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SDR SOP: Working New Leads via Apollo Imports

🚨 We are ONLY Importing Companies into HubSpot from Apollo - No Contacts Why? We receive Contact info from Apollo, a third-party source. HubSpot's policies prohibit Contact Imports from purchased, rented, or third-party provided lists.

Company Web Address

Every Company we import should include a Web Address. This is critical:

  • This Allows HubSpot to automatically associate any New Contacts to the Company
    • If you Create the Contact via the Form
    • If the Contact is Automatically created when you send outreach

💡 If a Company is missing a website or a Contact uses a personal email (e.g., Gmail, Hotmail), auto-association may fail. You'll need to manually associate the Contact in those rare cases - submit the contact form so the CRM Specialist can take care of it!

Reviewing Lead List

After each import:

  • A Company View will be created and shared with you by the CRM Specialist.
  • You’ll also see a bar added to your Apollo Activity Report on your SDR dashboard, so you can track each import visually.

Use this view to prioritize and plan your outreach.

Use Apollo to Find People

The Apollo Admin will build a "People" list tied to the new Company list. This is your go-to source for identifying who to contact at each company. Use this to follow along with your Views in HubSpot

For steps on how to create this People List, Refer to the Apollo Admin SOP Linked Here

Add & Engage Contacts (2 Options)

Option 1 - Add Contact First via Contact Form (Recommended)

This ensures everything is clean, complete, and ready before you reach out.

  • Fill out as much accurate information as possible

Option 2 - Engage First, Then Fill In

This works if you’re moving fast, but be sure to circle back and complete the record.

  1. Email the prospect directly
  2. HubSpot will auto-create a Contact record and associate it to the Company (if the website is present).

After the record is created, open it and submit the Contact Form to fill in key details — especially job title.

Track your Calls

Each time you make a call, make sure you update the:

  • “Daily Call Completed?” ✅ property on the Company record.

This keeps your outreach organized especially when we have multiple lists in the future. This lets you filter by the oldest call date, so nothing falls through the cracks once you’ve begun using the property.

Final Notes for SDRs

  • Don't import Contacts from Apollo (We can save the credits in Apollo by not exporting)
  • Use your SDR dashboard + Company Views to manage your flow.
  • Contact Information:. Fill in the Contact Form when reaching out for full information.
  • Keep calling data up to date —To help you prioritize later.

Need help? Reach out to the CRM Specialist or Sales Ops for support!