Quick answer: To sell on WhatsApp, you need three things working together: the official WhatsApp Business API, a shared inbox so several people can answer from one number, and a CRM record behind every chat. Interakt has a built-in sales CRM and catalog sync, WATI connects to HubSpot, Salesforce and Zoho CRM, AiSensy focuses on broadcasts and routing, and Gallabox syncs with Zoho, HubSpot, LeadSquared and Pipedrive.
Why a WhatsApp number alone is not a sales system
The free WhatsApp Business app works for a shop with one phone. It breaks when you have three salespeople who all need to answer, when a customer who messaged on Tuesday has to be remembered on Friday, or when you want to message two hundred past buyers about a new product. Those jobs need the API, a team inbox and customer data.
The CRM part is what turns chat into revenue. A chat without a record is just a conversation; a chat linked to a lead, a stage and a follow-up date is a pipeline. If you are choosing a provider first, our overview of WhatsApp Business API providers in India lists the field; this guide is about the set-up.
The four building blocks
| Block | What it does | Example in practice |
|---|---|---|
| Number and API access | Gives you an official business number | Display name, optional green tick |
| Shared inbox | Several agents answer from one number | Chats assigned to sales or support |
| Automation | Replies and routes without a human | Greeting, product menu, form capture |
| CRM record | Remembers who the customer is | Lead stage, notes, next follow-up |
Every provider on our list covers the first three. The fourth is where they differ, so test it on your own flow.
What each tool says it offers
Interakt. Its site describes a WhatsApp Business API platform with an omnichannel inbox, a drag-and-drop no-code chatbot builder, broadcasts, and a sales CRM that centralises "leads from WhatsApp, workflows, API, Shopify, or manual entry". It also lists product catalog syncing with Shopify, WooCommerce or Excel. It describes itself as a Meta Certified Technology Provider and offers a 14-day free trial. This makes it a fit for small online sellers who want chat and a light CRM in one login.
WATI. Its site lists a shared team inbox, broadcast campaigns, no-code chatbots, click-to-WhatsApp ads and Instagram automation. It integrates with HubSpot, Salesforce, Zoho CRM, Shopify, WooCommerce and Klaviyo, plus more through Zapier and Make. WATI says it serves "16,000+ businesses across 190+ countries"; that is the vendor's own figure. Pick it when your CRM is already chosen and you want WhatsApp to feed it.
AiSensy. Its site lists broadcasts with scheduling, an AI chatbot with a drag-and-drop flow builder, multi-agent live chat with smart routing by tags or campaigns, WhatsApp Forms for lead capture, a product catalog and in-chat payments (UPI, cards, Razorpay, PayU). It also lists CRM integrations including LeadSquared and WebEngage. On its page, per-message rates were Rs 1.09 for marketing and Rs 0.145 for utility and authentication messages (checked October 2026); Meta changes conversation charges often, so verify before budgeting.
Gallabox. Its site lists a shared inbox, broadcasts, a plain-language chatbot builder, appointment booking with calendar sync, payment collection, drip sequences, lead scoring and routing, and syncing with Zoho, HubSpot, LeadSquared and Pipedrive. It also lists a voice agent for calls. It fits service businesses that book appointments, such as clinics, real estate and coaching.
If you want one login for WhatsApp and CRM, also read about Interakt CRM. If you already own Zoho CRM or Kylas CRM, check how their WhatsApp support compares with a separate provider; see Zoho CRM and Kylas CRM.
Setting up in seven steps
1. Decide the journey. Draw it on paper: ad or QR code, first message, product question, price, order or booking, follow-up. WhatsApp selling works when each step has a reply template.
2. Apply for API access and choose a display name. Your provider guides you. Use your real brand name; Meta reviews it.
3. Create entry points. Add click-to-chat links to your website, Instagram bio, invoices, packaging, shop board and visiting cards. WATI and AiSensy both list click-to-WhatsApp ads, which connect an advertisement directly to a chat.
4. Build a first-reply flow. A greeting, two or three buttons (see products, talk to sales, track order), and a form capturing name and requirement. Keep it short; long menus drive people away.
5. Connect the CRM. Either use the built-in CRM (Interakt) or integrate with yours (WATI, Gallabox, AiSensy). Test that a new chat creates a lead with the right source.
6. Set routing and hours. Assign chats by product or language, and write an after-hours message promising a time for reply.
7. Train the team on three rules: reply within a set time, tag every chat with a stage, and always set a next step before closing it.
A worked example: a coaching institute
Take a hypothetical coaching institute with three counsellors. A parent clicks a Facebook ad and lands in a WhatsApp chat. The first-reply flow asks the student's class and target exam, then creates a lead tagged with the ad campaign as source. The chat is routed to the counsellor who handles that course. The counsellor offers a demo class, and the CRM stage moves to "Demo booked" with the date stored as the next step. A day before the demo, a template reminder goes out; after it, a follow-up asks for feedback. Each of those steps maps to the building blocks above, and none needs the counsellor to remember anything. The same shape works for a clinic booking appointments, a distributor taking repeat orders, or a jeweller sharing new designs. For the education case in depth, see lead management for coaching institutes.
Broadcasts without burning your list
Broadcasts are powerful and easy to abuse. Use templates that Meta has approved, message only people who opted in, and segment before you send. A message about a product someone asked for does well; a general offer sent to everyone gets blocks and lowers your quality rating. Aim for a rhythm of one or two useful messages a month per segment, then measure replies and orders, not only opens.
Costs to understand before you commit
WhatsApp selling has two cost layers: the provider's subscription (a monthly plan or per-user fee) and the per-message charges that pass through from Meta. Ask each vendor for both in writing and model your expected volume. AiSensy publishes message rates on its homepage, as noted above; for others, check the pricing page or request a quote. Free trials, like Interakt's 14 days, are the best way to find out whether your team actually uses the inbox.
Who this is not for
If you sell high-ticket products through long, multi-person negotiations, WhatsApp is a supporting channel, and your main CRM should be a full sales tool such as Zoho CRM; see best CRM software in India. If your customers do not use WhatsApp, or you cannot staff replies, the inbox will fill with unanswered chats. And for ecommerce-heavy needs, our WhatsApp automation for ecommerce guide goes deeper. Browse the full WhatsApp automation category for more options.
FAQs
How do I use WhatsApp for sales in India?
Move from the free app to the WhatsApp Business API through a provider, add a shared inbox for your team, create approved message templates, and connect every chat to a CRM lead.
Which is the best WhatsApp CRM in India?
It depends on your set-up. Interakt includes a CRM, WATI integrates with major CRMs, AiSensy focuses on broadcasts and routing, and Gallabox suits appointment businesses. Try two trials with your real flow.
Can multiple people use one WhatsApp number?
Yes, through a shared team inbox on the API. Each agent logs in separately and chats can be assigned and tracked.
Do I pay per message on WhatsApp Business API?
Meta charges per message by category, and providers add their own fees. AiSensy lists its message rates on its site; other providers publish theirs or quote them.
Is it safe to send bulk WhatsApp messages?
Only to people who opted in, using approved templates. Unsolicited bulk sending can hurt your number's quality rating.
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