How to migrate from Apollo.io to Ardovo
Switching from Apollo.io to Ardovo is a data export, a field mapping, and a Rook-assisted rebuild, not a multi-month re-implementation. This guide walks the full path: what to export, how fields map, how to bring in accounts, contacts, and deals, and how Rook rebuilds your pipeline and automations so you are live fast.
The big difference from a normal CRM migration is the rebuild step. Instead of an admin hand-configuring stages, views, dashboards, and workflows, you describe what you want in plain language and Rook builds it. That is what turns a Apollo.io migration from a quarter-long project into a job measured in days.
- 7 steps from export to go-live
- Days typical Apollo.io switch, not months
- Rook rebuilds pipeline and automations
Short answer
Migrating from Apollo.io to Ardovo takes most teams a few days. Export your companies, contacts, and deals, map them to Ardovo's objects, then let Rook rebuild your pipeline, views, and automations from a plain-language description. Your records and history transfer, so you go live without a long re-implementation.
Migrating from Apollo.io to Ardovo, step by step
Export your data from Apollo.io
In Apollo, export your saved Contacts, Accounts, and any deal data to CSV. Sequence content is rebuilt in Ardovo, and remember that Apollo prospecting data should be de-duplicated against your real book of business.
Map your fields to Ardovo
Line up your Apollo.io fields with Ardovo's objects: companies, contacts, deals, and any custom fields. Ardovo accepts a CSV per object and its importer suggests matches, so you mostly confirm rather than build a mapping from scratch. Decide now which fields are worth keeping and which legacy clutter to leave behind.
Import accounts and contacts
Import companies first, then contacts, so people link to the right accounts on the way in. Ardovo dedupes on email and domain and preserves record owners, so books of business stay intact rather than collapsing into one pile.
Import deals and pipeline
Import open and recently won deals with their stage, value, close date, and owner. Map your Apollo.io stages to Ardovo pipeline stages during import so every deal lands in the right column, and include closed deals so your reporting history stays intact.
Rebuild your pipeline, views, and dashboards with Rook
This is where Ardovo saves the most time. Describe your process in plain language, for example "B2B pipeline with five stages, a manager forecast view, and a dashboard for pipeline by rep", and Rook builds the pipeline, saved views, and dashboards for you. No admin, no formula fields to hand-configure.
Recreate automations and sequences
Rebuild your Apollo.io cadences as Ardovo sequences. Engagement steps do not transfer between systems, so list your active cadences, then have Rook recreate them as Ardovo sequences with the same steps and timing. Most teams prune stale steps in the process.
Validate, then go live
Validate before you cut over. Spot-check record counts against Apollo.io, open a sample of deals to confirm stage and value, send a test from a sequence, and confirm dashboards total correctly. When it looks right, invite the team, set Ardovo as the system of record, and archive Apollo.io.
What transfers from Apollo.io
Your core records and history come across. Here is what lands in Ardovo when you import cleanly:
- Prospects and accounts with their fields
- Deal data if your system of record holds it
- Custom fields mapped to matching Ardovo custom fields
- Activity and outcomes where they were exported
Common Apollo.io migration gotchas
A few things trip people up moving off Apollo.io. Plan for these and the switch stays smooth:
- Apollo mixes prospected data with your real accounts; import your qualified book, not the entire database.
- Apollo sequences do not transfer; rebuild the active ones as Ardovo sequences.
- Data accuracy varies, so validate emails and titles on the records you keep.
How long a Apollo.io migration takes
Most teams finish a Apollo.io migration in a few days to about two weeks, depending on data volume, custom fields, and how many automations you rebuild. Bringing in a qualified book from Apollo is quick; the care is in filtering out raw prospecting noise.
Frequently asked questions
How long does it take to migrate from Apollo.io to Ardovo?
Most teams go live within a few days to about two weeks. Data volume, the number of custom fields, and how many automations you rebuild set the pace. Rook doing the pipeline, view, dashboard, and workflow rebuild is what keeps a Apollo.io migration in days rather than a quarter.
Will I lose my Apollo.io data or history?
No. Ardovo imports your companies, contacts, deals, and the activity history you export, including closed deals so reporting stays intact. Keep your Apollo.io export files as a backup, and run both systems in parallel until you have validated the data in Ardovo.
Do custom fields and automations transfer from Apollo.io?
Custom fields map directly to Ardovo custom fields during import. Automations do not transfer as files between any two systems, so you list your active Apollo.io workflows and Rook rebuilds them as Ardovo workflows and sequences. Most teams prune stale automations in the process.
Can Rook set up my pipeline for me?
Yes. That is the point of the rebuild step. Describe your process in plain language and Rook builds the pipeline stages, saved views, forecast, and dashboards. You confirm and adjust rather than hand-configuring an admin console.
Can I run Apollo.io and Ardovo in parallel during the switch?
Yes, and you should. Import into Ardovo, validate record counts and a sample of deals, and keep Apollo.io read-only until the team is confident. Once dashboards total correctly and sequences send, set Ardovo as the system of record and archive Apollo.io.