Migrate from Apollo ERP to Pipedrive

Apollo People map directly to Pipedrive Persons. Standard fields such as name, email, phone, and job title are transferred on a field‑to‑field basis. The owner of each record is resolved by matching the Apollo owner’s email address to an existing Pipedrive user account; unmatched owners are flagged for pre‑migration remediation.

Apollo Organizations map to Pipedrive Organizations. Core fields including company name, domain/website, industry classification, employee count, and annual revenue are transferred on a one‑to‑one basis. Where Apollo records a parent‑child relationship, the child organization is linked to its parent in Pipedrive using the Organization’s parent‑ID field, preserving the original hierarchy.

Apollo Deals map to Pipedrive Deals. All standard deal attributes—title, monetary value, currency, status (open, won, lost), expected close date, and the assigned owner—are transferred directly. Custom fields defined on the Apollo Deal are recreated as Pipedrive custom fields on the Deal object, and the status values are aligned with Pipedrive’s open/won/lost/deleted conventions.

Apollo supports multiple deal groupings; each maps to a Pipedrive Pipeline. The migration reads each Apollo grouping label and creates a matching stage column in the corresponding Pipedrive Pipeline, preserving the original stage order. Stage probabilities are set to default values during the load and can be adjusted later in Pipedrive’s Pipeline settings to reflect realistic close rates.

Apollo engagement events (calls, meetings, emails, notes) map to Pipedrive Activities with matching type. Each activity retains its original creation timestamp and the owner assigned in Apollo, ensuring a continuous audit trail. For email activities, the message body is stored as an Activity note, preserving the full communication content within the CRM.

Apollo contact scores have no native Pipedrive equivalent. During the migration we create a custom numeric field on the Person object (for example, Apollo_Score__c) and copy the score value from Apollo for every contact record. This field can be used for sorting, reporting, or as a basis for Pipedrive automation triggers once it is configured in the CRM.

Apollo buyer‑intent signals—such as job‑change events, funding announcements, or technology adoption—have no native Pipedrive counterpart. We store these signals as custom fields on the Person or Organization record. For plans that support multi‑select picklists, each signal type can be a separate option; otherwise the data is saved as a comma‑separated text string for maximum compatibility.

Apollo’s company technology stack has no Pipedrive equivalent. We create a custom field on the Organization record—either a free‑text field holding a comma‑separated list of technologies or a multi‑select picklist if the Pipedrive plan allows—and populate it with the technology data extracted from Apollo. This preserves the technographic context for sales teams reviewing accounts.

Apollo persona tags and lead‑status values are mapped to a custom picklist field in Pipedrive. For each unique tag or status value found in Apollo, we add a matching option to the Pipedrive field so that the original classification is retained. If the Pipedrive plan supports multi‑select picklists, the field is configured accordingly; otherwise a single‑select picklist is used.

Apollo tracks which sequences a contact is enrolled in, the current step position, and engagement metrics per step. Pipedrive has no native sequence enrollment model, so we capture the sequence name, the last reached step, and the date of the most recent engagement, storing this as a formatted note on the contact’s Activity feed. This gives reps a readable history without changing Pipedrive’s core structure.

Apollo contact‑level custom fields are migrated to Pipedrive Person custom fields using type‑aware mapping. Text and string fields become Pipedrive text fields, numeric fields stay numeric, date fields map to date fields, and Boolean flags become checkboxes. For picklist fields, each distinct Apollo option is created as a matching Pipedrive option to preserve the original data choices.

Apollo organization‑level custom fields follow the same type‑aware migration logic as contact custom fields, converting text, numeric, date, and Boolean values to their Pipedrive equivalents. Before the migration run, these fields are provisioned in Pipedrive so that the import process can write data directly into the newly created Organization custom fields.

Apollo file attachments linked to contacts or organizations are transferred as Pipedrive Activity attachments. Each file is attached to the corresponding Activity record in Pipedrive, preserving the original file name and content. If a file exceeds Pipedrive’s attachment size limit, the migration tool flags the item for manual re‑upload, ensuring data integrity without blocking the rest of the migration.

Apollo user accounts are matched to Pipedrive users by their email address. The migration first resolves each Apollo owner to an existing Pipedrive user; any email that does not correspond to a Pipedrive account is listed on a pre‑migration exception report. Your team can then either invite those users to Pipedrive or assign their records to a designated fallback owner before the cut‑over.

Apollo’s tag system applies labels across contacts, organizations, and deals. Because Pipedrive lacks a native tag structure, each distinct Apollo tag is migrated as a multi‑select custom field on the appropriate object (Person, Organization, or Deal). The set of possible tag values is created as options in Pipedrive’s field definition, preserving the original labeling across all records.