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WhatsApp Integration für Ihre CRM Software – So geht's!

WhatsApp can be integrated into almost any CRM software. We will show you how to do this most easily and what options you have!
October 9, 2023
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The integration of WhatsApp into your company's CRM system offers numerous advantages and opens up a wide range of communication, collaboration and marketing opportunities. Thanks to the integration with the respective CRM platform, companies can communicate with their customers or prospects via WhatsApp. This means that you no longer have to switch back and forth between different applications, but can consolidate all communication in one central location and also take advantage of the ever-popular WhatsApp Messenger: WhatsApp as a channel for customer communication is, in fact, perfectly suited for building long-term customer relationships. The user atmosphere is much more personal than with e-mails and response times are usually shorter. You can thus bind your customers emotionally to your company and significantly increase customer lifetime value. Through additional marketing via WhatsApp newsletter, you can also use upselling and cross-selling potentials and significantly increase your sales. Find out more about "Why WhatsApp?" here.

In this article, you will learn how to successfully integrate WhatsApp with your respective CRM system to optimize your business processes and work more efficiently. The integration allows you to simplify your communication across channels, build better customer relationships and increase your business success.

What are CRM systems?

CRM stands for Customer Relationship Management. A CRM system is a software solution that helps companies manage and improve their customer relationships. It serves as a central platform to store, organize and analyze all relevant customer information. As a result, it enables companies to obtain a comprehensive overview of their customers and ensure effective customer care.

A CRM system collects various data, such as contact details, interactions with customers, sales opportunities, orders, support requests and much more. This data can be used by different departments in the company, such as sales, marketing, customer service and support. This enables seamless collaboration between departments, as all relevant information is centrally accessible.

The main goals of a CRM system are to improve customer satisfaction, increase customer loyalty, and optimize sales processes. With detailed knowledge of customer preferences and histories, companies can run more targeted marketing campaigns , provide personalized support, and better identify and track potential sales opportunities.

CRM systems play a crucial role in modern businesses, helping to strengthen customer focus and build a long-term and profitable customer relationship. Integrating WhatsApp with CRM systems, such as Hubspot, allows companies to take advantage of a powerful CRM system while ensuring modern and highly effective communication with customers via the popular messaging service through automations.

How to link WhatsApp with CRM systems?

To integrate WhatsApp into a CRM system, you need direct or indirect access to the WhatsApp API interface. The parent company Meta only allows direct access to the WhatsApp API to a few large, very well-known companies. Therefore, most companies have to use the API interface of a third-party provider. With Mateo, you can access the WhatsApp API and use all relevant features that are technically feasible with the API: You can do WhatsApp newsletter marketing, send WhatsApp messages on predefined events in a fully automated way, create message templates and much more. In addition, Mateo's central inbox integrates various other message channels besides WhatsApp, such as Facebook, Instagram, email and SMS. You can also significantly improve your Google reviews through automated review management and integrate over 6,000 apps into Mateo's communication software. With Mateo, WhatsApp and their CRM system are linked through Zapier software. Find out how this works in the following paragraph!

Thanks to Mateo and Zapier, you can integrate WhatsApp with over 750 CRM systems and thousands of other apps. Without the WhatsApp Business API interface, linking is not possible.

Here you can find an overview of all applications that can be linked to Mateo through Zapier. If you have any questions, please feel free to contact us or book a free consultation appointment directly.

‍WhichCRM systems are supported by Mateo's WhatsApp integration?

With Mateo you can integrate WhatsApp with all apps that are connected in Zapier. That's currently over 6,000 different software programs. Among them are currently 747 CRM systems. Here you can find an overview of all supported CRM systems.

An overview of the most popular CRM systems supported by Zapier and Mateo.

If you have any questions, please feel free to contact us or book a free consultation appointment directly.

Link and use WhatsApp and your CRM system with Mateo and Zapier

A short digression: What is Zapier and how does it work?

Zapier is a powerful software tool that allows automating recurring tasks between different applications. With Zapier, you can connect over 6,000 apps and create workflows without requiring extensive programming skills. This automation saves you time and resources by eliminating manual tasks and allowing you to seamlessly share data between different platforms. Zapier supports a wide range of apps and services, giving you the ability to share data between your favorite tools to make your workflows more efficient. You can automate various actions such as sending emails, entering data in spreadsheets, sending notifications in messaging apps or scheduling social media posts. Zapier thus allows you to focus on more important tasks by automating repetitive and time-consuming tasks. A particularly interesting feature is the ability to send automated WhatsApp messages when predefined events occur in other software applications.

Requirements for the integration of WhatsApp into your CRM system

Requirements not met? We are happy to support you! Simply write to us via our web widget or arrange a free consultation appointment.

How to: Link WhatsApp and your CRM system

All requirements met? Then you can start linking WhatsApp, Mateo and your CRM system

  1. Log in to Zapier
  2. Create a new "Zap" with the button in the left corner
  3. Select your CRM system as "Trigger" if you want to send a WhatsApp message when certain events occur in your CRM system or as "Action" if you want to perform an action in your CRM system when you receive WhatsApp messages
  4. Accordingly, select their WhatsApp Business API provider (e.g. Mateo) as "Action" (e.g. Send WhatsApp message template) or as "Trigger" (e.g. WhatsApp message was received)
  5. Confirm the new Zap and make it live
  6. Congratulations! Fully automated WhatsApp messages are now sent. For example, customers receive an order confirmation and shipping information via WhatsApp with every new order, or a new customer profile is automatically created in your CRM system when new customers write to you on WhatsApp.

Other advantages of Mateo

Mateo has much more to offer than just the integration of WhatsApp into various CRM systems. Our customers particularly appreciate the following advantages:

Central user interface

In addition to WhatsApp Business API, Mateo bundles many other communication channels such as email, Instagram, Google Business Chat, SMS or Facebook Messenger in a central inbox. On the intuitive and clear user interface, you will find various helpful tools for particularly efficient customer communication. For your customers, a web widget with the message channels you support is available for particularly easy contact.

Custom Message Templates

Thanks to various message templates that can be created individually, the amount of paperwork is minimized and the efficiency of customer communication is increased. This means that personnel resources in the service area can be deployed elsewhere.

WhatsApp & SMS Marketing Newsletter

With Mateo's WhatsApp API solution, newsletters can be sent in a GDPR-compliant manner. Due to the first-class open rate of 98% for WhatsApp messages, marketing can thus be done much better than via email or other channels. With Mateo, you can also send your marketing newsletters automatically via SMS.

QR code for WhatsApp newsletter subscription from Mateo
Simply scan or click on the QR code

More positive Google reviews

With Mateo, you create an outstanding customer experience. Mateo can automatically request online reviews from your customers. The more reviews you have, the better you will be found on Google, for example. Reviews also create trust in your company.


Mateo's messaging tool is compatible with all German and European legally binding data protection requirements. If the law changes, the software will be revised accordingly. For absolutely secure customer communication, all messages are encrypted end-to-end. You can read all the info about the GDPR when using WhatsApp in our article"WhatsApp Business and GDPR". This will help you avoid the warnings, severe penalties and expensive legal costs that often occur in the event of non-compliance with the GDPR (= use of the standard WhatsApp Business app).

Scalability for all company sizes

The scalability of the messaging tool has been confirmed by the large number of companies already using Mateo with great satisfaction. Whether customers have just a few employees or many hundreds, the software works smoothly and, depending on the package, with an unlimited number of end devices, users and phone numbers. The fact that Mateo significantly reduces the workload in the customer service area opens up new growth opportunities for many companies.

Low cost provider for WhatsApp Business API

With an entry-level price of just 79 euros per month, Mateo is a cost-effective provider for WhatsApp Business API solutions on the German market. Combined with the integration of additional communication channels and various helpful tools, Mateo offers excellent value for money. Mateo's personal customer support assists companies with every step of the integration, ensuring very low barriers to entry.

Henri Hoepfner
Messenger expert at Mateo

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Christian Strauch
Managing Director & Co-Founder

With Mateo, you provide your customers with an outstanding customer experience and gain loyal fans.

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