Every month, I search the internet for the best voice-over-internet-protocol (VoIP) phone system for small business owners that offers cloud-based communication features not found in traditional landlines, all at a low cost. While I prefer providers with advanced features and artificial intelligence tools, various services cater to different business needs. Specifically, the best VoIP for…
Every month, I search the internet for the best voice-over-internet-protocol (VoIP) phone system for small business owners that offers cloud-based communication features not found in traditional landlines, all at a low cost. While I prefer providers with advanced features and artificial intelligence tools, various services cater to different business needs.
Specifically, the best VoIP for small businesses goes beyond standard voice calls; it provides a centralized platform for advanced call management, video conferencing, messaging, and seamless app integrations. Check out the list below for my top picks, with monthly fees starting at $10 per user for the most affordable plans:
RingCentral: Best overall VoIP phone system for small business
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Nextiva: Best for customer communications
Zoom Phone: Best for affordability
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Phone.com: Best for changing call patterns
GoTo Connect: Best for international calling
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Grasshopper: Best for business messaging
Ooma: Best for call quality and reliability
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Talkroute: Best call forwarding service
How to choose the best VoIP service for your small business
Choosing the best VoIP service starts with understanding how your business handles customer and team communication. Some businesses only need a professional phone number and basic call handling, while others need advanced routing, texting, video meetings, analytics, and integrations with sales or support tools.
Before choosing a provider, consider the following:
Your daily call volume: If your business handles a steady flow of customer calls, prioritize call queues, ring groups, auto-attendants, and call routing. For lower call volumes, a simpler virtual phone system may be enough.
How your team works: Remote and hybrid teams should look for strong mobile and desktop apps. Office-based teams may need desk phone support, shared lines, paging, or hot desking.
Customer communication channels: Decide whether your team only needs voice calling or also relies on SMS, video meetings, team chat, email, social messaging, or website chat.
Phone number needs: Check whether the provider offers local, toll-free, vanity, and international numbers. This matters if you want a local presence, national reach, or separate numbers for departments and campaigns.
Call routing setup: Think through how callers should move through your business. Features like IVR, extensions, call forwarding, and business-hours routing help ensure customers reach the right person quickly.
Tool connections: Choose a VoIP service that works with your CRM, help desk, calendar, ecommerce platform, or productivity apps. This keeps call history and customer context easier to manage.
Growth plans: Pick a provider that can support more users, locations, phone numbers, and advanced features as your business grows. Switching phone systems later can be disruptive, especially if your team depends on call flows and integrations.
Total cost: Look beyond the advertised starting price. Factor in add-ons for toll-free minutes, call recording, analytics, AI tools, international calling, SMS, hardware, and premium support.
How I evaluated the best small business VoIP service
The best VoIP service for small businesses offers tools to efficiently handle both incoming and outgoing calls, making it suitable for a wide range of budgets. For this guide, I compared eight well-known providers of VoIP and unified communications solutions. Then, I analyzed them based on cost, key features, and performance. To learn more about how I chose each provider, check out my evaluation criteria below:
Methodology weights
Pricing 25%
General Features 25%
Advanced Features 15%
Ease of Use 10%
Customer Support 10%
Expert Score 15%
Small businesses have unique budget considerations when selecting a VoIP service provider. To evaluate the costs of various VoIP solutions, I looked at factors such as free trials, discounts, and lower annual pricing. I then assigned higher scores to providers with more affordable options compared to their more expensive counterparts.
Every VoIP provider should offer essential calling features to help users manage inbound and outbound calls. I reviewed a range of VoIP features, including visual voicemail, business texting, and call management capabilities. Additionally, I investigated whether each platform offers a desktop or mobile app.
I awarded points to providers that offered additional key features, including AI-powered tools, IVR, real-time analytics, and video conferencing. I also evaluated which systems support international calling.
I assessed the usability of each VoIP provider by evaluating the technical expertise needed to set up and operate their phone systems. I examined whether the platforms offered an intuitive interface and user-friendly admin settings.
In this evaluation, I looked at the various customer support channels offered by each provider. These channels include live chat, phone, and email support. I awarded more points to providers that offer 24/7 support, while those available only during business hours received partial points.
Based on my firsthand experiences with each provider, I created an expert score by evaluating their unique features and ease of use. Additionally, I took into account user reviews to assess the popularity and value for money of the best VoIP services for small businesses.
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Frequently asked questions (FAQs)
Yes, VoIP is a valuable investment for small businesses seeking an efficient and affordable way to communicate with employees and customers. It offers excellent call quality, advanced call features, and the flexibility to work from anywhere without incurring high costs.
The first step in setting up a VoIP system is to identify business needs, assess bandwidth requirements, and evaluate the budget. The remaining steps are to select a VoIP provider, transfer or obtain a business phone number, and set up your new VoIP system.
Yes. However, VoIP has less extensive hardware requirements than traditional analog phone setups. Since VoIP is software-based, it can be installed on any device that connects to the internet, including desktop computers, laptops, smartphones, tablets, or an internet protocol (IP) phone.
Bottom line
It’s no secret that remote work is here to stay, and this shift has sparked a revolution in how businesses communicate. This means more companies are investing in VoIP services, which offer substantial cost savings, robust features, and the flexibility to work from anywhere.
In response to these shifts in the modern workplace, RingCentral tops this list as my go-to VoIP provider for small businesses poised to thrive in the digital age. With its robust call management features, RingCentral benefits companies with high call volumes and assists small businesses that want to scale their phone solutions or enhance team collaboration features over time.
Faithe J. Day is a technology expert with over a decade of experience writing and teaching about emerging digital trends. Holding a Ph.D. in Communication Studies, she has spent more than six years educating diverse audiences on communication strategies and collaborative tools. Her expertise spans office technology, project management software, and social media platforms. Faithe has contributed to Fit Small Business, Technology Advice, Noble Desktop, and Women in Tech, providing insightful analysis to help readers navigate the evolving tech landscape.
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