Best CRMs for 20–50 person web design teams

As a web design agency with 20-50 team members, juggling multiple clients, managing complex projects, and staying on top of deadlines can quickly become overwhelming. A Customer Relationship Management (CRM) system tailored to mid-sized web design teams can help you stay organized by tracking client communications, managing projects, and automating follow-ups—all from one platform. With the right CRM, your team can focus more on design work while ensuring your business operations run smoothly at scale.

👉🏼 Try folk now to organize your team's pipelines and never miss a follow-up

In this blog post, we'll explore the best CRM options for web design agencies like yours, highlighting tools that will streamline workflows across your 20-50 person team, improve client relationships, and help you grow your design business efficiently.

Why you need a CRM

A CRM system is essential for founders of mid-sized web design agencies to streamline operations across 20-50 team members, enhance client relationships, and boost overall business performance at scale.

Challenges without a CRM

Managing web design teams of 20-50 people without a CRM can lead to numerous challenges that hinder business growth and team efficiency.

• Disorganization: Without a centralized system, important client and project information becomes scattered across team members and hard to track consistently.
• Missed opportunities: Lack of proper follow-ups and tracking across multiple team members can result in lost leads and potential business.
• Inefficient processes: Manual processes consume valuable time across your entire team that could be better spent on creative and strategic tasks.
• Lack of insight: Limited access to team-wide data and analytics makes it difficult to make informed decisions for your growing agency.
• Inconsistent communication: Communication gaps between 20-50 team members and clients can lead to misunderstandings and project delays.

Benefits of a CRM

Implementing a CRM can transform how you manage your 20-50 person web design team and client interactions, leading to improved business outcomes and streamlined collaboration.

• Centralized information: All client and project data is stored in one place, making it easy for your entire team to access and manage consistently.
• Enhanced efficiency: Automate routine tasks across your team, allowing designers to focus on creative work and client satisfaction.
• Improved customer relationships: Track client interactions and preferences team-wide to provide personalized services and build stronger relationships.
• Better decision-making: Use data and analytics from across your 20-50 person team to make informed decisions that drive business growth.
• Increased sales: Streamline your sales process across multiple team members, ensuring no lead is overlooked and increasing conversion rates.
• Consistent communication: Maintain clear and consistent communication with clients and across team members, ensuring projects stay on track.
  

How to boost your web designer agency efficiency with a CRM

There are a few ways a CRM can help you improve efficiency across your sales cycle for your 20-50 person team – from generating leads to managing existing business relationships. Below is a high level overview so you can see how it can guide your team through your process.

1. Map your process

You can use a CRM to map out the steps to define, and track the stages of your process across your entire team. A sales-focused CRM can help web design agencies map out their workflow, from initial client inquiry to project completion across multiple team members. By defining each stage—lead capture, proposal, design phase, revision, and final delivery—your 20-50 person team can ensure no step is overlooked. Tracking these stages within a CRM allows for better project management and timely follow-ups across your entire agency.

2. Lead qualification

You can also use a CRM to lay out your methods for assessing and qualifying leads, so that everyone in your 20-50 person team is on the same page. For web design agencies, not all leads are created equal. A CRM can help you implement a scoring system to prioritize leads based on criteria like project size, budget, and timeline. This ensures your team focuses on high-value prospects, improving conversion rates and optimizing resource allocation across your agency.

3. Outreach and follow-up

A CRM can also help you create consistency across your communication efforts for your entire team, and automate repetitive tasks such as following-up. This can help you streamline your outreach efforts across 20-50 team members. For web design agencies, this might mean setting up email sequences to nurture leads or using LinkedIn integrations to send personalized messages. Automated follow-ups ensure consistent communication across your team, increasing the chances of converting leads into clients.

4. Nurture existing business relationships

Customer relationship management isn't just about generating leads for your 20-50 person team – it's also making sure you nurture existing business relationships. A CRM can help you identify opportunities for checking-in or sharing your additional services across your client base. For instance, if your team has designed a website, you might upsell SEO services or cross-sell maintenance packages. Automated reminders and targeted campaigns ensure you stay top-of-mind for future projects across your entire client portfolio.

How to evaluate and choose a CRM

With a lot of CRMs to choose from – it can be hard to figure out which one is a better fit for your 20-50 person team requirements and goals. To help you with your decision making process, we've put together some tips that you can bounce ideas from or adapt to your criteria.

1. Define your requirements

When selecting the best CRM for mid-sized web design agencies, it's crucial to identify the key features needed for your 20-50 person team. Look for functionalities such as team-wide client communication tracking, project management tools, and integration with design software. Prioritize a CRM that supports your workflow, enhances collaboration within your team, and streamlines client interactions across multiple team members.

Key features of a CRM for web designers

• Automated processes: Streamlines tasks by automating repetitive workflows across your 20-50 person team, allowing web designers to focus more on creativity and less on administrative duties.
• Contact enrichment: Automatically finds leads and customers' email addresses and contact information, enhancing efficiency for your entire team and ensuring you have all necessary details at your fingertips.
• Structured pipeline: Tracks leads and customers through defined stages across your team, ensuring process clarity and effectiveness. This helps web design projects stay on track and meet deadlines for your 20-50 person agency.
• Mail merge and email sequences: Increases communication efficiency with follow-up templates and automated sequences across your team, ensuring timely and consistent client engagement.
• LinkedIn connection: Seamlessly imports leads and customers from LinkedIn and tracks conversations within the CRM, making it easier for your team to network and manage professional relationships.
• Analytics: Provides essential data analysis and predictive insights for better planning across your 20-50 person team, helping web design firms make informed business decisions and optimize their strategies.

2. Budget considerations

Balancing cost and return on investment is essential when choosing a CRM for your 20-50 person web design team. Evaluate the pricing models of different CRM platforms and consider the long-term benefits for your growing agency. Affordable CRM for mid-sized web design teams doesn't necessarily mean compromising on features. Look for scalable solutions that grow with your business and deliver value over time across your entire team.

3. Selection process

Researching and choosing the right CRM vendor involves several steps for your 20-50 person team. Start by reading reviews and testimonials from other mid-sized web design professionals. Shortlist vendors that specialize in CRM solutions for web design businesses of your size. Request demos and explore their customer support options. Ensure the vendor has a solid reputation and offers continuous updates and improvements to their CRM software for growing agencies.

4. Get a demo

Trying and comparing different CRM platforms is a critical step in the decision-making process for your 20-50 person team. Take advantage of free trials to test user-friendly CRM for web designers. Assess how well each CRM integrates with your existing tools and supports your project management needs across your entire team. Gather feedback from your team members and compare the overall user experience. Ultimately, choose a CRM that aligns with your business goals and enhances your web design operations. Get started by getting a demo of folk to see how it can adapt to your team's needs.

4 tips for implementing a CRM

Getting a new CRM should be exciting for your 20-50 person team. To help you make the most of your implementation stage, we suggest keeping these things front of mind.

1. Import your data into your new CRM

Transitioning to a new CRM can be seamless if you import your existing data correctly across your entire team. Start by exporting your current data as a CSV file. Once you have your data exported, you can easily import it into your new CRM to ensure all your client information is up-to-date and accessible to your 20-50 team members.

2. Create a first pipeline

Setting up a pipeline tailored to web design projects is essential for your 20-50 person team. Start by defining the stages of your design process, such as "Initial Consultation," "Design Proposal," "Development," "Client Review," and "Project Completion." This structured approach will help your team manage projects more efficiently, ensuring nothing falls through the cracks and you can track progress at each stage across your entire agency.

3. Explore its integrations

A CRM should work for your 20-50 person team – not the other way around. Modern CRMs now have integrations that allow you to fully customize it according to your team's tech stack and workflow, so that you can streamline everything across your agency. Most CRMs have a Chrome extension that empowers your team to capture information from the web. Some also have additional ones that can help you with your social listening. Make sure you fully explore the integrations your new CRM comes with to see how it can help your specific everyday tasks across your entire team.

4. Onboard your team

Once your CRM is set up, it's time to get your 20-50 person team on board. Provide training sessions to familiarize them with the new system, highlighting key features that will enhance their productivity. Ensure everyone understands how to use the CRM to manage client interactions, track project progress, and collaborate effectively across your agency. A well-onboarded team will maximize the CRM's potential, leading to improved client satisfaction and streamlined project management.

The 5 best CRMs for web designers

1. folk

folk is the ideal modern CRM platform for 20-50 person web design teams, offering customizable pipelines, AI-driven tools, and integrations specifically designed to enhance deal management and prospecting for growing agencies.

Key features

• Contact enrichment: Automatically enriches contact details by finding emails and LinkedIn URLs, enabling efficient outreach across your 20-50 person team without manual data entry or additional costs for email services.
• Social media integration: Seamlessly import contacts from LinkedIn and Sales Navigator, Instagram, X to bring all your contacts within folk, and use templates for quicker, streamlined communication across your entire team.
• Mail merge and email sequences: Full email sync, templates, and tracking features, enabling your team to manage all communications directly from the CRM.
• AI-powered features: AI tools assist in managing contacts and relationships across your team, automating routine tasks, and suggesting actions to improve productivity for your 20-50 person agency.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing your team to centralize their workflow and reduce manual data entry.
• Notes and reminders: Attach notes to the contact's profile directly in your CRM so you can make them collaboratively with your 20-50 person team and keep everything in one place. Assign reminders to the right colleague so that your follow-ups are seamless across your agency.
• Sales cycle and pipeline management: Create multiple pipelines in folk and have control over permission settings for your growing team.
• LinkedIn listening tool: Boost your social sales efforts with folk's LinkedIn listening tool that allows your team to stay up-to-date with important contacts and leads you don't want to slip off your News Feed. Or, turn your engagement into warm leads in moments without having to manually capture their contact information.

Pros

• Ease of use: folk is praised for its intuitive interface, making it accessible even to non-technical users across your 20-50 person team with quick onboarding and a minimal learning curve.
• All-in-one: folk streamlines your workflow by allowing your team to import contacts from LinkedIn, automatically find their emails, reach out through customizable email sequences, and track interactions in a pipeline, eliminating the need for multiple tools and saving time and money for your agency.
• LinkedIn integration: Seamlessly import contacts from LinkedIn, track conversations within folk, and use templates for quicker, streamlined communication across your entire team.
• Customizability: Make folk work for your 20-50 person team and have full personalization through its custom fields, pipelines, dashboards, automation and workflows.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing your team to centralize their workflow and reduce manual data entry across your agency.

Cons

• Reporting and analytics: folk includes advanced, customizable analytics—pipeline and deal stage metrics, 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, a monthly or annual subscription plan is as follows.

• Standard: $20 per user, per month.
• Premium: $40 per user, per month.
• Custom: Starts from $60 per user, per month.

2. HubSpot

HubSpot CRM is a user-friendly, scalable platform offering integrated tools for managing sales, marketing, customer service, and operations efficiently for larger teams.

Key features

• Marketing Hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, essential for 20-50 person web design teams to attract and convert leads into customers.
• Sales Hub: Provides deal tracking, pipeline management, sales automation, and reporting, which helps web design agencies manage client projects and track sales performance effectively across teams.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, ensuring agencies can provide top-notch support to their clients with team collaboration.
• Lead scoring: Prioritize leads with predictive scoring to improve sales efficiency across your team, allowing web design agencies to focus on the most promising opportunities.
• Customizable dashboard and reports: Allows users to create customized dashboards and reports to track metrics and gain insights into business performance, tailored to the needs of web design projects across your agency.

Pros

• User-friendly interface: HubSpot is known for its intuitive and easy-to-use interface, making it accessible for web design teams of all skill levels across your agency.
• Comprehensive free plan: Offers a robust free version that includes essential CRM features, making it ideal for growing web design businesses and agencies.
• Seamless integration with Marketing Tools: HubSpot integrates smoothly with its marketing, sales, and service hubs, creating a unified platform for inbound marketing and client management across your team.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing, lead nurturing, and sales workflows, helping web design teams save time and improve efficiency.
• Extensive learning resources: HubSpot Academy offers a wealth of free courses, certifications, and resources to help your 20-50 person team get the most out of the platform.

Cons

• High cost at higher tiers: HubSpot's pricing can become expensive as you move to higher tiers, which may be prohibitive for 20-50 person web design teams as they scale.
• Limited customization in free plan: The free plan and lower tiers have limited customization options, which can restrict flexibility for growing web design agencies.
• Complexity in advanced features: Some advanced features, such as custom reporting and workflows, have a steep learning curve and may require additional training for your team.
• Email marketing limits: Email marketing functionality in the free plan is restricted by limits on the number of emails you can send, which can be a drawback for agencies with larger client lists.
• Additional costs for add-ons: Many useful features, like advanced CRM capabilities and integrations, come as paid add-ons, increasing the overall cost for web design agencies.

Price and plans

On an annual subscription plan, HubSpot's CRM Hub prices are as follows.

• ‍Starter: $15 per user, per month.‍
• Professional: $450 per user, per month.‍
• Enterprise: $1,500 per user, per month.
  

3. Salesforce

Salesforce is a robust CRM platform for large enterprises and teams, offering tools for sales, marketing, service, and analytics, with extensive scalability but complexity that may be overwhelming for mid-sized teams.

Key features

• Customization and scalability: Salesforce allows web design agencies to tailor the platform with custom fields, objects, and workflows, making it adaptable to unique project needs but often requiring dedicated resources for 20-50 person teams.
• Comprehensive ecosystem: Offers CRM, marketing automation, customer service, and custom app development, providing a unified platform to manage client relationships but can be complex for mid-sized teams.
• Extensive integration capabilities: Integrate with a wide range of third-party applications via Salesforce's AppExchange, though setup often requires technical expertise for your team.
• Advanced analytics and reporting: Gain deep insights into client interactions and project performance with powerful analytics and reporting tools, though complexity may overwhelm smaller agencies.
• Mobile accessibility: Manage client relationships and project details on the go with Salesforce's mobile app, ensuring connectivity for your team members.

Pros

• Comprehensive feature set: Covers sales, service, marketing, and more, making it a powerful tool for managing all aspects of client relationships, though may be excessive for 20-50 person teams.
• Highly customizable: Tailor the platform to specific needs with custom fields, objects, and workflows, though requires significant technical resources for your team.
• Scalability: Suitable for businesses of all sizes, with the ability to grow alongside your agency, but complexity increases with scale.
• Advanced analytics and reporting: Provides powerful tools to gain insights into project performance and client interactions, though setup requires expertise.
• Mobile accessibility: Robust mobile app allows team members to manage client relationships and project details on the go.

Cons

• High cost: Can be prohibitively expensive for 20-50 person web design teams, with high licensing fees and additional costs for add-ons and customization.
• Steep learning curve: Extensive feature set and complexity often require significant time and training for teams to become proficient, challenging for mid-sized agencies.
• Complex setup and customization: Initial setup and customization can be challenging and often require expert help, adding to the overall cost for your team.
• Overwhelming for mid-sized teams: Robust features may be overkill for 20-50 person web design teams, leading to underutilization of the platform's capabilities.
• Integration complexity: While it offers extensive integration capabilities, setup can be complex and require technical expertise from your team.

Price and plans

On an annual subscription, Salesforce's Service Cloud plan is as follows.

• Starter suite: Starts from $25 per user, per month.
• Pro suite: Starts from $100 per user, per month.
• Enterprise: Starts from $165 per user, per month.
  

4. Capsule CRM

Capsule CRM is a user-friendly customer relationship management platform designed for small and medium-sized businesses. It offers a clean, intuitive interface that helps 20-50 person teams manage customer relationships, track sales pipelines, and organize tasks efficiently.

Key features

• 1 project board: Manage multiple web design projects efficiently in one place for your team.
• 30,000 contacts: Store and manage extensive client and lead information across your 20-50 person agency.
• Task management: Keep track of design tasks and deadlines across your team to ensure timely project delivery.
• Workflow automation: Automate repetitive tasks for your team, saving time and boosting productivity.
• Key integrations: Seamlessly integrate with tools like G Suite, Mailchimp, and more to streamline your team's workflow.

Pros

• User-friendly interface: Capsule CRM offers a clean and intuitive design, making it easy for 20-50 person web design teams to navigate and quickly access important features.
• Contact and sales management: Robust tools for managing client information and tracking sales opportunities help web design agencies maintain a clear view of relationships and sales pipeline across their team.
• Customization options: Customize fields, tags, and pipelines to fit specific web design agency needs, offering flexibility in managing data and processes across your team.
• Integration capabilities: Integrates with popular third-party applications, allowing web design teams to create a seamless workflow across their business tools.
• Affordability: Competitive pricing with affordable premium options make it accessible for mid-sized web design agencies.

Cons

• Limited advanced features: Lacks more advanced features such as in-depth analytics and complex reporting capabilities, which can be a limitation for growing 20-50 person agencies.
• Basic email marketing capabilities: Built-in email marketing features are relatively basic, requiring reliance on third-party integrations for advanced functionality across your team.
• Limited customer support: Primarily offers support through email and an online help center, which may be insufficient for larger teams who prefer immediate assistance.
• No built-in phone or SMS integration: Lack of built-in phone or SMS functionality could be a disadvantage for web design agencies relying on direct client communication.
• Scalability concerns: While suitable for mid-sized web design agencies, it might be less scalable for rapidly growing 20-50 person companies with more complex CRM requirements.
  
  

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. Zoho

Zoho is a CRM system with a strong sales focus and extensive customization options. It has journey orchestration, sales process management, and workflow automation features suitable for teams, though with a steeper learning curve for mid-sized agencies.

Key features

• Lead and contact management: Effectively manage client information across your 20-50 person team, track interactions, and segment contacts to tailor your design proposals and follow-ups.
• Customizable dashboards and reports: Create and customize dashboards to visualize project timelines, client feedback, and sales performance across your agency.
• Multi-channel communication: Integrate email, phone, social media, and live chat to streamline communication with clients and prospects across your team.
• Workflow automation: Automate routine tasks such as client follow-ups, project updates, and invoicing to save time and improve efficiency for your team.
• Sales pipeline management: Visualize and manage your sales pipelines with drag-and-drop functionality, making it easier for your team to track the status of web design projects from lead to completion.

Pros

• Affordability: Zoho CRM offers competitive pricing, making it accessible for 20-50 person web design agencies and growing teams.
• Customization: Extensive customization options allow you to tailor the CRM to fit your specific web design needs, including custom fields for project details across your team.
• Integration with Zoho suite: Seamless integration with other Zoho products like Zoho Projects helps manage design tasks and client communication in one place for your entire agency.
• Multi-channel communication: Manage all client interactions from a single platform across your team, ensuring no communication is missed.
• Mobile accessibility: The mobile app allows your team to manage client relationships and project updates on the go, with offline capabilities.

Cons

• Steep learning curve: The extensive customization options can be overwhelming for new users across your 20-50 person team, requiring a significant time investment to master the platform.
• Complex setup: Initial setup and configuration can be complex, particularly for agencies without dedicated technical expertise or IT resources.
• Performance issues: Occasional reports of slow performance, especially with large datasets or complex operations, can hinder productivity for your team.
• Feature limitations in lower tiers: The lower-priced plans may lack advanced features, pushing agencies to upgrade to more expensive tiers for essential functionality across your team.
• Mobile app limitations: While the mobile app is functional, it may not support all features available on the desktop version, limiting on-the-go functionality for your team.

Price and plans

Zoho's free plan is limited to three users. After that, if you're after more features or seats for your 20-50 person team, an annual subscription plan is as follows.

• Standard: $20 per user, per month.
• Professional: $35 per user, per month.
• Enterprise: $50 per user, per month.
  

👉🏼 Try folk now to import LinkedIn contacts and run email sequences for your web design agency

Conclusion

Choosing the best CRM for 20-50 person web design teams can significantly impact your agency's efficiency and client satisfaction. Tools like folk CRM, HubSpot, Salesforce, Capsule CRM, and Zoho each offer unique features tailored to different needs and budgets. For agencies seeking a user-friendly, all-in-one solution that scales perfectly with 20-50 person teams, folk CRM provides excellent integration and automation capabilities without overwhelming complexity or excessive costs. HubSpot and Salesforce are ideal for larger firms needing comprehensive features but may be overkill for mid-sized agencies, while Capsule CRM and Zoho offer customizable options but with limitations. Evaluate your specific requirements, budget, and team capabilities to select the CRM that best aligns with your web design operations. Try folk for free here.

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

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FAQ

Which CRM is best for web design agencies?

Top options include folk CRM, HubSpot, Zoho, Salesforce, and Capsule. For 20–50 person teams needing LinkedIn capture, email sequences, and simple setup, folk is a strong fit. Choose based on features, budget, and adoption.

Why should a web design team use a CRM?

A CRM centralizes contacts, tracks deals and projects, automates follow-ups, and gives visibility across a 20–50 person team. It reduces missed handoffs, speeds response times, and improves forecasting for revenue and workload.

What features should a CRM for web design teams include?

Prioritize shared pipelines, contact enrichment, email sequences, LinkedIn import, task/project tracking, analytics, and integrations (Gmail, Zapier). Role-based permissions and reminders keep teams aligned and on time.

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

Expect $20–$75 per user/month. For 20–50 seats, budget roughly $400–$3,000/month depending on features, automation, analytics, and support. Annual billing often lowers per-seat cost.