Juggling clients, deadlines, and production schedules? Managing a video production team of 20-50 people means coordinating multiple projects, client communications, and creative workflows simultaneously—it's easy to lose track of leads, follow-ups, and project details in the chaos.

👉🏼 Try folk now to manage contact‑based reminders with your team and never miss a follow‑up

A CRM built for video production teams keeps everything in sync—organizing client interactions, automating follow-ups, and streamlining project management across your entire team. The right tool lets your 20-50 person video production company focus on what you do best: creating outstanding video content while maintaining seamless operations.

In this guide, we'll break down the best CRM solutions for medium-sized video production teams, helping you stay organized, strengthen client relationships, and scale your 20-50 person operation effortlessly.

The 5 best CRMs for video production

Quick comparison: top CRMs at a glance

1. folk

folk is the ideal CRM platform for medium-sized video production teams of 20-50 people, offering customizable pipelines, AI-driven tools, and seamless integrations designed to enhance deal management, client relationships, and team collaboration at scale.

Key features

• Contact enrichment: Automatically enriches contact details by finding emails and LinkedIn URLs, enabling your 20-50 person team to conduct efficient outreach without manual data entry or additional costs for email services.
• Social media integration: Seamlessly import contacts from LinkedIn, Sales Navigator, Instagram, X and more to bring all your production team's contacts within folk and leverage your network, with templates for quicker, streamlined communication across your entire team.
• Mail merge and email sequences: Full email sync compatible with Gmail and Outlook, access templates, and tracking features, enabling your video production team to manage all client communications directly from the CRM.
• AI-powered features: AI tools assist in managing contacts and relationships, automating routine tasks, and suggesting actions to improve productivity across your entire production team.
• Integrations: Beyond Zapier and Make (for 6,000+ apps), folk offers an open API and native integrations such as Kaspr and Allo (call leads), Salesforge (LinkedIn and multichannel outreach), PandaDoc (contracts and e-signatures), and WhatsApp.

Pros

• Perfect for medium-sized teams: folk is specifically designed for teams of 20-50 people, with collaborative features and user permissions that scale perfectly with video production companies of this size.
• All-in-one solution: folk streamlines your video production workflow by allowing your team to import contacts from LinkedIn, automatically find their emails, reach out through customizable email sequences, and track client interactions in collaborative pipelines, eliminating the need for multiple tools.
• Team collaboration: Custom fields, shared pipelines, collaborative dashboards, and team automation workflows designed for medium-sized production teams.
• Cost-effective scaling: At $20/user/month, folk provides enterprise-level features at a price point that makes sense for growing video production teams of 20-50 people.

Cons

• Reporting: folk includes advanced analytics today—pipeline and deal stage analytics, revenue forecasting with weighted probabilities, and performance breakdowns by owner, channel, industry, region, or any custom field.

Price and plans

You can try folk for free with a 14-day free trial. After that, monthly or annual subscription plans are designed to scale with your video production team:

• Standard: $20 per user, per month - perfect for teams of 20-50 people.
• Premium: $40 per user, per month - ideal for larger video production operations.
• Custom: Starts from $60 per user, per month - enterprise features for scaling teams.

2. HubSpot

Hubspot CRM is a comprehensive platform offering integrated tools for managing sales, marketing, and customer service, though it can become expensive for video production teams of 20-50 people as they scale.

Key features

• Marketing hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, essential for attracting and nurturing leads in medium-sized video production operations.
• Sales hub: Provides deal tracking, pipeline management, sales automation, and reporting, helping your 20-50 person team manage clients and investors effectively.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, ensuring smooth communication with clients across your production team.
• Lead scoring: Prioritize leads with predictive scoring to improve sales efficiency, crucial for identifying high-potential clients for video production companies.
• Operations hub: Syncs and automates business processes across different systems, though can be complex for teams of 20-50 people to implement fully.

Pros

• Comprehensive features: HubSpot offers extensive functionality that can support larger video production operations with complex needs.
• Free tier available: Offers a basic free version that includes essential CRM features, though limited for teams of 20-50 people.
• Marketing integration: Strong marketing tools integrated with CRM functionality for video production companies focused on lead generation.
• Automation capabilities: Provides automation tools for email marketing, lead nurturing, and sales workflows.
• Reporting and analytics: Comprehensive reporting features for tracking team performance and client relationships.

Cons

• Expensive at scale: For a video production team of 20-50 people, HubSpot's Professional plan costs $9,000-22,500 monthly ($450 x 20-50 users), making it significantly more expensive than folk CRM.
• Complex setup: Advanced features require significant setup time and training, which can be overwhelming for medium-sized video production teams.
• Overkill for most needs: Many features are designed for large enterprises and may be unnecessary for video production teams of 20-50 people.
• Limited customization in lower tiers: The affordable plans have restricted customization options that don't meet the needs of growing video production companies.
• Learning curve: Complex interface and extensive features require significant training investment for your entire team.

Price and plans

Prices and plans for HubSpot's CRM suite on an annual subscription are as follows.

• Starter: $15 per user, per month (but very limited features for video production teams).
• Professional: $450 per user, per month (becomes very expensive for 20-50 person teams).
• Enterprise: $1,500 per user, per month (cost-prohibitive for most video production companies).

3. Zoho

Zoho is a CRM system with strong sales focus and workflow automation features, though it can be complex to set up and lacks some modern integrations that video production teams of 20-50 people typically need.

Key features

• Sales automation: Automates sales tasks like lead management, deal tracking, and follow-up actions, helpful for managing clients in video production teams of 20-50 people.
• Customizable dashboards: Allows users to create dashboards and reports for analytics, though setup can be complex for medium-sized teams without dedicated IT resources.
• Multi-channel communication: Integrates with email, phone, social media, and live chat, though lacks modern integrations like LinkedIn that video production teams often need.
• Lead and contact management: Manages customer information and tracks interactions, though interface can feel outdated compared to modern alternatives.
• Workflow automation: Automates routine tasks, though configuration requires significant technical expertise that 20-50 person teams may not have.

Pros

• Affordability: Zoho CRM offers competitive pricing starting at $14/user/month, making it cost-effective for video production teams of 20-50 people.
• Extensive customization: Offers deep customization options, though this can be overwhelming for teams without dedicated technical resources.
• Zoho suite integration: Works well with other Zoho products, though this creates vendor lock-in and may not integrate with tools your video production team already uses.
• Multi-channel support: Supports various communication channels, though lacks modern social media integrations that video production companies need.
• AI features: Includes AI assistant Zia, though features are not as advanced or user-friendly as modern alternatives like folk.

Cons

• Complex setup: Requires significant time investment and technical expertise to configure properly, challenging for video production teams of 20-50 people without dedicated IT staff.
• Steep learning curve: Extensive customization options can overwhelm users, requiring extensive training for your entire team.
• Outdated interface: User interface feels dated compared to modern CRM solutions like folk, affecting daily usability for your production team.
• Performance issues: Reports of slow performance with larger datasets, which can impact productivity for active video production teams.
• Limited modern integrations: Lacks seamless integration with LinkedIn, modern email tools, and other platforms that video production teams commonly use.

4. Capsule CRM

Capsule CRM is a user-friendly customer relationship management platform designed for small and medium-sized businesses, though it lacks advanced features and automation capabilities that video production teams of 20-50 people typically require.

Key features

• Basic sales pipeline: Offers one sales pipeline for managing leads and clients, though this may be limiting for video production teams handling multiple project types.
• Simple project board: Includes one project board for tracking video production projects, but lacks advanced project management features needed by 20-50 person teams.
• Contact storage: Stores up to 30,000 contacts, sufficient for most video production companies of this size.
• Task management: Basic task assignment and tracking, though not as sophisticated as dedicated project management tools.
• Limited automation: Offers basic workflow automation, but lacks the advanced features that growing video production teams typically need.

Pros

• Clean interface: Capsule CRM offers an intuitive design that's easy for video production teams to navigate initially.
• Basic contact management: Provides fundamental tools for managing client information and sales pipeline.
• Some customization: Allows basic customization of fields and pipelines, though options are limited compared to folk.
• Third-party integrations: Integrates with some popular applications, but lacks modern integrations like LinkedIn that video production teams need.
• Mid-range pricing: Priced competitively at $21/user/month, though offers fewer features than folk at a similar price point.

Cons

• Limited advanced features: Lacks sophisticated analytics, automation, and collaboration tools that video production teams of 20-50 people need for efficient operations.
• Basic email marketing: Email marketing capabilities are rudimentary compared to modern CRM solutions, requiring additional tools for effective client communication.
• Limited support: Primarily offers email support, which may not provide the rapid assistance that busy video production teams require.
• No modern integrations: Lacks built-in LinkedIn, advanced social media, and modern workflow integrations that video production companies rely on.
• Scalability concerns: May not grow effectively with video production teams as they expand beyond 50 people or increase project complexity.

Price and plans

• Starter plan: Starts from $21 per user, per month.
• Growth plan: Starts from $38 per user, per month.
• Advanced plan: Starts from $60 per user, per month.
• Ultimate plan: Starts from $75 per user, per month.

5. Streak

Streak is a Gmail-integrated CRM tool, but at $49/user/month, it becomes expensive for video production teams of 20-50 people ($980-2,450 monthly) while offering limited features compared to dedicated CRM solutions.

Key features

• Gmail-based CRM: Manages leads and clients directly within Gmail, though this limits functionality for comprehensive video production team needs.
• Shared pipelines: Allows team collaboration on project timelines, but lacks advanced project management features for 20-50 person teams.
• Email tracking: Monitors email communications with clients, though this is standard in most modern CRMs at lower price points.
• Google Workspace integration: Integrates with Google Drive and other Google tools, but lacks broader integration capabilities.
• Mobile access: Offers mobile CRM management, though the experience is limited compared to dedicated CRM mobile apps.

Pros

• Gmail integration: Seamless integration with Gmail for teams heavily reliant on Google Workspace.
• Familiar interface: Works within Gmail, requiring minimal training for teams already using Google products.
• Basic pipeline management: Offers customizable pipelines within the Gmail interface.
• Email automation: Provides email tracking and basic automated follow-ups.
• Team collaboration: Allows shared access to pipelines and communications within Gmail.

Cons

• Very expensive: At $49/user/month, costs for a 20-50 person video production team range from $980-2,450 monthly, significantly more expensive than folk's comprehensive solution.
• Gmail dependency: Only works with Gmail, limiting flexibility for video production teams using other email platforms.
• Limited CRM features: Lacks advanced analytics, comprehensive automation, and professional CRM capabilities needed by growing video production companies.
• Basic mobile experience: Mobile functionality is limited compared to dedicated CRM platforms designed for team collaboration.
• Integration limitations: Fewer integrations with industry-specific tools that video production teams commonly use.

Price and plans

• Pro: Starts from $49 per user, per month.
• Pro +: Starts from $69 per user, per month.
• Enterprise: Starts from $129 per user, per month.

Why you need a CRM

For video production teams of 20-50 people, having the right CRM in your tech stack is essential for managing complex projects efficiently, coordinating team members, and ensuring no client detail is overlooked. It can have a direct impact on both your client relationships and the way you streamline operations across your entire production company.

Challenges without a CRM

Medium-sized video production teams without a proper CRM face significant operational challenges that become more complex as team size grows:

• Team coordination chaos: With 20-50 people working on multiple projects, scattered information across emails, spreadsheets, and notes leads to miscommunication and wasted time across departments.
• Missed client opportunities: Without a centralized system, tracking leads and follow-ups becomes inconsistent across team members, resulting in lost business and damaged relationships.
• Inefficient project workflows: Manual tracking and coordination across 20-50 team members slows down production timelines and increases the risk of costly errors.
• Limited team visibility: Managers lack insight into project progress and client interactions across the entire team, hindering strategic decision-making and resource allocation.
• Inconsistent client communication: With multiple team members interacting with clients, disjointed communication channels lead to misunderstandings and unmet expectations.

Benefits of a CRM

The right CRM transforms how medium-sized video production teams operate, providing benefits that scale with your 20-50 person operation:

• Centralized team coordination: All client and project data is accessible to your entire 20-50 person team, enabling seamless collaboration and information sharing.
• Enhanced productivity across teams: Automated workflows streamline repetitive tasks for multiple departments, freeing up your creative team to focus on video production.
• Improved client relationships at scale: Detailed client histories enable any team member to provide personalized communication and consistent service.
• Better decision-making for managers: Real-time insights and analytics across all team activities support informed business strategies and resource allocation.
• Increased sales efficiency: Efficient lead tracking and follow-up processes across your entire sales and production team boost conversion rates.
• Consistent communication standards: Integrated communication tools ensure clear and timely interactions between all team members, clients, and stakeholders.

How to boost your efficiency as a video production company with a CRM

A CRM helps medium-sized video production teams of 20-50 people streamline processes across multiple departments and projects. From coordinating workflows between team members to managing client relationships at scale, here's how to use one effectively.

1. Map your process

To streamline your video production workflow across 20-50 team members, it's crucial to map out standardized processes. Define each stage from initial client contact to final video delivery, ensuring all team members follow consistent procedures. Use your CRM to create custom pipelines that track every step across multiple projects simultaneously, ensuring no task falls through the cracks while coordinating work across departments.

2. Lead qualification

For video production teams of 20-50 people, assessing and qualifying leads efficiently is vital for focusing team resources on high-value opportunities. Use your CRM to segment leads based on project budget, scope, timeline, and team availability. Implement scoring models that account for your team's capacity and expertise, ensuring managers can prioritize the most promising prospects and allocate team members effectively.

3. Outreach and follow-up

Coordinate outreach efforts across your entire video production team to save time and maintain consistency. Use your CRM to set up automated email and LinkedIn campaigns that different team members can customize for their roles. Track open rates, responses, and project inquiries across all team communications to refine messaging strategies. Automated follow-ups ensure your 20-50 person team maintains consistent client engagement without overwhelming individual team members.

4. Nurture existing leads and client relationships

Maintaining relationships with existing leads, customers, and investors across a 20-50 person video production team requires systematic coordination. Use your CRM to assign relationship management responsibilities and set up personalized communication plans that any team member can execute. Implement strategies for upselling and cross-selling, such as offering package deals or specialized services, while ensuring all team interactions are tracked and coordinated.

👉🏼 Try folk now to organize pipelines and automate follow‑ups across your 20‑50 person production team

How to evaluate and choose a CRM

With numerous CRM options available, choosing the right solution for your video production team of 20-50 people requires careful consideration of features, scalability, and team collaboration needs. Here are key factors to prioritize in your decision-making process.

1. Define your requirements

When choosing the best CRM for a video production team of 20-50 people, start by identifying features that support team collaboration and project coordination. Consider functionalities like shared pipelines, team task management, role-based permissions, and integration with creative tools your team uses daily. A CRM offering collaborative workflows, team automation, and real-time project visibility can significantly enhance your team's productivity and streamline coordination across multiple concurrent video productions.

Key features of a CRM for video production

• Team collaboration tools: Essential for coordinating work across 20-50 team members, with shared pipelines, collaborative notes, and task assignments that ensure everyone stays aligned on project status and client requirements.
• Contact enrichment: Automatically finds and updates client contact information across your team database, ensuring all 20-50 team members have access to current client details and communication history.
• Multi-pipeline management: Tracks different types of projects (corporate videos, commercials, documentaries) through separate pipelines, allowing your team to manage diverse client needs and project workflows simultaneously.
• Advanced email automation: Enables coordinated communication across team members with templates, sequences, and tracking that maintain consistent client engagement while allowing individual team member customization.
• Social media integration: Seamlessly imports contacts from LinkedIn, Instagram, and other platforms, allowing your entire team to leverage professional networks and coordinate social media outreach efforts.
• Team analytics: Provides insights into team performance, project timelines, client satisfaction, and resource allocation, enabling managers to make informed decisions about team assignments and capacity planning.

2. Budget considerations

For video production teams of 20-50 people, balancing cost and functionality is crucial. While some CRMs offer extensive features, they can become prohibitively expensive for medium-sized teams. At $20/user/month, folk CRM costs $400-1,000 monthly for your entire team, compared to HubSpot's Professional plan at $9,000-22,500 monthly. Evaluate whether premium features justify the significant cost difference, considering how much time and coordination efficiency the CRM will provide your team while staying within reasonable budget constraints.

3. Selection process

Research CRM vendors with experience serving video production teams of 20-50 people. Look for providers offering team collaboration features, scalable pricing, and integrations with creative tools your team uses. Read testimonials from similar-sized production companies and request demos that showcase team coordination features. Focus on vendors who understand the unique needs of medium-sized creative teams and can demonstrate how their solution improves collaboration and project management across your entire operation.

4. Get a demo

Conduct thorough evaluations with your key team members involved in the decision-making process. Test each CRM's team collaboration features, user permissions, and project coordination capabilities during free trials. Pay attention to how easily team members can access shared information, coordinate tasks, and communicate with clients. Gather feedback from different departments (sales, production, post-production) to ensure the chosen CRM meets diverse team needs. Get started with a demo of folk to see how it specifically addresses the needs of video production teams your size.

4 tips for implementing a CRM

Successfully implementing a CRM across your 20-50 person video production team requires careful planning and coordination. Use this implementation phase to customize your new CRM for optimal team collaboration and workflow efficiency.

1. Import your data in your new CRM

Coordinate data migration across your entire video production team by consolidating client information from various team members and departments. Export existing data as CSV files from current systems and spreadsheets used by different team members. Ensure all team members contribute their client contacts and project information to create a comprehensive database that everyone can access and utilize effectively.

2. Create your first pipeline

Design pipelines that reflect your team's collaborative workflow stages. For video production teams of 20-50 people, create stages like "Lead Generation," "Team Assignment," "Pre-Production Planning," "Production Coordination," "Post-Production Review," and "Client Delivery." Include team member assignments and department handoffs at each stage to ensure smooth project flow and clear accountability across your entire operation.

3. Explore its integrations

Configure integrations that support your team's existing workflow and creative tools. Connect your CRM with project management software, creative suites, file sharing platforms, and communication tools that your 20-50 person team already uses daily. This ensures seamless data flow and reduces the need for team members to switch between multiple platforms.

4. Onboard Your Team

Plan comprehensive team training that addresses different roles within your 20-50 person video production company. Conduct department-specific training sessions for sales, production, and administrative teams, showing how each group will use the CRM in their daily workflows. Provide ongoing support and designate CRM champions within each department to help team members adapt and maximize the system's collaborative benefits.

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Conclusion

Choosing the best CRM for video production teams of 20-50 people can significantly enhance workflow coordination, client management, and overall operational efficiency across your entire company. Among the top contenders, **folk CRM stands out as the ideal solution for medium-sized video production teams**, offering the perfect balance of collaborative features, scalability, and cost-effectiveness at $20/user/month ($400-1,000 monthly for your entire team). While HubSpot provides extensive enterprise features, its Professional plan costs $9,000-22,500 monthly for teams your size, making it prohibitively expensive. Zoho offers affordability but requires complex setup and lacks modern integrations. Capsule CRM provides basic functionality but may not scale with growing teams. Streak's Gmail integration comes at a premium price of $980-2,450 monthly while offering limited CRM functionality. **folk CRM delivers enterprise-level collaboration tools, AI-powered automation, and seamless integrations specifically designed for creative teams of 20-50 people**, making it the clear choice for video production companies looking to streamline operations and scale efficiently. Try folk for free here.

Need a helping hand? Use our free tool to find your perfect CRM match.

Frequently Asked Questions

What does a video production company use as a CRM?

Video production teams of 20-50 people typically use CRMs like folk, Hubspot, Zoho, Capsule CRM, and Streak. **Folk CRM is particularly favored by medium-sized video production teams** for its collaborative features, customizable pipelines, and AI-driven tools designed for creative teams. While Hubspot offers comprehensive features, it becomes expensive for teams of 20-50 people, and Zoho requires complex setup that many production teams want to avoid.

Do I need a CRM?

For video production teams of 20-50 people, a CRM is essential for coordinating complex workflows, managing multiple client relationships, and ensuring team collaboration. If your team manages numerous concurrent projects, coordinates between different departments, and maintains relationships with multiple clients and stakeholders, a CRM like folk streamlines operations, improves team communication, and provides the scalability needed to grow your video production company efficiently.

How much does a CRM cost?

CRM costs for video production teams of 20-50 people vary significantly. **Folk CRM costs $400-1,000 monthly for your entire team** ($20/user/month), providing excellent value for collaborative features. HubSpot's Professional plan costs $9,000-22,500 monthly for teams your size, while Streak costs $980-2,450 monthly. Entry-level plans like Zoho start around $14/user/month but require extensive setup time and technical expertise.

Does folk's CRM respond to video production needs?

**Yes, folk CRM is specifically excellent for video production teams of 20-50 people.** It offers collaborative pipelines, team-based AI tools, shared contact management, and seamless integrations with over 6,000 apps including LinkedIn, Gmail, and creative tools. Its intuitive interface, team automation features, and collaborative workflows streamline coordination across departments, making it easier to manage multiple video projects, track client interactions, and enhance overall team productivity—all crucial capabilities for successful video production companies of your size.

FAQ

What are the 4 types of CRM?

Operational (workflow automation), Analytical (insights), Collaborative (shared data), and Strategic (long‑term relationship focus). Video teams typically need a blend of operational, collaborative, and analytical capabilities.

What CRM do video production companies use?

Common choices include folk, HubSpot, Zoho, Capsule, and Streak. For 20–50 person teams, prioritize shared pipelines, email/LinkedIn sync, sequences, permissions, and reporting. folk offers these at $20/user/month.

Do video production teams need a CRM?

Yes. A CRM centralizes leads, clients, briefs, and timelines; automates follow‑ups; tracks pipelines; and gives managers visibility across projects and crew—reducing missed handoffs and speeding delivery across multiple concurrent shoots.

How much does a CRM cost for a 20–50 person team?

Typical per‑user monthly pricing: Zoho ~$14, folk $20, Capsule $21, Streak $49, HubSpot Professional ~$450. For 20–50 users, that's about $400–$1,000 (folk) up to $9,000+ (HubSpot), depending on features and billing.