How to Connect Apollo.io with HubSpot CRM (2026)

Integration Overview

Apollo.io and HubSpot have a native, first-party integration that connects Apollo's prospecting and sales engagement platform with HubSpot CRM. This integration provides bi-directional syncing of contacts, companies, and engagement data, allowing sales teams to prospect in Apollo and manage deals in HubSpot without duplicate data entry.

The integration is available on Apollo's paid plans and is configured directly within Apollo's settings. No third-party middleware is required.

What This Integration Does

The Apollo-HubSpot integration covers three main areas:

• Bi-directional contact sync: Push contacts found in Apollo into HubSpot as contacts, and pull existing HubSpot contacts into Apollo to avoid duplicate outreach. Syncing works in both directions based on rules you configure.
• Data enrichment: Enrich HubSpot contact and company records with Apollo's database, adding missing phone numbers, email addresses, job titles, company size, and other firmographic data.
• Activity logging: Sync email sequence activity from Apollo (emails sent, opened, replied) back to HubSpot contact timelines, giving the full team visibility into outreach history.

Prerequisites

Before setting up the integration, confirm that you have:

1. An Apollo.io account on a Basic, Professional, or Organization plan (the free plan has limited integration capabilities)
2. A HubSpot account with CRM access (Free CRM or any paid tier)
3. Admin or super admin permissions in both Apollo and HubSpot

Step-by-Step Setup

Step 1: Access Apollo Integration Settings

Log in to Apollo.io. Click on Settings (gear icon), then select Integrations from the left sidebar. Find HubSpot in the list of available CRM integrations. Apollo prominently features HubSpot alongside Salesforce as its primary CRM connectors.

Step 2: Connect to HubSpot

Click Connect next to the HubSpot integration. Apollo will redirect you to HubSpot's OAuth authorization screen. Sign in with your HubSpot account and select the HubSpot portal you want to connect. Grant the requested permissions, which include access to contacts, companies, deals, and engagement data.

After authorization, Apollo will display a confirmation showing the connected HubSpot portal name. It is recommended to use a dedicated integration user account if your HubSpot portal has multiple users, though this is not strictly required.

Step 3: Configure Sync Direction and Rules

After connecting, Apollo presents configuration options for how data flows between the two platforms. Key settings include:

• Auto-push to HubSpot: When enabled, contacts you save or engage with in Apollo are automatically created in HubSpot. You can choose to push all saved contacts or only contacts you actively email.
• Auto-pull from HubSpot: Import existing HubSpot contacts into Apollo to check for overlaps and prevent sending duplicate outreach to contacts already in your CRM.
• Duplicate handling: Configure how Apollo handles contacts that already exist in HubSpot. Options typically include skipping duplicates, updating existing records, or creating new records regardless.
• Contact owner mapping: Map Apollo users to HubSpot users so that contact ownership is preserved during sync.

Step 4: Configure Field Mapping

Apollo provides a field mapping interface where you match Apollo contact fields to HubSpot contact properties. Default mappings cover standard fields like first name, last name, email, phone, job title, and company. If you have custom properties in HubSpot, map them to the corresponding Apollo fields.

Pay attention to the overwrite rules: decide whether Apollo data should overwrite existing HubSpot data, only fill in blank fields, or always defer to HubSpot as the source of truth. For most teams, "fill blank fields only" is the safest starting configuration.

Step 5: Enable Activity Sync

Under the activity sync settings, enable Log emails to HubSpot. When active, emails sent through Apollo sequences are logged on the corresponding HubSpot contact timeline. This includes:

• Email sends with the full email body
• Email opens and click tracking
• Reply detection
• Sequence enrollment and completion status

This gives marketing and customer success teams visibility into sales outreach without needing Apollo access.

Enriching HubSpot Contacts with Apollo Data

Apollo's database contains contact and company information that can fill gaps in your HubSpot records. There are two ways to enrich HubSpot data:

Automatic Enrichment via Sync

When the bi-directional sync is active and configured to update existing records, Apollo will automatically append its data to matching HubSpot contacts. This works best when Apollo has data that HubSpot lacks (direct phone numbers, personal email addresses, technology stack information).

Manual Enrichment via Apollo Search

In Apollo, you can search for contacts or companies and push enriched records to HubSpot individually or in bulk. Use Apollo's search filters (industry, company size, job title, location) to find prospects, then select contacts and use the Push to CRM action to send them to HubSpot with full data.

Syncing Email Sequences

Apollo's email sequence tool allows you to create multi-step outreach campaigns. When integrated with HubSpot, the sequence activity syncs to give both platforms visibility:

• From Apollo to HubSpot: Sequence emails, calls, and tasks logged by Apollo appear on HubSpot contact timelines. This prevents HubSpot users from accidentally duplicating outreach that Apollo is already handling.
• Sequence status: HubSpot users can see whether a contact is actively in an Apollo sequence, which helps avoid conflicts between marketing email sends and sales outreach.
• Reply handling: When a prospect replies to an Apollo sequence email, the reply is captured in both Apollo and logged to HubSpot.

Note that Apollo sequences and HubSpot sequences are separate systems. The integration logs Apollo activity to HubSpot but does not merge the two sequence engines into one. You should decide which tool runs outreach sequences and use the other for record-keeping.

The Apollo Chrome Extension with HubSpot

Apollo offers a Chrome extension that works alongside HubSpot in the browser. When you are viewing a HubSpot contact or company record, the Apollo extension can:

• Show the Apollo profile for that contact, including additional data points not in HubSpot
• Reveal other contacts at the same company from Apollo's database
• Allow you to enroll the contact in an Apollo sequence directly from the browser
• Display the contact's email verification status from Apollo

The extension also works on LinkedIn, company websites, and Gmail, making it a versatile prospecting tool that complements the backend CRM integration.

What Data Syncs and How

Limitations and Considerations

• Credit consumption: Apollo uses credits for contact reveals and enrichment. Bulk pushing or enriching contacts consumes credits, so set sync rules to target relevant contacts rather than syncing everything.
• Sync delays: The bi-directional sync is not instantaneous. Depending on your plan and data volume, changes may take minutes to hours to propagate between systems. Do not rely on real-time sync for time-sensitive workflows.
• Sequence conflicts: If you use both Apollo sequences and HubSpot sequences, coordinate carefully. A contact enrolled in both systems simultaneously will receive duplicate outreach. Establish a clear rule for which tool owns outreach.
• Data quality variance: Apollo's data quality varies by region and company size. Email addresses are verified at the time of reveal but can become stale. Phone numbers may be company switchboard numbers rather than direct lines.
• Plan limitations: The free Apollo plan has very limited CRM integration features. Full bi-directional sync and enrichment require a paid plan.
• HubSpot contact limits: HubSpot's free CRM has generous contact limits, but if you bulk-push thousands of Apollo contacts, be aware of how this affects your HubSpot marketing contact tier and associated costs if you are on a paid HubSpot Marketing Hub plan.

Troubleshooting Common Issues

Contacts not syncing to HubSpot

Verify the integration is connected and active in Apollo's settings. Check the sync rules to confirm that the contact type you are trying to push (saved contacts, emailed contacts) is included in the auto-push configuration. Also check that the contact's email address is not already associated with an existing HubSpot contact if duplicate handling is set to "skip."

Activity not appearing on HubSpot timelines

Confirm that activity logging is enabled in the integration settings. The email must be sent through Apollo (not through a personal email client) for it to be logged. Also check that the contact exists in HubSpot before the email is sent; activity logging requires a matching HubSpot contact record.

Duplicate contacts appearing

Review the duplicate handling settings in Apollo. If set to "always create," Apollo will create new HubSpot contacts even when a match exists. Switch to "update existing" or "skip duplicates" and run a deduplication pass in HubSpot to clean up any duplicates that were already created.