Ten slots, shared
A Vapi account has ten concurrent call slots by default and calls wait when they are full, inbound included. We pace outbound so a burst never leaves a prospect who is calling you in a queue behind it.
Integration · Vapi to Apollo.io
Vapi and Apollo integration
Apollo decides who is worth a call. A Vapi agent can make it — qualify, answer the obvious questions and book a meeting — and we connect the two so the result lands on the contact and the sequence knows what happened. It is a one-time setup by our team, not a monthly middleware subscription.
- From $100, one-time setup
- No monthly fees from us
- Tested on your own calls before go-live
Vapi
Apollo.io
One call ends in Vapi. In Apollo.io:
- A contact reaches the call stepOr replies with interest
- The Vapi agent callsYour questions, your booking rules
- Outcome on the contactAnd the sequence follows it
- One-time setup
- From $100
- Monthly fee from us
- $0
- Working days to a written scope
- 2
- Working days to build and test
- 5–10
Got it, thank you.
Check your inbox for a confirmation. We will reply within 2 working days with what we would do and what it would cost.
What an AI agent is actually good for here
Apollo produces more call tasks than anyone works. The honest use for a voice agent is not replacing the rep on the calls that matter; it is taking the ones that currently do not happen at all — the second and third attempts, the leads who replied out of hours, the list a rep will never reach the bottom of. The agent qualifies, answers the predictable questions and books, and a person picks up from there.
The operational detail that decides whether this feels good or bad is concurrency. A Vapi account has ten concurrent call slots by default, and when they are all busy new calls wait for one to free up — inbound as well as outbound. If an outbound burst fills every slot, a prospect calling back gets to wait behind it. So the connection has to pace what it sends, and that is a design decision, not a setting you discover later.
- Teams with an unworkable task backlogSecond and third attempts get made instead of expiring.
- Replies that arrive out of hoursAn interested reply at 10pm gets a call before a competitor opens.
- Qualification before a human callReps spend their day on conversations that are already qualified.
What we connect between Vapi and Apollo.io
A typical setup. We adjust each line to how your team uses Vapi and Apollo.io.
When this happensThis is what you get
A contact reaches the call step, or replies with interestA call from your Vapi agent, with the contact and account context
An AI call endsA call record on the Apollo contact with the summary
The call outcomeThe Apollo disposition and contact stage you choose
A meeting booked on the callThe sequence stops for that contact, and the owner is notified
The transcript and recordingLinked from the record, for anyone who wants the detail
No answerA retry at the time you choose, or the sequence left running
Field mapping, event by event
Each Vapi event and exactly what it writes in Apollo.io. Pick an event to see its fields.
1. Trigger · Vapi
When an AI call ends
Every call made or received in Vapi
2. Action · Apollo.io
Log the call record
In Apollo.io, on the contact — Where your team already works
Apollo.io field
Mapped from
What happens
Activity date
Call start time15 Sep, 4:00 pm
Shown in your time zone
Call start time15 Sep, 4:00 pm
Shown in your time zone
Call length
Call length3 min 04 s
Stored the way Apollo.io expects
Call length3 min 04 s
Stored the way Apollo.io expects
Call outcome
How the call endedCaller hung up
Matched to your own list of outcomes
How the call endedCaller hung up
Matched to your own list of outcomes
Recording
Call recordingPlayable audio
Added once the file is ready
Call recordingPlayable audio
Added once the file is ready
Summary and transcript
Call summaryWants a demo next week
Saved as note text
Call summaryWants a demo next week
Saved as note text
Contact
Matched by phone number+1 415 555 0142
A new contact is created only if none match
1. Trigger · Vapi
When the call summary is ready
Transcript and summary are finished
2. Action · Apollo.io
Save a note
In Apollo.io, on the contact — Readable by anyone who opens the record
Apollo.io field
Mapped from
What happens
Summary
Call summaryWants a demo next week
At the top of the note
Call summaryWants a demo next week
At the top of the note
Transcript
TranscriptAgent: Hi, this is…
Below the summary
TranscriptAgent: Hi, this is…
Below the summary
Contact
Same match as the call+1 415 555 0142
Linked to the same record as the call
Sample values are made up. The exact fields are agreed with you in your scope.
A one-time setup, not a monthly middleware bill
We are not a middleware. We plan the connection, set it up, test it on your calls and hand it over.
Web Repay integration setup
Middleware subscription
What you pay
One-time setup, from $100 (one-off)
A monthly plan, often priced by tasks or operations
As call volume grows
The same price, no per-task charges
Costs rise with every call that syncs
Who builds and tests it
We do, on your own Vapi calls
Your team builds and maintains every step
Where it runs
In your own Vapi and Apollo.io accounts, documented
Inside the middleware vendor’s platform
When something changes
Additional support as needed, when you request it
Your team fixes the broken steps
Where a small connector layer is the most reliable route, we say so in your written scope, set it up in your own account and choose the option with the lowest running cost.
Where Vapi and Apollo.io setups usually go wrong
Calling the right people only
Not every contact in a sequence has agreed to a call. We agree exactly which steps and reply categories trigger one, and within what hours, before anything goes live.
Interruptions and pauses
Vapi’s endpointing decides when a caller has finished speaking and the stop speaking plan governs barge-in. These are the settings that make an agent feel patient or rude, and reviewing real calls is the only way to set them.
Contacts under the right account
Apollo files contacts under accounts. We match to an existing contact and account before creating anything, so one company does not become three.
How we set it up
- 1
Agree the call rules
Which steps trigger a call, what the agent asks, what each outcome changes in Apollo, and how outbound is paced. You get a written scope with a fixed one-time price.
- 2
Access for the setup
An Apollo user with a permission profile covering the work, and access to your Vapi account and assistant.
- 3
We connect and test
We run test contacts through the flow, take the calls ourselves, interrupt the agent on purpose, and check every record, disposition and stopped sequence.
- 4
Handover
A short document of the flow, including the pacing rule. It runs in your own accounts, with no monthly fee from us.
Test call passedEvery field in the table checked
LiveWatched for the first week
What it costs
From
$100 one-time setup
Starting price for connecting Vapi and Apollo.io, built and tested. Larger mappings get a fixed quote in writing before we start.
No monthly fee from us. Additional support is available as needed, whenever you request it.
Free download
The integration health check
10 checks to make sure your website, CRM and dialer really are passing information between them.
From the blog
Further reading
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.
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.
Dialers
Why fewer people answer your calls: spam labels and caller ID
When answer rates drop, the cause is often a warning label on your caller ID. How US carriers check and label calls, and what you can do about it.
Questions about Vapi and Apollo.io
Can a Vapi agent call contacts from an Apollo sequence?
Yes. When a contact reaches a step you choose, or replies with a category you choose, the agent calls and the outcome is written back to the contact and the sequence.
What happens if all the Vapi lines are busy?
Calls wait for a free slot — a standard account has ten. We pace outbound so an inbound caller is not stuck behind a burst of agent calls.
Can you build the Vapi assistant as well?
Yes. If you do not have one yet, we can set it up with your questions and booking rules as part of the same project.
Is there a monthly fee?
No. You pay once for the setup. Unlike Zapier, Make and similar middleware subscriptions, there is no monthly or per-task charge from us. Your Apollo and Vapi usage is unchanged.
Rather talk it through?
Thirty minutes on how your team uses Vapi and Apollo.io. You leave knowing what we would build and what it would cost.
Call ended03:04 · inbound
Contact stage updatedMeeting booked
Call-back taskAssigned to the contact owner