CRM & Sales

Get a fractional Apollo.io specialist working in your account

You already know Apollo.io can do the work. The problem is finding the hours to build the sequences, clean the contact data, and keep the pipeline moving. Trusty Oak places fractional specialists inside your Apollo.io account to handle the execution you keep pushing to next week. This is not consulting or training. It is someone doing the work, in your account, on your schedule.

What our team does with Apollo.io

Concrete work our fractional specialists take on inside your Apollo.io account. No vague promises.

Build and launch outbound sequences

Our specialists write and configure multi-step email and call sequences inside Apollo.io, setting up step timing, personalization variables, and A/B variants. We connect sequences to the right contact lists and verify that deliverability settings, such as sending limits and mailbox warm-up rules, are configured before launch. You review and approve before anything goes live.

Audit and repair existing Apollo.io setups

Many accounts we inherit have duplicate contacts, broken sequences, or unsynced CRM fields. We audit your account structure, identify what is stalling performance, and fix the underlying configuration issues rather than working around them. You get a written summary of what we found and what we changed.

Build and maintain segmented contact lists

We build saved searches and dynamic lists using Apollo.io filters including job title, industry, headcount, technology stack, and engagement history. Lists are labeled, documented, and kept current so sequences always pull from accurate segments. We also flag and remove contacts that bounce or opt out to protect your sender reputation.

Manage CRM field mapping and data sync

We configure Apollo.io's native integrations with Salesforce or HubSpot to ensure contact records, activity logs, and stage updates sync correctly in both directions. This includes mapping custom fields, setting sync rules for new versus existing records, and testing the integration after any account changes. Broken syncs get caught and fixed before they create duplicate records downstream.

Set up reporting and performance tracking

We build custom reports inside Apollo.io tracking open rates, reply rates, bounce rates, and sequence completion by rep, list, or campaign. Reports are configured to surface what matters to your team, whether that is overall pipeline contribution or individual sequence performance. We deliver a recurring summary so you are not logging in to pull numbers manually.

Migrate contacts and sequences from other platforms

If you are moving from Outreach, Salesloft, or a manual spreadsheet workflow, we handle the data export, field mapping, and import into Apollo.io. We clean and deduplicate records before import and rebuild sequence logic to match Apollo.io's structure. Post-migration, we verify that historical activity is preserved and that active contacts land in the right sequences.

How Trusty Oak supports Apollo.io workflows

How the Apollo.io handoff works

During onboarding, your dedicated Client Success Manager reviews your existing Apollo.io account alongside you, or helps you set one up from scratch if you are starting fresh. We document your current sequences, list structure, CRM integration status, and any known issues, then build a prioritized roadmap based on where the biggest gaps are. Your fractional specialist works directly inside your account and documents every workflow they build or modify so nothing is a black box. Each new sequence or automation is reviewed and approved by you before it goes live. As your outreach evolves, your specialist adjusts sequences, refreshes lists, and keeps the account healthy on an ongoing basis.

Common Apollo.io workflows we build

A few of the most common workflows our team has deployed with Apollo.io.

New inbound lead form submission to Apollo.io sequence enrollment

When a prospect submits a demo request form in HubSpot or Typeform, a Zapier automation adds them to Apollo.io as a contact and enrolls them in a tailored follow-up sequence within minutes. This eliminates the manual step of copying lead data and ensures no inbound lead sits idle.

Apollo.io reply detected to HubSpot deal creation and Slack alert

When a contact replies to an active sequence, Apollo.io's webhook triggers a Zapier step that creates or updates a deal in HubSpot and posts a notification to a designated Slack channel. The sales rep sees the reply in context without having to monitor Apollo.io directly.

Closed-lost opportunity to re-engagement sequence with 90-day delay

Contacts marked closed-lost in the CRM are exported on a set schedule, re-imported into Apollo.io with updated tags, and enrolled in a low-frequency re-engagement sequence that starts 90 days after the original close date. This keeps cold prospects in motion without manual follow-up from the sales team.

Weekly bounce and opt-out cleanup to list hygiene report

Each week, our specialist reviews Apollo.io's bounce and unsubscribe data, removes or suppresses affected contacts, and updates the corresponding records in the connected CRM. A short report is delivered to the client summarizing removals and any patterns worth addressing in future list-building.

LinkedIn prospecting shortlist to Apollo.io contact import and sequence launch

A sales rep or founder identifies target accounts on LinkedIn and shares a shortlist. Our specialist locates and verifies matching contacts in Apollo.io using search filters and enrichment data, builds a targeted list, and enrolls them in a pre-approved sequence. The rep never touches the import or setup steps.

What Apollo.io support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

10 hours $350

Specialists

~$50/hour

20 hours $1,000

Fractional Executives

~$95/hour

0 hours $0

Your monthly budget

$1,350

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently asked questions

Do I have to give Trusty Oak admin access to my Apollo.io account?

You control access and can invite your specialist as a team member with whatever permission level you are comfortable with. Most clients grant standard user or admin access so the specialist can build sequences and manage contacts without needing to request changes through the client. You remain the account owner and can revoke access at any time.

Is this a one-time project or ongoing support?

Trusty Oak engagements start with a three-month commitment and then move to month-to-month, so ongoing support is the norm rather than the exception. Apollo.io accounts require regular maintenance, including list refreshes, bounce cleanup, sequence updates, and CRM sync checks, so most clients keep a specialist engaged beyond the initial build phase. Unused hours roll over each month, so slower periods do not result in wasted budget.

We are considering Apollo.io but also looking at Outreach or Salesloft. Can your team help us decide?

Our specialists work across sales engagement platforms, so we can give you an honest comparison based on your team size, CRM, and outreach volume. Apollo.io tends to be a strong fit for teams that want prospecting data and sequencing in one place at a lower per-seat cost. If your needs are more complex, such as advanced dialer workflows or deep Salesforce customization, we will tell you that before you commit to a platform.

How quickly can a specialist start working in our Apollo.io account?

After completing onboarding, which includes a one-time $300 fee and a Strategic Delegation Plan session, most clients have a specialist active in their account within one to two weeks. The onboarding call is where we review your Apollo.io setup and agree on first priorities, so the specialist can start executing immediately rather than spending the first weeks figuring out what to do.

What if our sequences are not performing? Can your team diagnose and fix them?

Yes. Diagnosing underperforming sequences is one of the most common requests we handle. Your specialist will review open rates, reply rates, step-level drop-off, and deliverability signals inside Apollo.io, then make specific changes to copy, timing, sending limits, or list quality based on what the data shows. You will receive a written summary of what was changed and why.

Start with an Apollo.io account audit

Book a discovery call and we will review your current Apollo.io setup, identify what is costing you time or hurting performance, and map out a prioritized plan for your first 30 days of fractional support.