Apollo to HubSpot CRM Pipeline Setup Guide

Transform Your Lead Management Process

Stop manually copying leads from Apollo to HubSpot. This agent automatically creates HubSpot contacts from your Apollo searches, complete with all contact information, ready for your sales workflows and automation.

What This Agent Does

• Scrapes up to 500 leads from Apollo.io searches
• Creates individual HubSpot contacts with complete information
• Maps all relevant fields: name, email, company, title, phone, location
• Handles bulk imports with intelligent processing
• Adds import notes for tracking (optional)

Quick Setup (5 minutes)

Step 1: Set Up HubSpot Private App

Why needed: To securely create contacts in your HubSpot account

Setup Process:

1. Log in to your HubSpot account
2. Click Settings (gear icon)  Integrations  Private Apps
3. Click "Create a private app"
4. Name it "TaskAGI Apollo Import"
5. Go to the "Scopes" tab
6. Enable these permissions:
   • CRM: Read and Write for Contacts
   • CRM: Read for Companies (optional but recommended)
7. Click "Create app"
8. Copy the generated access token
9. In TaskAGI, go to Integrations  HubSpot
10. Paste your access token and save
11.  Connection verified = ready to import

Step 2: Prepare Your Apollo Search

1. Log in to Apollo.io
2. Create your ideal prospect search with filters:
   • Target job titles
   • Company size
   • Industry
   • Location
   • Technologies
3. Review results for quality
4. Copy the complete search URL

Running Your First Import

1. Click "Run Agent" in TaskAGI
2. Paste your Apollo search URL
3. Set maximum leads (recommended: 100 for first run)
4. Choose whether to add import notes
5. Click "Import to HubSpot"
6. Monitor progress (processes ~2-3 contacts per second)
7. Check HubSpot Contacts for your new leads

Data Mapping Details

Apollo  HubSpot Field Mapping:

• First Name ÔåÆ firstname
• Last Name ÔåÆ lastname
• Email ÔåÆ email (primary identifier)
• Company ÔåÆ company
• Job Title ÔåÆ jobtitle
• Phone ÔåÆ phone
• City ÔåÆ city
• State/Region ÔåÆ state
• Country ÔåÆ country
• LinkedIn URL ÔåÆ linkedin_profile (custom field)
• Website ÔåÆ website

Working with Imported Contacts

In HubSpot After Import

1. Navigate to Contacts in HubSpot
2. Use filters to find newly imported contacts
3. Add to lists for segmentation
4. Enroll in sequences or workflows
5. Assign to sales reps

Best Practices

• Review contact quality before automation
• Use HubSpot's duplicate management tools
• Create views for Apollo-imported contacts
• Set up workflows for new contact processing

Troubleshooting

"Access Token Invalid" Error:

• Regenerate token in HubSpot Private Apps
• Ensure you copied the complete token
• Check that required scopes are enabled

Duplicate Contact Issues:

• HubSpot automatically merges duplicates by email
• Use HubSpot's duplicate management settings
• Consider running smaller batches initially

Missing Field Data:

• Some Apollo profiles lack certain fields
• Email is required; contacts without email are skipped
• Custom fields must exist in HubSpot first

Import Speed:

• Processing rate: ~100-150 contacts per minute
• Larger imports may take several minutes
• HubSpot API rate limits: 100 requests/10 seconds

Advanced Configuration

Custom Property Mapping

To map to custom HubSpot properties:

1. Create the custom property in HubSpot first
2. Note the internal property name
3. Contact support for custom mapping setup

List Assignment

After import, use HubSpot workflows to:

• Auto-assign contacts to lists
• Trigger welcome sequences
• Route to appropriate sales reps
• Apply lead scoring

Integration with HubSpot Workflows

1. Create a workflow triggered by contact creation
2. Add conditions based on Apollo data
3. Automate follow-up actions
4. Track engagement metrics

Cost Optimization

• Apollo scraping uses per-result pricing
• Import in batches to control costs
• Use precise Apollo filters to reduce volume
• Consider scheduling regular smaller imports

Scaling Your CRM

Volume Guidelines

• Test with 50-100 contacts first
• Gradually increase batch sizes
• Maximum 500 per run recommended
• For larger volumes, run multiple times

Data Quality

• Regularly audit imported contacts
• Set up HubSpot data validation rules
• Use workflows to flag incomplete records
• Implement regular cleanup processes

Next Steps

1. Configure your HubSpot Private App
2. Create targeted Apollo searches
3. Run your first import batch
4. Set up HubSpot workflows for new contacts
5. Track engagement and conversion metrics

Ready to streamline your CRM data flow? Click "Deploy Agent" and start building a powerful, automated lead pipeline!