Check Apollo before handling a WhatsApp lead
Avoid guessing whether a WhatsApp inquiry is already in your CRM. Notis can search Apollo contacts using the details in the message.
Trigger
New Message Received
Triggered in real time when your WhatsApp Business number receives an inbound message from a customer (text, media, location, or contact). Delivered via the Cloud API webhook.
Action
Search Apollo contacts
Searches apollo contacts using keywords, stage ids (from 'list contact stages' action), or sorting (max 50,000 records; `sort ascending` requires `sort by field`).
Why this helps
Without a quick CRM check, you can miss an existing relationship or create unnecessary duplicate records.
- Check for an existing CRM relationship
- Use message context to find a relevant contact
- Support informed follow-up decisions
Setup
Build it in a few focused steps.
- 1Connect WhatsApp and Apollo once in the Notis portal.
- 2Create an automation that searches Apollo contacts using identifying details from each inbound WhatsApp inquiry and reports whether it finds a match.
- 3Pick New Message Received as the trigger.
- 4Choose where run reports should go, then test with one real example.
Questions about this workflow
Does the search enrich the contact?
No. Search Apollo contacts finds records using search criteria; it does not enrich contact data.
Can it guarantee a unique match?
No. Search results depend on the details available and Apollo's records. Define how Notis should handle no match or multiple possible matches.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Whatsapp to Apollo. A trigger fires from one place; an action lands in another.
Whatsapp triggers
Apollo actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Add Contacts to Sequence
Adds contacts to a specified apollo email sequence by initiating an asynchronous background job and returning its details.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Bulk organization enrichment
Enriches data for up to 10 organizations simultaneously by providing a list of their base company domains (e.g., 'apollo.io', not 'www.apollo.io').
Message Status Updated
Triggers when a WhatsApp message status changes. IMPORTANT LIMITATION: WhatsApp Cloud API does not provide a native polling endpoint for message status. Status updates are ONLY delivered via webhooks in real-time. This trigger cannot directly poll the WhatsApp API for status updates. This trigger will return empty results as WhatsApp does not support this operation. To track message status updates, you must: 1. Set up a webhook endpoint to receive status notifications from WhatsApp 2. Store the webhook data in your own database 3. Use a different mechanism to query your stored webhook data For more information, see: - https://developers.facebook.com/docs/whatsapp/cloud-api/webhooks
Bulk people enrichment
Use to enrich multiple person profiles simultaneously with comprehensive data from apollo's database.
New Message Received
Triggered in real time when your WhatsApp Business number receives an inbound message from a customer (text, media, location, or contact). Delivered via the Cloud API webhook.
Bulk update account stage
Bulk updates the stage for specified existing apollo.io accounts, moving them to a valid new account stage.
Interactive Reply Received
Triggered when a customer taps a quick-reply button or selects an option from an interactive list message you sent.
Create an Apollo account
Creates a new account in apollo.io; a new record is created even if a similar account exists, and provided `owner id` or `account stage id` must be valid existing ids.
Message Template Status Update
Triggered when the review status of a WhatsApp message template changes — for example approved, rejected, or flagged — on your WhatsApp Business Account.
Create Apollo contact
Creates a new contact in apollo.io; use `account id` to link to an organization and `contact stage id` for sales stage, noting that apollo does not perform automatic deduplication.
Create Apollo deal
Creates a new sales opportunity (deal) in apollo.io; all provided ids (`owner id`, `account id`, `opportunity stage id`) must be valid existing apollo identifiers.
Create Apollo Task
Creates a distinct apollo.io task for each contact id in contact ids, assigning them to user id; this action is not for free plan users and repeated calls create duplicate tasks.
Connect any two apps with Notis in the middle.
Whatsapp and Apollo, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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