Reply.io vs Apollo Pricing per User and per Contact for Sales Teams

Reply.io prices by how many new people you email each month, from $49 for 1,000 active contacts to $899 for 100,000 on annual billing. Apollo prices by seat, from $49 to $119 a user a month, and each seat comes with lead data credits. One person emailing a list they already have pays about the same on either. A team of five sending to 10,000 contacts a month pays $159 on Reply.io and $395 on Apollo.

Every price below was read from reply.io/pricing and apollo.io/pricing. Totals, per-contact costs and discount percentages are our arithmetic, not figures either vendor publishes. Full plan detail lives on our Reply.io pricing and Apollo.io pricing pages.

Reply.io vs Apollo pricing at a glance

The table hides the one thing that decides most bills. Reply.io charges per user only on its four smallest tiers (1,000 to 5,000 contacts). From 10,000 contacts up, the price covers unlimited users. Apollo charges every user at every tier.

How much does Reply.io cost?

Reply.io's Email Volume plan costs $49 a user a month for 1,000 active contacts on annual billing, rising through $59 (2,000), $69 (3,000) and $89 (5,000) a user, then $159 (10,000), $259 (25,000), $459 (50,000) and $899 (100,000) with unlimited users. Monthly billing runs $59, $69, $79, $99, $179, $299, $499 and $999 for the same tiers. Above 100,000 contacts it is a sales quote.

An active contact is a unique person who gets a first-step email in the month. Follow-ups to that person are unlimited and do not count again. Reply.io's toggle says annual billing saves up to 17%, and that is only true at the bottom. By our arithmetic the saving is 16.9% at 1,000 contacts, 10.1% at 5,000, 11.2% at 10,000 and just 8.0% at 50,000.

Per contact, annual billing works out to 4.9 cents at 1,000, 1.78 cents at 5,000, 1.59 cents at 10,000, 1.04 cents at 25,000 and 0.9 cents at 100,000. Extra channels are add-ons on this plan: LinkedIn at $69 a month per account, calls and SMS at $29. The separate Multichannel plan bundles those channels at $89 a user a month billed annually, with 10 mailboxes.

How much does Apollo cost?

Apollo costs $49 a seat a month on Basic, $79 on Professional and $119 on Organization, billed annually, with a Free plan at $0. Organization needs at least 3 seats. Each paid seat carries 30,000, 48,000 or 72,000 credits a year, granted up front and pooled across the team. A credit reveals one email; a phone number takes 8.

The sending side is where Apollo's tiers really differ. Free and Basic allow 250 email sends a day from 1 mailbox per user. Professional lifts that to unlimited daily sends with unlimited Google and Microsoft mailboxes plus 5 SMTP mailboxes per user, and Organization allows 15 SMTP mailboxes. So the real entry price for anyone sending more than about 5,500 emails a month from one seat is $79, not $49.

Which is cheaper for your team?

For one person, Apollo is equal or slightly cheaper. For any team sending to 10,000 or more contacts, Reply.io is far cheaper, because its larger tiers ignore headcount. These totals assume annual billing and a 3-step sequence.

The last row needs a word. Reply.io's 50 live data credits a month will not find 10,000 emails, so it needs a list from somewhere. Add Snov.io Pro M at $141.75 a month on annual billing for 20,000 credits and the Reply.io stack costs $300.75, still $94.25 under Apollo. Apollo's advantage is that the data and the sending live in one seat and one bill, which matters to teams that do not want two tools. We priced that Snov.io choice in detail in Apollo vs Snov.io pricing.

At five users and 10,000 contacts with your own list, the gap is $236 a month, or $2,832 a year. Three reps sit near the crossover: $147 on three Reply.io seats at 1,000 contacts each, or $159 on the 10,000 tier that stops counting users.

When Apollo is the better buy

Apollo earns its seat price when your reps need the data more than the sending. Phone numbers, intent topics, website visitor identification and a US dialer billed at 1 credit per 30 seconds all sit inside the seat. A solo founder who finds 2,500 emails a month gets data and sending for $49, which Reply.io cannot match without a second tool. Apollo also gives one person heavy sending for $79 on Professional, $10 less than Reply.io's 5,000-contact tier.

When Reply.io is the better buy

Reply.io wins for teams with a list and a sending job. Unlimited users from 10,000 contacts up means adding a rep costs nothing. Mailboxes are unlimited under its fair use policy and warm-up is included on every one. If you need sending infrastructure, Reply.io sells new domains from $6 a year plus $5 a mailbox a month, or pre-warmed packages from $25 a domain a year plus $15 a mailbox.

Reply.io is also the more natural choice if you plan to add text messages and calls. One caution for US teams: once you text or call prospects, consent rules apply in a way they do not for email, so keep a record of how each lead agreed to be contacted before turning those channels on. Our Reply.io vs Smartlead pricing page compares it with a pure sending tool, and Reply.io vs lemlist pricing covers the other multichannel option.

Is Reply.io or Apollo better for cold email?

For cold email alone, Reply.io is usually the better fit for teams and Apollo for solo sellers who also need data. Reply.io was built around sequences and charges for reach, not people. Apollo was built around its database and charges for people, with sequences included. Both send templates with variables and AI assist, so neither writes a different email for each prospect by default.

Where ColdMailer fits next to them

ColdMailer is not a database and not a multichannel suite. It does one job: you bring a list, it writes a separate email for each prospect, you edit what you want, and it sends from your own Google, Microsoft or SMTP inbox with follow-ups of up to 5 steps that stop on reply. Starter is $49 a month for 1,000 emails or $294 a year, Pro is $99 for 5,000, and there is no seat price. Teams use it for the short list of accounts where a template would waste the lead, often alongside the data from Apollo or a Snov.io plan.

Frequently asked questions

Is Reply.io cheaper than Apollo?

For teams, yes. Five users emailing 10,000 contacts a month pay $159 on Reply.io and $395 on five Apollo Professional seats, both annual. For one person the two are within $10 of each other, and Apollo includes lead data in the price.

Does Reply.io charge per user?

Only on the four smallest Email Volume tiers, $49 to $89 a user for 1,000 to 5,000 active contacts on annual billing. From 10,000 contacts at $159 a month, the plan covers unlimited users. The Multichannel plan is per user at $89 a month billed annually.

Does Apollo include email sending?

Yes. Every Apollo plan includes sequences. Free and Basic cap sending at 250 emails a day from 1 mailbox per user, and Professional and Organization list unlimited daily sends with unlimited Google and Microsoft mailboxes.

Can I use Apollo data with Reply.io?

Yes, many teams do. Export or sync contacts from Apollo and send through Reply.io. You then pay for both: an Apollo seat for the data and a Reply.io tier for the sending, which only beats Apollo alone when several reps share the Reply.io plan.