Today’s most popular business phone systems transmit calls over the internet and serve as an alternative to traditional landline or cellular setups. These internet-based systems, which include voice-over-internet-protocol (VoIP) and virtual phone services, offer substantial cost savings as well as advanced functionality like automated attendants, mobile apps, and software integrations.
The best business phone systems for small businesses are:
- RingCentral: Best for teams looking for an exceptional overall package of features, usability, and affordability
- Nextiva: Best for companies wanting a solid package with a free, professionally recorded voice greeting
- Zoom Phone: Best for businesses that want a flexible range of pay-as-you-go and unlimited plans
- Grasshopper: Best for smaller organizations looking for a powerful yet affordable virtual phone system
- 8×8: Best for teams looking to make calls to many different countries at no extra cost
- Google Voice: Best for solo workers and freelancers looking for a free, no-frills option
Which Business Phone System Is Best for You?
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The Types of Business Phone System Explained
There are three main types of business phone systems: voice-over-internet-protocol (VoIP), virtual phone systems, and landline services. These distinct services all have their own advantages and disadvantages.
Click on the appropriate button below to learn more about each type:
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The first and most popular kind is known as a VoIP service. VoIP systems transmit calls over the internet and also convert those calls to the standard public switched telephone network (PSTN) so that you can make calls to other VoIP phones, landlines, and mobile devices. VoIP systems can either be hosted in the cloud or in a customer’s office. VoIP services do not depend on another number to forward calls from, unlike virtual phone services. -
Virtual phone services come at a lower cost than VoIP services, but rely on another phone number from which to forward calls. They also lack most of the advanced features found in leading VoIP solutions. However, they are a great choice for freelancers and very small teams that simply want a separate phone number reserved for work purposes. -
Business landline services have been in use for more than 100 years. These services are typically more expensive than internet-based alternatives and offer no advanced features. However, they run independently of the power grid and your internet connection, so they make sense for rural users or those who otherwise lack a stable network.
RingCentral: Best Overall Small Business Phone System
RingCentral, which is our top overall pick for best small business VoIP service, provides unlimited domestic calling and texting right from your desktop or mobile device. It also comes with an automated attendant to greet and route your callers without any human intervention, as well as HD video conferencing between you and your team members. With pricing starting at $19.99 per user, per month for two to 20 users on an annual basis, RingCentral offers a wide range of features in an affordable, intuitive package.
RingCentral Strengths | RingCentral Weaknesses |
|---|---|
Exceptionally easy to use | Could be overkill for smaller teams |
HD video conferencing for up to 200 people at once | Advanced features locked behind more expensive packages |
Automated attendant handles incoming calls | No free professional voice greeting |
RingCentral Pricing
- Essentials: $19.99 per user, per month for up to 20 users, unlimited calling, and unlimited texting*
- Standard: $24.99 per user, per month with unlimited audio conferencing and video meetings for up to 100 participants*
- Premium: $34.99 per user, per month with unlimited call recording, analytics, and integrations with outside business software*
- Ultimate: $49.99 per user, per month with device status reports and unlimited storage*
*Pricing is on an annual basis for two to 19 users. Volume discounts are available, and so are monthly plans that come at an extra cost.
From now through December 31, RingCentral is offering 25% off on all new subscription plans, as well as two months of free service. Check out RingCentral’s website today for more information.
RingCentral Features
- Automated attendant: All RingCentral plans come with an automated attendant that greets all of your incoming callers and routes them to their desired extension based on your preconfigured rules. Setting up a phone tree takes just a few minutes.
- Mobile apps: Like most of its competitors, RingCentral offers apps for iOS and Android devices so that your remote staff can keep in touch with you.
- Toll-free numbers: Every new RingCentral account comes with the choice of either a local number from anywhere in the United States or a toll-free number with a 1-800 prefix. This is useful as it lets your customers call you at no cost to them, and it can also project a more respectable business presence to your audience.
Nextiva: Best Small Business Phone Service for Professional Greetings
Nextiva is a VoIP system that offers a full range of VoIP features with a starting price of $27.95 per user, per month for five to 19 users on an annual basis. What makes Nextiva stand out is that its premium packages offer a free voice recording for your business done by a professional voice-over artist. This can go a long way in making your business seem more established and respectable to anyone who calls your business.
Nextiva Strengths | Nextiva Weaknesses |
|---|---|
Free professional greeting with advanced plans | Dated-looking interface |
iOS and Android apps | Annual plans require 36-month agreement |
Visual voicemail with all plans | Lacks unlimited international calling |
Nextiva Pricing
- Essential: $27.95 per user, per month for unlimited calling and a free local or toll-free number*
- Professional: $30.95 per user, per month with conference calling for up to four people, team messaging, peer-to-peer video calling, and a free, professionally recorded voice greeting*
- Enterprise: $37.95 per user, per month with voicemail transcription, voice analytics, and call recording*
*Pricing is on an annual basis for five to 19 users. Volume discounts are available as you add more users, and so are monthly plans at an additional cost.
Nextiva Features
- Free voice greeting: Nextiva’s Professional and Enterprise plans come with one free recording for your system. This essentially means that Nextiva will cover the charges for hiring a voice-over artist to do a personalized greeting for your organization.
- Software integrations: Nextiva comes standard with the ability to connect call data to your customer relationship management (CRM) software, customer ticketing systems, and payroll software. This can be used to automate processes and save your team a lot of time.
- Video chat: Nextiva offers HD video calling in all of its plans. This is especially useful for remote teams that do not have the luxury of face-to-face meetings.
Zoom Phone: Best Small Business Phone Service for Low Call Volumes
Zoom Phone is a newer VoIP system that offers many of the same features of its competitors, such as mobile apps, automated attendants, and visual voicemail. However, what makes Zoom Phone special is its flexible range of plans, including pay-as-you-go packages and bundled plans starting at $10 per month on an annual basis. Zoom Phone is a fantastic choice for teams with low call volumes that want to save money.
Zoom Phone Strengths | Zoom Phone Weaknesses |
|---|---|
Pay-as-you-go plans available | Limited calling plans could add up |
Intelligent call routing | New, unproven service |
Software integrations | Somewhat vague pricing structure |
Zoom Phone Pricing
- US & Canada Metered: $120 per person, per year with a local U.S. or Canada number and metered rates on calls*
- US & Canada Unlimited: $180 per person, per year with a local U.S. or Canada number and unlimited domestic calls*
- Pro Global Select: $240 per person, per year with unlimited calling and phone numbers in more than 40 countries*
*Monthly pricing is also available at an additional cost. Other optional add-ons include a toll-free number for $60 per year and the ability to add international calling to any plan for $120 per year.
Zoom Phone Features
- Call recording: Zoom Phone comes standard with unlimited call recording in all of its plans.
- International numbers: The Pro Global Select plan allows you to adopt a number from countries all over the world. This is especially helpful if you do business overseas and want to accommodate your audience.
- Slack integrations: Zoom Phone comes standard with the ability to connect with Slack so that your team members can make calls directly from that app on desktop or mobile.
For more information about Zoom’s other features, such as their video conferencing capabilities, visit their website.
Grasshopper: Best Small Business Virtual Phone Systems
Grasshopper is a virtual phone system, which means that it requires an existing phone line to forward calls from in order to work. However, virtual phone systems typically come at a lower cost than leading VoIP systems while still providing a wealth of features such as desktop apps and automated attendants. Grasshopper is our top overall pick in the space, with plans starting at just $26 per month for one number and three extensions on an annual basis. Grasshopper is a perfect fit for smaller teams looking for a budget-friendly solution with plenty of features.
Grasshopper Strengths | Grasshopper Weaknesses |
|---|---|
Affordable pricing | Lacks unlimited international calling |
Intuitive | Requires existing phone lines |
No features locked behind premium packages | Limited faxing capabilities |
Grasshopper Pricing
- Solo: $26 per month for one number and three extensions*
- Partner: $44 per month for three numbers and six extensions*
- Small Businesses: $80 per month for five numbers and unlimited extensions*
*Pricing is on an annual basis. Month-to-month plans are also available for an additional fee.
Grasshopper Features
- Automated attendant: Grasshopper comes standard with the ability to greet and route all incoming callers without your human staff needing to intervene.
- Mobile apps: The system’s mobile apps offer nearly all the features of the desktop version.
- Phone numbers: Grasshopper provides small businesses with an affordable way of attaining a toll-free number, which makes it one of the most attractive options on the market today. Check out our guide to business phone numbers for more information on how toll-free numbers can help you stand out.
8×8: Best Business VoIP Service for International Calls
8×8 is a VoIP system that comes with most of the same features found in its competitors. It offers plans starting at $12 per user, per month, making it one of the more affordable VoIP solutions available. What makes the service special is that it offers unlimited international calling to up to 47 countries around the world. This makes it a perfect fit for teams that do a great deal of business overseas.
8x8 Strengths | 8x8 Weaknesses |
|---|---|
Affordable pricing | Lacks unlimited international calling |
Intuitive | Requires existing phone lines |
No features locked behind premium packages | Limited faxing capabilities |
8×8 Pricing
- Express: $12 per user, per month for unlimited domestic calling and a basic automated attendant
- X2: $25 per user, per month for unlimited calling for up to 14 countries, VoIP faxing, call reports, and call recording
- X4: $45 per user, per month for up to 47 countries
8×8 Features
- Unlimited international calling: 8×8’s X4 package offers calls to 47 countries at no additional cost.
- Call center capabilities: Advanced versions of the service come with canned reports, team presence notification, and other features that make 8×8 a solid call center VoIP system.
- Online media storage: Depending on the plan, 8×8 comes with up to 10GB of online storage for your most important files and recordings.
Google Voice: Best Business Phone System for Freelancers & Small Teams
Google Voice is a completely free virtual phone system that can be used by anyone with a Google account. The service only offers basic calling and texting. However, it offers a local number, unlimited domestic calling, and voicemail at no cost. This makes it perfect for freelancers or anyone else looking for a free dedicated business line.
Google Voice Pricing
Google Voice is completely free. There are some fees for calling select numbers in North America and international locations. You can go to their calling rates page for more information.
Google Voice Features
- Free phone service: Google Voice provides a complete, no-frills phone system for anyone with a free Google Account.
- Usability: Making calls and sending texts.
- Local phone numbers: Google Voice lets users choose among local phone numbers from nearly anywhere in the United States. This is useful if you have a significant audience in a different community from where your organization is based.
How We Evaluated Business Phone Systems
We evaluated various types of small business phone systems based on the following:
- Price
- Initial setup and on-going ease of use
- Call management features and added functionality like auto-attendants
- CRM or similar business tool integration
- System reliability and overall sound quality
- Customer support options
However, as today’s best business phone systems are internet-based service, they are only as good as the quality of your network connection. Therefore, we recommend you take our VoIP speed test to determine the overall health of your connection before signing up with any provider. You can also look at our more detailed guide for more information.
Bottom Line
There is no shortage of capable small business phone services on the market today. Internet-based services provide a large savings over older setups, and they also offer features that foster better overall small business communications. The fact that they require no additional hardware provides even further value for teams. These are just some of the many options available to you.
If you’d like to know more about VoIP systems and want to adopt one for your office, make sure that your office can support such a system. Check out our guide to setting up your own VoIP system here. You can also download our e-book on the subject for more detailed information.
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