9 VoIP phone systems to revamp the communication of your small business!
Voice over internet protocol (VoIP) is a phone system that makes and receives calls over the internet rather than traditional landlines. A VoIP phone number may be used with a business phone software to transform your computer or any mobile device into a phone.
Modern cloud-based phone systems enabled organisations of all sizes to continue operating and even scale for expansion as workers worked away.
Choosing the finest VoIP service for your business necessitates careful analysis. To find the best voIP phone systems for small business, this article will walk you through the best options for you. From simple VoIP phone service to all-in-one systems that include phone, messaging, video conferencing, and even contact centre solutions that interact with your office software and CRM apps.
What is VoIP?
With the use of the Voice over Internet Protocol (VoIP) technology, you can place voice calls through your broadband Internet connection as opposed to an analog phone line.
VoIP services range in their ability to connect you with anybody who has a phone number, including:
- Local,
- long distance,
- mobile,
- international numbers.
Although some VoIP services may only be used with a computer or specialised VoIP phone, others let you use a regular phone that is linked to a VoIP adaptor.
All types of organisations, from those with little resources to those looking for more effective ways to run their operations, can gain from VoIP phone systems. If you wish to use text messaging without using your personal number, a VoIP number is a necessity.
VoIP phone system for business
How does it work?
VoIP services turn your voice into an online digital signal that may be transferred. Prior to reaching its destination, the signal is changed to a conventional telephone signal if you are dialling a standard phone number.
With VoIP, you may be able to contact someone from your computer, a dedicated VoIP phone, or a regular phone that is linked to a specialised adaptor. You may connect to the Internet and perhaps utilise VoIP service wirelessly in places with WiFi "hot spots," like airports, parks, and coffee shops.
What kind of equipment do I need?
It is necessary to have:
- A broadband (high speed) Internet connection,
- a cable modem,
- high-speed services like DSL( or a local area network),
- a computer, adapter, or special phone.
While some VoIP services can only be used with a computer or specialised VoIP phone, others let you use a regular phone that is linked to a VoIP adaptor. You'll need some software and a cheap microphone if you use your PC.
Special VoIP phones work nearly the same as regular phones and plug straight into your broadband connection. When using a VoIP adapter-equipped phone, you can dial normally and the service provider might additionally supply a dial tone.
Why does my small business need a voIP system?
VoIP enables organisations to use internet-based phone services as opposed to traditional landlines. The advantages of VoIP greatly outweigh those of a conventional phone system.
You may make international calls without using a local phone provider as long as you have access to the internet. You may always route your VoIP calls to mobile phones or other devices that don't need an internet signal if the internet at your place of work goes down. Because it enables you to conduct work from anyplace outside of the office, this is advantageous for employees or business owners who regularly travel.
VoIP is therefore more dependable than conventional phone services.
Best voIP phone system for my small business
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 CallHippo |  Grasshopper |  Nextiva Call Center |  RingCentral |  Vonage Business |  Zoom Video Conferencing |  8x8 |
|---|---|---|---|---|---|---|
| For all companies | For all companies | For all companies | For companies with more than 50 employees | For all companies | For all companies | For companies with 2 to 5000 employees |
| See software | See software | See software | See software | See software | See software | See software |
| Learn more about CallHippo | Learn more about Grasshopper | Learn more about Nextiva Call Center | Learn more about RingCentral | Learn more about Vonage Business | Learn more about Zoom Video Conferencing | Learn more about 8x8 |
1. CallHippo
CallHippo is a provider of on-demand Voice-over-Internet Protocol (VoIP) services. CallHippo enables startups and enterprises to purchase immediate local assistance numbers from over 50 countries worldwide.
Features
- Power Dialer
- Smart Switch
- Global Connect
- Smart Call Forwarding
- Call Transfer
- Call Queuing
👍 Advantages
CallHippo’s annual billing lowers your monthly price as well as your initial calling expenses; nevertheless, it's excellent that both alternatives are still accessible, so businesses aren't locked into an annual contract if their circumstances don't allow it.
👎 Disadvantage:
CallHippo does not provide unlimited calling plans, as do many other service providers. If a company makes a lot of international calls, its price may be excessively high. This sort of organisation may benefit more from a service provider that provides a price plan with limitless minutes.
CallHippo
2. Grasshopper
Grasshopper, designed for small businesses, alerts you when a call is business-related so you can respond with your best voice. They provide you with a business phone number as well as all of the advantages of a powerful phone system without the cost of extra equipment.
Features
- Virtual Fax
- Call Forwarding
- Simultaneous Call Handling
- Reporting
- Voicemail Transcript
- Custom Greetings
👍Advantages
Grasshopper alerts you when a call is business-related so you may respond with your best voice. Custom welcomes and extensions that welcome callers and send them to the appropriate department or staff will make your company appear larger.
👎 Disadvantage
Grasshopper is a phone service that is solely available to entrepreneurs and small enterprises. There are also various points in the terms and conditions to ensure that you are not utilising your account for trunking or a call centre.
Grasshopper
3. Nextiva
With virtual workplaces, video conferencing, mobile apps, and feature-rich cloud PBX all in one system, Nextiva provides small companies and organisations a competitive advantage. Over 100,000 businesses rely on Nextiva for its unwavering dependability.
Features
- Unlimited Web Conferencing
- Team chat
- Call Recording and Rating
- Conference Bridge
- Free Local Phone Number
- Extension Dialling Number Change
👍Advantages
Nextiva is really open, they provide real-time status updates. Standard reports are offered with all three plans and serve as a single repository for consumer information. In addition to customer service, Nextiva takes pride in its 99.999% uptime reliability, ensuring that you are constantly connected
👎 Disadvantages
Voicemail to text is a popular function among corporate VoIP providers; however, it is only accessible in the Communication Enterprise package. Many VoIP service providers provide extra services. For an extra cost, customers may add voicemail to text.
Nextiva Call Center
4. Ooma Office Phone
Ooma is one of the best VoIP phone services for small businesses who don't have an IT department to handle everything. Its simple setup may get your staff up and running and understanding the system with minimum difficulties.
Features
- Mobile App
- Virtual Receptionist
- Flexible Numbering
- Call Transfer from App
- Call Logs
- Call Blocking
👍Advantages
Ooma offers options for both small and medium-sized businesses, as well as enterprises. API connectors, dashboard/heads-up displays, instant messaging, video conferencing, and other corporate capabilities are available. Ooma's capabilities give all you need for an effective communication solution, regardless of the size of your business or the sector you serve.
👎 Disadvantage
The Ooma website gives very little information about their customer support choices. If your organisation has limited or off-site IT workers, we recommend having lengthy talks with Ooma's sales people regarding the firm's customer support and whether it comes at an additional cost.
5. Phone.com
Phone.com provides a virtual phone system that allows you to handle phone greetings, menus, routing, extensions, voicemail, conference, fax, SMS, MMS, forwarding, and other features. Phone.com is the leading cloud-based phone service provider that caters to the needs of small businesses and entrepreneurs.
Features
- Account Management
- Analog Phones
- Expert Support
- International Calling
- Schedules
- Video Conferencing
👍Advantages
You may have as many voicemails as you need or desire with Phone.com. Aside from that, Phone.com provides extensions. The platform includes Virtual PBX call transfer, which allows users to transfer calls while on the phone to an extension or another number.
👎 Disadvantage
While Basic customers may enjoy a cloud-phone system without breaking the bank, the package may be too restrictive for those seeking more. For example, it does not feature the limitless minutes and video conferencing that other carriers offer, even in their most basic plans.
6. RingCentral
RingCentral is a cloud communications platform that centralises in one place a contact center, a video meeting solution and a collaboration tool. They make it possible to communicate with your colleagues from anywhere in the globe. It is an all-in-one app designed for businesses of any size. They streamline communication with employees, customers and everyone in between.
Features
- Inbound Voice
- Outbound Voice
- Live Chat
- Automatic Callback
- Campaign management
- Workforce Engagement
👍 Advantages
The contact centre is simple to reach with queries ranging from basic information access to setting up your VoIP system and maintaining your subscription. Customer care alternatives include a phone line that is available 24 hours a day, seven days a week and a live chat tool.
👎 Disadvantage
The RingCentral Essentials and Standard plans do not provide automated call recording features.
RingCentral
7. Vonage
Vonage is a supplier of communication platform as a service (CPaaS) for individuals and organisations of all sizes, allowing clients to connect and interact on any device via cloud-hosted voice, video, chat, and short messaging service (SMS)
Features
- Vonage Meetings
- Admin Portal
- Mobile and desktop apps
- Business Inbox
- Guaranteed Response TimeS
- Technical Discovery Workshop
👍Advantages
Vonage provides a home VoIP service that leverages your current internet connection to place calls and send messages via various cloud services. You may use it with your conventional home phone with the included adaptor, or you can use it on your mobile phone using the Vonage app.
👎 Disadvantage
Vonage Business does not provide free long-distance international calling. Instead, the Long Distance capabilities allow customers to make low-cost calls.
If you call a Vonage number from the app to another Vonage number anywhere in the globe, the service is free.
Vonage Business
8. Zoom
Zoom is a communications platform that connects anyone via video, audio, phone, and chat. Zoom requires an internet connection and a compatible device. Most first-time users will wish to create an account and download the Zoom Client for Meetings.
Features
- HD Video and Audio
- Cross-platform Messaging
- Password protection
- Waiting Rooms
- Custom Personal Meeting ID
- Meeting Recordings
👍Advantages
Zoom Phones gives customers the option of using a standard phone or a softphone. Zoom offers a number of brands and kinds of desk phones for businesses who require them. If your company uses remote workers, Zoom's desktop and mobile apps can save you the added cost of delivering a physical phone to each employee.
👎 Disadvantage
Zoom's website has very little information about their customer service offerings. Businesses with limited or off-site IT employees may need to speak with a sales representative about the customer support Zoom offers and whether it comes at an additional cost.
Zoom Video Conferencing
9. 8x8
8x8 empowers employees and delights any customers with cloud PBX features like unlimited calling, SMS, automated call-attendant, call distribution, recording, three-way calling, visual voicemail, and fax.
Features
- Unlimited Calling in the US and Canada
- Voicemail
- Team messaging
- HD Audio and Video
- Multi-level Auto Attendant
- Presence detection
👍Advantages
8x8 provides pre-configured VoIP system solutions for businesses such as government, education, healthcare, high-tech, insurance, transportation, outsourcing, and consulting. There are additional options for small and medium-sized organisations, as well as mid-market and large companies.
👎 Disadvantage
Pricing and service terms are unknown on the 8x8 website. Customers are encouraged to request an estimate from a company representative. Service contracts can last anywhere from 12 to 24 months. Disconnection fees range from $59.99 to $200.00, depending on the type of service you previously ordered.
8x8
Advantages of a VoIP system
An auto attendant
A VoIP feature known as an auto attendant takes calls and routes them to the appropriate extension. Additionally, you may employ an auto attendant to route calls outside of office hours to your voicemail or another location.
An auto attendant, which answers incoming calls with a phone menu, is an excellent method to provide a professional image.
Cost-effective
One of the key benefits of VoIP is that it requires no equipment and no maintenance from you, this translates into cheap investment costs. When using standard phone lines, installing a new system or adding new lines may need alterations to the building's electrical wiring. The cost of copper wire can significantly increase the cost of building a new phone system.
You may use a softphone with VoIP that runs on your computer or laptop. With a virtual phone system, you may receive high-quality software for less money because no additional hardware is needed. Long-distance and international calls are accessible at no extra cost because they are made through the internet.
Apps for mobile and PC
You receive a software application that you may use to accept and make calls from your desktop computer or any mobile device if you select a reliable VoIP phone system.
It's more crucial than ever to give your workforce a VoIP solution so they can operate remotely. With or without a separate desk phone, you may use these applications to make phone calls, participate in conference calls, send and receive text messages, and more. You can decide.
Recording of calls
Use your phone system to capture conversations between customers and workers. Is your staff handling calls with consideration and accuracy? Your team can become more effective if you record calls using your phone system. Additionally, it is secure, allowing only authorised users access.
VoIP call recording has the benefit of being completely undetected to all parties. Contrary to landline PBX systems, it also doesn't need any additional hardware. Cassette recorders, goodbye!
Quality of the call
As bad as it is, requesting callers to repeat themselves comes in second. Your phone calls will sound better thanks to HD Voice. Calls sound twice as clear thanks to VoIP technology as they do with traditional phone technology.
Numerous VoIP headsets and phones provide noise-cancelling features for even richer sound. Even for long-distance conversations, this high-definition sound quality is audible.
Unified Communications
VoIP improves team productivity through the idea of unified communications (UC). Your company's communications platform is fully integrated, as opposed to employing a number of disjointed apps.
Employees may now interact with clients and one another even more easily. Even calling between mobile devices is possible. When your team meets via video and screen sharing, work gets done more quickly. Real-time communication is made simple and coordinated through UC.
VoIP security and call encryption
Confidential information is communicated over the phone, including HR discussions and credit card data. Even while data packets go via the internet, VoIP is secure and safe. IP phone systems contain security features that prevent unauthorised parties from recording your calls. Call data is scrambled using VoIP technologies like TLS and SRTP, making listening virtually impossible.
So how to select a business telephone system?
Consider aspects such as contract terms, guaranteed uptime and support channels. On-Premises VoIP systems are significantly cheaper than landline systems.
If you're in a community with spotty internet service, this type of phone system won't work for you. You pay monthly fees for your SIP trunking, or PRI circuit. On-Premises VoIP Systems: All the equipment, including the PBX hardware to keep the phone system running, is housed within your business.