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CRM ⇄ Business productivity

Apollo.io to Gainsight integration — real-time, two-way sync

Keep Apollo.io and Gainsight in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Apollo.io and Gainsight

Sync what happens in Gainsight with the customer records in Apollo.io, in real time and in both directions.

The CRM is supposed to be the record of every customer relationship, but customer-relevant information also accumulates in the other tools a team runs. Whatever Gainsight holds or produces that touches a customer, whether conversations, payments, replies, enriched data, or notes, the CRM only benefits if it arrives without someone copying it over.

Stacksync connects Company, Person (People), Relationship, CTA (Call to Action) in Gainsight to People (database records), Sequences, Deals (Opportunities), Tasks and calls in Apollo.io with bi-directional, real-time sync. Activity and record changes in Gainsight update the matching contact or account in Apollo.io, and CRM data flows the other way wherever Gainsight can store and use it.

Common use cases

  • 01 Read Timeline Activities and Success Plan objectives into a reporting database for churn, QBR, and CSM-productivity dashboards.
  • 02 Keep Relationship records aligned with a billing system or ERP so multi-product customers map to the correct contracts and invoices.
  • 03 Push CRM opportunity stages back into Apollo so reps see pipeline context while sequencing.
  • 04 Land sequence enrollment status and outcomes in a warehouse for outbound performance reporting.

Common sync patterns

Where Gainsight can store CRM context: fields kept current

Owner, lifecycle stage, or account details from Apollo.io sync into Gainsight, so people working there have the context without switching tools.

Where Gainsight handles support or shared inboxes

Tickets and conversations attach to the right contact and account in Apollo.io, so sales sees open issues before the next call.

Where Gainsight supplies contact or company data

Enriched fields land directly on records in Apollo.io, and refreshes keep them from going stale.

What you can sync between Apollo.io and Gainsight

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Apollo.io objects Gainsight objects How this pairing syncs
Tasks and calls Rep activity records synced for activity reporting and coaching workflows. CTA (Call to Action) Risk and expansion alerts that drive CSM plays; often synced to ticketing or project tools so follow-up work is tracked where teams operate. Tasks and calls is specific to Apollo.io and CTA (Call to Action) to Gainsight — each maps to any object or custom field on the other side.
Custom fields Account- and contact-level custom attributes mapped field-by-field in a sync. Scorecard Fact Health scores and measures per Company or Relationship; usage metrics from a warehouse are written in so scores reflect live telemetry. Custom fields is specific to Apollo.io and Scorecard Fact to Gainsight — each maps to any object or custom field on the other side.
Contacts People saved to your Apollo account, synced with emails, phone numbers, and enrichment fields. Timeline Activity Logged calls, emails, and notes; usually read out into a reporting database for QBR and churn analysis. Contacts is specific to Apollo.io and Timeline Activity to Gainsight — each maps to any object or custom field on the other side.
Accounts Company records with firmographic attributes, matched to CRM accounts during sync. Success Plan Account objectives with associated tasks; read out for reporting or synced with project tools tracking onboarding and adoption. Accounts is specific to Apollo.io and Success Plan to Gainsight — each maps to any object or custom field on the other side.
People (database records) Prospects from Apollo's global database, pulled into downstream systems once enriched or saved. Task and Playbook Cockpit tasks generated from CTAs and playbooks; synced with Jira or Asana so execution happens in the team's own tool. People (database records) is specific to Apollo.io and Task and Playbook to Gainsight — each maps to any object or custom field on the other side.
Sequences Outreach cadences (emailer campaigns in the API); enrollment status is read to track which contacts are being worked. Custom Objects Org-specific MDA tables with the __gc suffix; discoverable via the Describe API so field mappings can be generated automatically. Sequences is specific to Apollo.io and Custom Objects to Gainsight — each maps to any object or custom field on the other side.

How changes propagate between Apollo.io and Gainsight

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Apollo.io Gainsight Interval-based propagation

DetectionStacksync polls Apollo.io for changes on an incremental schedule, reading only records changed since the previous pass. Polling on updated-at timestamps.

DeliveryEach detected change is written to Gainsight through its API, with automatic retries and rate-limit backoff.

Gainsight Apollo.io Interval-based propagation

DetectionStacksync polls Gainsight for changes on an incremental schedule, reading only records changed since the previous pass. Polling on the ModifiedDate (GS Modified Date) system field, which is filterable and sortable on every object.

DeliveryEach detected change is written to Apollo.io through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Apollo.io: Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls.
  • Gainsight: Synchronous APIs are capped near 100 calls/min and 50,000/day; the asynchronous Bulk API allows 10 calls/hour and 100/day. Both are fixed-window limits, and the applicable per-hour and per-day limits are returned in the x-ratelimit-limit response header.
What ships with Apollo.io ⇄ Gainsight

Connect Apollo.io and Gainsight for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Apollo.io–Gainsight connection.

Real-time

Two-way sync

Changes in Apollo.io or Gainsight instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Apollo.io or Gainsight data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Apollo.io or Gainsight record.

Observability

Monitoring

Track your Apollo.io ⇄ Gainsight sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Apollo.io and Gainsight.

How the Apollo.io and Gainsight connectors work

Apollo.io

Integration surface
REST API
Authentication
API key (passed in request headers); master keys unlock account-wide endpoints
Change detection
Polling on updated-at timestamps; webhook callbacks exist only for delivering asynchronous enrichment results, not as a general change-event stream
Capabilities
read · write
Rate limits
Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls

Gainsight

Integration surface
REST APIs (per-object) and asynchronous Bulk REST API
Authentication
API access key passed in the 'accesskey' request header (non-expiring), generated by a Gainsight admin; M2M OAuth (Client ID/Secret) is also supported
Change detection
Polling on the ModifiedDate (GS Modified Date) system field, which is filterable and sortable on every object; Rules Engine Real-Time Rules can optionally push specific object events (e.g., a Company stage change) to an external endpoint
Capabilities
read · write
Rate limits
Synchronous APIs are capped near 100 calls/min and 50,000/day; the asynchronous Bulk API allows 10 calls/hour and 100/day. Both are fixed-window limits, and the applicable per-hour and per-day limits are returned in the x-ratelimit-limit response header.
How it works

How to connect Apollo.io to Gainsight — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Apollo.io and Gainsight with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Apollo.io connected
    Gainsight connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Apollo.io and Gainsight objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Apollo.io ⇄ Gainsight
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Apollo.io Gainsight
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Apollo.io and Gainsight integration FAQ

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As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

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SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 413 integrations available for Apollo.io and Gainsight.

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