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One of the most significant pieces of equipment or software for small business owners is their virtual office phone system. You’ll most likely use it every day, and choosing the perfect one can give you a significant competitive advantage. After all, every company requires effective business communications. Being accessible to clients, suppliers, and staff is essential, and small businesses can do it just as effectively, if not better, than giant corporations. That is if you use the correct small business phone system. So, how do you pick the best one? What benefits do various telephone systems and service providers provide?

Business phone systems enable firms of all sizes to manage their inbound and outbound calls. Their features are notably different from those of residential phone networks. An effective company phone system should be capable of handling several calls at once and transferring calls throughout the firm. In this piece, we’ll go through the things you look for in a hosted phone system 

Small Business Phone System

Business phone systems manage internet-based company communications. It saves up to 60% on landlines by using voice over Internet Protocol (VoIP). It is a legitimate phone service with business phone numbers that connect to the public switched telephone network (PSTN). All of the small business phone systems in this ranking employ Voice over Internet Protocol (VoIP) phone technology, which allows you to use an internet connection to power your whole business phone system. VoIP phone systems require no specific equipment or personnel to manage. To have a fully-featured phone system at your fingertips, simply download a mobile or desktop app.

#1. Nextiva

Nextiva is the most outstanding business phone service in terms of features and convenience of use. They provide a comprehensive range of functions, as well as a quick setup and an affordable cost. It comes with a simple web-based admin panel that allows small business owners to administer the unified communications platform like experts. Nextiva’s VOIP phone solution for small businesses features intelligent call routing, unlimited free domestic calling, voicemail to email and text, online faxing, text messages, and more. You also get a free local or toll-free number, free number porting, and all the typical call management features, including caller ID, call forwarding, routing, custom greetings, a powerful IVR (interactive voice response) system, and more. Nextiva, as a platform, also provides other significant features, such as CRM, live chat, online surveys, call analytics, and other tools that integrate well with business phone systems.

#2. Dialpad

Dialpad Pro and Enterprise plans include unlimited calling within your country, the United States, and Canada, as well as support for US-based and worldwide offices. The entry-level version (Standard) has a strong feature set and tools often seen in higher-tier VoIP products, however, it costs $15 per user per month with an annual payment. Built-in AI and analytics, as well as live speech coaching and automated post-call summary, are among the advanced features. Auto-attendants with many levels, file sharing, and unlimited texting are included in all memberships. Dialpad users can arrange five-hour video meetings with up to ten guests, regardless of plan. Pro and Enterprise users, on the other hand, get international texting, integrations, and local number support in over 70 countries.

#3. RingCentral

Another popular business phone solution for businesses of all sizes is RingCentral. They provide one of the market’s most feature-rich small business phone systems. Their business phone platform provides all of the basic business phone functions you’d expect, such as unlimited calling, call forwarding, caller ID, call waiting and transfer, sharing one line across numerous mobile devices and users, SMS messaging, visual voicemail, and more. It also includes video meetings with screen sharing, team chat, 1000 toll-free minutes, and interfaces with Gsuite, Dropbox, Microsoft, and other applications. It includes an easy-to-use cloud-based administrative interface that makes it simple to set up and manage your calls.

Best Small Business Phone System

A good business phone system is not always appropriate for a small business. We looked through our list of the best business phone systems of 2023 to find those that are affordable, versatile, and easy to use with a mobile device for businesses with fewer than 50 employees. Learn how to select the right plan for your small business’s needs.

#1. Intermedia

Intermedia Unite is a unified communications (UC) phone system that includes chat, video, file sharing, and contact center functionality. Its two plans include a number of optional options such as resource lines and toll-free numbers. All subscriptions feature an auto-attendant, call recording, cloud storage, team messaging, and video conferencing, in addition to unlimited calling to US and Canadian lines. Additionally, video meetings can be scheduled through Slack, Google Workspace (previously G-Suite), and Microsoft programs such as Outlook and Teams. Intermedia Unite Pro and Enterprise packages include advanced features and increased capacity. Unite Pro, for example, adds a virtual assistant to your video meetings, providing AI-driven transcripts and insights. Enterprise users receive 200 GB of cloud storage, Microsoft Exchange email, and video conferencing with up to four participants.

#2. Ooma

Ooma is a renowned business VOIP phone company that provides affordable business phone lines and 1-800 toll-free phone numbers. A toll-free number can be added to any Ooma office subscription. They will pre-select a toll-free phone number for you by default, but you can change it if you like. The Ooma Office platform has all of the sophisticated features you’d expect, such as a virtual receptionist, extension dialing, music-on-hold, smart mobile phone apps, call records, and more. The setup is also incredibly simple, taking only a few minutes. You can utilize their control panel to handle calls, add new team members, and do other things.

#3. GrassHopper

GrassHopper provides virtual phone numbers using voice-over-internet protocol (VOIP), which is ideal for sole proprietors and small organizations. A virtual phone number allows calls to be forwarded to any phone number or mobile device. However, a conventional phone line is still required for outbound calls. They provide simple web and smartphone apps for managing your account and phone service. You can have several extensions for your phone number, as well as local, toll-free, and vanity phone numbers. It provides local and toll-free lines in the United States, Canada, and the United Kingdom. GrassHopper has all of the basic capabilities, such as call forwarding, routing, waiting, call hold music, voicemail-to-email transcripts, and more. It is ideal for remote teams because expansions can be added.

#4. 8×8

8×8 stands out with programs that cater to both small enterprises and multinational corporations. The 8×8 Express package is designed for businesses with five or fewer people and offers unlimited calling in the United States and Canada, an auto-attendant, video conferencing, and team messaging. Depending on your subscription, the 8×8 X-Series provides unlimited calling to 14 or 48 countries. These versions are suitable for teams of any size, and you can tailor plans to just pay for the elements that each individual needs. In addition, to call management tools, the X-Series business communications plan support 500 video conference participants and live YouTube streaming. 

VoIP Small Business Phone System

Small enterprise VoIP is a phone system that allows small teams and enterprises to make voice calls and send SMS/MMS text messages via the internet using a desktop app or mobile device rather than a traditional landline or analog desk phone. Today, more advanced VoIP phone systems are unified communications providers or platforms, which means they not only allow you to make VoIP calls but also include other communication channels, such as video conferencing and team messaging. Because consumers are increasingly contacting small businesses via means other than phone calls, this type of unified platform is more cost-effective and functional than a traditional company phone system. The most proficient (and hands-on) alternative. It makes use of your internet connection to make phone calls, you may pay as you go with little (or no) upfront commitment, and it’s simple to set up.  

These often include “softphone” apps that may be used on Android or iOS phones (as well as other mobile devices such as iPads). You may also come across phone systems marketed as “unified communications” solutions. This is a newer word, and these sorts of phone systems typically include additional communication channels, such as SMS and instant messaging for businesses. A good VoIP service should provide clear calls. Dialpad’s unique dual-cloud architecture and global voice network are designed to enable HD audio and video calls anywhere in the world. Small firms frequently experience dramatic growth spikes. When you add a large number of phone lines to a standard PBX system, the expense can quickly mount. Long-distance phone calls, particularly international calls, can be an expensive monthly expense.

Small firms, on the other hand, pay a set monthly charge regardless of how many calls are made, can add additional users and phone lines without incurring hardware or other expenditures, and can usually scale up or down much more freely.

Multi-Line Small Business Phone System

The difference between single-line phones and multi-line phone systems is that they can support more than one phone call at a time. When a call center agent is on the phone with a customer and another one rings your number, callers are routed to another agent, voicemail, or a busy signal. However, a multi-line phone system does much more than just hold calls. It can also call internal and external numbers as well as return to the line. Multi-line systems use a single caller ID.

#1. Nextiva X-885

The Nextiva X-885 can handle up to 12 lines. That makes it ideal for call center agents, receptionists, and even top managers. Users also benefit from rapid dialing options and dependable HD voice call quality, so customers don’t struggle to hear you. Setup is simple; simply connect your network via WiFi or an Ethernet port for a direct internet connection. The built-in Bluetooth and headset port keep you from being tethered to your desk. You can now provide unrestricted service to your consumers.

#2. eVoice

eVoice, also known as eReceptionist in some areas, provides communication solutions for small businesses. It offers a virtual receptionist to help you manage your company’s calls more effectively. Their automated phone system ensures that your customers’ calls are routed immediately to the appropriate individual. If you have any questions, you can get in touch with them via email, phone, or letter, or just visit their FAQ page. They have four plans, the least of which starts at £7.50 (per user) per month, but this package does not include minutes, and you must pay as you go. 

#3. Poly VVX-150

If you only need two lines, the Poly VVX 150 is an excellent choice. It provides crystal clear audio in a stylish style with a long-lasting monochrome LCD display. The Poly is not only a great alternative as a startup phone for a new business that requires a two-line solution, but it’s also exceptionally economical in contrast to other phones of its type. It simplifies your life by being interoperable with more than 60 industry-leading call control platforms. This compatibility is a critical aspect for ensuring high-quality performance in a low-cost piece of hardware. Its acoustic fence technology is one of its outstanding characteristics. It eliminates the need to be bothered by background noise by keeping your talks free of distractions and echoes. 

What Is a PBX Systems for Small Businesses?

A private branch exchange (PBX) is a company phone system that allows for internal and external call transfers between multiple office phone lines. (PBX used to be used just for internal calls, but it has since evolved to be more adaptable.)

What Is the Alternative to Business Phone Line?

Voice over Internet Protocol (VoIP) is one of the most rapidly expanding corporate solutions. VoIP substitutes your traditional landline phone with one that makes calls over the internet. You can communicate with anyone by utilizing your cell phone, laptop, or desk phone.

What Is a VoIP Phone System for Small Businesses?

Small enterprise VoIP is a phone system that allows small teams and enterprises to make voice calls and send SMS/MMS text messages via the internet using a desktop app or mobile device (such as your trusty cell phone or tablet) rather than a traditional landline or analog desk phone.

What Is the Best Phone System for a Small Church?

DialMyCalls allows you to rapidly send a phone call and/or text message to your whole organization! There is no need to purchase any equipment or pricey hardware; simply log in to your control panel and set up and transmit your calls within minutes. Others include:

  • KrispCall: Safe and affordable cloud phone system.
  • Ooma Phone 
  • Vonage 
  • Nextiva 
  • Alliance Phones.
  • Freshdesk 
  • Dialpad.
  • Grasshopper.

What Are the 3 Disadvantages of VoIP?

VoIP’s Drawbacks

  • Reliable Internet access is required.
  • Jitter and latency.
  • There is no tracking of emergency calls.

Is VoIP Cheaper Than PBX?

Only larger firms with a large number of employees may afford PBX networks due to the upfront costs. Meanwhile, setting up a VoIP network is far less expensive. There is no need to set up an entirely new system if you already have an internet connection.

How Do I Turn My Phone Into a Business Phone?

How to Convert Your Cell Phone Into a Business Phone Line-

  • Enter your existing phone number or select a new one.
  • Transferring your current phone number to Talkroute.
  • During the transfer, there is no downtime.
  • Fill out a port request.
  • Contact the current cell phone carrier.
  • A Talkroute porting agent will contact you.

Can I Use My Cellphone as a Business Line?

Fortunately, you don’t need a second substantial device to differentiate between business and private life. Finding the correct VoIP phone provider is essential when adding a business line to your cell phone. Once you’ve signed up for a VoIP service, all you have to do to utilize your business phone number is install an app on your smartphone.

Which Type of Phone Is Best for Business?

Top business phones

  • Apple iPhone 12 Pro Max Business Phone.
  • Samsung Galaxy Note 20 Ultra Business Phone.
  • Google Pixel 5 Business Phone.
  • Samsung Galaxy S20 Ultra Business Phone.
  • OnePlus 8 Pro Business Phone.
  • Apple iPhone SE Business Phone.


Effective communication benefits all organizations, large and small. Small organizations, on the other hand, may have more specialized demands that must be addressed in order to select a suitable phone system, such as restricted budgets. That is why small firms must conduct extensive research into business phone systems. As a small business owner, you will want to select a system that offers the most value for money while also providing the functionality you require.

  1. WHAT IS PBX: Clarification, Types, and Price
  3. BEST BUSINESS PHONE SYSTEMS: 2023 Best Business Phone Systems


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