VoIP Services For Small Business: 10 Best Business VoIP Providers and Phone Services
This shift necessitates the evolution of voice-over IP (VoIP) phone systems, which have long been the backbone of business communications.
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Many businesses are abandoning traditional landlines in favor of voice-over-internet-protocol (VoIP) services as technology advances and businesses adapt to ever-changing environments. These cloud-based utilities can help reduce costs, improve remote collaboration, and increase efficiency by integrating with other software.
There are numerous VoIP service providers, each with its own set of features and pricing. It can be challenging to match your company with the right service, so Forbes Advisor examined the top options on the market and ranked the best VoIP services. Today, find the best choice for your needs and budget. VoIP Business Phone Service Provider, 10 Best Business VoIP Providers and Phone Services
What Is a VoIP Phone System?
Traditional landline phones use analog telephony. VoIP, on the other hand, ushers voice communication into the digital age. VoIP systems encapsulate voice calls in network packets that are then transmitted over the internet or other IP-based networks.
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Most include a bridge to traditional phone systems, so the people you call do not have to use VoIP (nor do the people who call you). Furthermore, they typically mimic traditional PBX (private branch exchange) business phone system functions such as conference calling, call routing, and call monitoring.
What Is the Price of a Small Business Telephone System?
Subscriptions are used to bill today's business VoIP systems. You will be charged on a monthly or yearly basis based on the number of users (phone extensions) you require. Some vendors require you to sign a contract for a set period of time, while others do not. However, paying for a full year of service in advance usually results in a discount.
The monthly cost of a given service can vary greatly. Most have multiple pricing tiers based on factors such as the feature package, the number of users you need to support, and the amount of time you expect to use the service. Pricing for the products we tested ranged from $15 per user per month on the low end to $65 per user per month for an advanced, enterprise-grade product. The average small business can expect to pay around $20 per user per month.
What Are the Benefits of a VoIP Phone System?
Because VoIP is less expensive but far more versatile than traditional PBX phone systems, it has largely replaced them. Even today's residential VoIP offerings go far beyond those of traditional phone systems. In addition to voice calls, most modern VoIP systems incorporate other channels and features, such as conference calls, call recording, mobile communications, video conferencing, team collaboration, and even social media, earning them the moniker unified communications-as-a-service (UCaaS)—we'll go over these in detail below.
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For good reason, most VoIP solutions have evolved into managed, cloud-based services. Moving to the cloud reduces costs, improves reliability, and relieves management of your organization's staff, making cloud VoIP systems a clear winner. 10 Best Business VoIP Providers and Phone Services
How to Select a Business VoIP System
Whether you're switching to business VoIP for the first time or upgrading an existing system, the sheer number of options available can be overwhelming. It's important to remember that, while we evaluated the VoIP systems in this roundup based on features, ease of use, and cost, the solution that's right for your business may not be the one that looks best on paper.
Your first order of business should be to think about how your company intends to (or needs to) use its phones. If you want to upgrade an existing PBX, replacing it may not be a viable option, if only because some components of the system cannot be easily converted to softphones or even desktop VoIP handsets.
Assume you own a heavy manufacturing facility with outdoor activities, such as a steel fabrication yard or a landscaping company. In that case, your rugged old outdoor phones might be all you need, and VoIP should only be used for office and remote workers. 10 Best Business VoIP Providers and Phone Services
Even in less extreme environments, you should think about which features you'll need now and in the future, as well as which you won't. Without careful planning, it's easy to end up paying for features you'll never use, not to mention unnecessary complexity that makes managing your phone system difficult.
Meeting with all of the stakeholders who will be affected by your final decision is an important step in this process. Because your voice calls will now be data communications, this includes the IT staff and data security personnel. Department heads and employees who use the system to get work done, on the other hand, should have a say as well, especially those whose work directly drives revenue and engages customers.
You don't want to stymie anyone's activities by cutting corners on features, but you also don't want to overwhelm them with options they don't understand. The best VoIP system for your company will always be one that not only meets your employees' needs but also makes them feel at ease using it. 10 Best Business VoIP Providers and Phone Services
Best Business VoIP Providers and Phone Services
In today's business world, the chances of entire teams working together in the same building are slim to none. Many businesses' workforces are becoming more distributed as they transition to hybrid work as a permanent shift. Long-distance communication, even among coworkers, has become the norm. This shift necessitates the evolution of voice-over IP (VoIP) phone systems, which have long been the backbone of business communications. 10 Best Business VoIP Providers and Phone Services
If your business is in its early stages or you want to improve your communications, a modern, cloud-based VoIP system is a no-brainer. However, selecting the best system can be difficult. The VoIP services market is crowded, with a mix of general-purpose and specialized vendors. We sought out and tested the most prominent players to see how they compared in terms of features, ease of use, value, and other metrics. Continue reading to learn about our findings and how to choose the best system for your business.
10 Best Business VoIP Providers and Phone Services
Vonage Business Cloud
Bottom Line:
Vonage is a large company, but its Business Cloud is aimed squarely at small businesses. The robust platform has new features and management tools, but it makes some security compromises.
PROS
- The long list of features for admins and users
- Solid mobile and desktop apps
- Good API integration
CONS
- Importing contacts requires a number of steps.
- Additional features are extra and can quickly add up.
- The softphone will not function unless a microphone is connected to your computer.
Why We Picked It
Vonage is a pioneer in the business and residential VoIP markets. Because of its deep industry roots, it has had the opportunity to build and refine many features that younger players are still trying to iron out. Vonage provides a good selection of third-party software integrations, most notably Salesforce, and even support for businesses that want to build custom applications that integrate with the platform.
Who It's For
Look no further than Vonage if your organization absolutely must choose a mature and established provider for your VoIP service. In that sense, Vonage could be considered the IBM of SMB VoIP. However, if your requirements aren't as stringent and you're looking for a VoIP option with a better UI and easier self-management, you should investigate competing services.
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RingCentral MVP
Bottom Line:
RingCentral MVP is the industry standard for midsized businesses and up. This solution checks all the boxes as a full-service cloud PBX, including advanced capabilities like UCaaS and custom app integration. It's well worth our Editors' Choice award.
PROS
- Video conferencing has greatly improved.
- Transcription and call analysis powered by AI
- Enhanced collaboration capabilities
- Numerous add-on apps
CONS
- Limited report customization
- Tedious, wizard-based configuration
Why We Picked It
RingCentral's business VoIP offerings have long impressed us. The latest iteration, dubbed RingCentral MVP, stands for "messaging, video, and phone," indicating the company's shift away from basic voice services and toward UCaaS. RingCentral has also proven to be dependable at high call volumes, which many competitors struggle with when under pressure. Its AI-powered transcription and call analysis capabilities are especially impressive. We also appreciate RingCentral's administration capabilities, which provide administrators with a plethora of options in an easy-to-navigate UI.
Who It's For
RingCentral MVP, like Intermedia Unite, is a well-rounded platform with virtually every capability you'd want in a small to midsize business, which is why it also earns our Editors' Choice designation. For the price, we believe RingCentral is more appealing if you anticipate a high call volume—even its mid-level pricing tiers have no limits on the number of users you can add to your plan.
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8x8 Unified Communications
Bottom Line:
The X Series is the successor to 8x8's Virtual Office platform. The new product has a redesigned back end and numerous new features that place 8x8 squarely in the UCaaS realm.
PROS
- There are numerous features in the base offering, including video conferencing.
- Improved mobile video over previous versions
- Simple installation for mobile and desktop clients
- Receptionists now have access to a new Frontdesk feature.
CONS
- Other products' missing productivity features
- Some user settings can only be changed via bulk edit.
- Analytics reports aren't configurable
Why We Picked It
8x8 has gone all-in on UCaaS, as evidenced by its new (albeit clumsy) branding. You'll get a unified experience for all business calls and conferencing, and 8x8 releases new features and updates on a regular basis. The new Frontdesk feature, which debuted with the latest release, is one example. Small businesses can use the tool to replicate the traditional receptionist's desk.
Who It's For
Although 8x8 lacks some of its competitors' more advanced features, we believe it is a brave and fast-moving competitor in the small to midsize business VoIP space. Its emphasis on UCaaS demonstrates its forward-thinking approach, which should make it appealing to any organization looking to maximize the benefits of software-based calling and conferencing solutions. Its pricing may be more appealing to organizations with limited budgets that do not require all of the features found in our Editor's Choice winners.
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Intermedia Unite
Bottom Line:
An excellent cloud PBX option that combines high reliability with a wide range of feature options, including UCaaS and custom integration options.
PROS
- Full-featured PBX system accessible via the cloud
- A comprehensive feature set suitable for SMBs and enterprises
- Good compatibility with third-party software and services
CONS
- Importing and initial syncing of contacts requires a mobile app.
- Call monitoring features are limited.
- It can be difficult at times to switch between user and administrator roles.
Why We Picked It
Intermedia provides an excellent VoIP communications system, Unite, that scales from small to midsize businesses to enterprises. The company includes free phones or related devices (cameras, headsets) with each subscribed seat, and its emphasis on integrating with third-party software makes it appealing to businesses looking to expand their support for help desks and customer relationship management (CRM).
Who It's For
If your company is looking for a general-purpose VoIP phone system, consider Intermedia Unite. Although it is not the cheapest business VoIP service in our roundup, it has enough flexibility and features to grow with your company—enough to earn our Editors' Choice nod. It's also a good option if you want a VoIP system with tight integrations with Microsoft Teams.
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Mitel MiCloud Connect
Bottom Line:
Mitel MiCloud Connect, which is primarily focused on replicating traditional PBX capabilities in the cloud, includes strong mobile support and innovative call-routing features.
PROS
- Handy Bluetooth handset
- Contact import from CSV, as well as Google and Microsoft 365 synchronization
- A long list of CRM integrations is available.
CONS
- There is a set number of reports, and modifying or adding new ones is extra.
- Because overall costs are incremental, they can quickly rise.
Why We Picked It
Mitel is a well-known name in business voice communications. As a result, the MiCloud Connect VoIP system's guiding principle has been to replicate the features of traditional on-premises PBX systems, such as making it simple to connect remote offices. Even when acting as a cloud service, it prefers to have a dedicated central office in order to benefit from a robust LAN. That means it may be more difficult to set up than other business VoIP services, but it may provide significant benefits in terms of call quality.
Who It's For
Small businesses may want to avoid this one. Mitel's PBX-centric approach suggests that it is better suited to midsize to large businesses. Similarly, highly dispersed workforces may not benefit as much from MiCloud Connect as they might from other competitors. If, on the other hand, you're in the process of relocating employees to a central office and like the idea of leveraging a well-managed LAN for optimal call quality, Mitel's offering is worth considering.
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Dialpad
Bottom Line:
Although Dialpad supports dedicated VoIP hardware, the service is primarily focused on its softphone. As a result, it is a dependable solution if you require custom integration or mobility.
PROS
- The desktop client serves as a communication hub.
- AI-powered call transcription highlights relevant call content.
- Geographic call routing is now available.
CONS
- Video conferencing is still a $15 add-on for meetings with more than ten participants.
- The analytics report contains no information on call quality.
Why We Picked It
Dialpad's dedication to its role as a software-based communications service is admirable. Although Dialpad supports hardware handsets, its main focus is its softphone, which the company updates on a regular basis. Dialpad claims to release new software updates every two weeks. Frequent updates aren't always a good thing, but we admire the company's commitment to constantly improving its product. It's another entry in our roundup that's enhancing its automatic call transcription capabilities with artificial intelligence and machine learning.
Who It's For
Dialpad may not be able to compete with the biggest names in business VoIP, but it still has a lot of features. This low-cost solution may be right up your alley if you're looking for a technology-first vendor that strives to innovate on a regular basis, especially if you're planning to deploy softphones as your primary clients.
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Line2
Bottom Line:
Line2 is an excellent choice for small teams looking for a dependable, basic VoIP service that is simple to set up for both desktop and mobile users.
PROS
- Simple setup
- Intuitive softphone client
- Includes incoming fax
CONS
- Reporting is limited, and analytics are extra.
- There are no third-party integrations.
- There is no video conferencing or collaboration features.
Why We Picked It
In comparison to some of its competitors—particularly our Editors' Choice picks—cloud Line2's business VoIP offering is so basic that it almost resembles a residential VoIP service. However, Line2 is incredibly simple to set up and use, and you don't need to be a VoIP expert to do so. It lacks the features found in more integrated VoIP systems, such as video conferencing, but it does provide well-designed softphone apps on desktop and mobile devices that provide basic telephony functions.
Who It's For
If all you want to do is provide business phone numbers to your employees without the hassle of a full-fledged VoIP system, look into Line2. It can be set up by almost anyone, and you won't have to take time away from more important business tasks to manage it. Just keep in mind that as your company grows beyond its early stages, you'll likely find yourself looking for something with more features.
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Microsoft Teams Phone
Bottom Line:
Teams Phone is an excellent VoIP service for Microsoft shops thanks to its deep integration with Microsoft 365 and an expanding range of local calling plans.
PROS
- Microsoft Teams and Microsoft 365 are deeply integrated.
- Detailed call quality metrics with deep system insight
- into a broader selection of local calling plans
CONS
- The calling plan is still limited to 3,000 minutes (50 hours) per month.
- Some administrative tasks still necessitate PowerShell scripting.
Why We Picked It
Microsoft Teams is a popular all-in-one team collaboration platform, and Teams Phone is the official VoIP add-on for it. As you'd expect, it integrates well not only with the other Teams components but also with Microsoft 365. It falls short of our Editors' Choice picks, particularly in terms of call center functionality. Still, when it comes to business communications, it's difficult to ignore the market leader in office productivity software.
Who It's For
When looking for a VoIP provider, devoted Microsoft shops may not look any further than Teams Phone. Its user interface is familiar, and it doesn't hurt that Teams Phone customers are used to receiving support from Redmond. However, if you haven't already invested in the broader Teams platform for business collaboration, we have a difficult time recommending that route if all you want is a standalone VoIP system.
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Freshdesk Contact Center
Bottom Line:
While it can be used as a general VoIP service for small businesses, Freshcaller is primarily designed as a call center phone package that is used with a softphone.
PROS
- Easy to configure
- Excellent set of features for a low-cost call center solution.
- Call transcription support
CONS
- Support for desktop phone equipment is limited.
- Because there is no external syncing, contacts must be imported using a CSV file.
- Only the Enterprise pricing tier offers transcription.
Why We Picked It
Freshdesk's VoIP offering differs from the majority of the others we've tested. Rather than focusing on general business communications, it is heavily focused on assisting call centers, such as customer service desks. It integrates with a variety of e-commerce, help desk, and CRM systems, including Freshdesk's own. It also provides administrators with an impressive set of call metrics to help them tune and manage a large-scale calling operation.
Who It's For
Freshdesk Contact Center is probably not for you if you can't picture banks constantly ringing phones in your offices and you don't do direct phone marketing. Organizations with high call volumes and that are organized around functions such as customer phone support, on the other hand, will appreciate Freshdesk's focus on this area. You'll particularly appreciate its call monitoring and management options, which outperform the competition in terms of ensuring a high-quality customer experience.
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Ooma Office
Bottom Line:
Ooma pursues the small business market, but it distinguishes itself from the competition by providing a contract-free service with a robust feature set. However, rapidly expanding businesses may soon outgrow it.
PROS
- Flexible service with no fixed contract
- Meetings with full functionality that do not require client installation
- Easy to use
CONS
- Only user feedback is used to report on call quality.
- There are no integrated productivity features.
- The only authentication options are username and password.
Why We Picked It
Ooma Office isn't as impressive as our Editors' Choice heavyweights, but it's still a good option for small to midsize businesses looking to quickly set up a VoIP phone system. It doesn't have fancy features like AI-based transcription or deep integrations with other software, but it's simple to use and manage. Its most recent version adds useful features such as video conferencing, SMS messaging, and contact syncing, keeping it competitive.
Who It's For
If you're looking for a low-cost business VoIP system that won't overwhelm you with a plethora of features, Ooma Office could be a good option. It employs a wizard-based setup and management approach that small IT departments will appreciate. If you're looking for a feature-rich VoIP system, however, Ooma may fall short. Still, if the price is an issue, Ooma is inexpensive and does not require a contract.
