How We Built Automated Weekly Apollo.io Reports (via Email)
Apollo.io has solid reporting built in. Sequence performance, deliverability dashboards, contact stages, it's all there and is customizable. The problem often is that Ssomeone has to actually log in and look at it and act on it.
If you manage outbound for your company or run a sales team, you know how that goes. The data exists, but it sits there until someone remembers to pull it up. There's no native option to get a summary emailed to you on a schedule.
So we built one using the API.
Related: If you're looking to get notified about individual positive replies in real time (via email or Slack), check out our guide on Apollo.io Notifications - How to Get Notified of Positive Replies in Apollo.io (via Email or Slack). This article covers something different - automated weekly summary reports delivered to your inbox.
What's Included in an Automated Apollo.io Email Report
Using the Apollo.io API and a simple Node.js script running on a weekly cron job, we now send automated Apollo.io reports via email to our clients every Monday morning. No one has to log in. No one has to remember. The report just shows up in their inbox.
Here's what the report includes out of the box:
Sequence Performance (Weekly)
- Emails sent per sequence
- Replies received
- Interested contacts
New Active Opportunities
- Company name
- Primary contact and their title
- The actual reply message from the prospect
Everything is scoped to the last 7 days -net new activity only, not cumulative totals that are hard to read week over week.
Why You Need Apollo.io Reports Delivered to Your Inbox
The value isn't the data itself -Apollo already has that. The value is putting it in front of the right people at the right time without anyone having to do anything.
A client shouldn't have to learn Apollo's reporting UI to understand how their outbound is performing. A Monday morning email with a clean table does the job.
Other Apollo.io Reports You Can Get via Email
Once you have a script pulling from the Apollo API on a schedule, the door opens to a lot more than a weekly summary. Here are other Apollo.io email reports we're building:
Apollo.io Deliverability Alerts via Email
- Flag domains or mailboxes where bounce rates spike above a threshold
- Catch problems before they tank your sender reputation
Apollo.io Sequence Health Checks via Email
- Alert if a sequence's spam rate or bounce rate crosses a danger zone
- Surface underperforming sequences that need attention
- Alert to load up new contacts into sequences if the overall email queue falls below a % of capacity
Daily Sales Rep Briefings via Email from Apollo.io
- A morning email to each rep with their best-fit contacts to reach out to that day
- Prioritized by engagement signals - who opened, who clicked, who visited the website
Apollo.io Next Best Action Digests via Email
- Accounts that just hit a new stage or Account Score threshold
- Contacts who replied but haven't been followed up with
Apollo.io Pipeline Movement Reports via Email
- Weekly account stage changes: what moved from Cold to Active Opportunity, what went to Dead
- Useful for leadership that wants the big picture without digging through a CRM
The reports are fully customizable - different clients get different sections depending on what they care about.
How to Set Up Automated Apollo.io Email Reports
If you want to set up your own Apollo.io emailed reports, here's the general approach:
- Apollo API: Use your Master API key to pull sequence stats, account stages, and contact data from the Apollo.io REST API. The key endpoints are /emailer_campaigns/search for sequences, /accounts/search for account-level data, and /contacts/search for contact details.
- Weekly Snapshots: Apollo's API returns all-time stats on sequences, not weekly breakdowns. To get week-over-week deltas, save a snapshot of the numbers after each run and subtract last week's values from this week's.
- Account Stage Tracking: For tracking new opportunities, save the list of account IDs in a given stage each week. Any new IDs that appear next week are your net-new opportunities.
- Email Delivery: Use Nodemailer with a Gmail App Password (or any SMTP provider) to send the HTML report on a schedule.
- Scheduling: A simple cron job runs the script weekly. One line in your crontab, one report per client.
- Per-Client Customization: Each client gets their own folder with a .env file containing their API key, company name, which account stage to track, and who receives the report. Clone the folder, update the config, done.
You don't need to be a developer to set this up - we did it without any prior Node.js experience using Claude Code. If you're comfortable with the command line and can follow instructions, you can get Apollo.io reports emailed to you automatically. The Apollo API documentation is at docs.apollo.io.
Want Us to Set This Up for You?
If you'd rather not build it yourself - or you want something more customized like daily rep briefings, deliverability alerts, or pipeline movement tracking - we can help. Along with getting more out of Apollo.io and the rest of your GTM stack in general. (like Apollo.io + Linkedin Automation).
Reach out to us at GTMworks.ai and we'll get you set up. We'll configure the reports around exactly what you and your team need to see, connect it to your Apollo account, and have it running within a week.
