What happens after you connect with someone on WhatsApp during an event? 

For sales teams of 20-50 people, the challenge multiplies exponentially. With multiple team members connecting with prospects across several events, managing WhatsApp conversations becomes overwhelming fast. This is where a specialized CRM system designed for mid-sized sales teams becomes essential.

A CRM can help your sales team keep track of who was contacted through WhatsApp, provide shared access to conversation notes, and maintain a complete overview of interaction history across all team members. This blog post explores the best WhatsApp CRM tools of 2025, with a focus on solutions that scale perfectly for sales teams of 20-50 people, to help you find the right platform for your growing business needs.

Top 5 WhatsApp CRM Tools in 2025

1. folk 

⭐⭐⭐⭐⭐(Capterra)

folk CRM is the perfect sales assistant for growing teams of 20-50 people: Simple enough for quick adoption, integrated for seamless workflows, and proactive with native WhatsApp at the center of team-based outreach.

WhatsApp conversations are automatically captured and linked to the correct contact, company, and deal, with full visibility across all team members on a shared timeline alongside email and LinkedIn interactions. Templates, bulk messaging, scheduling, and shared inbox functionality streamline WhatsApp responses for the entire sales team without context switching.

AI drafts personalized icebreakers, follow-ups, and next-best actions from WhatsApp threads, emails, and call notes to maintain momentum across all team members. Comprehensive opt-in capture, unsubscribe controls, role-based permissions, and detailed audit trails keep WhatsApp engagement compliant, secure, and perfectly scalable for mid-sized sales teams.

The best WhatsApp features from folk

• WhatsApp Quick Access: Enable any team member to open WhatsApp conversations in one click directly from contact profiles, ensuring efficient team-wide communication.
• WhatsApp Auto-Logging: Automatically sync WhatsApp messages to the correct contact, company, and deal with full visibility across all 20-50 team members—no manual copying required.
• Contact Management: Consolidate and sync contacts from WhatsApp (import conversations and contacts with two‑way sync), Gmail, Outlook, and LinkedIn, with shared access for the entire sales team.
• Pipeline Management: Customize multiple pipelines to match your team workflows and enable collaborative deal management across all sales reps.
• Email Campaigns: Create and send coordinated email sequences that complement WhatsApp outreach for comprehensive nurturing strategies.
• AI Follow-ups: Generate AI-suggested follow-ups when conversations go quiet, leveraging email, calendar, and WhatsApp context across all team interactions.

Pricing

There is a 14 day free trial. After that, monthly or annual subscription plans offer excellent value for teams of 20-50 people.

• Standard plan: $20 per user, per month.
• Premium plan: $40 per user, per month.‍
• Custom plan: Starts from $80 per user, per month.

2. HubSpot

⭐⭐⭐⭐⭐(G2)

HubSpot CRM is a comprehensive platform that integrates marketing, sales, and customer service tools, though it can be complex and expensive for mid-sized sales teams just getting started with WhatsApp integration.

The best WhatsApp features from Hubspot

• WhatsApp Integration: Manage WhatsApp conversations directly from HubSpot's shared inbox, though setup can be complex for teams without technical expertise.
• Automated Messaging: Set up workflows to automate and personalize WhatsApp messages, but requires significant configuration time.
• CRM Synchronization: Track customer information and interactions within the CRM, though the interface can be overwhelming for smaller teams.

Pricing

HubSpot pricing can become expensive quickly for teams of 20-50 people. The following is their sales hub plan.

• Starter plan: $20 per user, per month.
• Professional plan: $100 per user, per month.
• Enterprise plan: $150 per user, per month.

3. Zoho

⭐⭐⭐⭐(G2)

Zoho CRM offers a robust suite of tools for customer engagement, though it lacks the user-friendly approach and seamless WhatsApp integration that mid-sized sales teams need for rapid deployment.

The best WhatsApp features from Zoho

• WhatsApp Business Integration: Connect with WhatsApp from your CRM account, but requires technical setup that can slow team adoption.
• Automated Messaging: Configure WhatsApp templates within Zoho CRM, though the process is more complex than needed for mid-sized teams.
• Real-Time Notifications: Notify CRM users when customers message via WhatsApp, but notifications can become overwhelming for busy sales teams.

Pricing

Zoho's free plan is limited to three users, insufficient for teams of 20-50 people. For more features and seats, annual subscription pricing is:

• Standard: $14 per user, per month.
• Professional: $23 per user, per month.‍
• Enterprise: $40 per user, per month.

4. Pipedrive

⭐⭐⭐⭐(G2)

Pipedrive is a sales-focused CRM that works well for pipeline management, but lacks native WhatsApp integration, making it less suitable for sales teams that rely heavily on WhatsApp communication.

The best WhatsApp features from Pipedrive

• WhatsApp Integration via Third-Party Apps: Connect WhatsApp through third-party applications, but this creates additional complexity and potential integration issues for growing teams.
• Visual Sales Pipeline: Provides clear pipeline overviews for deal tracking, but WhatsApp conversations remain disconnected from the main workflow.
• Activity Management: Schedule and manage sales activities, though WhatsApp interactions require manual logging.

Pricing

Pipedrive's pricing can add up quickly for teams of 20-50 people, especially when adding third-party WhatsApp integrations.

• Essential plan: Starts from $24 per user, per month.
• Advanced plan: Starts from $44 per user, per month.
• Professional plan: Starts from $64 per user, per month.
• Power plan: Starts from $79 per user, per month.‍
• Enterprise plan: Starts from $129 per user, per month.

5. Freshsales CRM

⭐⭐⭐⭐(G2)

Freshsales CRM by Freshworks offers solid sales process management, but its WhatsApp integration lacks the seamless experience and team collaboration features that mid-sized sales teams require for effective WhatsApp-based selling.

The best WhatsApp features from Freshsales

• WhatsApp Integration: Log and monitor WhatsApp interactions, but the process lacks automation and shared team visibility.
  
• Automated Messaging: Send automated WhatsApp messages triggered by CRM events, though setup requires technical knowledge.
• Lead Scoring: Prioritize leads based on engagement, but WhatsApp interactions don't always integrate smoothly with scoring algorithms.

Pricing

Freshsales pricing appears attractive initially but lacks many advanced features needed by mid-sized WhatsApp-focused teams.

• Growth: Starts from $9/user/month.
• Pro: Starts from $39/user/month.
• Enterprise: Starts from $49/user/month.

Best CRM for WhatsApp in 2025: The Final Recap

How to choose the best CRM for your WhatsApp needs

For sales teams of 20-50 people, choosing the right WhatsApp-integrated CRM requires careful consideration of scalability, collaboration features, and ease of implementation. Here are the key factors that matter most for mid-sized teams.

1. Review its integration capabilities

Your WhatsApp usage spans across multiple team members and prospects. Look for a CRM that offers native WhatsApp integration alongside other tools your growing business uses, such as email marketing platforms, project management tools, and accounting systems. Mid-sized teams need seamless data flow between all systems to maintain efficiency as they scale.

2. Ease of use

With 20-50 team members to onboard, you need a CRM with minimal implementation time and intuitive design. Choose platforms built with user-friendliness in mind, allowing your entire sales team to get productive from day one. Features such as drag-and-drop pipelines, pre-built templates, and easy configuration save valuable time and eliminate the need for extensive training across multiple team members.

3. Mobile accessibility 

Given the mobile-first nature of WhatsApp and the need for your sales team to respond promptly while in the field, ensure the CRM provides excellent mobile access. While folk CRM doesn't yet have a native iOS/Android app, it is fully optimized for mobile browsers (Chrome, Safari). You can access, edit, and create contacts, companies, and deals from your phone with live sync to desktop. This is crucial for sales managers and reps who need to access conversations, update deals, and coordinate with team members from their phones during events and client meetings.

4. Automation features

Mid-sized teams handle significantly more conversations than smaller ones. A good CRM should offer advanced automation for tasks like sending follow-ups, notifications, and coordinated bulk messaging across team members. Look for AI-driven workflows and chatbot capabilities that can handle the increased volume while maintaining personalization.

5. Scalability

Teams of 20-50 people are often in growth mode. Choose a CRM with flexible pricing plans and features that scale naturally as your team expands. The solution should handle increasing customer volumes, support additional team members, and offer advanced features without requiring a complete platform migration as you grow beyond 50 people.

4 key benefits of using a CRM to keep your business contacts in WhatsApp organized

For mid-sized sales teams managing WhatsApp communications across 20-50 team members, integrating a specialized CRM system offers transformational advantages for collaboration, visibility, and scalability. Here's how the right CRM addresses the unique challenges of growing sales teams.

1. Better lead management

With multiple team members capturing leads through WhatsApp QR codes, website integrations, and events, a CRM automatically categorizes and distributes these leads across your sales team. Advanced lead scoring helps your 20-50 person team prioritize high-potential prospects and ensures balanced workload distribution, preventing leads from falling through the cracks.

2. Data-driven insights

Managing WhatsApp conversations across a mid-sized team generates valuable analytics on response times, message engagement rates, and team performance trends. These insights help sales managers identify top performers, optimize team strategies, and make data-driven decisions about resource allocation and process improvements across all 20-50 team members.

3. Automation of repetitive tasks

With high message volumes across your entire team, automation becomes essential. A CRM enables coordinated workflows for welcome messages, appointment reminders, and follow-up sequences that maintain consistency across all team members. This automation saves hours of manual work daily while ensuring every prospect receives timely, professional communication regardless of which team member initiated contact.

4. Centralized communication

Mid-sized teams often struggle with communication silos and missed handoffs. A CRM consolidates all WhatsApp interactions into a shared platform where any team member can view conversation history, pick up where colleagues left off, and coordinate responses. This centralization is vital for maintaining consistent customer experience and enabling seamless collaboration across your 20-50 person sales organization.

Conclusion

For sales teams of 20-50 people who rely on WhatsApp for prospect engagement, choosing the right CRM can transform scattered individual conversations into a coordinated, scalable sales operation. While each platform offers unique features, folk CRM stands out as the ideal solution for mid-sized teams, providing native WhatsApp integration, seamless team collaboration, and the perfect balance of power and simplicity. Evaluate your team's specific requirements around collaboration, scalability, and ease of use to choose the CRM that will grow with your business and maximize your WhatsApp selling success.

More resources

• Best CRM integrations with WhatsApp: Features and benefits explained
• Kommo CRM for WhatsApp Review: Features, alternatives, and more