Talking to people is very important for small businesses, but finding the right phone system can be difficult. Finding the right balance between cost, usefulness, and scalability can be difficult. Many small businesses have trouble with old systems that don’t have features like voicemail-to-email, videoconferencing, or mobile interaction. Others find it hard and expensive to scale up.
This blog post discusses small business phone systems and the best ways to fix these problems. There are cost-effective options that work well and can grow with your business. How can each system help you communicate better? Read on to find out and pick the best one for your needs.
What Are Small Business Phone Systems?
Small business phone systems are more than just a means of making and receiving calls; they’re vital to your business communication strategy.
Whether it’s a traditional landline, a VoIP (Voice over Internet Protocol) setup, or a hybrid system, the right phone solution can drastically improve how you connect with customers and collaborate within your team.
Think of your company’s phone system as the backbone of customer service and internal coordination efforts.
Types of Phone Systems
There are several types of phone systems to consider:
- VoIP Phone Systems: These systems use the internet to transmit calls, offering features like voicemail, video conferencing, and integration with apps like Google Workspace.
- Traditional Phone Systems: Often referred to as landline systems, these rely on copper wires and offer essential phone services and dependability without requiring internet connectivity.
- Hybrid Systems: Combining VoIP and traditional phone elements, hybrid systems provide flexibility, allowing you to add new lines through the Internet or standard telephone.
Best 15 Small Business Phone Systems
1. DialPad – Best for Small Business Bargain-Hunters
Source: DialPad
If you’re looking for a cost-effective solution for your small business phone system, DialPad is your go-to option. It leverages cloud technology to enhance communication across your team.
With DialPad, you can manage calls, messages, and meetings in one platform, making it incredibly efficient. It’s designed for ease of use, ensuring you spend less time on setup and more on communication.
Its affordability makes it ideal for small business bargain hunters. DialPad keeps your team connected anywhere and anytime.
Key Features:
- AI-powered voice recognition for real-time call transcription.
- It has integrated video conferencing.
- Customizable voicemail greetings.
- The mobile app is available on iOS and Android.
- Multi-level auto attendant.
- Integration with popular productivity apps like Salesforce and G Suite.
- VoIP call encryption for enhanced security.
View DialPad pricing plans here.
2. Nextiva – Best for Internal Business Use
Source: Nextiva
Nextiva directly integrates your business phone system with internal workflows, making it perfect for enhancing internal business communication. It provides exceptional clarity and reliability, ensuring every call represents your business well.
The platform is intuitive, making it easy for you and your team to adopt and use. Nextiva also offers scalability, so as your business grows, your phone system grows with you.
It’s a robust solution that turns communication into a strategic business tool.
Key Features:
- She advanced call management tools such as call routing and queuing.
- Real-time analytics dashboard.
- Automated surveys post-call for immediate customer feedback.
- Comprehensive mobile management through its app.
- Built-in CRM system to track customer interactions.
- Unified communications as a service (UCaaS) capabilities.
- 24/7 customer support.
View Nextiva pricing plans here.
3. Podium – Best for Customer Interaction via Text Messaging
Source: Podium
Podium transforms how you engage with customers by leveraging the power of messaging. It’s ideal if you’re looking to boost customer interaction without adding to your workload.
With Podium, you can manage texts, emails, and social media messages in one centralized platform. This tool makes it easy to provide top-notch customer service and gather feedback efficiently.
It’s particularly effective for businesses focusing on local and personalized customer experiences.
Key Features:
- Centralized messaging platform.
- Automated review collection and management.
- Payment processing occurs through text messages.
- Customizable chat widgets for websites.
- Appointment scheduling integration.
- Mobile app for on-the-go communication.
- Detailed performance and interaction analytics.
View Podium pricing plans here.
4. Zoom Phone – Best for Seamless Integration with Video Conferencing
Source: Zoom Phone
Zoom Phone extends the familiar video conferencing experience to a full-blown business phone system perfect for modern businesses. It offers seamless integration with Zoom Meetings, making it a robust solution for companies that rely heavily on video communications.
Zoom Phone’s simplicity means you can manage your calls just as easily as your video conferences. It’s designed to provide a unified communication experience across devices, ensuring your team stays connected, whether they’re at home or in the office.
Key Features:
- Native integration with Zoom Meetings and Zoom Chat.
- Call recording and voicemail transcription.
- Automatic call distribution and call delegation features.
- Multi-device compatibility.
- Global reach with local dial-in numbers in over 40 countries.
- Integration with Microsoft Outlook and Google Calendar.
- Enhanced security with end-to-end encryption for calls.
5. HubSpot – Best for CRM Integration
Source: HubSpot
If you want to streamline customer interactions and sales processes, HubSpot offers an integrated solution. This platform not only manages your calls but also seamlessly integrates them with marketing, sales, and service data.
HubSpot provides tools that grow with your business, ensuring you always have a system adapted to your needs. Its ease of use and deep integration capabilities make it a top choice.
You’ll appreciate how it brings clarity to customer relationships and drives growth.
Key Features:
- CRM integration to track customer interactions across calls and emails.
- We have automated sales pipeline management.
- Email tracking and notifications.
- Customizable reporting dashboards.
- Lead scoring to prioritize valuable contacts.
- Marketing automation tools.
- Support for website integration to capture leads directly.
View HubSpot pricing plans here.
6. FreeConferenceCall – Best for Budget-Conscious Businesses Needing Conference Capabilities
Source: FreeConferanceCall
When budget constraints are tight, but communication needs are high, FreeConferenceCall has you covered. This tool lets you host audio and video meetings without a hefty price tag. It’s incredibly user-friendly, ensuring you can set up and start meetings without hassle.
With its reliable service, you can connect with teams and clients globally. It’s perfect for startups and small businesses that need effective communication tools without the financial burden.
Key Features:
- HD audio and video conferencing.
- Screen sharing capabilities.
- Meeting recording and playback.
- Customizable meeting rooms.
- Integrated chat during calls.
- International dial-in numbers are available.
- Mobile apps for iOS and Android.
View FreeConferenceCall pricing plans here.
7. GoToConnect – Best All-in-One Small Business VoIP Service
Source: GoToConnect
GoToConnect brings you an all-in-one communication package that’s hard to beat. It combines voice, video, and chat services into a unified platform tailored for businesses that want simplicity and efficiency. This tool is known for its reliability and versatile features that support a hybrid workforce.
Whether in the office or working remotely, GoToConnect keeps you connected seamlessly. It’s an excellent choice for businesses looking for a comprehensive communication solution.
Key Features:
- A unified messaging system (UMS) combines voice, video, and chat.
- Customizable call handling rules.
- Visual voicemail and voicemail-to-email.
- She detailed call analytics.
- Cloud-based call center capabilities.
- Support for virtual faxes.
- Integration with popular business tools like Salesforce and Slack.
View GoToConnect pricing plans here.
8. 8×8 – Best for International Calling Options
Source: 8×8
8×8 transforms global communications for small businesses with its robust VoIP solutions. It excels in providing international calling capabilities at competitive rates. You’ll find its service reliable, and crucial when connecting with overseas clients and teams.
8×8 also offers advanced security measures, protecting your business communications against threats.
This platform is ideal if you want to expand your business globally while keeping communication costs in check.
Key Features:
- Unlimited calling to up to 47 countries.
- Real-time communication analytics.
- Advanced call forwarding and routing options.
- Secure voice and video communications with encryption.
- Integration with Google Workspace and Microsoft Teams.
- Mobile app for calling and messaging on the go.
- Compliance with international data protection regulations.
9. OpenPhone – Best for Simplifying Business Communications
Source: OpenPhone
OpenPhone is tailor-made for small businesses and solopreneurs who value simplicity and effectiveness. This tool enhances business communications with professional features packed into an intuitive interface.
You can manage business calls, texts, and voicemails from one app, which works across devices. OpenPhone effortlessly separates your personal and business communications, making it perfect for maintaining professionalism.
Key Features:
- Dedicated business phone numbers.
- Shared phone numbers for team collaboration.
- Automated text messages and business hour settings.
- Snippets for quick replies.
- Call recording for quality and training purposes.
- Integration with email and CRM systems.
- Voicemail transcription.
View OpenPhone pricing plans here.
10. Grasshopper – Best for Solopreneurs
Source: Grasshopper
Grasshopper empowers you, the solopreneur, by providing a professional business phone system that’s both powerful and portable. This tool gives your small business a significant presence with features like custom greetings and extensions that ensure you never miss a beat.
Grasshopper is incredibly user-friendly, meaning you can set it up and receive calls quickly. It’s perfect for managing business communications without needing a physical office, letting you work from anywhere.
Key Features:
- Customizable main greeting.
- Extensions for different departments or employees.
- Call forwarding to any phone number.
- Voicemail-to-email functionality.
- Business texting from your phone.
- Call transfers between extensions.
- Simultaneous call handling to prevent missed calls.
View Grasshopper pricing plans here.
11. Vonage – Best for APIs and Customization
Source: Vonage
Vonage revolutionizes your business communication with a cloud-based platform that adjusts to your needs. It offers unparalleled flexibility in connecting with clients and team members, enhancing customer support and internal collaboration.
Vonage offers customizable features that integrate seamlessly with your existing software, making it a powerhouse for automation and efficiency.
It’s an excellent choice if customization and integration are on your priority list.
Key Features:
- Scalable VoIP solutions for businesses of all sizes.
- Video conferencing and messaging.
- Powerful integrations with CRM systems like Salesforce.
- Mobile app for iOS and Android devices.
- Call announcement and screening.
- Multi-factor authentication for enhanced security.
- Real-time analytics and reporting tools.
View Vonage pricing plans here.
12. RingCentral – Best for New Businesses Looking for Scalability
Source: RingCentral
RingCentral offers a comprehensive VoIP service that’s designed to grow with your business. Whether you’re just starting or scaling rapidly, this platform provides all the communication tools you need in one package. It’s recognized for its reliability and ease of use, making it a favorite among new businesses.
With RingCentral, you can connect your team through voice, video, and text, all integrated into an intuitive interface that supports collaboration.
Key Features:
- Cloud PBX system.
- Multi-level IVR for efficient call routing.
- Team messaging and collaboration tools.
- Integration with Google Workspace and Microsoft 365.
- Automatic call recording.
- Mobile apps that allow remote management.
- Custom app development and integration capabilities.
View RingCentral pricing plans here.
13. Ooma – Best for Flexible Work Arrangements
Source: Ooma
Ooma tailors its phone systems to adapt to the unique needs of small businesses, especially those with flexible work arrangements. It provides high-quality voice services combined with a suite of features that can enhance any business model, especially remote work.
Ooma’s focus on simplicity and quality makes it a standout choice for businesses that need reliable communication tools without the complexity of traditional systems.
Key Features:
- High-definition voice quality.
- Virtual receptionist features.
- Customizable ring groups.
- Voicemail audio sent directly to email.
- Call blocking for enhanced security.
- Mobile app for calling and messaging on the go.
- Easy setup with 24/7 customer support.
14. Knowlarity– Best for Cloud Communications in Emerging Markets
Source: Knowlarity
If you’re looking for a reliable cloud communication solution, Knowlarity is an excellent choice for your business. This platform specializes in making your client interactions more effective and streamlined.
With Knowlarity, you can easily manage calls, ensuring that no customer query goes unanswered. It’s designed for businesses of all sizes, providing tools that enhance customer service and internal communication. Knowlarity’s scalability and robustness make it a favorite among growing businesses.
Key Features:
- Smart IVR for automated customer interaction.
- Real-time call analytics to monitor and improve performance.
- Click-to-call functionality is embedded in your CRM.
- Voice broadcasting for reaching a broad audience quickly.
- Call masking to protect customer privacy.
- Integrated call recording for compliance and training.
- Cloud telephony that scales with your business needs.
View Knowlarity pricing plans here.
15. JustCall – Best for Sales and Support Teams
Source: JustCall
JustCall is a powerhouse when it comes to cloud-based business phone systems. It is designed to make customer communication as smooth as possible. Whether calling clients directly or managing sales teams, JustCall provides the tools you need.
It integrates seamlessly with your CRM, streamlining workflows and enhancing productivity. The setup is quick, and the platform is user-friendly, so you’ll be up and running quickly.
It’s perfect if you want to focus on growing your business without worrying about communication hurdles.
Key Features:
- Direct CRM integration to keep all customer data synced.
- Multi-device compatibility, so you stay connected anywhere.
- Automated call distribution to manage call flows efficiently.
- SMS capabilities to engage customers on multiple channels.
- Customizable voicemails and greeting messages.
- Detailed call reporting for data-driven decisions.
- Local numbers from over 58 countries are needed to maintain a global presence.
View JustCall pricing plans here.
Why Is Choosing the Right Phone System Crucial for Small Businesses?
Impact on Daily Operations
Choosing the right business phone system affects every aspect of your operations. A reliable office phone system ensures that you never miss critical client calls and allows seamless communication across departments.
Features like extension dialing, mobile device integration, and virtual receptionists can enhance operational efficiency and customer interaction.
Cost Implications
Budgeting is always a concern for small business owners. Investing in a VoIP office phone system could significantly reduce monthly phone service costs.
VoIP providers often offer packages that include extra features such as cloud phone options, auto attendants, and IP phones at a lower cost than traditional phone services.
This can free up resources for other areas of your business.
What Features Should You Look for in a Small Business Phone System?
Essential Features Overview
When choosing a business phone system for small businesses, look for these must-have features:
- Voicemail: Ensure the system provides easy access to voicemail so you never miss important information.
- Call Forwarding: This feature lets you direct calls to another office or mobile device, ensuring you’re always reachable.
- Desk Phone and IP Phone Support: Your phone system should support both whether you prefer a classic desk phone for every workstation or an IP phone that can connect directly to the internet.
Advanced Features to Consider
To truly leverage your telephone system for maximum benefit, consider these advanced features:
- Video Conferencing: Tools like video meetings are essential for modern businesses, especially for engaging with remote teams or clients.
- CRM Integration: Some VoIP phone systems can integrate directly with customer relationship management (CRM) tools, streamlining your business processes.
- Virtual Receptionist: An auto attendant or virtual receptionist can handle calls automatically, providing information, directing calls to the appropriate department, or managing routine customer inquiries without human intervention.
Each feature you choose should directly support your business’s needs, helping to enhance overall communication and efficiency.
How to Evaluate and Choose the Best Phone System for Your Business?
Choosing the best business phone system is more than just picking the most popular brand or the one with the most features. It’s about finding the right fit for your specific business needs. Here’s how you can evaluate your options:
- Identify Your Business Needs: Before diving into the available business phone system options, outline your business’s requirements. Do you need a system that supports multiple phone lines and extensions, or are you looking for something more suited for fewer lines with features like voicemail to email?
- Consider the Number of Phone Numbers and Extensions: Evaluate how many virtual business phone numbers and extensions you need. This will depend on the size of your business and the number of employees who need direct phone access.
- Business Hours Support: Ensure the business phone system offers reliable support during your business hours. If your business operates globally, you might need 24/7 support from your VoIP service provider.
Final Verdict
Choosing the right phone system is crucial for small businesses looking to improve communication and efficiency. Our guide to the top 15 small business phone systems offers valuable insights into options to grow your business and enhance your daily operations.
Are you interested in further enhancing your communication capabilities? Check out our articles on phone number services for more detailed reviews. Additionally, for better customer relationship management, take advantage of our guide on the top CRM software. These tools can transform your business interactions and streamline your operations. On our Deals and Offers page, you can find deals that you can’t refuse that will save you money. Check out our Top Product Reviews to see the Top 10 business goods that you must have. Go there right now to get special tips and discounts!
Frequently Asked Questions
How Do I Manage International Calls with These Phone Systems?
Services like 8×8 offer packages with international calling capabilities, allowing you to make calls to multiple countries without additional charges.
Can I Switch My Current Number to a New Phone System?
Most of these phone systems allow you to port your existing number, making the transition smooth for both you and your customers.
What Training Is Required to Use These Phone Systems Effectively?
While most systems are user-friendly, providers typically offer online tutorials, live webinars, and customer support to help you and your team get started.
Are There Any Phone Systems Specifically Tailored for Solopreneurs?
Grasshopper and OpenPhone cater specifically to solopreneurs, offering streamlined features that handle business communications efficiently.
How Do These Phone Systems Enhance Team Collaboration?
Look for systems with built-in collaboration tools, such as video conferencing, shared inboxes, and file sharing, to enhance team productivity.
