How to Export Your Data from Apollo.io and Switch Tools

Switching sales tools is painful. The fear of losing years of prospect data, sequences, and campaign history keeps teams on tools they've outgrown. But Apollo makes it reasonably straightforward to get your data out — if you know what to export and in what order.

This guide covers everything to grab before you cancel, and how to use it in whatever tool you move to.

What You Can Export from Apollo

• ✅ Contact lists (CSV)
• ✅ Company/account data (CSV)
• ✅ Sequence copy (manual documentation)
• ✅ Email templates
• ✅ Activity and task history
• ⚠️ Analytics data (limited export options)
• ❌ Direct integration sync records (Salesforce, HubSpot)

Step 1: Export Your Contact Lists (Do This First)

Contacts are your most valuable asset. Start here.

1. Navigate to People in the main menu
2. Apply any filters you need — list membership, tags, saved searches
3. Click Select All at the top
4. Click Export in the top right
5. Select fields to export — at minimum: name, email, phone, company, title, LinkedIn URL
6. Download the CSV

Export limit warning: Apollo limits exports by plan tier. Basic plan: 1,000 records per export. For large lists, you'll need to segment into multiple exports or temporarily upgrade. Do this in your last billing period before canceling.

Repeat for every saved view and list in your account. Don't skip this — saved segments represent weeks of list-building work.

Step 2: Export Company Data

1. Navigate to Companies
2. Select and export the same way
3. Include: company name, domain, industry, headcount, revenue, location
4. Include any custom fields you've added to company records

Step 3: Document Your Sequences

Apollo doesn't give you a clean universal-format sequence export. You'll manually document your best ones.

For each active sequence:

1. Open the sequence in Apollo
2. Copy each step's subject line and body text to a Google Doc or Notion page
3. Note the delay timing between steps
4. Record open rates and reply rates for each step — valuable benchmarks for recreating in a new tool

Focus on your highest-performing sequences first. These are your most valuable creative assets.

Step 4: Save Your Email Templates

1. Go to Templates
2. Open each template and copy subject + body to a document
3. Note personalization variables (Apollo uses {{"{{"}}FirstName{{"}}"}}, {{"{{"}}Company{{"}}"}} etc.)
4. Most tools use similar syntax — you'll find/replace when rebuilding in the new platform

Step 5: Export Activity History (If Needed)

For compliance records or team handoffs:

1. Go to Reports or Activity Feed
2. Filter by date range and export
3. Save as an archive — you may not import this, but having it documented matters

Step 6: Document Custom Fields and Tags

If you've built a custom taxonomy in Apollo — lead scores, priority tags, custom status fields — write these down. You'll want to recreate the same organizational logic in your new tool.

Pre-Cancel Checklist

• ✅ All contact lists exported to CSV
• ✅ Company data exported
• ✅ Best sequences documented
• ✅ Email templates saved
• ✅ Activity history exported (if needed)
• ✅ Custom fields and tags documented
• ✅ Integrations disconnected (Salesforce, HubSpot, Slack)
• ✅ Successful export files saved to local backup

Importing to Suplex

Suplex imports CSV contact files directly. Your Apollo export maps cleanly to Suplex fields: first name, last name, email, company, title, phone, LinkedIn URL. The import wizard handles field mapping.

Since Suplex stores everything locally in SQLite on your machine, imported data is immediately under your control — no cloud transfer, no privacy concern, no vendor dependency. You own this data permanently.

After importing your existing Apollo contacts, you can continue building fresh lists from Google Maps and LinkedIn at $0.025/lead — layering current data on top of your historical prospect base.

Start your migration to Suplex →

Timing: Cancel Before Your Next Billing Date

Check your billing cycle in Settings → Billing. Apollo doesn't prorate refunds on annual plans. Cancel at least 3 business days before your next charge date to avoid paying for another period.

After the Export: Cleaning Your Data

Don't import everything blindly to your new tool. Before importing:

• Re-verify emails: Run the list through an email verifier. Apollo data may have stale addresses — verify freshness before any new campaigns.
• Segment before importing: Tag contacts by campaign history, engagement level, or priority. Cleaner data in = cleaner workflow out.
• Archive old contacts: Anything 12+ months old with no engagement should go to an archive list, not active campaigns.

For the full picture on where to go next, see our best Apollo alternatives in 2026 guide, or go straight to the Apollo vs Suplex comparison.