Apollo to Instantly AI Lead Pipeline Setup Guide

Supercharge Your Cold Email Campaigns

Connect Apollo's powerful lead database directly to Instantly AI's email automation platform. This agent eliminates manual CSV exports and imports, getting your leads into campaigns faster than ever.

What This Agent Does

• Scrapes up to 1000 leads from Apollo.io searches
• Automatically formats data for Instantly AI compatibility
• Adds leads with full contact information and custom fields
• Optional: Adds leads directly to specific campaigns
• Filters out invalid or missing email addresses

Quick Setup (3 minutes)

Step 1: Connect Instantly AI

Why needed: To add leads to your Instantly account

Setup Process:

1. Log in to your Instantly AI account
2. Navigate to Settings  Integrations  API
3. Generate or copy your API key
4. In TaskAGI, go to Integrations  Instantly AI
5. Add a new account with your API key
6. Test the connection
7.  Green status = ready to import

Step 2: (Optional) Get Campaign ID

If you want to add leads directly to a campaign:

1. Go to Instantly AI  Campaigns
2. Open your target campaign
3. Copy the campaign ID from the URL or settings
4. You'll enter this during import

Step 3: Prepare Apollo Search

1. Log in to Apollo.io
2. Build your ideal prospect search:
   • Job titles matching your ICP
   • Company size filters
   • Industry selection
   • Geographic targeting
3. Review the results quality
4. Copy the complete URL

Running Your Import

1. Click "Run Agent" in TaskAGI
2. Paste your Apollo search URL
3. Set maximum leads (start with 100-250)
4. (Optional) Enter Instantly campaign ID
5. Click "Send to Instantly"
6. Watch the progress - typically 2-3 leads per second
7. Check Instantly for your new leads

Data Mapping

Apollo  Instantly Field Mapping:

• Email ÔåÆ Primary email (required)
• First Name ÔåÆ firstName
• Last Name ÔåÆ lastName
• Company ÔåÆ companyName
• Website ÔåÆ website
• Custom Fields:
  • Job Title ÔåÆ title
  • LinkedIn URL ÔåÆ linkedin
  • Phone ÔåÆ phone
  • Location ÔåÆ city, state, country
  • Company Size ÔåÆ employees

Working with Imported Leads

In Instantly AI

1. Navigate to Leads or your specific campaign
2. Verify import success
3. Review lead quality
4. Set up email warmup if needed
5. Launch your campaign

Campaign Best Practices

• Start with smaller batches to test
• Use Instantly's email validation
• Set appropriate sending limits
• Monitor bounce rates closely
• A/B test your messaging

Troubleshooting

"API Key Invalid" Error:

• Double-check your Instantly API key
• Regenerate if necessary
• Ensure no extra spaces when pasting

Campaign ID Issues:

• Campaign must exist and be active
• Double-check the ID format
• Leave empty to add to general lead pool

Missing Data:

• Apollo profiles vary in completeness
• Email is required - others are optional
• Custom fields handle missing data gracefully

Import Speed:

• Processes 150-200 leads per minute
• Larger imports may take time
• API rate limits apply

Advanced Usage

Custom Field Mapping

The agent automatically maps:

• Job titles for personalization
• LinkedIn for social proof
• Phone for multi-channel outreach
• Company size for segmentation

Campaign Strategy

1. Create separate campaigns for different ICPs
2. Import targeted Apollo searches to each
3. Use custom fields for personalization
4. Track performance by source

Volume Management

• Test with 50-100 leads first
• Scale up gradually
• Monitor email deliverability
• Use Instantly's warmup features

Cost Optimization

• Apollo scraping: Per-result pricing
• Be specific with Apollo filters
• Import in targeted batches
• Track ROI per Apollo search

Scaling Your Outreach

Recommended Workflow

1. Create 3-5 different Apollo searches
2. Import each to separate Instantly campaigns
3. Test different messaging per segment
4. Scale winners, pause losers
5. Iterate based on response rates

Performance Metrics

Track these KPIs:

• Import success rate
• Email deliverability
• Open rates by segment
• Reply rates by campaign
• Meeting bookings

Integration Tips

With Instantly Features

• Use email validation post-import
• Set up domain warmup
• Configure sending limits
• Enable click/open tracking
• Set up Slack notifications

Follow-up Automation

After importing:

1. Validate email addresses
2. Set campaign schedule
3. Configure follow-up sequences
4. Add personalization tokens
5. Test before launching

Next Steps

1. Set up your Instantly AI API access
2. Create targeted Apollo searches
3. Plan your campaign structure
4. Run your first import
5. Launch and optimize campaigns

Ready to scale your cold email outreach? Click "Deploy Agent" and connect Apollo's leads to Instantly's powerful automation!