This article is part of a larger series on VoIP.
Call management systems help businesses handle inbound and outbound calls efficiently, providing better caller experiences to customers. These tools are commonly found as the inclusion of voice-over-internet-protocol (VoIP) service plans. However, not all providers offer the same set of functionalities at the same price points. Therefore, we analyzed various options to determine the top six best business phone systems based on the overall value they deliver.
We found the best VoIP platforms for call management to be:
- Nextiva: Best for businesses looking for an affordable but high-quality call management system
- RingCentral: Ideal for scaling businesses that want to utilize a robust VoIP platform with an extensive list of almost 300 third-party app integrations and in-depth analytics and reports
- 8×8: Well-suited for companies with a global presence looking for unlimited international calling services
- Vonage: Great for small teams that need a robust yet low-cost communications platform with team collaboration features
- Grasshopper: Best for small business owners wanting to manage business calls on their personal devices
- Google Voice: Best for freelancers and solopreneurs looking for a basic call management system
Best Call Management Systems at a Glance
Call Management Systems
$28.95 per user, per month
4.55 out of 5
$29.99 per user, per month
4.47 out of 5
$12 per user, per month
4.44 out of 5
$19.99 per user, per month
4.04 out of 5
$29 per month for 1 phone number
3.70 out of 5
Free for a single user
3.65 out of 5
If you want to learn more and gather other options, check out our list of the best business phone systems.
Nextiva: Best Overall Call Management System
*Prices are based on one to four users with an annual payment option. The longer the term and the higher the number of users, the lesser the monthly fees, thanks to Nextiva’s contract- and volume-based discounts.
Nextiva is an intuitive business phone system that lets users manage calls, voicemails, faxes, short message service (SMS) texts, video conferences, and team messages. It stands out with its affordable pricing, offering up to 12,500 toll-free minutes—the most generous compared to all the providers on this list. It also comes with a 250-participant limit on video conferencing. Additionally, it boasts a robust feature set that includes a multi-level auto-attendant and free professionally recorded greetings on premium plans.
While Nextiva is an excellent VoIP option for small businesses, those with a global presence must look elsewhere. It lacks international local phone numbers and unlimited calls in overseas locations, unlike 8×8. Moreover, compared with its competitors like RingCentral, its premium plans are more expensive and have fewer third-party software integrations. If these weaknesses are your priorities, the mentioned alternatives are worth checking out.
- Call Pop: Be prepared on each call with essential caller details—like experience, last survey response, sentiment, and value—that are displayed before you pick up the phone.
- Video conferencing: Enjoy up to 250 meeting participants in video conferencing rooms, which is the highest of the providers on this list. Screen sharing, video conference recording, chat, and scheduling features are available.
- Call management: Nextiva’s comprehensive call management features include multi-level auto-attendants, call groups, and call recording. It also boasts unlimited calling within the U.S. and Canada and limitless video call minutes.
We compared Nextiva with RingCentral (the second highly rated call management system on this list). Read our detailed head-to-head comparison to determine which is a better fit for your business.
RingCentral: Best Call Management System for Third-party Integrations
*Pricing is calculated based on an annual billing basis for one user. Monthly rates are available on RingCentral’s pricing page.
RingCentral is a VoIP and unified-communications-as-a-service (UCaaS) software solution that offers the most comprehensive call management features compared to all the other providers in this article. Apart from its unlimited calls and texts, it has advanced features like real-time analytics, whisper, and barge. With an extensive list of almost 300 third-party app integrations, its powerful platform allows you to make it even more optimized for your desired communications experience through open APIs.
RingCentral’s pricing, while not the cheapest on the market, is still reasonable given its comprehensiveness. For instance, its base plan is just a few dollars higher than Grasshopper’s, which is noteworthy because it has more inclusions and hardware support.
RingCentral is indeed an impressive VoIP provider, but it still has its own weaknesses. It lacks the free professional voice greetings that Nextiva offers. Additionally, beginners and small business owners can find its robust platform overwhelming and expensive, especially if they only need a basic business phone system like Grasshopper or Google Voice.
- Call management and phone system administration: RingCentral has a complete list of call management features, including answering rules, call logs, call screening, call park, call forwarding, and call transfer.
- Extensive list of third-party software applications: RingCentral lets you integrate your existing apps to its platform. You can seamlessly connect popular software, like Salesforce, Slack, Microsoft Teams, Mailchimp, and Zendesk.
- Open APIs: Create your own custom applications for more automated workflows and efficiency with RingCentral’s APIs and developer portal.
Want to know more about this provider? Check out our comprehensive RingCentral review.
8×8: Best Call Management System for International Calling
*Pricing for X2 and X4 plans is based on an annual payment, but you also can choose monthly plans for an additional cost.
8×8 is a low-cost VoIP services solution with intuitive, unified communication features, including calls, team messaging and collaboration, video conferencing, and contact center tools. While its capabilities aren’t as comprehensive as Nextiva or RingCentral, it is an excellent option for small businesses that are not looking to scale anytime soon. 8×8 still provides great call management functionalities, such as multi-level auto-attendants, call queues, presence detection, hotdesking, and call handling.
Apart from its affordable plans, its international phone numbers and unlimited overseas calling to up to 47 countries make 8×8 stand out in the market. Those with a global presence can save a lot with its generous offerings for international calls.
However, users must note that 8×8’s entry-level plan has limited features. It includes unlimited domestic calling, video and audio conferencing, chat, and call management tools, like business hour handling, auto-attendant, and visual voicemail. Additionally, some countries are locked in the more advanced package tiers, so make sure that you check the eligible locations for unlimited calls for the X-Series plans.
- Enterprise-grade cloud private branch exchange (PBX): 8×8 comes with unlimited calls, texts, and faxes, as well as call management features like multi-level auto-attendant, call recordings, call handling, and analytics.
- Video conferencing: 8×8 lets you host video conferences for up to 100 active participants (for Express and X-Series plans). Features include content sharing, virtual backgrounds, and chat.
- Team chat: Communicate and collaborate with your colleagues through 8×8’s team chat accessible from your phone or desktop computer. You can launch video or audio calls with one click from the chat thread and integrate your other existing chat platforms, like Slack.
Find this provider impressive? Read our 8×8 review to find out if it’s the best VoIP solution for you.
Vonage: Best Call Management System for Team Collaboration
*Pricing is calculated based on an annual billing basis for one expected user.
Vonage is a VoIP and UCaaS platform that caters to small-to-medium-size teams looking to manage customer experiences in a single platform. It has unlimited calls, texts, team messages, and call management features like call screening, busy lamp field (BLF), call blocking, and caller ID.
Additionally, Vonage has an impressive set of team collaboration features. These capabilities include call announce, call groups, call monitoring, conference bridge, paging group, team messaging, and video meetings.
Looking for more options? Read our comprehensive list of the best call monitoring software solutions for small businesses.
On the other hand, Vonage’s pricing page is vague regarding which features are included in their plans. While its base plan is cost-effective, its monthly rates can get expensive for those who need its more extensive features. For instance, its auto-attendant feature is available in its higher-tier package, unlike Nextiva, which provides it in its base plan.
- Call announce: Be prepared before you pick up the call with the call announce feature that whispers the custom tag associated with the phone number.
- Call flip: Vonage lets you transfer calls from your mobile device to your desk phones or vice versa without the caller knowing it.
- Complete call management control: Vonage provides you with full control of the calling experience, letting you hold, park, queue, forward, monitor, route, or continue calls as needed.
Grasshopper: Best Call Management System for Basic VoIP Needs
*Pricing is on a monthly basis. Annual pricing is available on Grasshopper’s pricing page.
Grasshopper is a virtual phone system that lets you transform your personal smartphone into your business phone. It is best for small businesses wanting to have a separate phone line and a straightforward system for business communications. It requires users to connect your new business phone number to your existing phone line, similar to Google Voice.
Unlike most VoIP providers in this list, Grasshopper provides access to all its features in all plans. The only difference between them is the number of phone numbers and extensions. However, users must note that its services are basic, unlike Nextiva’s or RingCentral’s extensive UCaaS solutions.
- Incoming call control: Block specific calls, screen callers, and customize schedules for your business hours with this Grasshopper feature.
- Custom greetings: Give your callers a professional impression with customized greetings that will play when they call.
- Instant response: Let Grasshopper send an automatic text to your callers when you cannot pick up a call.
Is eliminating spam and scam calls critical to your business? Check out our list of the best call blocker apps for more options.
Looking for more information on this platform? Read our Grasshopper review to determine if its offerings match your business needs.
Google Voice: Best Call Management System for Solopreneurs & Freelancers
Google Voice is an excellent VoIP solution for those who are utilizing Google apps in their workflow. It offers a free virtual phone number and basic call management tools, like call screening, blocking, and forwarding. It also features visual voicemail, even with its free version.
While its simplicity and affordability are very impressive, those with advanced call management needs must look elsewhere. Google Voice has minimal features across all plans and is made only for users with low to average call volumes. If you are looking for a robust VoIP or UCaaS platform, check out RingCentral or Nextiva instead.
Google Voice Features
- Google integrations: Seamlessly integrate Voice with Google Workspace apps like Meet and Calendar.
- Smart AI: Google’s artificial intelligence (AI) filters spam calls, automatically transcribes voicemails, and lets you configure your PBX.
- Hardware support: While you only need your desktop or mobile phone to manage your calls, Google Voice is also compatible with Polycom® devices.
Considering Google Voice as your virtual business phone system? Check out our Google Voice review for more information.
How We Evaluated the Best Call Management Systems
The best call management systems must provide an excellent mix of robust VoIP features, affordable rates, and easy-to-use user interfaces. Basic capabilities—like call routing and an auto-attendant—are must-haves. To find the best options, we also looked at more advanced functionalities, such as real-time analytics and custom greetings.
Upon analyzing the top business phone system providers, Nextiva scored 4.55 out of 5—making it the best overall call management system. It offers non-negotiable features, like call control and premium features such as third-party integrations, custom reports, and call pop.
Nextiva’s reasonable pricing is also impressive, with one-, 12-, 24-, and 36-month contract options, and volume and contract length-based discounts available. Check out our comprehensive Nextiva review for more details.
Learn how we evaluated the best call management system by clicking on the tabs below:
25% of Overall Score
We compared solutions to see which provided the most call management features and functionality at the lowest price. We also checked which providers offer a free trial and discounts based on contract length and user volume.
25% of Overall Score
We looked into platforms that provide the best call management solutions. We focused on features like local phone numbers, call forwarding, call blocking, call queuing, call recording, and contact management.
25% of Overall Score
We evaluated solutions based on the niche features they provide to help improve the user experience. We checked if their plans include a mobile app, toll-free numbers, vanity numbers, video calling, live call monitoring, and third-party app integrations.
25% of Overall Score
We analyzed providers by assessing their standout features, ease of use, popularity, and value. We also considered our personal experience and what actual users are saying about its services.
The best call management systems today offer their own mix of basic to advanced features and affordability. While each has its distinct strengths, Nextiva made it on top of our list with its impressive price range and features, perfect for small- to medium-sized businesses. Sign up for its demo to find out if it matches your needs.