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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Zapier and Make.com work well for simple triggers, but they have major limitations when it comes to weekly bulk exports from Apollo saved searches to HubSpot smart lists.
Here’s why these popular automation tools fall short for this specific use case and what actually works for reliable weekly list operations.
Why Zapier and Make.com struggle with bulk Apollo exports
These platforms are designed for individual record triggers, not bulk list exports. They can’t directly create or populate HubSpot smart lists, have minimal data transformation capabilities, and often hit API rate limits with large weekly transfers. You need a solution built for CRM data management.
How to make it work
Step 1. Set up true scheduled bulk operations.
Coefficient handles weekly scheduled imports from Apollo saved searches without relying on triggers. Configure your import to run every Sunday at 2 AM, pulling complete datasets of 50,000+ records without API throttling issues.
Step 2. Process data for smart list compatibility.
Import existing HubSpot smart list criteria and contacts to understand the logic. Apply similar filtering rules in your spreadsheet to ensure consistency. Use formulas to validate data quality and apply deduplication before any export happens.
Step 3. Export to contact lists that feed smart lists.
Push qualified leads to specific HubSpot contact lists using Coefficient’s Contact List Sync feature. Configure HubSpot workflows to automatically enroll list members in sequences. This creates the smart list functionality you need while maintaining enrollment history.
Step 4. Monitor and optimize sequence performance.
Use Coefficient’s snapshot capabilities to track weekly enrollment volumes and sequence performance. Unlike basic automation tools, you get full visibility into what data was transferred and can adjust your filtering rules based on conversion data.
Get reliable bulk automation that actually works
While Zapier and Make.com are great for simple workflows, they can’t match the reliability and data control needed for weekly bulk operations between Apollo and HubSpot. Try Coefficient for automation that’s built for CRM data management.
