Apollo gives your team a contact database and sequencing in one place. Connected carelessly, it creates duplicate records in HubSpot, overwrites good data, and sends from domains that end up in spam. Revenue Systems Group connects Apollo to HubSpot properly and builds the outbound infrastructure behind it.
The short version: We set rules for what syncs between Apollo and HubSpot, prevent duplicates, log activity where your team can see it, and configure sending domains, DNS, and warmup so Apollo sequences reach inboxes.
What Apollo Does for Your Team
| Use | What it looks like | What has to be right |
|---|---|---|
| Prospecting | Search and export contacts by role and company. | Matching rules so exports do not duplicate HubSpot records. |
| Sequences | Multi-step email and task cadences. | Domains, DNS, and warmup so emails reach inboxes. |
| Activity logging | Emails, calls, and replies tracked per contact. | Sync settings that log activity in HubSpot for reporting. |
What We Build
- Sync rules: Which records and fields move between Apollo and HubSpot, and which system owns each field.
- Duplicate prevention: Matching keys and import rules so prospecting does not pollute the CRM.
- Outbound infrastructure: Separate sending domains, SPF, DKIM, and DMARC records, and inbox warmup.
- Reporting: Sequence performance and pipeline from outbound, visible in HubSpot.
Common Problems We Fix
- Duplicate contacts and companies from Apollo exports.
- Sequences sending from the main company domain and hurting its reputation.
- Missing or broken DNS authentication records.
- Outbound activity invisible to managers who live in HubSpot.
AI & Governance Considerations
AI-written sequences can send thousands of messages before anyone reads one. We set review steps for AI-generated copy, sending limits per domain, and an owner for every sequence, so speed does not cost you your domain reputation or your brand.
Signs Your Apollo Setup Needs Work
- Apollo exports create duplicates in HubSpot.
- Sequences send from your main company domain.
- Open and reply rates are falling.
- Managers cannot see outbound activity in HubSpot.
- Nobody reviews AI-written sequence copy before it sends.
Frequently Asked Questions
- Should Apollo sequences send from our main domain?
- Usually not. We set up separate sending domains with proper authentication and warmup, which protects your main domain if an outbound campaign runs into trouble.
- Why is Apollo creating duplicates in HubSpot?
- Usually because matching rules and sync settings allow new records when existing ones should be updated. We tighten matching and import rules.
- What DNS records does outbound email need?
- At minimum SPF, DKIM, and DMARC for each sending domain, set up correctly for the tools that send on your behalf.
- Can we see Apollo activity in HubSpot?
- Yes. With the right sync settings, emails, calls, and replies are logged on HubSpot records so reporting reflects outbound work.