Choosing the right business phone system can be challenging with so many choices. The key is to find the best balance between price, features, and ease of use. Systems that are too simple for small teams might not have the advanced features that bigger businesses need, and systems that are too complete might be too hard for them to understand.
This blog post will discuss the good and bad points of the 21 best business phone systems. You can use this guide to find the best option for your business. Stay around to see how each method compares to the others. Then, pick the one that works best for your team.
Best 21 Business Phone Systems: Advantages and Disadvantages
1. CallHippo
Source: CallHippo
CallHippo is a robust cloud-based virtual business phone system designed for businesses of all sizes. It offers a range of features, such as call forwarding, call recording, and virtual numbers, to streamline your communication needs.
With an easy-to-use interface and robust analytics, CallHippo ensures you never miss a call. Its integration with various CRM tools boosts productivity.
CallHippo’s affordability makes it accessible for startups, and its 24/7 support is exemplary. These features make CallHippo a top choice for businesses.
Pros:
- Affordable pricing for startups and small businesses
- Easy CRM integration with popular tools
- 24/7 customer support ensures reliability
- Robust analytics for better call management
- Scalable solutions for growing businesses
Cons:
- Limited advanced features compared to other providers
- Occasional connectivity issues in remote areas
- Additional costs for premium features
View CallHippo pricing plans here.
2. Vonage
Source: Vonage
Vonage is a versatile communication platform offering VoIP services tailored to businesses. You get high-quality voice calls, video conferencing, and messaging all in one place. Its integration capabilities with numerous business applications enhance your workflow.
Vonage provides a mobile app for on-the-go communication. Its services are scalable and cater to small and large enterprises. Vonage’s security features protect your data, and its global reach is impressive.
Pros:
- High-quality voice and video communication
- Wide range of integrations with business applications
- Mobile app for communication flexibility
- Scalable services for different business sizes
- Strong security features for data protection
Cons:
- Complex setup process for new users
- Higher costs for advanced features
- Customer support can be slow at times
View Vonage pricing plans here.
3. GMDH Streamline
Source: GMDH Streamline
GMDH Streamline is a leading supply chain management software. It excels in demand forecasting and inventory planning, making it invaluable for businesses.
The software integrates seamlessly with your existing systems. GMDH Streamline’s AI-driven analytics provide accurate forecasts. Its user-friendly interface simplifies complex tasks.
The tool’s flexibility suits various industries. Continuous updates ensure it remains cutting-edge.
Pros:
- AI-driven analytics for precise forecasting
- Seamless integration with existing systems
- User-friendly interface for ease of use
- Flexible solutions for different industries
- Regular updates for continuous improvement
Cons:
- Steep learning curve for beginners
- Higher pricing for advanced features
- Limited customer support in some regions
View GMDH Streamline pricing plans here.
4. Nextiva
Source: Nextiva
Nextiva is a comprehensive business phone system designed for seamless communication. It offers VoIP services, team messaging, and video conferencing. The platform’s high uptime increases its reliability.
Nextiva’s user-friendly interface makes it easy to manage calls and messages. Its analytics tools provide valuable insights into your communication patterns.
Integration with CRM systems boosts efficiency. Nextiva’s customer service is top-notch.
Pros:
- High uptime ensures reliable service
- Comprehensive analytics for communication insights
- Easy integration with CRM systems
- User-friendly interface for easy management
- Excellent customer service and support
Cons:
- Higher cost compared to some competitors
- Limited international calling options
- Complexity for users with basic needs
View Nextiva pricing plans here.
5. Aircall
Source: Aircall
Aircall is an intuitive cloud-based phone system perfect for modern businesses. It offers seamless integration with various CRM and helpdesk tools. The platform’s flexibility supports remote work effortlessly. Aircall’s real-time analytics help optimize team performance.
Its user-friendly interface requires minimal training. The tool is scalable, fitting businesses of any size. Aircall’s customer support is responsive and helpful.
Pros:
- Seamless CRM and helpdesk integration
- Real-time analytics for performance optimization
- User-friendly interface with minimal training needed
- Scalable solutions for any business size
- Responsive customer support for assistance
Cons:
- Higher pricing for small businesses
- Occasional call quality issues in some regions
- Limited customization options for advanced users
View Aircall pricing plans here.
6. 8×8 Virtual Office
Source: 8×8 Virtual Office
8×8 Virtual Office is a cloud-based communication platform designed for seamless business connectivity. It offers voice, video, chat, and contact center solutions in one package.
Known for its reliability and security, it supports remote work effortlessly. Integration with popular business apps makes it versatile. It’s praised for its user-friendly interface.
Businesses choose it for its comprehensive features. It’s a top choice for boosting productivity.
Pros:
- Comprehensive communication tools in one platform
- High reliability and security standards
- Supports remote work seamlessly
- Easy integration with popular business applications
- User-friendly interface
- Excellent customer support
- Scalable to business growth
Cons:
- Higher cost for premium features
- Occasional issues with call quality in high-traffic
- Limited customization options
View 8×8 Virtual Office pricing plans here.
7. Dialpad
Source: Dialpad
Dialpad is a modern business phone system leveraging cloud technology to provide voice, video, and messaging services. It integrates AI to enhance call transcriptions and automate workflows.
Users enjoy its intuitive interface and robust mobile app. It’s ideal for teams seeking flexible communication tools.
Dialpad’s smart features increase efficiency. Businesses appreciate its seamless integration with G Suite and Office 365. It stands out for its innovative approach.
Pros:
- AI-enhanced call transcriptions and automation
- Intuitive user interface
- Robust mobile application
- Flexible and scalable for businesses
- Seamless integration with G Suite and Office 365
- Reliable call quality
- 24/7 customer support
Cons:
- Learning curve for advanced features
- Occasional integration issues
- Limited international calling features
View Dialpad pricing plans here.
8. MyOperator
Source: MyOperator
MyOperator is a cloud-based call management system tailored for businesses of all sizes. It offers features like virtual numbers, call tracking, and IVR. You can manage customer calls effortlessly through its user-friendly dashboard. It boosts customer service efficiency and helps in tracking marketing campaigns.
Known for its affordability, it’s great for small businesses. Its analytics tools provide valuable insights. It’s a preferred choice for improving call management.
Pros:
- User-friendly dashboard
- Affordable for small businesses
- Efficient call tracking and management
- Virtual numbers and IVR features
- Analytics tools for valuable insights
- Enhances customer service efficiency
- Easy setup and implementation
Cons:
- Limited advanced features
- Basic reporting capabilities
- Occasional downtime issues
View MyOperator pricing plans here.
9. The Real PBX
Source: The Real PBX
The Real PBX is a cloud-hosted VoIP solution offering a range of communication tools for businesses. It includes features like call forwarding, IVR, and voicemail to email.
Businesses benefit from its cost-effective plans and 24/7 support. It’s praised for its reliability and call clarity. The Real PBX supports remote work effectively. Integration with CRM systems adds to its functionality. It’s a top pick for dependable business communication.
Pros:
- Cost-effective VoIP solutions
- Reliable call clarity
- 24/7 customer support
- Supports remote work seamlessly
- Integration with CRM systems
- Comprehensive feature set
- Easy to scale with business needs
Cons:
- Basic user interface
- Limited mobile app functionality
- Occasional setup challenges
View The Real PBXprcing plans here.
10. Lightspeed Voice Quantum
Source: Lightspeed Voice Quantum
Lightspeed Voice Quantum is a robust business phone system that combines VoIP services with advanced call management features. It offers crystal-clear voice quality and comprehensive reporting tools.
Users benefit from its customizable call flow options. It’s ideal for businesses seeking detailed analytics and efficient call handling.
Known for excellent customer support, it ensures minimal downtime. Lightspeed Voice Quantum enhances business productivity. It’s trusted for its reliability and innovation.
Pros:
- Crystal-clear voice quality
- Advanced call management features
- Comprehensive reporting tools
- Customizable call flow options
- Excellent customer support
- Minimal downtime
- Enhances business productivity
Cons:
- Higher initial setup costs
- Limited integration options
- The learning curve for detailed features
View Lightspeed Voice Quantum pricing plans here.
11. Exotel
Source: Exotel
Exotel is a cloud telephony platform designed for businesses. It offers seamless communication solutions like virtual numbers and IVR systems. This platform ensures high call quality and reliability. It integrates well with CRM systems, enhancing customer service.
Exotel also provides robust analytics for call tracking. Its cost-effectiveness makes it a top choice. Businesses trust Exotel to scale communication effortlessly.
Pros:
- Easy integration with CRM systems
- High call quality and reliability
- Comprehensive analytics for tracking
- Cost-effective pricing
- Scalable solutions for growing businesses
- Reliable customer support
- User-friendly interface
Cons:
- Limited advanced features compared to competitors
- Occasional issues with call connectivity in remote areas
- Setup can be complex for non-tech users
View Exotel pricing plans here.
12. Knowlarity
Source: 8×8 Virtual Office
Knowlarity is a leading cloud communication provider. It offers smart IVR systems, virtual numbers, and call center solutions. Known for its robust infrastructure, it ensures high availability and scalability. The platform is designed to enhance business communication efficiency.
Knowlarity’s features help automate customer interactions. It is famous for its user-friendly interface and reliability, and businesses prefer Knowlarity for its powerful communication tools.
Pros:
- Robust infrastructure ensures high availability
- Smart IVR systems
- Easy scalability for growing businesses
- Automated customer interaction features
- User-friendly interface
- Reliable performance
- Comprehensive support services
Cons:
- Higher pricing compared to some competitors
- Limited customization options
- The setup process can be time-consuming
View Knowlarity pricing plans here.
13. Ozonetel CloudAgent
Source: Ozonetel CloudAgent
Ozonetel CloudAgent is a cloud-based contact center solution. It offers advanced features like predictive dialing and call routing. The platform is designed for businesses seeking efficient customer service.
Ozonetel integrates seamlessly with various CRM systems. It provides real-time analytics for performance monitoring. Known for its scalability, it suits businesses of all sizes. Ozonetel ensures excellent call quality and reliability.
Pros:
- Advanced features like predictive dialing
- Seamless CRM integration
- Real-time analytics for performance monitoring
- Excellent call quality and reliability
- Scalable for businesses of all sizes
- Customizable solutions
- Responsive customer support
Cons:
- The higher learning curve for new users
- Occasional technical glitches
- Pricing may be steep for small businesses
View Ozonetel CloudAgent pricing plans here.
14. JustCall
Source: JustCall
JustCall is a versatile cloud phone system for businesses. It offers features like call forwarding, voicemail, and SMS services. The platform integrates well with CRM and helpdesk tools.
JustCall is known for its ease of use and setup. It provides robust call analytics for better management, and its global reach makes it ideal for international businesses. JustCall is trusted for enhancing team communication.
Pros:
- Easy setup and use
- Integration with CRM and helpdesk tools
- Robust call analytics
- Global reach for international businesses
- Versatile features like SMS services
- Reliable call forwarding and voicemail
- Strong customer support
Cons:
- Limited advanced features
- Occasional connectivity issues
- It can be expensive for smaller teams
View JustCall pricing plans here.
15. Acefone
Source: Acefone
Acefone is a cloud communication platform offering VoIP services. It provides features like virtual numbers, IVR, and call analytics. Designed for businesses, it ensures seamless communication.
Acefone integrates smoothly with popular CRM systems and offers excellent scalability for growing companies. Known for its affordability, It is a top choice for many and is trusted for enhancing business communication effectively.
Pros:
- Affordable pricing
- Smooth CRM integration
- Excellent scalability
- Robust call analytics
- Seamless communication features
- Reliable VoIP services
- Efficient customer support
Cons:
- Limited advanced customization options
- Occasional technical issues
- Initial setup can be complex for some users
View Acefone pricing plans here.
16. RingCentral
Source: RingCentral
RingCentral transforms how you connect and collaborate with your team. It’s a cloud-based communication platform that simplifies business conversations. You can manage calls, messages, and video meetings all in one place. Its user-friendly interface makes communication seamless.
Known for its reliability and comprehensive features, RingCentral supports businesses of all sizes. It’s one of the best because it enhances productivity by streamlining communication processes.
Pros:
- Extensive integration with apps like Salesforce, Google Workspace, and more.
- High-quality video and audio conferencing capabilities.
- Scaleable for businesses of any size.
Cons:
- Higher cost compared to some competitors.
- It can be complex to set up initially.
View RingCentral pricing plans here.
17. Ooma
Source: Ooma
Ooma offers a smart business communication system that is powerful and easy to use. It offers reliable VoIP phone service that enhances business operations. It features a virtual receptionist who directs calls efficiently. The setup is quick and straightforward.
Ooma is highly rated for its clear voice quality and uptime. It’s considered one of the best due to its cost-effectiveness and excellent customer service.
Pros:
- Cost-effective pricing structure.
- User-friendly interface with minimal setup required.
- Excellent customer support.
Cons:
- I am limited to advanced features for larger enterprises.
- Hardware can be expensive.
18. Grasshopper
Source: Grasshopper
With a professional phone system, Grasshopper empowers small businesses by making them look more prominent. It operates entirely over the Internet and offers features like call forwarding, voicemails, and extensions.
The setup is instant, so no new hardware is needed. It’s ideal for entrepreneurs on the go. Grasshopper is lauded for its simplicity and effectiveness. It’s one of the best because it makes business communications straightforward and hassle-free.
Pros:
- No new hardware is needed; it works with existing mobiles.
- They are specifically designed for small business owners.
- Offers a professional appearance with custom greetings.
Cons:
- It is not suitable for larger businesses with complex telephony needs.
- We have limited integration capabilities.
View Grasshopper pricing plans here.
19. Avaya
Source: Avaya
Avaya is a powerhouse in business communications, offering solutions that facilitate superior customer and team engagement. It provides unified communications, contact center solutions, and services.
You can customize features to fit your specific business needs. Avaya is renowned for its robust security and reliability. It’s favored among large enterprises for its ability to scale and adapt to complex communication needs.
Pros:
- Highly scalable and customizable.
- Strong security features.
- Comprehensive, unified communications solutions.
Cons:
- It can be costly, particularly for small businesses.
- The complexity of features may require professional installation and training.
View Avaya pricing plans here.
20. OpenPhone
Source: OpenPhone
OpenPhone is a streamlined VoIP service designed specifically for small businesses and startups. It integrates seamlessly with your existing devices, making setup a breeze. You get dedicated business numbers that allow you to maintain professionalism.
OpenPhone simplifies customer interactions with its intuitive interface. Its affordability makes it an excellent choice for budget-conscious entrepreneurs.
The app’s reliability and robust features are among the best for modern business communication.
Pros:
- Affordable pricing plans are suitable for small businesses
- Easy integration with smartphones and computers
- Features like voicemail transcription enhance convenience
- Customizable phone menus to suit business needs
Cons:
- Limited advanced telephony features compared to larger systems
- Primarily suitable for smaller teams, it is not scalable for large enterprises
View OpenPhone pricing plans here.
21. DialerHQ
Source: DialerHQ
DialerHQ offers a robust, cloud-based phone system that excels in sales environments. It automates dialing, increasing call operations efficiency. The platform features CRM integration, streamlining customer relationship management. Real-time analytics help you monitor performance and adjust strategies quickly.
Its user-friendly design ensures you can start without extensive training. DialerHQ is recognized for boosting productivity and customer engagement, making it a top choice.
Pros:
- Automated dialing system saves time and increases call volume
- Direct CRM integration for improved customer tracking
- Real-time analytics to guide business decisions
- The intuitive interface requires minimal training
Cons:
- Primarily focused on sales teams; less versatile for general business use
- Higher cost points compared to essential VoIP solutions
View DialerHQ pricing plans here.
Why Should Security Be a Priority in Your Business Phone System?
Security in a business phone system is not just a feature but a necessity. Integrating technology like VoIP systems into daily operations makes protecting your company’s communication data imperative.
Security Features to Look For
In business communications, VoIP business phone systems offer several advanced security features that you should consider. Encryption is crucial; it ensures that your conversations and data transfers remain confidential.
Look for business phone systems that offer end-to-end encryption to avoid any unauthorized access. Compliance with regulatory standards such as GDPR for businesses in Europe or HIPAA for healthcare providers in the U.S. is also vital.
Moreover, ensure that your provider regularly updates their systems to defend against new threats.
Risks of Inadequate Security Measures
Neglecting the security aspect of your business phone service can lead to severe consequences. A breach can result in losing sensitive information, financial penalties, and a damaged reputation.
For instance, if your VoIP phone service is compromised, malicious entities could intercept voicemails or reroute calls to fraudulent numbers.
This risk underscores the importance of choosing a provider emphasizing robust security measures.
How Do Costs Vary Among the Top Business Phone Systems?
Understanding the cost structure of different phone systems is critical to making an informed decision that aligns with your business needs. Whether you operate a small business or a larger enterprise, the financial investment in your phone solution should be justified by its benefits.
Initial Setup and Ongoing Costs:
The initial setup cost for a business phone system can vary significantly depending on the type of phone system you choose. Traditional landline systems often require extensive hardware setup, which can be costly.
In contrast, cloud-based business phone systems offer lower upfront costs without needing physical PBX systems or landlines.
However, consider the ongoing costs, including monthly fees for VoIP service, charges for adding new extensions or phone lines, and potential costs for extra features like auto attendants or unified communications.
Hidden Costs and Value Analysis:
When evaluating business phone system options, it is crucial to look beyond the advertised price. Consider the costs of maintaining an internet connection quality sufficient to support VoIP systems, especially if your business relies on heavy data usage.
Also, think about the potential costs involved with scaling your system. For example, adding new users or integrating with platforms like Google Workspace or other office phone systems can incur additional charges.
Assessing these factors will help you understand the total cost of ownership and ensure that the chosen system provides value for money.
What Are the Support and Service Considerations for Business Phone Systems?
The level of customer support provided can significantly influence your satisfaction with a business phone system. A reliable support system ensures that issues can be resolved swiftly, minimizing downtime and maintaining business continuity.
Benefits of Excellent Customer Support:
High-quality customer support is invaluable, particularly when transitioning to a new business phone system, such as a VoIP or virtual phone system.
Good support can help you navigate initial setup complexities, manage your company’s phone configurations, and troubleshoot any issues that arise with ease of use in mind.
Look for services that offer 24/7 support through multiple channels like live chat, email, or direct phone lines.
Drawbacks of Poor Support Services:
Without robust support, you may experience prolonged downtime or unresolved issues, which can disrupt your business operations.
Inadequate support for your business VoIP or cloud business phone system can lead to frustration, lost productivity, and a potential loss of business if customers cannot reach you due to unresolved technical issues.
This aspect is crucial for small business owners who might need more technical expertise in-house and rely heavily on their providers for assistance.
Final Verdict
Choosing from the top 21 business phone systems depends on your specific needs: ease of use, advanced features, or scalability. By understanding the pros and cons of each, you can find a system that enhances your team’s connectivity and fits seamlessly into your operations.
If you’re interested in exploring this topic further, check out our Phone number service articles for more detailed insights. They can help you make an informed choice tailored to your business needs.
Also, remember to explore our Top CRM software articles to learn how the right customer relationship management tools can streamline your operations and improve efficiency.
Go to our Top Product Reviews page for the Top 10 list that fits your business needs. Get the best deals and reviews for your business right now!
Frequently Asked Questions
How Do I Determine If a Business Phone System Is Scalable?
Look for systems that offer flexible plans, support increasing users, and allow you to add features as your business grows.
Are There Business Phone Systems That Are More Suitable for Small Businesses?
Specific systems are designed with small businesses in mind, focusing on simplicity, cost-effectiveness, and primary essential features.
What Are the Common Cons of Advanced Business Phone Systems?
Advanced systems can be complex to set up and manage, require a dedicated IT team, and are often more expensive than straightforward solutions.
Can I Integrate My Business Phone System with Other Tools like CRM Software?
Many modern business phone systems offer integration capabilities with CRM software and other productivity tools to streamline operations.
What Should I Do If I Need a Business Phone System for a Temporary Project or Location?
Consider using cloud-based systems or VoIP solutions that offer flexible, short-term contracts or pay-as-you-go plans.
