Apollo → HubSpot Lead Handoff Automation
🎯 VIEW LIVE DASHBOARD ← Click to see interactive lead pipeline
Built for Voxitech (Sri Lankan AI startup) to automatically sync qualified leads from Apollo cold outreach into HubSpot CRM.
The Problem
Voxitech was running cold outreach via Apollo.io to break into the US market, but:
- Sales reps manually copy/pasted leads who replied into HubSpot
- 30% of qualified leads got forgotten in the handoff
- No systematic way to prioritize high-value prospects
- First follow-up averaged 3-4 days (too slow for enterprise sales)
Result: Lost deals because we were too slow to follow up.
The Solution
Python script that automatically:
- ✅ Fetches leads who replied to Apollo sequences
- ✅ Scores lead quality (0-100) based on:
- Company size (ideal: 50-500 employees)
- Funding stage (prefer Series A-C)
- Tech stack match (uses AI/ML tools)
- Response sentiment (positive = higher score)
- ✅ Auto-creates HubSpot contacts for qualified leads (score ≥40)
- ✅ Sets lead status: “QUALIFIED” (≥70) or “UNQUALIFIED” (40-69)
Results
- Before: 30% of replies fell through cracks, 3-4 day follow-up
- After: 0% lost leads, same-day follow-up for high-quality prospects
- Impact: Landed first US DoD contract within 6 months
Interactive Demo
→ Open the dashboard to see:
- Live lead pipeline visualization
- Real-time lead scoring in action
- Top qualified prospects ranked by score
- Response time impact on conversion rates
Note: Dashboard uses ABC Company mock data for demonstration. Lead scoring algorithm is production-ready.
How to Use
# Install dependencies
pip install requests
# Add your API keys
# Edit sync_leads.py and replace:
# APOLLO_API_KEY = "your_key_here"
# HUBSPOT_API_KEY = "your_key_here"
# Run sync (can be automated via cron)
python sync_leads.py
Lead Scoring Logic
| Criteria |
Points |
Notes |
| Base score |
50 |
Everyone starts here |
| Company size (50-500) |
+20 |
Sweet spot for mid-market |
| Funding (Series A-C) |
+15 |
Has budget, not too corporate |
| Tech stack (AI/ML) |
+15 |
Already using relevant tools |
| Positive reply |
+10 |
“Interested” > “Maybe later” |
Total possible: 100 points
Automation Options
Option 1: Cron job (Mac/Linux)
# Run every hour
0 * * * * cd /path/to/apollo-hubspot-handoff && python sync_leads.py
Option 2: Zapier webhook
- Trigger: New reply in Apollo
- Action: Run Python script
- Benefit: Real-time sync (no delays)
Tech Stack
- Python 3 for script logic
- Apollo.io API for outreach data
- HubSpot API for CRM sync
- Lead scoring algorithm (custom, tuned for B2B SaaS)
- Chart.js for dashboard visualizations