It is not easy to afford a heavy business phone system as it can cost a lot of money in tools and unique hardware. Most businesses rely on private branch exchange (PBX) systems to handle numerous lines, operate hold music, and automatically route calls.
However, today we will talk about the business phone systems that rely on Voice over Internet Protocol (VoIP) phone technology. VoIP enables you to use an internet connection for your complete business phone system. It will help if you don’t buy additional special equipment or crew to handle VoIP phone systems. You can start by downloading a smartphone or desktop app to enjoy a fully-featured phone system without any hassle.
Thanks significantly to VoIP providers, business phone systems also have advanced, allowing you to add unified communications services like video conferencing, team chat, and voicemail-to-email.
In this post, we rank the best Small Business Phone Systems in 2022 and explain each company’s plans and how to choose the best phone system for your company.
In-Depth Review of the Best Small Business Phone Systems
A good business phone system isn’t ideal for every small business. For organizations with fewer than 50 employees, we combed through our ranking of the Best Business Phone Systems in 2022 to identify ones that are inexpensive, versatile, and simple to use with a mobile device.
Grasshopper
In our rankings, Grasshopper is tied for first place. Grasshopper, a VoIP operator that focuses on low-cost cloud-based phone services, stands out with its pricing plan. While the other phone system providers in our rankings charge a monthly price per user, Grasshopper offers three service packages and is an excellent choice for solopreneurs and small organizations.
The Solo, Partner, and Small Business programs are the three options offered by Grasshopper. One phone number and three extensions are included in the Solo plan, which costs $26 per month. The Partner package, which includes three phone numbers and six extensions, costs $44 per month. The Small Business plan costs $80 a month and includes five phone numbers and unlimited extensions. Grasshopper allows you to select numbers from multiple area codes or a mix of toll-free and local numbers. All of the numbers can call and SMS. You can add extra phone numbers for $10 per month each if you need them right away or as your business grows over time.
Pros
- Microbusinesses’ communication demands are met
- Instead of a per-user monthly payment, it charges a flat fee.
- Grasshopper allows you to add as many extensions as possible at no additional cost.
Cons
- It doesn’t have email or video conferencing features.
- The free trial period of Grasshopper is only seven days long.
- Not intended for medium or large companies.
Ooma
Our top-rated small business phone solution is a tie between Ooma and Grasshopper. Ooma is the best cloud-based VoIP service for digital home phones provider with rich capabilities and a low price. Ooma costs a monthly subscription per user, unlike Grasshopper’s service-tier approach. It has the lowest pricing among the providers in our rankings.
Office and Office Pro are the two plans offered by Ooma. The Office plan costs $19.95 per user and contains several useful features. Unlimited calls are available in the United States, Canada, Mexico, and Puerto Rico, and users can pick between a local or toll-free number.
Pros
- Customer service of Ooma is available 24 hours a day, seven days
- It’s compatible with non-digital office phones.
- SMS and internet fax are included in the entry-level service.
Cons
- Toll-free numbers are more expensive.
- Only high-tier plans include video conferencing.
- Only the highest tier package has CRM integration.
8×8
8×8 is a low-cost corporate phone service that includes calling, messaging, and video conferencing in one package. The company’s basic plan costs just $12 per user per month. It has robust business phone capabilities, including unlimited calling and video, so we selected it as the best value plan.
You can enjoy unlimited calling in the US and Canada, auto-attendant, visual voicemail, advanced call management, meeting recording, team, instant messaging, file sharing, etc. are all included in the 8×8 Express plan. It also includes free video conferencing for up to 100 people. The Express plan has a one-month free trial and costs $12 per user.
8×8 is a low-cost corporate phone service that includes calling, messaging, and video conferencing in one package. The company’s basic plan costs just $12 per user per month. It has robust business phone capabilities, including unlimited calling and video, so we selected it as the best value plan.
Pros
- The Express package, at its most basic level, is incredibly affordable.
- Various privacy rules, including HIPAA, are met.
- Unlimited international calling is included in many plans.
Cons
- The number of people to participate in videoconferencing is limited to 100.
- Higher plan tiers get access to 24/7 support.
Vonage
Vonage is a VoIP business phone service with pricing tiers based on the services you require. The total number of users has an impact on the monthly cost. Small businesses that need extra lines can benefit from lower monthly per-user prices.
Instead of using traditional or IP desk phones, Vonage’s Mobile package offers unlimited calling and texting via mobile and desktop apps. It comes with unlimited domestic calling and SMS (unavailable in Mexico) and integrations with over 20 third-party platforms. Depending on the total number of lines required, small firms with 50 or fewer employees should expect to pay between $14.99 and $19.99 per user each month.
Pros
- Unlimited calls, SMS, and group messages are included.
- CRM software is included in the mid-level plan.
- Gives service and technical assistance 24 hours a day, seven days a week.
Cons
- Only the highest tiers have visual voicemail and call recording.
- Toll-free numbers come at an additional cost.
- Desk phones are not compatible with the entry-level plan.
Zoom Phone – Best Video Conferencing Business Phone System
Zoom Phone, a newcomer to this year’s rating, takes third place. It’s also our top recommendation for Best Business Phone System with Video Conferencing. Zoom Phone was introduced in January 2019 by the parent company Zoom, which is well-known for its free video conference service. In September 2021, the cloud phone service got its two millionth client.
Zoom Phone offers three different service plans. All feature mobile and desktop apps, as well as voicemail transcription, call recording and transcription, 24/7 support, and connection with Salesforce, Slack, Microsoft, and Google. By combining Zoom Phone and Zoom Meetings & Chat plans, you may add video conferencing. Contact center features are available on higher-tier plans.
Zoom Phone is the cheapest VoIP service in our rating, starting at $10 per user per month; however, this entry-level plan costs for outgoing calls and texts. Zoom allows you to lease VoIP phones or adapt your traditional PBX phone system for usage with the service.
Nextiva – 2022’s Best Business Phone System
In our rating of the Best VoIP Business Phone Systems of 2022, Nextiva achieves first position (tie). You may use the cloud-based service to phone, email, text, video meeting, and instant message all from the same platform. There are four service plans to select from. All include unlimited calling, video, and internet faxing, as well as auto-attendant, toll-free numbers, Outlook and Google Contacts integrations, voicemail-to-email notifications, mobile and desktop apps, and 24×7 customer service.
Higher-level plans interact with business and CRM tools, including Nextiva’s own CRM software, and include Call Pop, which brings up caller data and history instantly. Interactive Voice Response (IVR) is a component of contact center systems for sales and customer service teams that employs artificial intelligence (AI) to automate and optimize call routing and minimize hold times.
Plans start at $24.95 a month per user, and you can save money by signing a three-year contract and paying annually. The basic package includes a 7-day free trial. Nextiva sells and leases VoIP phones as well as retrofits old PBX phone systems for usage with the service.
What Are the Benefits of a Small Business Phone System?
There are several distinct types of business phone systems. Each service has its own set of benefits, but some are more suited to the demands of a small business than others. Larger businesses may still prefer classic private business exchange (PBX) systems or IP-enabled PBX systems, which are dedicated systems for a single business and are typically on-premise. On the other hand, small firms are more likely to employ cloud-based VoIP solutions.
A cloud-based phone system is not the same as a dedicated system. Instead, it’s controlled by the service provider and housed in the cloud. This enables the business phone system to be delivered on a subscription at a cheaper cost. These phone systems don’t require any hardware and may be accessed via mobile and desktop applications. This infrastructure enables your business phone provider to keep the service up to date while also giving your firm access to UCaaS capabilities like texting, video conferencing, and third-party integrations.
What Should I Peek for in a Phone System for a Small Business?
Small firms, especially those in their early years of operation, may have tighter profit margins; therefore, cutting expenses is critical to their success. “Cost is a big element in [these organizations’] operations,” says the author “Supradeep Dutta, an assistant professor on the University at Buffalo and a technology and entrepreneurship expert, adds. “VoIP is one way to cut down on communication costs.”
Cloud VoIP phone solutions are the best way to cut down on the price of traditional phone services. Small businesses, for example, might use VoIP to avoid using traditional office phones and investigate remote work options for employees who do not work in a real office. Employees may use their mobile phones or laptops to make or receive calls, send texts, or join a video conference call – all from a business number – thanks to the apps linked with these services.
Two of the most significant aspects to consider in a small business phone system, aside from cost, are:
- Ease of Use: The more straightforward a service and its associated apps are, the better. Making a mobile call and sending an SMS should be easy, and your VoIP service should never make you feel insecure about paying a switchboard operator to reach the right person. Look for a service with features that will make your life easier. This could include generating transcripts, offering personalized hold music, ensuring reliable voicemail functionality, or adding spam prevention, depending on your company.
- For a small business: Flexibility is crucial. Your VoIP service should be able to scale with your business from the start, with easy-to-add lines and simple pricing. Remember to consider integrations as well. Check if your VoIP service can interface with a CMS or help desk system before committing to a VoIP provider.
What Does a Small Business Phone System Price?
This category’s basic small business phone service plans run from $12 to $20 per user per month. Only one provider, the Grasshopper, charges a $29 monthly fixed payment rather than a per-user price. Except for Ooma, every company offers a cheaper monthly pricing per user if you pay a year ahead of time. Your Vonage bill will lower the number of clients you have.
You won’t need to buy any additional tools in addition to your present IP office phone system because all of these phone systems are VoIP-based. Most of these companies sell business phones if you don’t have any. Always verify with the provider before subscribing to a plan to confirm that your phones are compatible with their service.
How do I choose the best phone system for my small business?
Getting a business phone service might be a complex undertaking. There are numerous possibilities, and you must consider everything from system types and features to cost and even your customers’ expectations.
The number of businesses that provide these services has also grown. “Over 500 organizations in the United States already offer hosted phone systems,” says Phillip Sherman, president of Telecom Advisors Group, which assists businesses in identifying phone solutions that match their needs. “It seems like one or two new ones pop up every day.”
Here are some considerations to make before making a purchase
- Several users: Will many employees use your phone system? The better users you have, the best your rates are because most providers charge a monthly membership per user. If you need a basic office phone system, Grasshopper, which charges a flat monthly fee regardless of the number of users, is a better choice.
- Video conferencing: Do you utilize video conferencing to connect with clients or other employees in your company? If that’s the case, seek a provider that offers video meetings as part of its most basic offering. Those who incorporate it in their top-tier plans will increase your per-user monthly fee.
- Automated features: If you expect a high volume of calls, you’ll want a vendor that offers a variety of automated call management alternatives. Some examples are auto-attendant, voicemail-to-email or voicemail-to-text, and holding music. Choose intelligent call routing, forwarding, switching, and transferring options to keep your customers from waiting.
FAQ
What hardware do I need to set up and manage a company phone system?
Depending on the system you choose, you may not need to purchase any equipment for your business phone system. Cloud-based phone services will most likely be the most cost-effective option for small enterprises.
Because these solutions are hosted in the cloud, users don’t require physical equipment, phone lines, or servers. On the other hand, a VoIP system employs mobile and desktop tools to turn a smartphone or laptop into a business phone with only a few clicks. This is a fantastic option for small businesses because it allows them to be more budget-conscious. On the other hand, App-based phone systems are not the only alternative.
Is it possible for me to set up my small business’s phone system on my own?
Yes, you can set up your business phone system. Cloud-based telephony services are frequently the best business phone solutions for small organizations. These companies are quick and simple to set up because they don’t require any on-site hardware configuration.
Cloud-based VoIP phone systems are designed to be self-contained. The system is controlled by the business phone system provider and is hosted off-site. Then, you won’t have to go via a lengthy setup procedure to get your phone system up and running. Create an account and enter your phone numbers. To acquire access to the corporate phone system, download the provider’s mobile and desktop apps. You’ll still need to set up standard functions like voicemail and call routing, but you’re ready to make business calls after loading the app.
Is it safe to use a small company phone system?
A small company phone system should provide a secure manner to do business over the phone. When you make business calls on your cell phone, you expose yourself to risk when a customer discloses personal information. The sort of information communicated over the phone varies by industry. While certain firms in sensitive information industries must be more aware of these hazards, all organizations should consider the inherent risk of using a non-business phone system.
Security and privacy certifications from business phone providers might assist protect your firm while dealing with clients over the phone. For example, if you work in the medical field, you’ll want to ensure your business phone service is HIPAA compliant. These certificates are usually available for viewing on the phone provider’s website. Make sure you choose a provider who can supply you with the certifications you need to comply with your industry’s laws.