How do I move from Apollo to another tool?

The five steps

1. Export your contacts, lists and sequence results from Apollo as CSV.
2. Pause sequences that are mid-flight, or let them finish first.
3. Import the contacts into the new tool.
4. Rebuild the one or two sequences that actually produced replies.
5. Cancel Apollo only after the new tool has sent its first week cleanly.

That order keeps you from losing history and from emailing anyone twice. The rest of this page explains each step and the traps.

Step 1: Export everything that matters

From Apollo, export your saved contacts and any lists as CSV. Include the fields you will want later: name, title, company, email, phone, stage, owner, and any notes. Also copy out the text of your best-performing email sequences and note their reply rates, since those are the assets you built.

Check Apollo's own help pages for the current export steps and limits on your plan, because they vary and change. Keep the files somewhere safe in case you need to roll back.

Step 2: Avoid double-sending

The most common mistake is importing a contact into the new tool while Apollo is still emailing them. Two follow-ups from the same person on the same day looks careless and draws complaints.

Pick one cutover date. Stop adding people to new Apollo sequences a week before. On the date, pause the rest. Import the same day. Anyone who replied in the last 14 days should be marked as in conversation, so they are not enrolled in a new cold sequence.

Step 3: Import, and use the free path

Rocketship reads Apollo and HubSpot exports directly, so you do not need to reshape the columns first. Importing your own contacts is free. A lead is used when Rocketship starts working a contact, so you can import 2,000 people and only start with the 50 you want to reach this month on Launch.

If you also want new names, see how to build a B2B lead list. For a side-by-side of how the two products differ, read Rocketship versus Apollo.

Step 4: Rebuild only what worked

Do not copy over fifteen sequences. Look at which two or three got replies and rebuild those. Everything else was an experiment. A fictional example: Sorrel Analytics had nine sequences in Apollo. Only one, a three-email series aimed at operations directors at regional clinics, produced more than a handful of replies. They moved that one, dropped the rest, and had their new setup running the same afternoon.

In Rocketship, the AI workers write, send and follow up on a schedule from your own Gmail, and sequences stop when someone replies, books or unsubscribes. Your old wording is a good starting point for the first message. Read <A href="/answers/how-to-write-a-cold-email-that-gets-replies">how to write a cold email that gets replies</A> if you want to tighten it.

What changes when you switch

Mail is sent from your own Gmail or Google Workspace account, so if you were sending from Apollo-connected mailboxes of another provider, such as Outlook, note that Rocketship works with Gmail only. Each new inbox ramps up gradually to a ceiling of 60 cold emails a day. Rocketship does not run a warm-up network and does not verify addresses, so check bounces on your first batch (see <A href="/answers/how-to-send-cold-email-without-going-to-spam">how to send cold email without landing in spam</A>).

Some Apollo features do not have a match in a different product, and the reverse is also true. List what you actually use before deciding.

Step 5: Cancel last

Keep Apollo running read-only for a week or two after the switch, so you can look something up. Then cancel before the next renewal. Plans are on <A href="/pricing">the pricing page</A>: Launch is $24.99 a month with a 7-day free trial, card required.