The main HubSpot and Apollo integration is Apollo's own HubSpot sync. Apollo pulls contacts, accounts and deals from HubSpot on a schedule, pushes records back when they meet conditions you set, like deal stage or email check status, and logs emails, calls, notes and tasks from Apollo on the matching HubSpot record. It needs an Apollo subscription, and Apollo recommends it for HubSpot Sales Hub. Where it stops: pulls run on a schedule, so the two can disagree in between; possible duplicates are only flagged; HubSpot doesn't remove duplicate companies made by sync apps; and records HubSpot rejects sit in an error log until someone reads it. Nobody makes sure each warm reply turns into a deal and a next step. AI agents do that part.
What a HubSpot and Apollo integration has to do
Apollo is where many sales teams find people and send cold emails. HubSpot is where the deals, the pipeline and the customer history live. When the two don't talk, reps export lists, paste them into HubSpot, and log replies by hand, or don't log them at all.
So connected has to mean one record per person and per company, each Apollo email and call on the HubSpot timeline, and each interested reply turned into a deal with an owner. Apollo's sync does much of the first two. The last part, and keeping the data clean over months, is still work.
Two ways to connect HubSpot with Apollo
Most teams use Apollo's own HubSpot sync. Zapier helps for a single step the sync doesn't cover.
Apollo's HubSpot integration
- How it works
- You connect HubSpot from Apollo. Apollo pulls contacts, accounts and deals from HubSpot on a schedule and pushes records back when they meet conditions you set: deal stage, email check status or custom fields. Emails, tasks, notes, meeting summaries and calls made in Apollo land on the matching HubSpot contact, company or deal. You map Apollo fields and deal stages to HubSpot, and set whether Apollo overwrites values or only fills empty ones.
- Good for
- Sales teams who prospect in Apollo and run the pipeline in HubSpot Sales Hub.
- Where it breaks
- It needs an Apollo subscription. Pulls run on a schedule, not the moment something changes. Possible duplicate contacts and companies are flagged on the record and in the activity log, not cleaned up for you. Records HubSpot rejects, from rule breaks to HubSpot's limits on how fast apps can send data, go to an error log someone has to read.
A Zapier zap
- How it works
- Zapier can start a zap when an account is created or a contact is updated in Apollo, and create or update a contact by email, log an engagement, or add the contact to a list or workflow in HubSpot. It can also create accounts and deals in Apollo from HubSpot changes.
- Good for
- One step the sync leaves out, like adding new Apollo accounts to a HubSpot list for your marketing team.
- Where it breaks
- You need a Zapier account and you build each step. Many HubSpot triggers check for new data every 15 minutes on Zapier's Free plan. If Apollo has more than one contact with the same email, Zapier's Find Contact returns the one created first.
Arkeo agents
- How it works
- Agents work in Apollo and HubSpot. They fill in each new lead with title, company and size and send it to the right owner. They read replies to your Apollo sequences, make the deal and a task in HubSpot, and tell the owner in Slack. Each week they find deals that went quiet and draft a note that starts from the last thing said.
- Good for
- Teams sending a lot of outreach where warm replies sit in an inbox and never reach the pipeline.
- Where it breaks
- Anything your rules keep for a person, like a price or the decision to send to a big account, goes to the owner in one message.
How to set up the HubSpot and Apollo integration
These follow Apollo's and HubSpot's own pages. Open them for the details.
- 1Check what you need
The integration needs an Apollo subscription. Apollo recommends it for HubSpot Sales Hub.
- 2Clean up duplicates in HubSpot first
HubSpot removes duplicate contacts by email and duplicate companies by domain, but not companies created by sync apps. Merge the duplicates you have before you connect. A merge can't be undone, so check each pair first.
- 3Connect HubSpot and map fields in the first 6 hours
On paid plans, Apollo gives you 6 hours after you connect to set the sync and map fields before anything syncs by itself. Map Apollo fields and deal stages to HubSpot properties, and set which fields Apollo may overwrite and which it may only fill when empty.
- 4Set when records push to HubSpot
Set the conditions for sending records to HubSpot, like deal stage, email check status or a custom field. Records that don't meet them stay in Apollo only.
- 5Set up activity sync, then watch the error log
Set up activity sync for emails, calls, notes, meeting summaries and tasks. For the first weeks, read the sync error log each day to see what HubSpot rejected and why.
Where the HubSpot and Apollo integration stops
The sync moves records and activity. Keeping one clean record per person, and turning replies into deals, is still up to your team.
It isn't live. Apollo pulls from HubSpot on a schedule. In between, a contact a teammate just marked as a customer in HubSpot can look like a prospect in Apollo. Check the HubSpot record before a sequence goes to someone who matters.
Duplicates are flagged, not fixed. Apollo matches records on email, social profile link and company domain, and flags possible duplicates on the record and in the activity log. HubSpot's own guide says companies created through its API, including by sync apps, are not removed as duplicates by domain. So two copies of the same company can sit in HubSpot until someone merges them, and a merge can't be undone.
Rejected records wait in a log. Apollo's error log shows what HubSpot turned down, from records that break your HubSpot rules to HubSpot's limits on how fast apps can send data. A rejected contact never shows up in HubSpot, and the rep who sent it may not know.
Overwrites change what reps typed. If a field is set to overwrite, Apollo's data can replace a value your team entered by hand. If it is set to fill empty ones only, old data stays even when Apollo has newer data.
And no report shows the warm replies from this week that still have no deal, no owner and no next step in HubSpot.
The agents that do it
Each agent does one job from start to finish, in your own Apollo and HubSpot. Your team talks to them in Slack or Teams.
Each new lead reaches the right rep with the facts.
- Sees new signups and form leadsas they come
- Adds title, company and sizeper lead
- Sends the lead to the right ownerright away
No yes waits in an inbox.
- Reads replies to your sequencesas they land
- Makes the deal and a task for the ownerper reply
- Tells the owner in Slackright away
Cold leads get a real second conversation.
- Finds deals quiet for 60 days or moreevery week
- Reads the whole history on each oneper deal
- Sends the approved emails across the weekevery day
Questions
Is my customers' information safe?
Yes. Agents work in your own Apollo and HubSpot accounts and see only the records their job needs. Customer details never go into public AI. Agents connect to AI through business-grade connections audited under SOC 2.
Does Apollo integrate with HubSpot?
Yes. Apollo has its own two-way HubSpot sync. It pulls contacts, accounts and deals from HubSpot on a schedule, pushes records back on conditions you set, and logs Apollo emails, calls, notes and tasks in HubSpot. It needs an Apollo subscription.
Why do I have duplicate companies in HubSpot after connecting Apollo?
HubSpot removes duplicate companies by domain for imports and forms, but not for companies created through its API, which includes sync apps. Apollo flags possible duplicates, and you merge them in HubSpot. A merge can't be undone.
Will Apollo overwrite my HubSpot data?
Only where you let it. When you map fields, you set whether Apollo overwrites existing values or only fills empty ones. Set the fields your reps type by hand to fill empty only.
What does it cost?
You get the price on the call, along with the hours it saves your team.