How to Use Apollo IO: Unlimited B2B Leads in 2026

Quick Start

This guide covers every Apollo feature:

• Rozpoczęcie pracy — Create account and basic setup
• How to Use B2B Database — Find verified contacts from 275M+ prospects
• How to Use Lead Scoring — Rank prospects by buying intent
• How to Use Inbound Lead Router — Route hot leads to the right rep instantly
• How to Use Sales Engagement — Build automated multichannel sequences
• How to Use Meetings Scheduler — Book meetings without the back-and-forth
• How to Use Deal Management — Track deals from first touch to close
• How to Use Conversation Intelligence — Get AI call summaries and coaching
• How to Use Sales Analytics — Measure outreach performance in real time
• How to Use Sales Coaching — Train reps with AI-powered insights

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Rozwiązywanie problemów | Wycena | Alternatywy

Why Trust This Guide

I’ve used Apollo for over 12 months and tested every feature covered here. This tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.

Apollo is one of the most powerful B2B sales intelligence tools available today.

But most users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Apollo Tutorial

This complete Apollo tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.

Getting Started with Apollo

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Watch this quick overview first:

Now let’s walk through each step.

Step 1: Create Your Account

Go to Apollo’s website at apollo.io.

Click “Sign Up Free” in the top right corner.

Enter your work email and create a password.

You can also sign up with your Google account.

✓ Checkpoint: Sprawdź swoje skrzynka odbiorcza for a confirmation email from Apollo.

Step 2: Connect Your Email and CRM

Go to Settings > Integrations after logging in.

Connect your Gmail or Outlook account for sending sequences.

Link your CRM (Salesforce, HubSpot, or Pipedrive) if you use one.

Here’s what the dashboard looks like:

✓ Checkpoint: You should see the main Apollo dashboard with the search bar.

Step 3: Complete Initial Setup

Install the Apollo Chrome extension from the Chrome Web Store.

Set up your email signature under Settings > Sending.

Configure your sender domain with SPF, DKIM, and DMARC records.

How to Use Apollo B2B Database

Baza danych B2B lets you search 275M+ contacts and 73M+ companies with 65+ filters.

Here’s how to use it step by step.

Watch B2B Database in action:

Now let’s break down each step.

Step 1: Open the Search Page

Click “Search” in the left sidebar of your Apollo dashboard.

Choose “People” to find contacts or “Companies” to find accounts.

Step 2: Apply Advanced Filters

Use filters like job title, company size, industry, and location.

Add buying intent signals to find prospects researching your solution.

Filter by technographics to find companies using specific tools.

✓ Checkpoint: You should see a filtered list of matching contacts with emails.

Step 3: Save Your Search and Export Contacts

Click “Save Search” to reuse these filters later.

Select contacts and click “Save to List” to create a prospect list.

Export contacts to CSV or push them to your CRM directly.

How to Use Apollo Lead Scoring

Punktacja potencjalnych klientów lets you rank prospects by fit and buying intent so you focus on hot leads first.

Here’s how to use it step by step.

Watch Lead Scoring in action:

Now let’s break down each step.

Step 1: Access the Scoring Settings

Go to Settings > Lead Scoring in your Apollo account.

Apollo uses AI to score leads based on your ideal customer profile.

Step 2: Define Your Scoring Criteria

Set criteria like job title, company size, industry, and revenue.

Assign point values to each attribute based on importance.

Add buying intent signals for prospects researching your category.

✓ Checkpoint: You should see scoring rules listed with point values.

Step 3: Review and Sort Your Scored Leads

Go back to your prospect lists and sort by score.

High-scoring leads appear at the top of your lists.

Prioritize outreach to prospects with the highest scores first.

How to Use Apollo Inbound Lead Router

Inbound Lead Router lets you send new leads to the right sales rep automatically.

Here’s how to use it step by step.

Watch Inbound Lead Router in action:

Now let’s break down each step.

Step 1: Navigate to Lead Routing

Go to Settings > Lead Routing in your Apollo dashboard.

Click “Create New Rule” to set up your first routing rule.

Step 2: Set Routing Rules

Define conditions like territory, company size, or industry.

Assign each condition to a specific sales rep or team.

Set round-robin rules to distribute leads evenly across reps.

✓ Checkpoint: You should see your routing rules listed with assigned reps.

Step 3: Test and Activate

Use the test function to confirm leads route correctly.

Toggle the rule to “Active” once you’re satisfied.

Monitor routing performance in the analytics dashboard.

How to Use Apollo Sales Engagement

Zaangażowanie w sprzedaż lets you build automated email, call, and LinkedIn sequences at scale.

Here’s how to use it step by step.

Watch Sales Engagement in action:

Now let’s break down each step.

Step 1: Create a New Sequence

Click “Sequences” in the left sidebar, then “New Sequence.”

Choose a blank sequence or pick a pre-built template.

You can also use AI to generate a full sequence based on your goals.

Step 2: Add Steps and Personalize

Add email steps, call tasks, and LinkedIn actions to your sequence.

Set wait times between each step (2-3 days works best for emails).

Use personalization tokens like {{first_name}} and {{company}}.

Set up A/B tests on subject lines and email body copy.

✓ Checkpoint: You should see your sequence steps listed with timing and content.

Step 3: Add Contacts and Launch

Add contacts from a saved search, list, or CSV upload.

Select your sending mailbox and configure daily sending limits.

Click “Activate” to launch the sequence.

How to Use Apollo Meetings Scheduler

Meetings Scheduler lets you share a booking link so prospects pick a time that works.

Here’s how to use it step by step.

Watch Meetings Scheduler in action:

Now let’s break down each step.

Step 1: Set Up Your Availability

Go to Meetings in the left sidebar and click “Create Meeting Type.”

Connect your Google or Outlook calendar to sync availability.

Step 2: Configure Meeting Settings

Set meeting duration (15, 30, or 60 minutes).

Dodać bufor time between meetings to avoid back-to-back calls.

Customize your booking page with your branding and message.

✓ Checkpoint: You should see a live booking page preview with your availability.

Step 3: Share Your Booking Link

Copy your unique booking URL from the settings page.

Add the link to your email sequences and signature.

Prospects can pick a time slot and the meeting gets added to both calendars.

How to Use Apollo Deal Management

Zarządzanie transakcjami lets you track every opportunity from first touch to closed-won.

Here’s how to use it step by step.

Watch Deal Management in action:

Now let’s break down each step.

Step 1: Create Your Deal Pipeline

Go to Deals in the left sidebar and click “Create Pipeline.”

Set up stages like Qualified, Demo, Proposal, Negotiation, and Closed.

Step 2: Add and Move Deals

Click “New Deal” and link it to a contact and account.

Add deal value, close date, and any notes about the opportunity.

Drag and drop deals between stages as they progress.

✓ Checkpoint: You should see your deals displayed in a Kanban board view.

Step 3: Monitor Deal Health

Check the deal analytics dashboard for pipeline value and velocity.

Set up alerts for deals that are stalling or at risk.

Review win/loss reports to improve your close rate over time.

How to Use Apollo Conversation Intelligence

Inteligencja konwersacyjna lets you record, transcribe, and analyze sales calls with AI.

Here’s how to use it step by step.

Watch Conversation Intelligence in action:

Now let’s break down each step.

Step 1: Enable Call Recording

Go to Settings > Dialer and turn on call recording.

Make sure recording consent settings match your local laws.

Step 2: Review AI Call Summaries

After each call, Apollo generates an AI summary with key highlights.

Review action items, objections raised, and next steps identified by AI.

The full transcript is searchable for specific topics or keywords.

✓ Checkpoint: You should see the call recording, transcript, and AI summary.

Step 3: Share Insights with Your Team

Share call recordings with managers or teammates for feedback.

Tag key moments in calls for training or deal review purposes.

Use AI-generated follow-up tasks to stay on top of next steps.

How to Use Apollo Sales Analytics

Analityka sprzedaży lets you track sequence performance, email engagement, and pipeline health.

Here’s how to use it step by step.

Watch Sales Analytics in action:

Now let’s break down each step.

Step 1: Open the Analytics Dashboard

Click “Analytics” in the left sidebar of your Apollo dashboard.

Choose from sequence analytics, deal analytics, or dialer performance.

Step 2: Review Key Metrics

Check open rates, reply rates, and bounce rates for your sequences.

Review funnel conversion rates and deal velocity in the pipeline view.

Compare rep performance side by side on the leaderboard.

✓ Checkpoint: You should see dashboards with real-time performance data.

Step 3: Create Custom Reports

Click “Create Report” to build a custom dashboard for your team.

Add filters for date range, rep, sequence, or campaign.

Schedule reports to be emailed to stakeholders weekly.

How to Use Apollo Sales Coaching

Sales Coaching lets you train reps using AI-powered call analysis and performance data.

Here’s how to use it step by step.

Watch Sales Coaching in action:

Now let’s break down each step.

Step 1: Access Coaching Insights

Go to the Conversation Intelligence section in your dashboard.

Apollo AI highlights coaching moments from each rep’s calls.

Step 2: Review Rep Performance

Compare talk-to-listen ratios across your team members.

Identify reps who need help with objection handling or discovery.

Use AI-flagged moments to find specific areas for improvement.

✓ Checkpoint: You should see coaching scorecards with specific improvement areas.

Step 3: Create Coaching Playlists

Save top-performing call clips into a coaching playlist.

Share playlists with new reps for onboarding and training.

Track improvement over time with before-and-after metrics.

Apollo Pro Tips and Shortcuts

After testing Apollo for over 12 months, here are my best tips.

Skróty klawiaturowe

Action	Shortcut
Open Search	Ctrl + K (Cmd + K on Prochowiec)
Select All Contacts	Ctrl + A
Navigate Between Records	Arrow Keys (Up/Down)
Quick Add to Sequence	S (when contact selected)

Hidden Features Most People Miss

• Company Lookalikes: Use the Chrome extension to find companies similar to your best accounts directly from LinkedIn.
• Email Warm-Up: Apollo has built-in email warm-up that gradually ramps new mailboxes to protect your sender reputation.
• Parallel Dialer: Queue multiple calls at once and connect as someone picks up. Reps can reach 100+ prospects per hour this way.

Apollo Common Mistakes to Avoid

Mistake #1: Not Verifying Emails Before Sending

Mistake #2: Burning Through Credits on Broad Searches

Mistake #3: Running Only Email Sequences

Apollo Troubleshooting

Problem: Emails Landing in Spam

Cause: Your domain lacks proper SPF, DKIM, and DMARC records, or you’re sending too many emails too fast.

Naprawić: Set up email authentication records first. Enable Apollo’s email warm-up feature. Start with 20-30 emails per day and increase gradually over 2-3 weeks.

Problem: High Email Bounce Rates

Cause: Contacts have outdated email addresses, or you’re targeting catch-all domains without verification.

Naprawić: Use Apollo’s built-in email verification before adding contacts to sequences. Remove contacts with “Guessed” email status. Keep bounce rates below 5%.

Problem: CRM Sync Not Working

Cause: Field mapping is incorrect or there are duplicate records blocking the sync.

Naprawić: Go to Settings > Integrations and re-check your field mapping. Run a duplicate check in your CRM first. Re-authorize the connection if needed.

📌 Notatka: If none of these fix your issue, contact Apollo support or check their Knowledge Base at knowledge.apollo.io.

Czym jest Apollo?

Apollo is a B2B sales intelligence and engagement platform that helps you find, contact, and close ideal customers.

Think of it like having a sales team asystent that combines a giant contact database, email automation, a phone dialer, and a CRM in one place.

Watch this quick overview:

It includes these key features:

• B2B Database: Search 275M+ contacts and 73M+ companies with 65+ advanced filters.
• Punktacja potencjalnych klientów: Rank prospects by fit and buying intent using AI-powered scoring.
• Inbound Lead Router: Automatically send incoming leads to the right rep based on rules.
• Zaangażowanie w sprzedaż: Build automated multichannel sequences with email, calls, and LinkedIn.
• Meetings Scheduler: Share a booking link so prospects pick a time natychmiast.
• Deal Management: Track deals from discovery to close in a visual pipeline.
• Inteligencja konwersacyjna: Record, transcribe, and analyze calls with AI summaries.
• Analityka sprzedaży: Track open rates, reply rates, and pipeline performance in real time.
• Sales Coaching: Train reps with AI-flagged coaching moments from real calls.

For a full review, see our Apollo review.

Apollo Pricing

Here’s what Apollo costs in 2026:

Plan	Cena	Najlepsze dla
Bezpłatny	$0	Solo founders testing the platform
Podstawowy	49 USD/miesiąc	Small teams starting outbound outreach
Profesjonalny	79 USD/miesiąc	Growing sales teams that need the dialer and analytics
Organizacja	119 USD/miesiąc	Large teams needing international dialing and advanced bezpieczeństwo

Bezpłatny okres próbny: Yes, Apollo offers a free forever plan with limited credits.

Gwarancja zwrotu pieniędzy: Monthly plans can be canceled anytime. Annual plans do not offer refunds.

💰 Best Value: Professional at $79/month — it unlocks the US dialer, call recording, and unlimited sequences, which most sales teams need.

Apollo vs Alternatives

How does Apollo compare? Here’s the competitive landscape:

Narzędzie	Najlepsze dla	Cena	Rating
Apollo	All-in-one sales platform	49 USD/mies.	⭐ 4.5
Natychmiast	High-volume zimny e-mail	$30/mo	⭐ 4.3
Śnieg.io	Email finding and outreach	$29.25/mo	⭐ 4.5
Hunter.io	Weryfikacja adresu e-mail	0 zł/mies.	⭐ 4.5
Reply.io	Multichannel sequences	49 USD/mies.	⭐ 4.2
UpLead	95% data accuracy	99 USD/mies.	⭐ 4.2
Mailshake	Simple email outreach	$25/mo	⭐ 4.0
Lemlist	Personalized cold email	$55/mo	⭐ 4.5

Quick picks:

• Best overall: Apollo — Combines database, outreach, dialer, and CRM in one platform.
• Best budget: Instantly — High-volume cold email starting at just $30/month.
• Best for beginners: Mailshake — Dead simple email outreach with a low learning curve.
• Best for data accuracy: UpLead — 95% verified data with free replacements for bad contacts.

🎯 Apollo Alternatives

Looking for Apollo alternatives? Here are the top options:

• 🚀 Natychmiast: Best for high-volume cold email with unlimited accounts and smart inbox rotation starting at $30/month.
• 💰 Snov.io: Affordable email finder and drip campaign tool with a built-in CRM starting at $29.25/month.
• 🎨 Hunter.io: Industry-leading email finding and verification tool with a generous free plan for small teams.
• ⚡ Reply.io: Multichannel outreach with AI-powered SDR agent Jason that handles email, LinkedIn, and calls.
• 🔒 UpLead: Premium B2B data with 95% accuracy guarantee and real-time email verification on every contact.
• 🧠 Mailshake: Simple and effective email outreach tool that’s perfect for teams new to cold outreach.
• 👶 Lemlista: Personalized cold email with dynamic images, video, and landing pages built into sequences.
• 🏢 Dzięcioł: Cold email tool built for agencies and teams that need multi-account management at scale.
• 🔧 Smartlead: AI-powered cold email with unlimited mailboxes and auto-rotation starting at $32.50/month.
• 🌟 Sprzedawca handy: Scalable cold email platform with sender rotation, unified inbox, and A/Z testing features.
• ⭐ Klenty: Sales engagement platform with intent-based sequences that adapt to prospect behavior automatically.
• 🎯 Warmbox: Dedicated email warm-up tool that improves deliverability across all your sending accounts.
• 💼 Maildoso: Bulk mailbox provider for cold email at scale with done-for-you DNS setup and warm-up included.
• 📊 Manyreach: Credit-based cold email platform with a free tier and pay-as-you-go pricing for smaller teams.
• 🔥 Warmy: Advanced email deliverability tool that warms mailboxes and monitors sender reputation in real time.

For the full list, see our Alternatywy dla Apollo guide.

⚔️ Apollo Compared

Here’s how Apollo stacks up against each competitor:

• Apollo kontra Instantly: Apollo has a bigger database and built-in dialer. Instantly wins for pure high-volume cold email at a lower price.
• Apollo kontra Snov.io: Apollo offers more features and a larger database. Snov.io is cheaper and simpler for small email campaigns.
• Apollo kontra Hunter.io: Apollo is a full sales platform. Hunter.io is better if you only need email finding and verification.
• Apollo kontra Reply.io: Both offer multichannel sequences. Reply.io’s AI SDR Jason handles more automation out of the box.
• Apollo kontra UpLead: UpLead guarantees 95% data accuracy with replacements. Apollo has more features but lower data accuracy.
• Apollo kontra Mailshake: Apollo is more powerful overall. Mailshake is easier to learn for teams doing basic email outreach.
• Apollo kontra Lemlist: Both are strong for outreach. Lemlist wins on email personalization with dynamic images and landing pages.
• Apollo kontra dzięcioł: Apollo has a larger database. Woodpecker is better for agencies managing multiple client accounts.
• Apollo kontra Smartlead: Smartlead offers unlimited mailboxes at lower cost. Apollo has more features beyond just email sending.
• Apollo kontra Saleshandy: Saleshandy is cheaper for high-volume cold email. Apollo adds a database, dialer, and CRM features.
• Apollo kontra Klenty: Klenty has better intent-based sequence logic. Apollo’s database gives it the edge for prospecting.
• Apollo kontra Warmbox: Warmbox is a dedicated warm-up tool only. Apollo includes warm-up plus a full sales platform.
• Apollo kontra Maildoso: Maildoso is a mailbox provider, not a sales platform. Use it alongside Apollo for more sending accounts.
• Apollo kontra Manyreach: Manyreach is credit-based and budget-friendly. Apollo offers a much deeper feature set for serious teams.
• Apollo kontra Warmy: Warmy focuses on email deliverability and warm-up. Apollo covers the full sales workflow from prospecting to close.

Start Using Apollo Now

You learned how to use every major Apollo feature:

• ✅ B2B Database
• ✅ Lead Scoring
• ✅ Inbound Lead Router
• ✅ Sales Engagement
• ✅ Meetings Scheduler
• ✅ Deal Management
• ✅ Conversation Intelligence
• ✅ Sales Analytics
• ✅ Sales Coaching

Next step: Pick one feature and try it now.

Most people start with B2B Database to build their first prospect list.

It takes less than 5 minutes.

Często zadawane pytania

What is Apollo and how does it work?

Apollo is a B2B sales platform that combines a contact database, email outreach, a phone dialer, and deal tracking in one tool. You search for prospects using 65+ filters, add them to automated sequences, and track every interaction through the pipeline. It works by pulling data from 275M+ contacts and using AI to help you reach the right people at the right time.

How much does Apollo cost per month?

Apollo offers four plans: Free ($0), Basic ($49/month), Professional ($79/month), and Organization ($119/month) when billed annually. Monthly billing costs about 20% more. The free plan includes limited credits for testing. Most sales teams start with the Basic or Professional plan depending on whether they need the built-in dialer.

Is Apollo really free?

Yes, Apollo has a free forever plan. You get access to the full contact database, 2 active sequences, and the Chrome extension. However, credits are limited to about 100 per month. For serious prospecting, you’ll need to upgrade to a paid plan to get more credits and features like CRM integrations and unlimited sequences.

Is Apollo a CRM tool?

Apollo includes basic CRM features like deal tracking, pipeline management, and contact management. However, it’s not a full replacement for dedicated CRMs like Salesforce or HubSpot. Most teams use Apollo’s CRM for smaller pipelines or connect it to their existing CRM through native integrations for bi-directional data sync.

What is Apollo used for in sales?

Sales teams use Apollo to find verified contact information, build prospect lists, automate email and phone outreach, schedule meetings, track deals, and analyze performance. It replaces the need for separate data providers, email sequencers, and dialers. Over 500,000 companies use Apollo to book more meetings and close more deals.