Apollo setup
Users, mailboxes and CRM sync configured before the first send.
- Users and permission profiles
- Mailboxes linked
- Sending limits per mailbox
- CRM sync settings
Apollo.io setup & management
setup · admin · automation
Apollo.io Management
We set Apollo.io up for outbound, configure mailboxes and sequences to send safely, and manage the account month to month.
- Apollo setup — Users, mailboxes and CRM sync configured before the first send.
- Sequences — Outreach built and scheduled to go out steadily.
- Deliverability — Mailboxes kept healthy so email keeps landing.
- Ongoing admin — Weekly care for users, sequences and data.
Default mailbox limit: 400 a day, 100 an hourApollo suggests starting near 50 a dayLimits run on a rolling 24 hoursOver-limit emails wait in the queueWritten scope and price before you start
What we do on Apollo.io
Apollo.io setup, management and automation
Pick one of them or all of them.
Sequences
Outreach built and scheduled to go out steadily.
- Sequence steps and schedules
- Sending windows
- Templates
- Tested before launch
Deliverability
Mailboxes kept healthy so email keeps landing.
- Limits set by mailbox age
- Bounce and reply monitoring
- Unhealthy mailboxes paused
- SPF, DKIM and DMARC checks
Ongoing admin
Weekly care for users, sequences and data.
- User and seat changes
- Sequence updates
- List and data hygiene
- Weekly performance review
Onboarding
How we start on Apollo.io
Including how access is granted in Apollo.io.
-
Tell us what you need
Setup, sequences, deliverability or admin.
-
Invited with a permission profile
An admin invites us from Settings → Users and teams with a profile limited to the work.
-
Build and test
Sequences tested with internal addresses before real prospects receive them.
-
Handover or monthly admin
With ongoing admin, results are reviewed weekly.
Real situations
When teams bring us in on Apollo.io
Replies dropped after we sent more
More mailboxes and more sequences went live, and emails started landing in spam.
What we doWe check mailbox setup and sending limits, pace the sequences and warm new mailboxes before they send at full volume.
Sequences nobody maintains
Old sequences still run with outdated messages and steps that no longer make sense.
What we doWe rebuild the sequences you need and retire the rest.
Reps call wrong numbers
Bounces are rising and reps waste time on contacts that are out of date.
What we doWe set up enrichment and list hygiene rules so the data stays usable.
From Apollo.io’s own documentation
- Sending limits Apollo’s default mailbox limit is 400 emails a day and 100 an hour, on a rolling 24 hours, while its own guidance suggests starting new mailboxes nearer 50 a day. Source ↗
Cost
Priced by sending operation, not by seat
One monthly fee for Apollo.io, with no minimum term.
From
$100/month
The starting price, for one sending operation with a couple of domains. Scales with mailboxes and sending domains.
Not included — so there are no surprises
- Your Apollo.io subscription and sending costs
- Buying domains, mailboxes or verification credits
- Writing your offer or value proposition from scratch
- Lead list sourcing or purchase
Your price in writing within 2 working days.
Apollo.io limits
The Apollo.io limits that decide how it should be run
From Apollo.io’s own documentation, with sources.
Apollo.io — documented limits
Default mailbox limit
Suggested starting limit
Source: Apollo Knowledge Base.
Checked September 2026. Plans change.
Free download
The CRM clean-up checklist
12 checks to find duplicates, dead deals and broken automations, and stop them coming back.
Dialers that integrate with Apollo.io
Integrate Apollo.io with your dialer
Still typing call notes into Apollo.io? We connect Apollo.io to any of these 22 dialers, phone systems and AI voice agents once, so every call, outcome and recording lands on the right contact. A one-time setup, with no monthly fee from us.
From the blog
Further reading
CRM
Why your CRM is full of duplicates, and how to stop new ones
Duplicates come in through forms, imports, integrations and manual entry. Here is how to clean up what is there, and close the doors so they do not come back.
CRM
HubSpot vs Pipedrive for a small sales team
Pipedrive is built around the pipeline; HubSpot around one shared database for sales and marketing. A practical comparison of the limits and quirks that decide it.
Integrations
How to log every call from your dialer in your CRM
Every call on the right contact, with the outcome, the rep and the recording, and nobody typing notes afterwards. What to connect, how to match callers, and what to test.
Questions
Apollo.io CRM management — common questions
How many emails can Apollo.io send per day?
Apollo’s default mailbox limit is 400 emails a day and 100 an hour. Apollo’s own deliverability guidance suggests starting new mailboxes nearer 50 a day and raising limits only when engagement is good.
Why are our Apollo emails stuck in the queue?
When a sending mailbox reaches its hourly or daily limit, emails stay queued until capacity frees up in a later sending window.
Does Apollo’s daily limit reset at midnight?
No. The daily sending limit is based on a rolling 24-hour period, not the calendar day.
How do we give an outside admin access to Apollo?
An admin invites them from Settings → Users and teams → Users and chooses a permission profile, which controls what they can do.
How much does Apollo.io management cost?
From $100 a month. The exact price depends on users, volume and what needs setting up, and you get it in writing within 2 working days, without giving us access.
Is there a minimum term?
No. It is month to month with 30 days’ notice.
Free 30-minute call · no obligation
Talk to us about Apollo.io
Thirty minutes on what you need from Apollo.io, whether it is on this list or not.
- Apollo setup — Users, mailboxes and CRM sync configured before the first send.
- Sequences — Outreach built and scheduled to go out steadily.
- Deliverability — Mailboxes kept healthy so email keeps landing.
Apollo.ioSetup & management
Scope and priceIn writing, within 2 working days
No minimum term30 days’ notice
✓ FREE SCOPE CALL · NO COMMITMENT
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