Enrichment + sender stack

Apollo + Smartlead: enrichment spend beside campaign results

Track Apollo lookup credits per person and per month, with budgets, alongside Smartlead sends, replies and bounces per rep and per campaign.

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The question this page answers

Are the Apollo credits we use on lists showing up as Smartlead replies, and who is using them?

Why Apollo and Smartlead do not line up on their own

Used for enrichment, Apollo knows which lookups were run and what each one returned. Once a found email leaves as a row in a list, Apollo has no record of whether it was mailed from another tool, bounced or replied.

Smartlead knows the lead's email address, the campaign, the email accounts attached to that campaign and each lead's message history. It does not know where an address came from or what it cost to find.

With Smartlead there is one more step in between. Lists are usually built by one person and sent from a pool of email accounts that belongs to no one in particular, so the person who spent the credits and the campaign that used the emails are not linked anywhere.

How OutboundManager joins Apollo and Smartlead

An admin adds the Apollo key under Settings → Enrichment and gives it a place in the waterfall. Anyone on the team can then run a pasted list or a CSV from Enrich.
Every lookup records the credits it used against the person who ran it, the provider and the month. When a row has a company domain, an email Apollo returns on another domain is rejected.
Finds are cached for 90 days, and rows that already have an email are skipped, so the same person is not paid for twice.
"Save to contacts" stores each found email as a contact, de-duplicated on email address and then LinkedIn URL.
You download the results as a CSV and load them into Smartlead yourself. OutboundManager never creates campaigns or adds leads to a sender.
Each Smartlead sync brings back sends, replies and bounces. A send to an address Apollo found lands on the contact saved in step 4, because both are keyed on the same email address.
Smartlead only identifies the sending mailbox when a campaign uses exactly one email account. For every other campaign the send is credited to the campaign owner.

A worked example

An operations person runs every list through Enrich with Apollo, then loads the results into Smartlead campaigns named for each rep. The usage log shows the credits under the operations person. The campaign table shows each Smartlead campaign with its sends, bounces and replies, credited to the rep who owns it. Read together, they show what the lists cost this month and what each rep's campaigns returned.

What you can see once both are connected

Apollo credits used per person and per month, next to the Smartlead campaigns each rep owns
Smartlead sends, bounces and classified replies per campaign and per rep, for the same weeks the credits were spent
Emails found by Apollo saved as contacts, so a Smartlead send to that address lands on the same contact
A 90-day cache, so re-running a list does not pay Apollo twice for the same person

What is not there: a report of bounce rate or reply rate by the provider that found the email. Apollo spend and Smartlead results are shown on two screens (enrichment usage and the rep scorecard) for the same people and the same weeks; they are not divided into a cost per reply for you.

Set it up

Connect Apollo

In Apollo, open Settings → Integrations → API and create an API key. A master key also lets OutboundManager show your usage.
In OutboundManager, an admin opens Settings → Enrichment, finds the provider card and clicks Add key.
Paste the key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Set its place in the waterfall and the monthly credit budgets on the same page. Managers can then run lists from Enrich.

Apollo integration: what syncs and its limits Apollo documentation (opens in a new tab)

Connect Smartlead

In Smartlead, open Settings and copy your API key.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Smartlead. Paste the API key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each sender a rep. Suggested matches by email are offered; re-mapping later moves the history with the sender.

Smartlead integration: what syncs and its limits Smartlead documentation (opens in a new tab)

After both are connected

Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
Set monthly credit budgets per person and per workspace in Settings → Enrichment. A run that would pass a budget is refused before it starts.

Good to know

Apollo + SmartleadEnrichment runs are started by a person from Enrich. Nothing is looked up automatically from Smartlead leads.
ApolloEmail only. Apollo phone numbers need its webhook flow, which is not supported here.
ApolloApollo charges 1 credit for a match with an email, including one rejected because it is at another company.
ApolloPersonal emails are never requested.
ApolloAPI access and credits depend on your Apollo plan.
SmartleadSmartlead allows 60 API requests a minute per plan, so OutboundManager paces itself and a large account can take a few sync runs to backfill.
SmartleadThe sending mailbox of a send is only known when the campaign uses exactly one mailbox; otherwise the campaign owner gets the credit.
SmartleadOpens and clicks are not imported.

Apollo + Smartlead questions

The person who builds lists is not the person whose campaign sends them. Whose numbers are whose?

Credits are recorded against the person who ran the lookup. Smartlead sends and replies are credited to the mailbox's rep or the campaign owner. The two are shown separately and are not merged into one figure.

Does OutboundManager load the enriched list into Smartlead?

No. You download the results as a CSV and add them to your Smartlead campaign yourself. OutboundManager only reads from Smartlead, apart from replies a person on your team sends from the reply queue.

Can I see bounce rate or reply rate by where the email came from?

Not today. Apollo credits are logged per person, provider and month, and Smartlead sends, bounces and replies are counted per rep and campaign. There is no report that splits bounces or replies by enrichment provider.

Do I pay OutboundManager for Apollo credits?

No. You bring your own Apollo key and Apollo bills you as usual. OutboundManager records the credits each lookup used so the spend is visible per person and per month.

The two tools on this page

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See Apollo and Smartlead in one set of numbers.