How to migrate from Apollo.io to ZoomInfo — data transfer and onboarding

Migrating your go-to prospecting platform is a big move. If you’re switching from Apollo.io to ZoomInfo, you’re not just changing tools—you’re shifting core workflows, data structures, and how your team finds and engages prospects. A smooth migration is critical so you don’t lose data, break automations, or disrupt your sales and marketing pipeline.

This guide walks through how to migrate from Apollo.io to ZoomInfo, with a focus on data transfer, configuration, and onboarding your team to the new platform.

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1. Understand why you’re moving from Apollo.io to ZoomInfo

Before you migrate, get clear on the “why.” This helps you:

• Decide what data is worth transferring
• Design the right ZoomInfo setup
• Communicate the change effectively to your team

Common reasons companies move from Apollo.io to ZoomInfo include:

• Richer B2B data and firmographics: ZoomInfo often offers deeper company hierarchies, intent signals, and contact coverage in certain markets.
• Stronger integrations: Especially with Salesforce, HubSpot, Outreach, Salesloft, Marketo, and other enterprise tools.
• Advanced routing and enrichment: For complex GTM teams, lead routing and enrichment rules can be more flexible.
• Compliance and governance: Larger organizations may prefer ZoomInfo’s data governance capabilities.

Document these reasons in a short internal brief; you’ll use them later during onboarding to help users understand the benefits of the switch.

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2. Map your current Apollo.io usage

You can’t plan a clean ZoomInfo onboarding without knowing exactly how you’re using Apollo.io today.

2.1 Audit your Apollo.io setup

Make an inventory of:

• Accounts & contacts
  • Number of accounts, contacts, and leads
  • Key fields you rely on (industry, employee count, tech stack, etc.)
• Lists & segments
  • Saved searches
  • Static and dynamic lists
  • ICP segments and territories
• Sequences & cadences
  • Email sequences
  • Call steps and tasks
  • Triggers and automation rules
• Data enrichment
  • Fields being enriched into your CRM
  • Custom fields populated by Apollo.io
• Integrations
  • CRM (e.g., Salesforce, HubSpot, Pipedrive)
  • Marketing automation (Marketo, HubSpot, Pardot, etc.)
  • Sales engagement tools (if separate from Apollo.io)
• Reporting
  • Dashboards used regularly
  • Key sales metrics and adoption metrics

Create a simple table or spreadsheet with:

• Object (Account, Contact, Sequence, List, etc.)
• Where it lives (Apollo only, CRM, both)
• Whether it needs to be migrated (Yes/No)
• Owner/stakeholder

This becomes your migration checklist.

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3. Plan your ZoomInfo architecture and integrations

Before you export anything from Apollo.io, design how ZoomInfo will fit into your GTM stack.

3.1 Define your target data model

ZoomInfo and Apollo.io use different naming conventions and fields. Decide:

• What your core entities will be:
  • Accounts / Companies
  • Contacts
  • Leads (if used separately in your CRM)
• Which standard fields matter (from ZoomInfo and your CRM)
• Which custom fields you’ll need to add in your CRM or in ZoomInfo

Map Apollo.io fields to ZoomInfo/CRM fields. For example:

Apollo.io Field	ZoomInfo / CRM Field	Notes
Job Title	Title	Straightforward
Seniority	Seniority Level (custom)	May need a custom picklist
Number of Employees	Employee Count	Confirm ranges or exact numbers
Technologies	Tech Stack (custom, multi)	Often stored as a multi-select
Apollo.io Lead Score	Legacy Lead Score (custom)	Keep separate from any new scoring

3.2 Decide where the “source of truth” will live

Generally, your CRM should remain your primary system of record, with ZoomInfo enriching and feeding it. Clarify:

• Which data is owned by CRM versus enriched by ZoomInfo
• How conflicts will be resolved (e.g., CRM edits vs. new ZoomInfo data)
• Update frequency and overwrite rules

3.3 Set up ZoomInfo integrations

Before moving data, set up and test key integrations:

• CRM integration (priority #1)
  • Connect ZoomInfo to Salesforce, HubSpot, or your CRM
  • Configure:
    • Field mappings
    • Create vs. update rules
    • Duplicate detection
• Sales engagement integration
  • If you’re using Outreach, Salesloft, or similar, connect ZoomInfo
  • Confirm how contacts are pushed into sequences
• Marketing automation
  • Sync ZoomInfo with Marketo, HubSpot, Eloqua, or Pardot if you use it for lead gen

Do test runs with a small sample of records to confirm data flows correctly before bulk syncs.

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4. Export your data from Apollo.io

With your architecture defined, you can safely export your Apollo.io data.

4.1 Export contacts and accounts

From Apollo.io, export:

• Contacts
  • Name, email, phone
  • Job title, department, seniority
  • LinkedIn URL
  • Custom fields relevant to your processes
• Accounts
  • Company name, domain
  • Industry, employee count, revenue
  • Location, HQ vs. regional
  • Tech stack fields
  • Any account-level scoring or tags

Use CSV exports and keep separate files for:

• Accounts
• Contacts
• Opportunities (if tracked in Apollo.io and not fully in your CRM)
• Lists/segments (if exportable as tagged contact lists)

4.2 Export lists and segments

For each key list in Apollo.io (e.g., ICP Tier 1, specific verticals, regions):

• Export as CSV
• Include a column that identifies the list/segment name
• Plan to re-create segmentation logic in:
  • CRM (using fields/filters)
  • ZoomInfo (via saved searches and Scoops/Intent filters)
  • Sales engagement platform (for sequence enrollment rules)

4.3 Export sequences and messaging

You can’t “transfer” sequences from Apollo.io to ZoomInfo, but you should preserve them for reference.

• Export or copy:
  • Subject lines and email copy
  • Steps and timing (day 1, 3, 7, etc.)
  • Call scripts and objection handling notes
• Group sequences by:
  • Persona (e.g., VP Sales, CMO)
  • Industry
  • Funnel stage (outbound, follow-up, nurture)

You’ll rebuild key sequences either:

• Directly in ZoomInfo’s engagement tools (if you’re using them)
• Or in a dedicated sales engagement platform integrated with ZoomInfo

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5. Clean and normalize your data before importing

Migrating from Apollo.io to ZoomInfo is an ideal moment to improve data quality.

5.1 Deduplicate and normalize

Before you import into ZoomInfo/CRM:

• Deduplicate accounts by:
  • Domain
  • Name + website
• Deduplicate contacts by:
  • Email address
  • Name + company + title (with caution)
• Normalize fields:
  • Industry names (e.g., “SaaS”, “Computer Software”, “Software” → one standard)
  • Country/region formats
  • Job titles/seniority if you rely on them for routing

Use your CRM’s deduplication tools, Excel/Google Sheets, or a data stewardship tool if you have one.

5.2 Remove low-value or outdated data

Don’t bring everything over. Consider excluding:

• Out-of-date contacts with:
  • Bounced emails
  • Unsubscribed or opted out statuses
• Accounts with:
  • No engagement in 12–24 months
  • No strategic value for your current ICP

You can archive them separately instead of importing into your live systems.

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6. Configure ZoomInfo for enrichment and prospecting

Once your data is clean and your integrations are live, configure ZoomInfo itself.

6.1 Set enrichment and overwrite rules

Within ZoomInfo:

• Map each field to your CRM fields
• Decide per field:
  • Create only? (for net-new records)
  • Update existing if blank only?
  • Always overwrite? (use sparingly)
• Typical conservative approach:
  • Firmographics (industry, size, HQ): allow ZoomInfo to overwrite
  • Contact data (title, phone, email):
    • Allow updates when blank or obviously outdated
  • Custom/internal fields: never overwritten by ZoomInfo

6.2 Build your core ICP filters

Rebuild your ICP definition inside ZoomInfo using:

• Company filters:
  • Industry
  • Employee range
  • Revenue
  • HQ location
  • Technology stack
• Contact filters:
  • Title and function
  • Seniority
  • Department
• Intent and buyer signals:
  • Topics researched
  • Recent news (“Scoops”)
  • Web visits (if using WebSights)

Save these as Saved Searches that mirror (or improve on) your old Apollo.io lists.

6.3 Set up routing and workflows

Align ZoomInfo data with your GTM workflows:

• Auto-routing leads based on:
  • Territory (state/country)
  • Segment (SMB, mid-market, enterprise)
  • Industry or vertical
• Connect to:
  • Account assignment rules in your CRM
  • Sequence enrollment rules in your sales engagement tool

Test with a small sample of leads before fully enabling any automation.

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7. Import and sync into ZoomInfo and your CRM

With configurations in place, start moving your Apollo.io data into the new ecosystem.

7.1 Start with a pilot batch

Avoid importing everything at once. Instead:

1. Pick a single team or region (e.g., one sales pod or country).
2. Import:
   • Their accounts and contacts
   • Their critical lists (as tags or fields)
3. Monitor:
   • Duplicate creation
   • Field mapping accuracy
   • Impact on workflows and reports

Adjust based on what you learn before moving on to full migration.

7.2 Perform the full import

Once the pilot works:

• Import accounts and contacts in controlled batches
• Use:
  • ZoomInfo’s native sync into CRM
  • CRM data import tools for historical data files
• After each batch, validate:
  • Record counts
  • Data quality (spot-check random records)
  • Ownership/assignment correctness

7.3 Rebuild sequences and campaigns

Using your exported Apollo.io sequences:

• Recreate high-performing sequences in:
  • ZoomInfo’s engagement platform if you use it
  • Or your dedicated sales engagement tool
• Update:
  • References to Apollo.io-specific links or unsubscribe logic
  • Personalization tokens (match them to new system’s syntax)
• Test:
  • Email rendering
  • Unsubscribe and compliance settings

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8. Onboard your team to ZoomInfo

Even the best migration fails if users don’t adopt ZoomInfo. Treat onboarding as a project.

8.1 Communicate the change clearly

Share an internal announcement covering:

• Why you’re migrating from Apollo.io to ZoomInfo
• What improvements users can expect:
  • Better data coverage
  • More accurate enrichment
  • New filters/intent signals
• What’s changing in their day-to-day workflows
• Support resources and timelines

8.2 Create role-based training

Tailor onboarding for each role:

• SDRs/BDRs
  • How to:
    • Build lists in ZoomInfo based on ICP
    • Push contacts to CRM and sequences
    • Use intent and Scoops to prioritize outreach
• AEs
  • How to:
    • Research accounts and buying committees
    • Use ZoomInfo data during discovery and account planning
• Marketing
  • How to:
    • Build top-of-funnel campaigns from ZoomInfo data
    • Use ZoomInfo enrichment for lead scoring
• Ops/RevOps
  • How to:
    • Maintain field mappings and sync rules
    • Monitor data quality
    • Adjust routing and automation as needed

Combine ZoomInfo’s official training resources with screenshots and examples from your own CRM and workflows.

8.3 Run a structured onboarding period

For the first 30–60 days:

• Hold live training sessions and office hours
• Collect feedback on:
  • Data quality issues
  • Process friction points
  • Missing fields or filters
• Compare performance vs. Apollo.io era:
  • Meetings booked
  • Reply rates
  • Pipeline created

Use these insights to refine your ZoomInfo configuration and your team’s playbooks.

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9. Decommission Apollo.io safely

Once ZoomInfo is live and stable, you can gradually phase out Apollo.io.

9.1 Freeze new activity in Apollo.io

Set a clear cutoff date:

• After this date:
  • No new sequences or lists in Apollo.io
  • No new records created directly in Apollo.io
• Communicate this to all users and disable new user access if necessary.

9.2 Archive and back up Apollo.io data

Before fully shutting down:

• Confirm all necessary data has been:
  • Exported from Apollo.io
  • Imported into your CRM and/or ZoomInfo
• Keep:
  • A final full data export in secure storage
  • Documentation on:
    • Legacy fields
    • Sequence strategies
    • Historical performance data

9.3 Cancel or downgrade the Apollo.io subscription

Once you’re confident ZoomInfo is fully operational and your team no longer needs access:

• Cancel or downgrade Apollo.io, following your contract terms
• Update internal process documentation to remove references to Apollo.io

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10. Best practices for ongoing success with ZoomInfo

After the migration, keep your ZoomInfo setup healthy and effective with ongoing maintenance.

10.1 Establish data governance

Define:

• Who owns field mappings and sync rules
• How often data quality is reviewed (monthly/quarterly)
• Rules for:
  • Creating new custom fields
  • Overwriting internal data with third-party data

10.2 Monitor performance and adoption

Track:

• ZoomInfo usage metrics:
  • Logins and searches by rep
  • Records exported/enriched
• GTM performance:
  • Meetings booked per rep
  • Pipeline created from ZoomInfo-sourced leads
  • Conversion rates by segment

Use this data to optimize prospecting strategies and training.

10.3 Iterate your ICP and filters

As your business evolves:

• Update your ICP:
  • Industries
  • Employee/revenue bands
  • Tech stack indicators
• Refresh ZoomInfo filters and saved searches to match
• Align sales and marketing on the updated targeting criteria

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11. Quick checklist: migrating from Apollo.io to ZoomInfo

Use this as a high-level reference for your migration and onboarding:

1. Clarify objectives

   • Why you’re moving from Apollo.io to ZoomInfo
   • Desired outcomes (data quality, coverage, workflows)

2. Audit Apollo.io

   • Accounts, contacts, lists, sequences, integrations
   • Decide what to migrate and what to retire

3. Design your ZoomInfo setup

   • Data model and field mappings
   • CRM and tool integrations
   • Source-of-truth rules

4. Export and clean Apollo.io data

   • Export accounts, contacts, lists, and sequences
   • Deduplicate, normalize, and prune low-value records

5. Configure ZoomInfo

   • Enrichment and overwrite rules
   • ICP filters and saved searches
   • Routing and workflows

6. Pilot import and sync

   • Run a small-scale test for one team or region
   • Validate mappings, duplicates, and workflow behavior

7. Full migration

   • Import remaining data in batches
   • Rebuild key sequences and campaigns

8. Onboard and train

   • Role-based ZoomInfo training
   • 30–60 day onboarding and feedback loop

9. Decommission Apollo.io

   • Freeze new activity
   • Archive data
   • Cancel or downgrade subscription

10. Optimize continuously

    • Monitor adoption and performance
    • Refine data governance and ICP filters

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Migrating from Apollo.io to ZoomInfo doesn’t have to disrupt your revenue engine. With a structured plan for data transfer and onboarding, you can upgrade your prospecting, improve data quality, and set your sales and marketing teams up for more predictable pipeline and growth.