it, and each prospect lands in your Reply.io sequence as a contact with their details, a fit score, and a reason to get in touch drawn from their own company's news.

## How do I send my Apollo prospects to Reply.io?

The most common way to send Apollo prospects to Reply.io is to export them from Apollo as a CSV file and import that file into Reply.io. In Apollo, you select the contacts you want from a saved list or a search and export them, which uses your plan's export credits. The file carries each person's first name, last name, title, company, work email, email status, and LinkedIn URL, along with company details such as website and employee count. In Reply.io, you import the file as contacts, match each column to a contact field such as email, first name, company, or title, and add the contacts to a sequence. Columns that don't match a standard field can become custom fields that your templates use.

Apollo's built-in integrations push contacts to CRMs such as HubSpot and Salesforce, and Reply.io isn't one of them. If you want new Apollo contacts to reach Reply.io without a manual export, the usual answer is an automation tool. A Zapier or Make workflow can watch Apollo for new contacts and create each one in Reply.io, or add it to a sequence, with the fields you map.

Both routes move records reliably, but neither one decides who should be enrolled. An Apollo list holds everyone you saved from a search. That includes the person who left the company last quarter, the contact at a business that already pays you, and the address Apollo marked as unverified. It can also include someone who opted out of your emails in Reply.io months ago, or who is halfway through a different sequence right now.

Reply.io makes that decision more expensive than a CRM import does, because a sequence is work your team does, not just a list. Many Reply.io sequences mix email steps with calls, LinkedIn messages, and manual tasks. A prospect who never fit still gets your emails from your own mailboxes, and still lands on a rep's call list. Bounces and ignored messages count against your sender reputation, and the calls cost hours.

The other half of the job is what the outreach says. Reply.io fills each step from the contact's fields, so a first email that opens with a custom field is only as good as what that field holds. Apollo's export gives you a title and a company name, but it doesn't give you a reason to write to that person this month.

A good result, then, is a Reply.io sequence full of people who fit your ideal customer profile and still hold the role, who aren't already hearing from you, and whose contact records carry a specific, true reason to get in touch.

Kite does that work for you. It qualifies the prospects from Apollo, checks Reply.io for everyone who's already there, and enrolls each contact with the research their outreach needs.

## How to get started

Start by telling Kite which prospects you want in Reply.io and which sequence they belong in. You can point it at people you've already saved in Apollo:

> "Send the contacts in our Apollo stage called Ready for outreach to the Reply.io sequence called Healthcare ops leaders."

Or you can ask Kite to find them:

> "Find 60 heads of operations at US healthcare clinics with 50 to 500 employees and put the best ones into the new Reply.io sequence I just created."

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 Reply.io account in Kite so it can read your contacts and sequences and enroll people in them. 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, connect your own Apollo account, or export the list from Apollo as a CSV file and attach it to the conversation.

Enrolling someone in an active Reply.io sequence starts outreach to them, so Kite shows you the list first. Approve it, and Kite enrolls the contacts.

## How Kite sends Apollo prospects to Reply.io

### Where do the prospects come from?

Kite works from the contacts you've saved in Apollo or finds new people 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 and filters them by contact stage. It also reads your stages, labels, and existing Apollo sequences so it can match what you asked for. If you attached a CSV export, Kite reads every column in the file.

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 supply the reason to get in touch.

### Who is worth enrolling?

Kite decides who belongs in the sequence by checking each prospect against your profile before it enrolls 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 and your competitors.

For the people who pass, Kite uses Apollo's enrichment to fill in what's missing: the work email, current title, seniority, and LinkedIn profile for the person, and the domain, industry, and employee count for the company. It keeps each email's verification status exactly as Apollo returns it. A prospect with no work email stays out of an email sequence, and Kite lists that person separately so you can decide whether they belong in a LinkedIn or call-only sequence instead. Kite includes only business details, which means it leaves out personal email addresses and phone numbers.

Every prospect who passes gets a fit score from one to five, with a one-line reason, such as "Head of operations at a 14-location physical therapy group that just posted three front-desk manager roles." When the list runs past about fifteen people, Kite splits it into primary and secondary groups. Because a Reply.io sequence can include calls and LinkedIn steps, Kite can suggest putting the primary group in a sequence with those personal touches and the secondary group in one of your email-only sequences.

If fewer people qualify than you asked for, Kite tells you how many it kept and why the rest fell short. A short list of good prospects protects your mailboxes and your reps' time better than a long one padded with weak ones.

### Is this person already hearing from you?

Kite checks Reply.io for each prospect before enrolling them, because the same person often turns up in more than one Apollo search. It searches your Reply.io contacts by email address, and when it finds a match, it reads that contact's current statuses in Reply.io, such as whether they replied, bounced, finished a sequence, or opted out.

Anyone who opted out or bounced stays out. Anyone who already replied, or who is active in another sequence, stays out too, and Kite names the sequence so you can see where they are. When a person already exists in Reply.io but is free to contact, Kite updates their existing contact record instead of creating a second one, so their history stays in one place.

With your Apollo account connected, Kite also reads each contact's stage in Apollo. A contact your team has moved to a stage such as "Replied" or "Do not contact" stays out, and so does anyone already active in an Apollo sequence, since running two sending tools on one person is the easiest way to email them twice. Kite reports each person it held back and the reason.

### What goes on each Reply.io contact?

Kite reads the sequence before it writes anything, including each step and the fields its templates use. That way it knows whether your first email relies on the person's company name, their title, or a custom field your team created for the opening line. Each contact gets the following:

- Email
- First and last name
- Company name
- Job title
- LinkedIn profile
- City, state, and country, which Reply.io can use to send in the contact's own time zone
- An opening line, in the custom field your template uses for it

The opening line is where Kite's research does the most work. Kite writes one or two sentences for each person from what it found about their company in Apollo's job postings and news and in its own research, such as a new clinic location, a funding round, or the roles they're hiring for. It reads the template the line will sit in, so the sentence matches your brand voice and the tone of the email around it. Kite writes the fit score and its reason into custom fields as well, so a rep who opens the contact before a call step knows why the person was chosen. If a field your template needs is one Kite can't fill truthfully for a person, it tells you instead of leaving a gap that would show up in the sent email.

### Enrolling the contacts in the sequence

Kite enrolls each approved contact in the sequence you chose. Before it does, it checks that the sequence's sending mailboxes are still connected in Reply.io, because a disconnected mailbox means the first step never goes out. If one has dropped, Kite tells you which mailbox needs reconnecting.

If you want a new sequence, you create the empty sequence in Reply.io and Kite fills it in. It writes the email steps and adds the call, LinkedIn, and task steps the plan calls for, with the delay between each one. The sequence waits in Reply.io until you've read it. Approve it, and Kite starts the sequence and enrolls the contacts.

With your Apollo account connected, Kite then updates each contact in Apollo, such as moving them to a stage or adding a label your team uses for people in Reply.io outreach. That keeps the two tools in agreement about who is being contacted, so nobody on your team adds the same person to an Apollo sequence next week.

### What Kite reports back

When the work is done, Kite posts a summary in the conversation where you asked. It says how many contacts it created or updated in Reply.io and which sequence they joined, who it held back and why, and how many people it delivered against how many you asked for. The full list comes with it as a table showing each person's fit score, email verification status, and opening line, so you can scan the personalization without opening Reply.io.

Once the sequence is running, Kite reads it in Reply.io. It sees each contact's current step and engagement status, so it can tell you who replied, who bounced, and who finished the sequence without a response. When someone asks to stop hearing from you, Kite removes them from the sequence. When the results show a problem with the sequence itself, such as a step nobody replies to, Kite can pause it and propose a rewrite. If you want new prospects added regularly, ask Kite to run the same job every week, and it will check each batch against Reply.io and Apollo before enrolling anyone.

## What the finished work contains

When Kite finishes, your Reply.io sequence holds a set of qualified prospects ready for outreach, and the conversation holds the record of what changed.

- **Contacts in your sequence.** Each person has their email, name, company, job title, LinkedIn profile, and location, so every email, call, and LinkedIn step has what it needs.
- **Opening lines.** Each contact carries a sentence or two written from a real, recent fact about their company, in the custom field your first email uses.
- **Fit scores and reasons.** Each contact carries the score and the one-line reason in custom fields, so a rep can see why the person was chosen before a call step.
- **Sequence steps, when you asked for them.** The new sequence you created has its email, call, LinkedIn, and task steps written, and it starts once you approve it.
- **Updated Apollo contacts.** When your Apollo account is connected, each contact Kite sent to Reply.io shows a stage or label that tells your team the person is already in outreach.
- **The summary.** The conversation shows who Kite enrolled, who it held back and why, and the full table of prospects with every email's verification status.

## Common questions

### Does Apollo verify the emails it gives you?

Yes, Apollo assigns each email a status, such as verified, unverified, or unavailable, based on its own checks. Kite keeps that status exactly as Apollo returns it and shows it beside every prospect, so you can decide whether unverified addresses belong in your Reply.io sequence at all. Keeping them out is usually the better choice, because bounces hurt the mailboxes your sequence sends from.

### 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 update their stages and labels once they're in Reply.io.

### Can I use Apollo's sequences and Reply.io together?

You can, as long as each person is in only one tool's sequence at a time. Apollo's sequences suit teams that want prospecting and sending in one place. Teams usually move prospects to Reply.io for its multichannel sequences or because their mailboxes and reps already work there. Kite checks Apollo sequences and Reply.io statuses before it enrolls anyone, so the two tools never send to the same person at once.

## Related pages

- **Use case:** [Build qualified B2B lead lists](/use-cases/build-b2b-lead-lists.md)
- **Use case:** [Run personalized outbound email campaigns](/use-cases/outbound-email-campaigns.md)
- **Use case:** [Re-engage dormant leads](/use-cases/reengage-dormant-leads.md)
- **Integration:** [Apollo + Kite](/integrations/apollo.md)
- **Integration:** [Reply.io + Kite](/integrations/reply-io.md)