Cloud-based Phone Systems for Small Business
Telephone connections

To facilitate communication for small businesses, cloud-based phone systems make use of the Internet and cloud technology. It is also known as a VoIP platform or an Internet-based phone system. The biggest advantage this type of setup provides is affordability; you don’t have to make a large investment in hardware, installation, or maintenance because the provider handles all of that. Cloud computing is built for low cost and agility, providing you with a practical and efficient solution. Some service providers even provide free plans. We’ll look at some of the best cloud-based phone systems for a small business below.

What Is a Business Phone System?

A business phone system is a multiline phone system with features such as unlimited calling, automated menus, ring groups to call multiple employees at the same time, voicemail-to-email functionality, and call recording. Voice over Internet Protocol (VoIP), private branch exchange (PBX), and key system units (KSU) are all examples of business phone systems. The best small business phone systems use VoIP technology, which allows you to use your business’s internet connection for the entire system.

Cloud-based Phone Systems for Small Businesses

The best cloud-based phone systems for small businesses are those that you can use. How will you find out? Examine its features and offerings, see if it has plans that fit your budget, and see if it has a free trial. If a free plan is available, use it to get your business started and then upgrade to a premium plan if you need more features. There are many options available with SMB-friendly prices and great features, and we hope our selection below helps you narrow down your options.

#1. RingCentral

RingCentral combines all the features required in small business cloud-based phone systems. Cloud PBX, multi-level IVR, audio and video conferencing, call recording and forwarding, team messaging, internet fax, auto-receptionist, and other features are available on the award-winning platform.

RingCentral design helps to improve business communication and collaboration by providing enterprise-level capabilities at affordable prices, making it an excellent cloud phone system for small businesses. It is globally deployable and includes an omnichannel contact center, team messaging, integrated workflows, and analytics capabilities. It integrates with over a dozen online storage, help desk, and CRM solutions and has four pricing plans ranging from $19.99/user/month to $49/user/month.

#2. Freshcaller

Freshcaller is a call center solution developed by Freshworks, a software company with over a dozen products used by over 150,000 organizations worldwide. Also, Freshcaller continues the company’s tradition of providing professional, dependable, and cost-effective solutions for SMBs. The software includes a configurable cloud PBX system that is simple to set up and use, as well as powerful conferencing and call-handling capabilities.

It can also provide you with real-time call center insights, call metrics, and contextual information.

#3. 8×8 VoIP Phone Service

If you’re looking for a modern telephony solution to help you serve your customers more efficiently, 88% VoIP Phone Service provides a solid, cloud-hosted system. With a feature-rich platform that includes an advanced cloud phone system, mobile support, business features, collaboration tools, and online administration and management, the software can unify all of your communications.

Auto attendant, ring groups, directory assistance, number porting, and other features are among the phone system’s highlights. Meanwhile, instant messaging, online meetings, virtual office calls, and conferencing are among its collaboration tools. Because packages are tailored to your needs, pricing is by a quote, but its basic plan starts at $19.99/user/month.

#4. Slack

Slack is a common communication platform millions of people and businesses use for real-time messaging, file sharing, archiving, searching, and collaboration. It supports voice and video calls and integrates with over 1,500 external apps and services, making it a highly adaptable and extensible platform.

Designed for modern teams, you get a single online communication hub for all of your needs. You can search for messages instantly and access them from any connected device. Its free plan is sufficient for a small team. There are three premium plans available for more advanced features and enterprise capabilities.

#5. Skype

5 million people use Skype every day for instant messaging, video chat, and international calls. It has been around for over a decade and has evolved into one of the best VoIP solutions, aided by its free basic plan. Microsoft currently controls it. IM, group chat, video conferencing, video chat, and collaboration functions such as image and document sharing are among its features. It allows you to call actual landlines and mobile phones at low rates and integrates with over a dozen external apps and services.

#6. Google Hangouts

Google Hangouts is a cloud platform that combines social media and communication features. It is intended to help you engage with your contacts via text, voice, or video chats, either one-on-one or in groups. It has HD capability, allowing you to make HD calls and hold group conferencing sessions for up to 15 people.

Furthermore, it also provides screen-sharing capabilities and the ability to live-stream video broadcasts, making it ideal for organizations that conduct online seminars and staff training. Mobile apps for iOS and Android devices are available, providing greater mobility and versatility. Google Hangouts is free to use for making and receiving phone calls as well as video conferencing. It costs only $5 for 30 GB of storage and doubles that amount for double the storage.

#7. Viber

Viber is a mobile messaging platform that lets you send free text messages and phone calls to other Viber users. The IM and VoIP software is designed to run on a variety of mobile operating systems, allowing you to make audio and video calls, record and send video and voice messages, reply to and like messages in group conversations, and add stickers and GIFs to your messages and conversations.

The platform also allows for the sharing and exchange of images, videos, and audio files. It is completely free to install and use Viber to communicate with other Viber users via desktop, laptop, and smartphone. Calling actual landlines and mobile phones varies by country, but in most cases costs less than $1 per minute.

#8. Jabber

Jabber is a Cisco VoIP system that operates as an XML-based open source platform and allows you to make calls from anywhere in the country without incurring additional charges. It is similar to Linux or Apache systems in that it has an email-like interface, basic instant messaging, conferencing, call queuing and recording, supervised transfer, talk detection, and contact list tools.

Jabber is compatible with a wide range of operating systems and devices. You only need a reliable internet connection to download the app, install it on your device, and make direct calls from your smartphone or computer. It is available with custom pricing, allowing you to select only the features you want.

#9. Zoho Cliq

Zoho Cliq took the place of Zoho Chat. Aside from real-time chat and messaging, the rebranded and re-engineered version of Zoho’s communication app now includes additional features. It now supports voice and video calls, which is a much-needed feature for modern teams that rely on cohesive communication and deep collaboration.

Chat rooms, private chat, multiple channels, file sharing, notification feeds, and mobile apps are all retained. While the software is hosted in the cloud, there are also desktop apps for Windows, Mac, and Ubuntu systems. Zoho Cliq is available in two flavors: a feature-rich free edition and an unlimited edition.

#10. is a business VoIP phone service marketed to entrepreneurs and small businesses as a flexible and cost-effective collaboration and communications solution. The cloud-hosted platform includes numerous features for handling, delivering, and managing local and long-distance calls, voicemails, conferencing, text messaging, conferencing, schedules, web interfaces, and much more. The internet telephony system, which is currently used by over 25,000 customers, is simple to set up and can be up and running in minutes. It is available in three affordable plans with monthly rates ranging from $9.99 to $29.99.

#11. ClickDesk

ClickDesk is a cloud communications platform that integrates help desk, live chat, voice, and video calls directly into your website. Having an open line of communication with your customers and website visitors improves customer service and drives sales. It enables you to respond quickly to visitors’ questions as well as support tickets and offline chats via an integrated help desk. It also includes an in-browser video chat and a social toolbar, allowing you to provide a more personalized experience to your customers. ClickDesk integrates with dozens of third-party apps and offers low-cost plans beginning at $19.99 per agent per month.

#12. Fuze

Fuze is a modern communications system that combines video, voice, and messaging into a single cloud platform, allowing you to work from any device, at any time, and from any location. Furthermore, Fuze provides intelligent business communications solutions such as collaboration tools, reporting options, contact center systems, and enterprise security to improve teamwork and productivity. It serves the communication needs of well-known organizations such as the Associated Press, National Geographic, and Kronos, but it is applicable to organizations of all sizes. Fuze integrates with over a dozen third-party apps and is available on a quote basis.

#13. Dialpad

Dialpad is a cutting-edge cloud-based phone business for small systems that are used by companies such as Xero, Quora, and Asana. Its cloud-based platform is designed to streamline and unify your communications infrastructure by providing features and capabilities such as VoIP, MMS, IVR, call monitoring and recording, group messaging, visual voicemail, voice recognition, and contact management. Dialpad supports Google Suite, Microsoft Office 365, and Salesforce. It offers three low-cost plans ranging from $15 to $35 per user per month.

Features of Small Business Cloud-Based Phone Systems

Cloud-based phone systems now provide dozens of useful features for small businesses. This is perhaps the most significant advantage of cloud-hosted systems: they have enabled small businesses to gain access to a plethora of features without spending a fortune. Because of the capital required to install the necessary equipment, only larger businesses could previously afford feature-rich systems.

Unlimited calling: 

Many of today’s cloud-based VoIP phone systems for small businesses include unlimited domestic calling at no extra business. This gives you a fixed monthly cost for the service that is not based on how many calls your business makes and receives.

Automated attendants: 

An auto attendant takes calls for your business and routes them to the appropriate employees or departments.

Ring groups: 

This feature allows you to group employees so that when someone calls and needs someone from that group, such as customer service, all the employees’ phones ring. You can set the phones to ring in a specific order or all at once.


Many small business cloud-based phone systems include voicemail-to-email functionality in addition to traditional voicemail services. This feature sends voicemail audio recordings or transcriptions to an employee’s email inbox, allowing them to read or listen to their messages while away from the office.

Call recording: 

This enables you to record phone calls. These recordings are then saved to the cloud or to your computer for later playback.

Many small business cloud-based phone systems also include extension dialing, call forwarding, call queues and integrations with services such as Microsoft Office and Google Workspace.

Is cloud phone the same as VoIP?

For all intents and purposes, cloud phone systems and Voice Over Internet Protocol (VoIP) systems provide the same phone system functionality, and the terms are interchangeable.

How Much is a Cloud-Based Phone System?

The cost of a cloud service phone system typically ranges from $15 to $50 per user, depending on the features or services your business requires. You can get a lower per-user price if you sign up for a longer term, such as 36 or 60 months.

What is a Cloud-Based Phone System?

A cloud-based phone system is a phone service that allows you to make calls over the internet rather than over a traditional analog phone line that uses copper wires or optical fibers to connect.

What Phone System Solutions are Available for Small Businesses?

From various online sources:

  • RingCentral
  • Ooma Inc
  • Nextiva
  • 8×8
  • Grasshopper
  • Vonage
  • Zoom Video Communications
  • Net2Phone
  • Windstream Holdings


Despite the fact that there are numerous cloud-based phone systems available for your small business, whether they are the best option for your small business is entirely up to you. However, we believe that cloud-based phone systems offer more affordable packages, include modern, unified communications features, and are more flexible and easy to use both remotely and in the office – all of which are important factors to consider if you own a small business!

You are not alone in deciphering all of the options in cloud-based phone systems, and we want to help you cut through the clutter and find the best small business phone system for you.

Whether you’re ready to make a decision or still have questions for providers, leave them in the comments section and we’ll get you started on your new small business cloud-based phone systems.

Cloud-based Phone Systems for Small Business FAQs

What is a cloud-based phone system?

A cloud-based phone system, also known as a cloud phone, is a phone service that allows you to make calls over the internet rather than over a traditional analog phone line that connects via copper wires or optical fibers. Cloud phones are housed in one or more secure data centers located off-site.

How much does it cost to install a VoIP phone system?

If you need to install new VoIP desktop phones, the average cost is $100 to $200 per phone. You should also budget for a labor and professional services fee of $25 to $50 per phone for installation and configuration.


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