Auto-enrich new HubSpot contacts with Apollo using Zapier

Prerequisites

Overview

Zapier doesn't have a native Apollo integration, so you'll use Webhooks by Zapier to call the Apollo API directly. The flow is: HubSpot trigger fires on new contact → Webhook calls Apollo for enrichment → Zapier updates the HubSpot contact with enriched fields.

Step 1: Add the HubSpot trigger

Create a new Zap. Choose HubSpot as the trigger:

• Trigger event: New Contact
• Account: Select your HubSpot account

Test the trigger to pull in a sample contact. You'll see the contact's email, id, and any existing properties.

Step 2: Call Apollo via Webhooks by Zapier

Add a Webhooks by Zapier action step:

• Action event: Custom Request
• Method: POST
• URL: https://api.apollo.io/api/v1/people/match
• Headers:
  • x-api-key: Your Apollo API key
  • Content-Type: application/json
• Data (raw JSON):

{
  "email": "{{contact_email}}"
}

Map {{contact_email}} to the email field from Step 1.

Step 3: Filter out empty matches

Add a Filter by Zapier step:

• Field: The person object from the Webhook response
• Condition: Exists
• Continue if: The condition is met

This stops the Zap for contacts that Apollo couldn't match, preventing empty updates to HubSpot.

Step 4: Update the HubSpot contact

Add a HubSpot action step:

• Action event: Update Contact
• Contact to update: Map the Contact ID from Step 1
• Job Title: Map person.title from the Webhook response
• Company Name: Map person.organization.name
• Phone Number: Map person.phone_numbers[0].sanitized_number

For fields that aren't available in Zapier's built-in HubSpot field picker (like LinkedIn URL), use a second Webhooks by Zapier step to call the HubSpot API directly:

• Method: PATCH
• URL: https://api.hubapi.com/crm/v3/objects/contacts/{{contact_id}}
• Headers:
  • Authorization: Bearer YOUR_HUBSPOT_TOKEN
  • Content-Type: application/json
• Data:

{
  "properties": {
    "linkedin_url": "{{person_linkedin_url}}"
  }
}

Step 5: Test and turn on

1. Click Test on each step to verify data flows correctly
2. Check the Webhook response — confirm person.title and other fields have values
3. Open the test contact in HubSpot to verify fields were updated
4. Turn the Zap On

Cost and task usage

• Zapier Professional: $29.99/mo (billed annually) with 750 tasks/month
• Per enrichment: Each Zap run uses 3-4 tasks (trigger + webhook + filter + update). At 750 tasks/month, you can enrich ~187 contacts.
• Apollo: 1 credit per person enrichment. Basic plan ($49/mo) includes 900 credits/month.
• Scale consideration: If you create more than ~180 contacts/month, you'll need the Team plan ($69.99/mo for 2,000 tasks) or higher.

Limitations

• No native Apollo integration — you must use Webhooks for both the Apollo call and any custom HubSpot property updates
• Flat field mapping — Zapier flattens nested Apollo responses, making it harder to access deeply nested fields like organization sub-properties
• No conditional field writing — Zapier's Update Contact action writes all mapped fields, even if the Apollo value is empty. This can overwrite existing HubSpot data with blanks.

Next steps

• Add domain filtering — insert a Filter step after the trigger to skip personal email domains (gmail.com, yahoo.com) and save Apollo credits
• Add a Formatter step — use Formatter by Zapier to clean up phone numbers or standardize job titles before writing to HubSpot
• Track enrichment — add a final Update Contact step to set a custom enrichment_source property to "apollo"