Call management systems help users to keep their call volume under control. They are usually voice-over-internet-protocol (VoIP)-based software services, which means call management features vary between each system. We looked at many different call management systems and narrowed it down to the top six, examining comparisons in pricing, features, and user-friendliness to determine our picks.
Top 6 Call Management Systems 2020
Call Management System
(Best Overall) Value-conscious businesses that want high-quality call management
$30.95 - $44.95*
Growing teams looking for call management along with advanced features
$19.95 - $49.99*
Companies that do a lot of international calling
$25 - $55*
Small teams looking for a la carte call management features
$17.99 - $37.99*
Organizations wanting to manage business calls on their personal smartphone
$26 - $80*
Businesses that want different permissions for different users
$20.99 - $38.49*
*Pricing for each call management system can vary based on how many users you have signed on to the service. Prices are also subject to change due to promotions and other factors.
How We Evaluated Call Management Systems
Modern VoIP business phone systems have become increasingly feature-rich; however, the number one thing they need to include is basic call management. This is the ability to reliably put callers on hold, as well as mute, transfer, and block calls. The best call management systems also have more advanced features like auto-attendants, the ability to route calls based on business hours, and ring on multiple devices—all while remaining affordable.
To determine the best business phone system for call management, we examined the criteria above and others such as:
- Answering and call routing features
- Overall call quality
- Customer support
- Ease of use
- Mobile apps
- Integration capability and additional features
For the best overall call management system, we chose Nextiva. Its base features include auto-attendant routing services and integrations with apps you already use, which makes it easy to make and manage your calls. Features aside, Nextiva’s starting price of $29.95 a month makes it an attractive choice for smaller businesses looking to save money on phone services.
Take our quiz to find out what call management system is best for you.
Which Call Management System Is Right for You?
Nextiva: Best Overall Call Management System
Nextiva is a VoIP system with base features like auto-attendant and unlimited conference calling standard with every package, which start at $29.95 per user, per month. While other phone services offer more advanced multichannel communication functionality, its affordable price, reputation for excellent customer service, and reliable call quality makes it the best overall phone service for those who value call management above all other phone features.
Auto-attendant for all plans
Voicemail transcription is only available with higher-service tiers
You cannot use the mobile app with the Essential plan
Voicemail-to-email delivered to your inbox
Website portal is reportedly glitchy during peak hours
Nextiva offers a monthly and an annual plan, and the annual plan is 20% cheaper. However, the month-to-month plan makes it ideal for companies that do not want the commitment of a contracted phone plan. Additionally, Nextiva has a plan that involves a 36-month agreement, which could be frustrating to businesses that aren’t thinking three years ahead.
The prices below are based on five to 19 users:
- Essential: $29.95 monthly; $27.95 monthly on an annual basis
- Professional: $32.95 monthly; $30.95 monthly on an annual basis
- Enterprise: $39.95 monthly; $37.95 monthly on an annual basis
Why Nextiva Is Great for Call Management
Nextiva’s most basic plan includes call controls like transfer, hold, and mute along with simultaneous ring, which ensures that incoming calls are answered promptly by ringing on multiple devices all at once. In addition, Nextiva’s basic plan also includes a helpful busy lamp field (which can let you see at a glance if an agent is occupied by another call) and the ability to specify call groups.
Additional Noteworthy Nextiva Features
- Auto-attendant: Let a professional call routing service help callers get to the correct extension.
- Telephone numbers: Keep your existing phone number or choose a new one, including a toll-free number.
- Unlimited audio conference calls: Enjoy the ability to host audio conference calls with all tiers of service, between four and unlimited participants.
- Softphone calling: The Nextiva app allows you to make and receive phone calls through the internet.
- Integrations: Outlook and Google integrations are available with every service tier, and other integrations like Zendesk and HubSpot become available with higher tiers.
Visit our Nextiva reviews page for more information on pricing, features, and other questions.
RingCentral: Best Call Management System With Advanced Features
RingCentral is a full VoIP service, offering robust call management and other features like video conferencing, multilevel auto-attendants, and integrations with a large variety of business software. Plans start at $19.95 per user, per month. It is therefore best suited for companies looking for an advanced call management system that goes beyond basic calling.
Unlimited business SMS messaging to keep teams in contact
Auto-attendant is not available with the Essential plan
Keep your existing number or choose from local, toll-free, or vanity numbers
24/7 support is only available with the three higher-service tiers
Integrations like G Suite, Zendesk, and Office 365 available for higher tiers
Plans are more expensive than other competitors on this list
Like Nextiva, RingCentral’s plans are configured per user, per month, and can be purchased on a month-to-month basis or annually. Annual plans are 33% cheaper than monthly plans. The prices below reflect two to 19 users:
- Essentials: $29.99 per user, per month; $19.99 per user, per month with annual agreement
- Standard: $34.99 per user, per month; $24.99 per user, per month with annual agreement
- Premium: $44.99 per user, per month; $34.99 per user, per month with annual agreement
- Ultimate: $59.99 per user, per month; $49.99 per user, per month with annual agreement
Why RingCentral Is Great for Call Management
RingCentral allows you to set up dynamic answering rules for call routing based on your business’ operational hours as well as transfer calls between a desk phone and a mobile device without interrupting conversations in process. Telesales organizations can also make use of RingCentral’s call monitoring feature, which allows managers to listen in and audit agent performance.
Additional Noteworthy RingCentral Features
- Auto-attendant: Route and direct calls using this handy feature available with higher tiers of service.
- Voicemail-to-text: If you don’t have time to listen to your voicemails, read them using the voicemail transcription feature.
- Team messaging: Send and receive SMS text messages between your team members to stay in contact throughout the workday.
- Automatic call recording: RingCentral can be set up to automatically record incoming and outgoing calls based on user or department, saving you from needing to utilize a third-party call recording app.
- Equipment rental: Desk and office phones can be rented from RingCentral, giving customers a highly intuitive user interface (UI) for managing calls.
- Available apps: Desktop and mobile apps are available to users. You can start using the mobile app as soon as you create an account with RingCentral.
If you would like to learn more about RingCentral’s pricing and features, check out our RingCentral user reviews page.
8×8: Best Call Management System for International Teams
8×8 is a full VoIP service that offers many different methods of communication like team messaging and video conferencing. You can start with 8×8 for as low as $25 per user, per month. 8×8 is our pick for the best call management system for global organizations because it has collaboration at its core; features like unlimited international calling and audio, as well as video conferencing, keep you and your colleagues in touch no matter what time zone you’re in.
International calling is offered with every package
Fewer features than others on this list
Auto-attendant is available at all tiers
Mixed reviews with customer service
Services like number porting are reported to be slow
- X2: $25 per user, per month
- X5: $35 per user, per month
- X8: $55 per user, per month
8×8 does not require an annual agreement.
Why 8×8 Is Great for Call Management
8×8 gives you the ability to set custom call flows based on user roles, which can help to automatically route calls based on time zone and operating hours. In addition, 8×8 offers call monitoring, lets you record calls either to your desktop or to a Dropbox account (which can be a helpful feature if you want to share recordings with clients), and specify a single number that will ring a group of users.
Additional Noteworthy 8×8 Features
- International calling: All plans have an international calling plan, with more countries available the higher the tier you choose. The number of available countries per plan ranges from 14 to 47.
- Auto-attendant: Let a professional system guide callers through a phone tree, direct them to the right department, or dial an extension with all service tiers.
- Available apps: Mobile and desktop apps are available for all service tiers, letting you take 8×8 with you wherever you go.
- Audio and video conferencing: Keep in contact with clients and colleagues by hosting up to 100 participants at once.
- Integrations: Streamline your workday by using integrations that you are already familiar with, such as Zendesk and Salesforce.
Visit our 8×8 reviews page to get a more in-depth look at features and pricing.
Vonage: Best Customizable Call Management System
Vonage is a VoIP service best suited for smaller to medium teams due to its basic call handling features such as call screening, hold, park, and do not disturb. Tools like video meetings help teams to stay in contact, while a dashboard of recent calls can help you clearly see who you spoke with and when you were making calls. The ability to pick and choose what features you want is what makes Vonage our choice for the best call management system for customization.
Easily customizable plans
Plans can add up quickly in price
Toll-free numbers available
No voicemail transcription feature available
Different mobility options to route calls where they need to go
Vonage does not support vanity numbers at this time
- Mobile: $17.99 per user, per month*
- Premium: $27.99 per user, per month*
- Advanced: $37.99 per user, per month*
*Base pricing shown is for five to 19 users. Volume discounts are available as you add more users. Features like toll-free numbers, call recording, personalized tech support and visual voicemail cost extra.
Vonage does not require an annual agreement.
Why Vonage Is Great for Call Management
Vonage’s call management features include the ability to connect multiple devices to a single extension (which allows users to seamlessly flip between devices without interrupting a call in progress) or ring on desktop phones and mobile devices at the same time. You can also page groups over the speaker system, empower managers to “barge in” on calls if an agent needs help, or announce a call before transferring it to another user.
Additional Noteworthy Vonage Features
- Integrations: Choose from a wealth of business integrations like Salesforce, Office 365, and HubSpot.
- Auto-attendant: For an additional fee, a virtual receptionist helps callers reach the correct party or department.
- Hold music: Prevent callers from hanging up when on hold with lively background music to keep them engaged.
- Unlimited SMS messaging: Keep your teams in contact with the business messaging feature.
- “Orange Glove Setup”: With the Advanced tier, Vonage will provide live assistance in the setup of your device.
If you’d like to read more about Vonage and its advanced features, visit our Vonage reviews page for a more in-depth look.
Grasshopper: Best Call Management System for Mobile Users
Grasshopper is a virtual business phone number service that supports one number and three extensions for as little as $26. In addition to call management, Grasshopper includes voicemail transcription and the ability to choose from toll-free and vanity numbers, making it a great option for those who want to manage business calls on their personal mobile devices.
Keep your existing smartphone without needing excess equipment
Is a very basic service—not a full-scale VoIP service like 8x8 or RingCentral
User-friendly and easy to use
Complaints from customers about slow customer service
Business integrations like G Suite and Skype
Higher tiers do not offer better features; they simply unlock more phone lines and extensions
Grasshopper and Nextiva are similar in the way that they each offer annual and monthly plans. Grasshopper’s annual plans are 10% cheaper than monthly plans and you get more phone numbers and extensions with each of the three service tiers.
- Solo: $29 monthly; $26 annually (one number, three extensions)
- Partner: $49 monthly; $44 annually (three numbers, six extensions)
- Small Business: $89 monthly; $80 annually (five numbers, unlimited extensions)
Why Grasshopper Is Great for Call Management
All Grasshopper plans include the ability to forward calls to multiple extensions and allow you to set up forwarding rules for automatic routing based on your business’ operation hours. The service also includes a feature called Instant Response, which sends a text message to new callers on your behalf when you are unable to take a call and allows you to set up custom recorded welcome messages or other greetings.
Additional Noteworthy Grasshopper Features
- Voicemail transcription: Read your voicemails when you don’t have the time to listen to them.
- VoIP and Wi-Fi calling: Enjoy the ability to call over the internet with a VoIP connection or use your Wi-Fi to make and receive calls.
- Simultaneous call handling: Lose fewer callers by routing them to the next available representative available instead of getting a busy signal.
- Bring your own device (BYOD): Bring your own device; keep your existing smartphone for business and personal calls.
- Phone numbers: Choose from local, toll-free, or vanity numbers.
To learn more about what users have to say about Grasshopper, visit our reviews page.
Mitel MiCloud Business: Best Call Management System for Individualized Service
Mitel MiCloud Business is a VoIP service that offers unlimited calling with plans as low as $20.99 per user, per month. Unlike other services, Mitel lets you set service tiers for individual users. This means that you’re not paying extra money for features beyond call management that individual users will rarely, if ever, use. This is what makes it our pick as the best choice for teams that want to tailor plans for each team member.
Mitel MiCloud Business Strengths
Mitel MiCloud Business Weaknesses
Sign users up for higher-service tiers on a case-by-case basis
You’re capped at 100 users at even the highest service tier
Customize your hold music to keep callers engaged
Customer support is outsourced, creating frustration between clients and agents
Outlook and G Suite integrations available
App looks dated and is somewhat clunky
Mitel MiCloud Business Pricing
- Essentials: $20.99 per user, per month
- Premier: $26.59 per user, per month
- Elite: $38.49 per user, per month
Why Mitel MiCloud Is Great for Call Management
Mitel MiCloud allows you to set custom ringtones, part calls, page groups of users, and transfer calls. It also features call handling, which helps to route calls to other agents or other devices based on agent availability or custom settings.
Mitel MiCloud Business Features
- 24/7 customer support: Customer service is available any time of the day or night, any day of the week.
- Number porting: Keep your existing phone number and port it over when you switch to MiCloud.
- Mobile app: Make and receive calls, manage settings, and send SMS messages with the mobile app.
- Call handling: Enjoy features like call waiting and transferring, caller ID, and more.
- Integrations: Apps you already use can be accessed by taking advantage of integrations like HubSpot and Salesforce.
To learn more about Mitel MiCloud and its features, visit our reviews page for an in-depth analysis.
How to Set Up Your Call Management System
Regardless of which call management system you choose, it is worth noting that setting up any business phone service can be daunting for first-timers. For this reason, we recommend checking out our free e-book on setting up your business phone system.
Managing your call volume is a big part of your workday. A call management system that can easily help you control and route your calls is a worthy investment for your business. Features like auto-attendant and conference make the service even easier to use.
Nextiva ticks those boxes and more. Its reasonable prices and many features make it perfect for small businesses that are looking for exciting features but also want to save money. If you aren’t quite ready to make the purchase yet, check out Nextiva’s free trial and give it a try first.