WhatsApp CRM: organize leads in a Kanban inside WhatsApp Web

A WhatsApp CRM turns your chats into a sales pipeline: every contact gets a label, a stage and a follow-up reminder. Zapext does this inside WhatsApp Web itself, with a Chrome extension, with no official API, no contract and no need to change your number.

• A Kanban pipeline next to the chat: drag a contact from "New lead" to "Proposal sent" without leaving WhatsApp Web.
• Follow-up that doesn't rely on memory: reminders and scheduled messages for each contact.
• Replies in seconds: quick replies with text, audio, media and files for the questions you get over and over.

Pricing (Brazil, in reais): Starter at R$ 49.90/month or R$ 297/year (about R$ 24.75/month). Plus at R$ 129/month or R$ 997/year, with up to 4 users on the same number. Every plan comes with a 7-day guarantee. The pricing section shows the current price and currency before checkout.

Install Zapext from the Chrome Web Store · See plans and pricing

On its Chrome Web Store listing, Zapext had 552 users and a 5.0 rating when we checked on October 24, 2026^[1].

What is a WhatsApp CRM

A WhatsApp CRM is a system that records each WhatsApp contact as a lead, with a pipeline stage, labels, notes and next steps. Your team knows who to talk to, what was agreed and when to follow up, without scrolling through chats.

The difference from a traditional CRM is where it lives. CRMs such as Pipedrive or HubSpot live in another tab and ask the salesperson to copy information from the chat into the system. A WhatsApp CRM sits next to the conversation: you set the label and the stage in the same place where you reply to the customer.

How it works in practice

Here is the path of one lead, from the first message to the follow-up:

1. The chat comes in. A customer writes "Hi, how much is the service?". In WhatsApp Web, you open the Zapext panel, in the tab on the left side of the screen, and see that contact's details.
2. You apply labels. Tag the source (for example, "Instagram") and the interest ("Quote"). Labels let you filter contacts later and send campaigns only to people with that interest.
3. The contact goes into a Kanban column. Put the lead in "In conversation". When you send the proposal, drag the card to "Proposal sent". The board shows how many leads are in each stage.
4. You create a reminder. If the customer says "let me think about it", create a reminder for Thursday at 10 a.m. At that time, Zapext reminds you and you pick up the conversation with a ready-made quick reply.

Do this for every new chat and the board starts showing your real pipeline: who is waiting for a reply, who got a proposal and who needs a follow-up today. Speed matters: a study published in Harvard Business Review found that companies that replied to a lead within an hour were about 7 times more likely to qualify it than those that replied later^[2].

To try this flow on your own WhatsApp, install the extension and follow the steps in "How to set it up in 15 minutes" below.

Extension vs. API platform: which one to choose

There are two ways to get a CRM on WhatsApp. An extension runs on the WhatsApp Web you already use, in your browser. An API platform connects your number to the official WhatsApp API and gives you its own inbox. Kommo, for example, is a CRM built on the official API that starts at USD 20 per user/month, with a 6-month minimum subscription^[3]. On the API, Meta also charges per delivered message (marketing, utility and authentication templates), with rates by country and category^[4].

Criterion	WhatsApp Web extension (e.g. Zapext)	Official API platform
Where it runs	In WhatsApp Web, in Chrome on your computer	In its own dashboard, on the web and in apps
Number	The same number and app you already use (regular or Business)	A number connected to the API through a provider
Setup	Minutes: install, log in and create the columns	Number registration, verification and template approval
Cost	Flat subscription, no per-message fees	Platform subscription (usually per user) plus Meta's per-message charges
Channels	WhatsApp only	Often combines WhatsApp, Instagram, Messenger and website chat
Uptime	While WhatsApp Web is open in the browser	24/7, on the platform's servers
Team	Solo sellers and small teams (on Plus, up to 4 users per number)	Large teams with many agents working at the same time

When to use an extension: you sell or support customers on WhatsApp, want to organize leads and follow-ups without changing your routine, and prefer a flat price. That fits most solo professionals and small businesses sharing one number.

When an API platform is the better choice: you need omnichannel support (WhatsApp, Instagram and website in one inbox), have a large team on the same channel, send high-volume notifications with approved templates, or need a bot that answers 24/7 with no computer turned on. In those cases, an API platform is a better fit than an extension.

If you are still comparing options, read our guide to the best CRM for WhatsApp.

Features

Kanban

Columns that represent the stages of your pipeline, with one card per contact. You define the stages and drag the card when the lead moves forward. Start with 4 or 5 columns: pipelines with too many stages tend to be abandoned. See stage examples in Kanban for WhatsApp.

Labels

Tags for the source, interest, status or priority of each contact. Use them to filter the list and to segment campaigns, so a message only goes to people with that label. Unlike WhatsApp Business labels, Zapext labels also work with regular WhatsApp.

Quick replies

Ready-made answers for price, delivery time, address and payment options, as text, audio, media or files. You send them in a few clicks instead of typing the same reply several times a day. Templates and tips in WhatsApp quick replies.

Reminders and scheduling

Create a reminder to follow up with a contact on a set date and time, or schedule a message to be sent later. That is how "call me next month" becomes a task with a date. Step by step in schedule WhatsApp messages.

Webhooks and integrations

Webhooks send data from Zapext to other tools, such as HubSpot, Bitrix24, Pipedrive, RD Station and Google Sheets. You keep working in WhatsApp Web while your main CRM or spreadsheet stays up to date. See the list on the integrations page.

Other included features

• Bulk sending to contacts segmented by label (only send to people who agreed to receive messages).
• Keyword chatbot and automatic messages.
• Audio transcription, privacy mode and a link with QR code.
• Import, export and backup of your data.
• On the Plus plan: up to 4 users per number, chat transfer and priority support. More in multi-agent WhatsApp.

Does it work with regular WhatsApp and WhatsApp Business?

Yes. Zapext works in WhatsApp Web with a personal account (regular WhatsApp) or with WhatsApp Business. Just open WhatsApp Web in Chrome with the extension installed. This helps people who sell from their personal WhatsApp: the app does not have Business labels, and the extension adds labels, a Kanban and quick replies.

Two limits: Zapext works on computers, not on phones, and it does not connect to numbers that use the official API. If your number is already on the API through a provider, use that provider's dashboard.

How much does it cost

Plan	Monthly	Annual	Best for
Starter	R$ 49.90/month	R$ 297/year (about R$ 24.75/month)	1 user per number: Kanban, labels, quick replies, reminders, bulk sending, chatbot and webhooks
Plus	R$ 129/month	R$ 997/year (about R$ 83.08/month)	Up to 4 users per number, chat transfer and priority support

Prices for Brazil, in reais. Each plan covers 1 WhatsApp number and has a 7-day guarantee. See the details in plans and pricing.

For comparison: Kommo's Basic plan costs USD 20 per user/month with a 6-month minimum subscription; for 3 users, that is USD 360 over the minimum period^[3]. At Agendor, a Brazilian CRM, the Pro plan costs R$ 59 per user/month and the WhatsApp Sync add-on costs R$ 49 per number/month^[5]. List prices checked on October 24, 2026; confirm current terms on the official pages.

How to set it up in 15 minutes

1. Install the extension. On your computer, open the Zapext page on the Chrome Web Store and click "Add to Chrome".
2. Open WhatsApp Web. Go to web.whatsapp.com in Chrome. If you are not connected yet, scan the QR code with your phone as usual.
3. Log in. Zapext shows up as a tab on the left side of WhatsApp Web. Click the avatar icon and log in with your email and password. If you don't have an account yet, create one on the website or inside the extension.
4. Build the pipeline. Create 4 to 5 Kanban columns. Suggestion: New lead → In conversation → Proposal sent → Closed.
5. Create labels. Start with 3 to 5: source (Instagram, referral, website) and interest.
6. Add quick replies. Write answers to the 5 questions you get most often.
7. Use it on your next chats. For every new contact: a label, a column and, if there is a next step, a reminder.

More detailed instructions in how to install the Zapext extension. If more than one person handles the chats, agree on one simple rule: no new chat stays without a stage and a label.

Bulk sending and data protection

WhatsApp may restrict numbers that message people who did not ask for it or that get many reports, whatever tool is used. WhatsApp's messaging policy requires that people have agreed to be contacted^[6]. Only send campaigns to contacts who gave opt-in, segment by label and respect anyone who asks to stop.

Customer data on WhatsApp is personal data and falls under data protection laws such as Brazil's LGPD. The guide from Brazil's data protection authority (ANPD) for small data processors sums up the essentials: have a legal basis for the contact and do not pass lists on to third parties^[7]. With Zapext, your data is stored locally on your computer, encrypted, with backup and export options.

Sources

1. [1] Zapext — ficha na Chrome Web Store (552 usuários, nota 5,0) — Chrome Web Store (2026). accessed 2026-10-24.
2. [2] The Short Life of Online Sales Leads — Harvard Business Review (2011-03). accessed 2026-05-19.
3. [3] Kommo — Compare os planos e preços — Kommo (2026). accessed 2026-10-24.
4. [4] Pricing on the WhatsApp Business Platform — Meta for Developers (2026). accessed 2026-10-24.
5. [5] Agendor — Planos e preços — Agendor (2026). accessed 2026-10-24.
6. [6] WhatsApp Business Messaging Policy — WhatsApp (2024). accessed 2026-05-19.
7. [7] Guia Orientativo — LGPD para pequenas empresas — ANPD (Autoridade Nacional de Proteção de Dados) (2022). accessed 2026-05-19.