For any forward-thinking business keen on streamlining outreach and maximizing productivity, investing in a cold email tool is a no-brainer.

Apollo and Outreach are popular modern outreach tools. You can use these tools to centralize client data and communication, automate tasks, and equip your sales team with the resources they need — without the risk of burnout.

But the burning question: which platform is worth your time and money? Better yet, is there an even better solution?

In this Apollo vs Outreach blog, we dig into the answers. Read on to find out which cold emailing software aligns best with your small business’s unique needs.

OverviewSales intelligence tool with cold email service.Email marketing and sales engagement platform.
FocusOffers an extensive B2B prospect databaseFocus on outbound sales with customization
Target AudienceWide range of businesses, email-centric teamsBusinesses aiming to simplify sales processes
AutomationAI-powered automation for outreach processesAI-powered automation for selling and lead management
Challenges for Small BusinessesEmail sending and campaign scope limitations, data accuracy issuesNo dedicated mobile app, integration challenges, and a need for better notifications
ProsGreat for finding contact details, all-in-one sales and prospectingCustomization, integration with CRM, good support documentation
ConsNo LinkedIn automation, deliverability concerns, steep learning curve, email campaign limits, email tracking issues, lead sourcing limitations, cost for small businessesInitial learning curve, occasional issues and bugs, complex setup, no mobile functionality, lack of transparent pricing, paid onboarding and implementation

Apollo Overview

Apollo functions as both a sales intelligence solution and a cold email service.

It provides access to an extensive B2B database connecting users with millions of contacts and companies. Use it to find targeted leads through various filters or integrate their CRM for automatic record updates. But beware: some users have found accuracy issues, which can compromise your outreach efforts.

You also get no deliverability features. No blacklist monitoring, no bounce detection, no DNS monitoring or setup support. This puts you at the constant risk of damaging your sender reputation and email deliverability.

Apollo enables centralized management of the outreach process using AI-powered automation to simplify workflows. It captures and analyzes sales data to support data-backed decisions, but the messy analytics screen makes it hard to make data-backed decisions.

Who is Apollo Best For?

Apollo is suitable for B2B sales teams targeting specific industries, company sizes, job titles, and other demographics. Teams seeking a data-driven approach can also use the tool — provided they don't have extensive needs as the reporting and analytics features are lightweight. 

And despite its versatility, Apollo may not be the ideal fit for every business. If budget constraints or a smaller sales team are factors, the platform could be more than necessary.

What's Missing from Apollo?

Despite its strong lead generation features, Apollo presents challenges for small businesses. 

The platform's limits on email sending and campaign scope can hold back smaller enterprises that need to move fast and reach out effectively. Plus, there are accuracy issues with email tracking, and users say it's not the easiest to learn. Integration with tools like HubSpot and Salesforce can be problematic, especially for teams with limited tech know-how.

For small business owners managing multiple roles, the platform's navigation quirks and incomplete contact listings can be a pain. And let's not forget about the phone number accuracy and stack details — it's important stuff for reliable outreach info.

Addressing these issues would make Apollo a much better fit for small businesses. Improving navigation, fixing data accuracy, and refining email tracking would give smaller teams the boost they need to make the most of Apollo for their sales and marketing efforts.

Apollo Pros and Cons


  • Finding leads: Users can find potential customers and generate leads. Powerful search filters help users target specific leads faster.

  • All-in-one sales and prospecting: Users appreciate that Apollo handles the urgency and intent of potential buyers well. It simplifies reaching out to interested prospects, serving as an integrated platform for sales and prospecting. 

  • Efficient email sequencing: Email sequencing functions streamline automation, saving time, especially when managing outbound email campaigns.

  • Responsive customer support: Apollo's customer support is prompt and effective in addressing user issues.


  • Data security and privacy: Apollo's way of handling data privacy raises worries because it includes accessing and selling customer databases, which might be a privacy concern for mid-sized and enterprise companies.

  • Risks to deliverability and sender reputation: Apollo lacks key deliverability features such as blacklist monitoring, DNS monitoring, and bounce detection.

  • Collaboration limitations: If a colleague logs in while you're in the middle of something, you'll be kicked out and lose your progress because users cannot share logins.

  • Learning curve: Apollo is known for being a bit challenging to learn, especially for users new to advanced features. Nevertheless, users mention that dedicated time and support from Apollo's customer service can help overcome this challenge.

  • Email campaign limits: Users mention restrictions on the number of emails sent in specific timeframes. This can potentially impact the efficiency of larger email campaigns.

  • Email tracking issues: Some users face accuracy issues with email tracking, especially on specific clients like Mac Mail. Although the platform is addressing these concerns, it can still be a drawback for certain accounts.

  • Lead sourcing limitation: Apollo has certain limitations in email marketing and lead sourcing compared to specialized tools. Users suggest improvements in this area to make the platform more comprehensive.

  • Cost: While offering flexible pricing plans, Apollo's cost may be relatively high for small businesses with tight budgets.

Outreach Overview

Outreach is an email marketing and sales engagement platform, but its personalization capability is extremely limited. What's more, you can’t send tailored subject lines in email sequences — only in manual, one-off emails.

Use Outreach to reach out to sales prospects, set up automated sequences for lead generation, and leverage machine learning capabilities. The platform seeks to bring all your sales tools and CRM activities under one roof, streamlining processes for maximum efficiency. However, it's not the most user-friendly platform, with users complaining about the steep setup time and learning curve. 

Who is Outreach Best For?

Outreach offers a system for meticulous sales process tracking, allowing a focus on core prospecting activities and effective lead management. However, it lacks inbox rotation, requiring manual duplication of plans and saving individual lists for sending from a new inbox.

For users seeking insights into outreach efforts, Outreach can help understand strategies and provide actionable insights for continuous improvement. Its forecasting feature aims for accurate sales forecasting and quicker adaptability, enabling proactive adjustments to optimize the sales process. Nevertheless, many users find these features restrictive, confusing, and difficult to use.

Moreover, Outreach may not suit businesses with highly specialized or complex sales processes, as its simplicity may not align with specific needs. If your business isn't interested in leveraging AI-driven prospecting, you won't fully utilize one of Outreach's key strengths.

What's Missing from Outreach?

Outreach is missing certain key features important for small businesses. Firstly, there's no dedicated mobile app, making it less convenient for on-the-go outreach management—especially for SMB owners and sales professionals in fast-paced environments.

Integration can be tricky, especially with non-standard Salesforce objects and fields. Small businesses with different CRM systems would benefit from a more adaptable integration system, making onboarding smoother and improving overall functionality.

Users also want a better notification system. Small businesses need quick responses, and an upgraded system would help users address issues promptly, avoiding potential problems in their outreach efforts.

And while Outreach is functional, some users want more comprehensive training resources. For small businesses with limited resources, a user-friendly platform with detailed guides can simplify adoption. Sales teams can make the most of the platform without extensive third-party training.

Outreach Pros and Cons


  • Automated email sequences: Users can leverage automation to streamline communication and improve consistency in outreach efforts.

  • Feature innovation: Advanced functionalities streamline outbound email settings, automation, and task management. Outreach also facilitates scalability in outbound sales processes, empowering users to manage large volumes of prospects.

  • Integration and CRM: Robust integration capabilities mean it works seamlessly with a host of other tools like Salesforce and CRM.

  • Support documentation: Outreach provides users with additional support documentation, aiding in self-onboarding and troubleshooting.


  • Initial learning curve: Outreach's sophisticated design makes it less intuitive, which makes it difficult to use. Even experienced reps may face a learning curve because of the several integrations, functionalities, and complex analytics reports.

  • Issues and bugs: Users have experienced issues such as emails getting stuck in failed or pending states, indicating occasional reliability and functionality issues.

  • Complex setup: Setting up the platform and understanding its nuances requires training and experimentation.

  • No mobile functionality: No mobile app means lower accessibility and usability for users who prefer to work on the go.

  • Lack of transparent pricing: The lack of transparent pricing and the absence of free trials may impact cost-conscious buyers. This hinders informed decision-making and can lead to unnecessary expenses.

  • Paid onboarding and implementation: Outreach charges customers for onboarding and implementation, which may discourage growing sales teams seeking to reduce spending.

  • Poor customer support: According to some users, Outreach has almost "zero customer support."

QuickMail: The Best Alternative to Apollo and Outreach

For businesses venturing into cold outreach, QuickMail is a dependable, feature-rich, and genuinely customer-centric alternative to both Apollo and Outreach. Expect a seamless experience, free from the usual glitches found in the other two platforms.

One of QuickMail's strengths is its straightforward campaign management system. Unlike its competitors, it simplifies campaign scalability with easy inbox rotation, allowing multiple inboxes within a single campaign. This feature makes AB testing a breeze and enables hassle-free adjustments in one central setup.

Reliability is key for QuickMail, with an impressive 99.99% uptime. With a meticulous approach to email sending, it actively monitors inbox health to ensure your emails reach recipients reliably. This dedication makes it a trustworthy choice for businesses in need of a dependable cold email tool.

Efficient CRM integration is another standout feature of QuickMail, seamlessly connecting with HubSpot and Pipedrive. Bidirectional syncing ensures up-to-date prospect information, streamlining CRM processes.

Customer support also sets QuickMail apart. Unlike competitors using canned responses, QuickMail focuses on problem-solving, offering personalized assistance and solidifying its reputation for superior customer support.

Who is QuickMail For?

QuickMail is designed to meet the specific needs of different groups and teams, tailoring solutions to enhance their workflows and achieve their goals.

For sales teams that rely on email-centric cold outreach strategies, QuickMail is the ideal solution. It provides built-in deliverability, automated follow-ups, and scalable hyper-personalization, empowering reps to improve their cold email efforts, resulting in more successful meetings and conversions.

Sales leaders looking for strategic insights can benefit from QuickMail's features. It tracks opened emails, analyzes lead unsubscribes, and assesses reply sentiments. Use the insights to evaluate and optimize outreach strategies, ultimately increasing success rates and closed deals.

Advanced Metrics

QuickMail also streamlines operations for agencies handling multiple client accounts. It enables easy navigation between client profiles and supports multiple inboxes in campaigns, making client communication and outreach more efficient.

Demand generation teams find QuickMail invaluable for automating manual email tasks such as prospect import, follow-ups, email verification, and CRM updates. The platform's flexibility in managing multiple sender inboxes within a campaign allows teams to focus on critical tasks, ultimately boosting productivity.

Key Benefits of Using QuickMail

  • Maximizes email deliverability: With QuickMail, you get a solid 95% delivery rate. Connect multiple inboxes seamlessly, rotate for anti-spam compliance, and use tools like auto-warming integration for effective blacklist monitoring.

  • Effortless personalization: QuickMail simplifies multi-step email outreach without compromising personalization. Use AI to handle tasks like unsubscribe requests and follow-ups, and enhance personalization with lead enrichment for customized cold email templates.

  • Facilitates team collaboration: Centralize your inbox with QuickMail to prevent prospects from slipping through the cracks. Manage and categorize replies and monitor all conversations at a glance, and use timestamps for efficient response assignment.

  • Optimize campaigns confidently: Keep your campaigns on the right track with QuickMail — run unlimited A/B tests, track open rates, and use sentiment analysis to address prospects' concerns. It also provides real-time insights into how your messaging resonates with prospects and ideal customers.

  • Reliable results and support: QuickMail guarantees an unmatched 99.99% uptime for reliable prospecting performance. Access top-notch support with human assistance — not pre-written templates or bots — and boost your cold email campaigns with master courses and resources.

Ready to start your first cold email campaign with QuickMail? Sign up for a free 14-day trial today.