How to Export Leads from Apollo.io?

You've built a killer lead list in Apollo.io. The filters are dialed in, the contacts are qualified, and you're ready to move. Now you need to get that data out of Apollo and into your CRM, email tool, or spreadsheet — and doing it correctly is everything.

Here's your complete guide to exporting leads from Apollo.io without losing data, wasting credits, or running into compliance issues.

Why Exporting Leads Correctly Matters

A bad export process can cost you in multiple ways:

• Exporting duplicates wastes credits and pollutes your CRM
• Exporting without proper field mapping means hours of cleanup
• Exporting contacts without consent data can create compliance headaches under GDPR or CAN-SPAM
• Not exporting at the right time in your workflow means missed follow-ups

Getting your export workflow right is a foundational part of any serious outbound operation.

Two Ways to Export Leads from Apollo.io

Apollo gives you two primary ways to get lead data out of the platform:

1. Direct CSV Export
2. CRM Integration Push (Salesforce, HubSpot, and others)

Both have their place depending on your workflow. Let's cover both in detail.

How to Export Leads as a CSV File

This is the most common export method and works for any downstream tool:

• Go to Search > People and apply your filters, or navigate to a saved List
• Select the contacts you want to export — you can check individual boxes or Select All matching results
• Click the "Export" button in the action toolbar at the top
• Choose how many records to export (Apollo may ask you to confirm based on credit usage)
• Select CSV as the export format
• Choose which fields to include in the export: first name, last name, email, phone, title, company, LinkedIn URL, etc.
• Click "Export" and the file will download to your computer

Your CSV will be ready within seconds for smaller lists — larger exports may take a minute or two.

Fields You Can Include in Your Apollo CSV Export

When exporting, Apollo lets you customize which data columns are included. The most useful fields to always export are:

• First Name and Last Name
• Work Email Address
• Direct Phone Number
• Job Title
• Company Name
• Company Domain / Website
• LinkedIn URL
• Location (City, State, Country)
• Industry
• Employee Count
• Email Confidence Score

Exporting the email confidence score is especially important — it lets you sort and prioritize contacts by email quality before loading them into your sending tool.

How to Push Leads Directly to Your CRM

If you're running Salesforce, HubSpot, Pipedrive, or another supported CRM, Apollo can push leads directly without a CSV:

• Select your contacts from a list or search result
• Click "Push to CRM" in the action toolbar
• Apollo will check for duplicates against your existing CRM records (if the integration is set up correctly)
• Map Apollo fields to your CRM fields in the settings (this is a one-time setup)
• Confirm the push — contacts appear in your CRM within seconds to minutes

Direct CRM pushes save time, reduce human error, and eliminate the risk of missing a field during a manual CSV import.

Understanding Apollo's Export Credit System

Exporting in Apollo uses credits. Here's how it generally works:

• Email credits are consumed when you reveal (and export) a contact's email address
• Phone credits are consumed when you reveal a direct dial number
• Each contact you export for the first time that requires a credit reveal will draw from your monthly credit pool
• Contacts you've already unlocked in a previous session do NOT cost additional credits to re-export

Always check your credit balance before running a large export. You'll find this under Settings > Credits.

Exporting Leads Compliantly

If you're operating in Europe or targeting EU-based contacts, GDPR compliance is non-negotiable. Before exporting:

• Ensure you have a legitimate business interest or consent basis for contacting each lead
• Apollo's database includes consent and compliance flags where available — use them
• Include opt-out mechanisms in every email sequence you run with exported contacts
• Never export and sell lead data — it violates Apollo's terms of service and most data protection laws

Compliance isn't optional. Build it into your export process from the start.

Organizing Exported Leads with Notion

After exporting your leads, tracking what you did with each list is just as important as having the data. High-performing teams use Notion to log every lead list export — what filters they used, what campaign the list went into, what the response rate was, and what follow-up actions were taken.

This creates a searchable history of your outbound campaigns and helps you improve over time by learning which segments convert best.

👉 Try Notion for free and turn your lead export logs into a learning system that makes every future campaign smarter.

Pro Tips for Exporting Leads from Apollo

• Export in segments — instead of one massive export, break lists into targeted batches by segment or campaign for cleaner tracking
• Always deduplicate before importing to your CRM — even with Apollo's duplicate checker, run a secondary check in your CRM
• Use naming conventions for your export files — something like "Apollo_Export_B2BSaaS_VP Sales_US_June2026.csv" beats "export1.csv" every time
• Export only what you need — don't reveal emails for 5,000 contacts when your campaign can only handle 500; save your credits
• Schedule regular exports from your saved searches to keep your pipeline fresh with new contacts

Apollo's export system is built for speed and scale — use these tips to make every export count and every lead list a precision instrument for your revenue team.