Apollo Lists - Apollo Admin Steps

Objective: Ensure clean, targeted, and efficient lead generation in Apollo for IC Realtime by following Best Practices for ICP Setup, Search Parameters, Export Formatting, and Duplicate Avoidance.

Key Topics: 

• Set up Your Ideal Customer Profile (ICP)
  
  • Parameters for IC Realtime
• Run a Targeted Lead Search (AV Integrators)
  
  • Recommended Filters for IC Realtime
• Export & Prepare for Google Sheets
  
  • Make sure you view the List Import Template SOP Here while preparing the Export
• Avoiding Duplicate Contacts
• Best Practices & Final Tips

Set Up Your Ideal Customer Profile - (ICP)

Before searching, define who you're looking for. A focused ICP helps conserve credits and maximizes lead quality.

🧩 Key ICP Parameters for IC Realtime

💡 This setup is best used for company-level searches, which is IC Realtime’s preferred starting point.

Run a Targeted Lead Search (AV Integrators)

Use lead-level search when you want direct contacts. This is especially useful when building installer or AV integrator lists.

🧪 Recommended Filters for Lead Search

✅ Always double-check your filters before exporting to avoid low-fit contacts or invalid emails.

Export & Prepare for Google Sheets

Once your list looks good, it’s time to get the data out of Apollo and into HubSpot.

⚠️ Make this aligns with the Sheet Set Up Requirements for Importing into HubSpot

⚙️ Adjust Export Settings

1. In Apollo, go to Export Settings.

2. Ensure the following fields are selected:

   • Company Name

   • Company Web Address

   • Stage - (Lead)

   • Company Phone Number

   • Company State
   • Company City

   • Any additional fields needed for HubSpot (check [HubSpot Import SOP] if unsure)

🛠 Pro Tip: Save your export settings as a preset so you don’t miss critical fields in the future.

🗂 Name Your File Clearly

Use this format:
[States/Regions]_[AudienceType]_[YYYYMMDD]
Example: FL_TX_CA_AVIntegrators_20250801

🔑 This helps with list versioning, exclusion filtering, and internal tracking.

Convert the File to Google Sheets

1. Open a new Google Sheet.

2. Go to File > Import.

3. Upload the Apollo export file (.csv or .xlsx).

4. Choose “Create new spreadsheet” (recommended).

5. Click Import.

You now have a clean, editable list ready for internal review or prep for CRM upload.

🚫 Avoiding Duplicate Contacts

To avoid wasting credits or repeating effort, exclude contacts from previous lists when creating new ones.

🔁 How to Exclude Previous Lists in Apollo:

1. Go to the Lists section.

2. Identify any lists you've already exported.

3. Click “Exclude All” for each one during your search setup.

📌 Naming your files properly (Step 3) makes this process fast and accurate.

🧠 Best Practices & Final Tips

• ✅ Always filter by Verified Emails. No exceptions.

• ✅ Start with company search first. Use lead search when you want specific contacts.

• ✅ Use keyword filters liberally. Think like an integrator: What services would they advertise?

• 🧼 Keep your lists clean and organized with the correct naming convention.

• 🧭 Always exclude previously downloaded lists. Apollo doesn’t do this by default — you have to set it!