Stop stalking your CRM. Start scaling conversations.
B2B sales cycles are getting longer, and inboxes are getting fuller. If your team is still manually copying LinkedIn profile URLs into spreadsheets and logging replies by hand, you are losing hours every week.
By connecting Apollo (lead database), HubSpot (your CRM), HeyReach (LinkedIn automation), and Zapier (the digital glue), you can turn cold outreach into a predictable, automated revenue channel.
Here is exactly how to build a multi-channel sequence that nurtures leads across LinkedIn, email, and phone calls.
Why These Four Tools?
- Apollo provides accurate, targeted B2B contact data including LinkedIn profiles, emails, and company insights.
- HubSpot tracks every interaction and handles email follow-ups and call tasks.
- HeyReach runs hyper-personalized LinkedIn campaigns without getting your account flagged.
- Zapier ensures every reply, acceptance, and meeting request flows seamlessly between platforms.
Step 1: Sourcing Leads (Apollo → HubSpot or HeyReach)
Before any automation can run, you need a clean, targeted list of prospects. Apollo gives you access to millions of B2B contacts filtered by industry, job title, company size, and more.
You have two options for getting Apollo data into your workflow:
Option A: Apollo → HubSpot → HeyReach
- Export your targeted contact list from Apollo as a CSV file.
- Import that CSV into HubSpot as new contacts or a static list.
- Use Zapier to automatically sync new leads from that HubSpot list into HeyReach.
Best for: Teams that want HubSpot as their single source of truth.
Option B: Apollo → HeyReach (Direct)
- Export your targeted contact list from Apollo as a CSV file.
- Upload the CSV directly into HeyReach as a campaign contact list.
- Use Zapier to push engagement data (accepts, replies, meetings) back into HubSpot.
Best for: Teams that want to move fast and sync only engaged leads back to the CRM.
Either way, the fields you need in your CSV are:
- First Name
- Last Name
- LinkedIn URL
- Company Name
- Email Address (for later email steps)
Step 2: The LinkedIn Sequence (HeyReach)
Step 2.1 – The Invitation
HeyReach sends a personalized LinkedIn connection request based on your Apollo-generated contact list.
Step 2.2 – Acceptance Trigger (Within 28 Hours)
- Trigger: Prospect accepts your request.
- Action: HeyReach sends a follow-up LinkedIn message within 28 hours.
- Content: Thank them, explain your solution, include a link to a PDF or video explainer, and ask to book a meeting.
Step 2.3 – First Reminder (3 Days Later)
- Trigger: No reply after 3 days.
- Action: Send a second LinkedIn message: “Just keeping this on your radar. Here’s that resource again: [link].”
Step 2.4 – Exit to Email
- Trigger: No reply 5 days after the second message.
- Action: HeyReach passes the lead to HubSpot via Zapier.
Step 3: The Email Sequence (HubSpot)
Trigger: HeyReach flags “No reply after 2 LinkedIn messages.”
HubSpot sends 2 follow-up emails:
- Email 1: Reference LinkedIn, restate the value, and share an industry report or white paper.
- Email 2 (3 days later): Share a customer success story or key statistic.
Step 4: The Sales Call (HubSpot Task)
Trigger: Prospect received both emails and has not replied or booked a meeting.
Action: HubSpot automatically creates a Call Task for the sales rep.
- Due: 5 days after the initial LinkedIn invitation with no response, or 5 days after the second email without a response.
- Note: “This lead from Apollo has received: 1 connection, 2 LinkedIn messages, 2 emails. Warm call – reference the resource.”
Step 5: Closing the Loop (Zapier Sync)
What Zapier syncs automatically:
- LinkedIn acceptance → HubSpot timeline
- LinkedIn reply → HubSpot note
- Meeting booked → Kill switch (stops all future messages)
- Apollo lead status → HubSpot contact lifecycle stage
Summary: The 22-Day Communication Workflow
| Day | Channel | Action |
|---|---|---|
| Day 1 | LinkedIn (HeyReach) | Send connection request |
| Day 1-2 | LinkedIn (HeyReach) | If accepted → send PDF/video + meeting CTA |
| Day 5 | LinkedIn (HeyReach) | If no reply → send 2nd message |
| Day 10 | Email (HubSpot) | Send Email 1 (5 days after no reply to 2nd message) |
| Day 15 | Email (HubSpot) | Send Email 2 (5 days after Email 1) |
| Day 20-22 | Phone Call | HubSpot creates call task if no acceptance after Day 5 or no response to Email 2 |
If the prospect replies or books a meeting at any point → All automation stops immediately.
Final Thoughts
B2B outreach is about timing, persistence, and relevance. By connecting Apollo, HubSpot, HeyReach, and Zapier, you build a multichannel machine that:
- Starts with accurate Apollo data.
- Gives you flexibility (import to HubSpot or directly to HeyReach).
- Engages on LinkedIn first (less intrusive).
- Adds value with every touch (PDFs, videos, reports).
- Switches channels intelligently.
- Never forgets to pick up the phone.
Set these workflows up once, and watch your sales team’s efficiency skyrocket.
LYVIX 