8 Best VoIP for Small Business Needs in 2023
This article is part of a larger series onVoIP.
The best voice-over-internet-protocol (VoIP) for small business delivers crystal-clear audio quality, lets users manage calls efficiently, and facilitates collaboration through chat and video meetings. It’s reliable and scalable, offering little to no downtime and enabling users to cope easily with changing communication demands. It features robust integrations that complement a company’s existing tech stack. Moreover, its subscription plans cater to different budget needs.
Based on our research and evaluation, these are the best VoIP for small business:
- RingCentral:Best overall for scaling customer support operations
- Nextiva:Excellent option for lead management and conversion
- Vonage:Top choice for managing fluctuating call volumes
- Phone.com:Solid pick for connecting to a global audience
- Dialpad:Ideal for gathering artificial intelligence (AI) insights
- JustCall:Best for handling large call volumes
- Ooma Office:Excellent option for managing brick-and-mortar operations
- Grasshopper:Top choice for sharing virtual phone numbers
Best VoIP for Small Business at a Glance
Best |
Monthly Starting Price per User |
Key Features |
Free Trial |
FSB Rating |
---|---|---|---|---|
|
$30 |
|
14 days |
4.74 out of 5
|
|
$30.95 |
|
7 days |
4.70 out of 5
|
|
$19.99 |
|
14 days |
4.46 out of 5
|
|
$14.99 |
|
30-day money-back guarantee |
4.44 out of 5
|
|
$23 |
|
14 days |
4.34 out of 5
|
|
$30 |
|
14 days |
4.31 out of 5
|
|
$19.95 |
|
30-day money-back guarantee |
4.25 out of 5
|
|
$31 for unlimited users |
|
7 days |
3.91 out of 5
|
Take our quiz to find out which small business VoIP service is best for you.
RingCentral: Best Overall for Scaling Customer Support Operations
What We Liked
- Offers toll-free minute allowance
- Provides desk and conference phone rentals
- Large meeting capacity accommodating 200 participants
Where It Falls Behind
- Unlimited internet fax isn't available in the entry-level plan
- Fewer short messaging service (SMS) credits compared to Nextiva; maximum is 200 vs Nextiva’s 2,000
- Unlimited storage is exclusively offered at the most expensive subscription package
RingCentral Monthly Pricing*
- Core:$30 per user for unlimited domestic calling, interactive voice response (IVR), single sign-on service, and a maximum of 100 toll-free minutes
- Advanced:$35 per user for automatic call recording, call monitoring, integrations with customer relationship management (CRM) and industry-specific tools, and a maximum of 1,000 toll-free minutes
- Ultra:$45 per user for unlimited storage for files, messaging, and recordings, device analytics and alerts, and a maximum of 10,000 toll-free minutes
- Free trial:14 days
*Save up to 33% by paying annually; discounts for 50-plus users are available.
RingCentral is the overall best VoIP for small business, offering excellent support for scaling customer service operations thanks to its advanced telephony features, unified communications tools, and robust third-party integrations. Itscall management systemgoes beyond the standard features, as it has a multi-level interactive voice response (IVR), call delegation, call park, and hot desking. It lets managers monitor active calls, speeding up resolving concerns using barge, whisper, and takeover.
Aside from call management capabilities, this popular VoIP phone system for small business features integrated communications tools, such as team messaging and video conferencing. It offers unlimited storage for messages, files, and recordings while accommodating a maximum of 200 attendees in video meetings. RingCentral works seamlessly with over 300 business tools, including popular customer relationship manager (CRM) apps like HubSpot and Salesforce.
However, if you plan to use thebusiness phone systemto send multiple text messages or run SMS marketing campaigns, note that RingCentral has limited SMS credits. Its most expensive plan only carries 200 texts per user a month, whereas Nextiva offers 2,000. Meanwhile, JustCall provides bulk texting services.
RingCentral Features
- Multi-level IVR:Create a self-service menu for callers to direct them to the right team or agent. RingCentral supports up to 250 voice menus and submenus per account, enabling you to add as many attendants as needed as the operations grow.
- Call delegation:Assign delegates to place and answer calls on behalf of executives. The phone system lets you designate up to 10 assistants to an executive or up to 10 executives to an assistant.
- URL app launch:RingCentral automatically opens a customer profile when the caller ID of an incoming call matches the contact information recorded in your CRM tool. With this, service representatives get an overview of the person they’ll talk to.
This small business VoIP provider offers several robust call management tools. In ourRingCentral review, it earned a perfect score on general features. Read the guide to see how it fared in other aspects like ease of use and customer support.
Nextiva: Best for Managing & Converting More Leads
What We Liked
- Free number porting
- Supports Bring-Your-Own-Device (BYOD) and provides phone rentals
- 24/7 support via email, chat, and phone
Where It Falls Behind
- Mobile SMS isn’t offered in the entry-level subscription package
- Limited third-party integrations
- Users must choose the highest-tier plan to unlock voicemail transcription and call recording
Nextiva Monthly Pricing*
- Essential:$30.95 per user for unlimited voice and video calling, auto-attendant, unlimited internet fax, and a maximum of 1,500 toll-free minutes
- Professional:35.95美元每用户无限电话会议40 participants, up to 1,000 SMS and multimedia messaging service (MMS) sent and received per user, and a maximum of 3,000 toll-free minutes
- Enterprise:45.95美元每用户无限电话会议unlimited participants, voicemail transcription, up to 2,000 SMS/MMS sent and received per user, and a maximum of 12,500 toll-free minutes
- Free trial:7 days
*Save up to 22% by paying annually; discounts are available for five users and up.
Nextiva is the ideal solution for sales teams wanting to improve their lead management and conversion initiatives. The VoIP phone system for small business has a built-in CRM tool, which features a visually appealing, customizable sales pipeline.
It has a Kanban board where you drag and drop lead cards based on their respective sales stages. As you finish customer calls, update the sales pipeline to easily track deals and determine the next steps to push clients closer to closing.
Like RingCentral, Nextiva also has unified communications tools. Its chat supports file sharing and emojis, while video conferencing allows users to share their screens for faster collaboration. These online features are accessible through mobile, making Nextiva one of ourbest cell phone plan providers.
One drawback you should know about Nextiva is that some standard phone features are only available in its most expensive subscription plan, which costs $45.95 per user, monthly. These include voicemail transcription and call recording. RingCentral’s entry-level plan offers these capabilities, priced at $30 per user, per month.
Nextiva Features
- Call blocking:防止不必要的联系人和电话留言ing your business. With this feature, service representatives won’t waste time and energy on unimportant calls and instead direct all their attention and efforts to calls that matter.
- Conference bridge:Allow multiple participants to join a virtual meeting from a phone, regardless of their location. Unlike a three-way call, the conference bridge accommodates more attendees, a maximum of 200 in Nextiva.
- Call pulling:More popularly known as call flip, this VoIP feature lets you switch between different devices without interrupting an ongoing call. This supports mobility, as you’re able to quickly move from your desk phone or desktop to a smartphone whenever you need to be out of the office.
Choose this solution when you need a reliable unified communications platform. Learn in ourNextiva reviewthe other business needs the VoIP provider accommodates.
Vonage: Best for Managing Fluctuating Call Volumes
What We Liked
- Offers 99.999% uptime guarantee
- Provides unlimited SMS even in the entry-level subscription package
- International calling plans help businesses reduce costs
Where It Falls Behind
- Visual voicemail is locked behind the most expensive subscription plan
- Fewer integrations than other providers like RingCentral and JustCall
- Requires a one-year contract minimum
Vonage Monthly Pricing*
- Mobile:$19.99 per user for unlimited calls and SMS, mobile and desktop app access, unlimited team messaging, and integrations with 20+ business apps
- Premium:$29.99 per user for the multi-level auto-attendant, internet protocol (IP) desk phone capability, integration with CRM apps, and unlimited meetings for up to 100 attendees
- Advanced:39.99美元每用户按需调用记录,电话group, and visual voicemail
- Free trial:14 days
*Pricing includes one main local company phone number.
Vonage is the best VoIP service small businesses choose when dealing with fluctuating call volumes. Its a la carte pricing scheme allows organizations to add or remove features, depending on present communication demands. The default tools in subscription plans include auto-attendant, click-to-dial, call forwarding, call screening, and business SMS and MMS.
Similarly, Vonage’s team messaging and video meeting capabilities are standard features. Host up to 200 participants in video conferencing sessions and use the in-meeting chat and whiteboards.
Compared to other solutions, Vonage has limited third-party integrations, connecting with only 20 tools. RingCentral, our best VoIP phone service for small businesses, works with over 300 apps. If you plan to connect the phone system to the platforms you already use, it’s best to go for RingCentral.
Vonage Features
- Voicemail transcription:Have voicemails converted into text format and receive the written record in your email inbox. Determine which to address first without needing to play back each one to get the gist of the message.
- Smart numbers:This feature receives and delivers calls to Vonage’s API system to satisfy preconfigured tasks before returning to the phone system for a live agent to answer. These tasks may range from routing the caller based on area code to facilitating two-factor authentication.
- Call parking:If you believe other team members are more competent in handling a particular concern, park the call at a communal spot and let them pick it up. The list of parked calls appears in the Receptionist Console.
OurVonage reviewdiscusses the VoIP provider’s capabilities in depth. Before buying a subscription, read the guide first to have an idea of what it can do for your business.
Phone.com: Best for Connecting to a Global Audience
What We Liked
- Complies with Health Insurance Portability and Accountability Act (HIPAA) standards
- Almost all voice features are available across all plans
- Offers unlimited video meeting duration
Where It Falls Behind
- Limited third-party integrations
- Doesn’t have team messaging
- Call recording and inbound faxing require additional fees
Phone.com Monthly Pricing*
- Basic:$14.99 per user for one phone number per account, 500 calling minutes, call forwarding, and a maximum of 10 video meeting participants
- Plus:$19.99 per user one phone number per user, unlimited calling minutes, IP desk phone compatibility, and a maximum of 25 video meeting participants
- Pro:$29.99 per user for call analytics, integration with third-party business tools, live video streaming of meetings, and up to 100 video meeting participants
- Free trial:30-day money-back guarantee
*Save 20% by paying annually; discounts are available for five users and up.
Phone.com is our top choice among small business VoIP providers for establishing an international presence. It offers local phone numbers in 35 countries, including Australia, Netherlands, Spain, Brazil, and New Zealand. Having a local number makes customers more likely to contact you, as it gives an impression of the company being easily reachable. At the same time, you’ll be able to reduce calling costs since you’ll only be charged local rates.
When you choose the Plus and Pro plans, you’ll only pay $5 a month for the standard rate global numbers and $15 for premium rate numbers. Standard rate global numbers include Austria, Australia, Denmark, Finland, Netherlands, and South Africa. Meanwhile, Brazil, Hong Kong, and New Zealand are part of the premium rate countries. Local rates apply to landline calls to Canada, France, Germany, Israel, and the United Kingdom.
Before subscribing to Phone.com, note that it lacks team chat capabilities. If collaborating with colleagues through messaging helps you deliver faster and more accurate customer service, you’re better off considering RingCentral, Nextiva, and Dialpad, VoIP solutions with chat features.
Phone.com Features
- Voice tagging:Know which menu option the caller chose before picking up the call. Respond to them with the appropriate greeting, mentioning the agent or department they’re trying to reach.
- Follow me:Distribute inbound calls to several phones in a specific order. This ensures that you won’t miss a call wherever you are, whether in the office, at home, or in the middle of a work trip.
- Call recording:Keep a record of all your calls to have accurate documentation of agreements and deals with customers. A beep sound goes off every 15 seconds during the call to remind participants that the conversation is being recorded. Phone.com stores recordings for 13 months.
If you plan to use this VoIP service, know what to expect by reading our comprehensivePhone.com review. The guide should help you decide if it’s the right platform for your customer support operations.
Dialpad: Best for Gathering AI Insights
What We Liked
- Single sign-on feature enhances security
- Unlimited ring groups accommodate multiple customer service teams
- Offers 100% uptime guarantee
Where It Falls Behind
- Smaller meeting capacity (up to 10 participants only)
- Phone extensions are locked behind the most expensive subscription plan
- Additional toll-free numbers are priced at $15, costlier than in other providers like RingCentral
Dialpad Monthly Pricing*
- Standard:$23 per user for unlimited domestic calling, multi-level auto-attendant, maximum of three ring groups, and integration with Google Workspace
- Pro:$35 per user for additional local or international numbers, maximum of 25 ring groups, international SMS, and access to open APIs and webhooks
- Enterprise:Custom quote for phone extensions, unlimited ring groups, integration with single sign-on solutions, and service level agreement (SLA)
- Free trial:14 days
*The entry-level plan’s fee is reduced from $23 to $15 when you pay annually.
Dialpad is the best VoIP solution if your team wants to improve customer support through artificial intelligence (AI) tools and recommendations. Its real-time call transcription lets agents concentrate on the actual conversation with a customer as they do away with jotting down notes. The automated post-call summaries, which include a transcript and a list of action items, help in finishing after-call work tasks faster.
Meanwhile, live speech coaching allows representatives to improve spiels and manner of speaking in real time. Managers are able to recommend further improvements in communication strategies as they spot trends in AI-powered analytics and reporting.
使用Dialpad的一个缺点是它有限的meeting capacity. It only accommodates up to 10 participants in one session. RingCentral has a bigger capacity, allowing 200 attendees in its most expensive subscription plan.
Dialpad Features
- Call transfer:Redirect a call to another colleague who will answer the inquiry best. Dialpad supports warm and cold transfer, allowing users to move the call immediately or after speaking to a colleague.
- Screen sharing:Share your screen while on an active phone call. The call participants will receive a message with a link to your screen share once you activate this feature.
- Presence:Know if colleagues are available for a call or meeting by checking the user’s status. Dialpad assigns different colors for various statuses: green for available, red for unavailable (on a call, in a meeting, or set to Do Not Disturb), and yellow for busy.
Explore the pros and cons of using this VoIP provider by reading our in-depthDialpad review. Check if its level of user-friendliness matches the expertise of your team members.
JustCall: Best for Handling Large Call Volumes
What We Liked
- Integrates with various business tools and automation platform Zapier
- Features call monitoring tools, which are a common feature in call center systems
- Call recording is available in all subscription packages
Where It Falls Behind
- Call and voicemail transcriptions come with an additional fee
- More expensive subscription plans than other VoIP providers
- SLA is only offered at the highest-tier package
JustCall Monthly Pricing*
- Standard:$30 per user for a minimum of two users, unlimited inbound calling minutes, IVR, and integrations with over a hundred business tools
- Premium:$60 per user for call monitoring, autodialers, multi-level IVR, and advanced integrations
- Custom:Custom quote for a minimum of 10 users, unlimited outbound calling, agent coaching, and SLA
- Free trial:14 days
*Save 20% by paying annually.
For providing call center capabilities, JustCall is the best VoIP for small businesses regularly receiving large amounts of calls. It has a queue callback, which gives callers in the virtual line the option to request a callback. This removes the frustration of passively waiting for a long period for an available agent. Meanwhile, its appointment scheduler allows clients to schedule a call with the company. This helps businesses have foresight on call volume for specific days.
JustCall also generates a call score for each customer conversation. The call score is a numeric value that measures the agent’s performance in the call. It takes into account the service representative’s communication style, compliance with brand processes, customer response, and call etiquette. With regular evaluation, agents improve their performance, able to cover more calls.
Compared to other VoIP providers, JustCall has more expensive subscription plans. While its base-level subscription starts at $30 per user, per month, similar to RingCentral, its second-tier plan’s fee doubles to $60 per user. If you prioritize affordability, go for Phone.com, which has an entry-level plan worth $14.99 per user and offers discounts for bulk purchases and annual billing. Explore more alternatives in our list of thebest cheap VoIP services.
JustCall Features
- Wrap-up time:Determine the time it takes for agents to finish after-call work. During wrap-up time, they won’t receive phone calls, letting them concentrate on post-call tasks.
- Concurrent calls:Alert multiple devices simultaneously to ensure you won’t miss any important calls. JustCall allows seven phones to ring at the same time.
- Call monitoring:Listen to active calls and help agents resolve customer concerns. Enable whisper to coach the agent without the customer knowing. Use barge to join the conversation and speak to both parties.
Ooma Office: Best for Managing Brick & Mortar Operations
What We Liked
- Base-level plan offers 50+ standard features
- Has first-party hardware and offers bundle promos for desk phones
- Offers incoming call minutes allowance
Where It Falls Behind
- Desktop app isn't available in the entry-level plan
- Users must choose the highest-tier plan to use the find me, follow me feature
- Doesn’t have robust integrations with business tools
Ooma Office Monthly Pricing
- Essentials:$19.95 per user for one toll-free number, virtual receptionist, ring groups, and mobile app
- Pro:$24.95 per user for call recording, desktop app, business SMS, and up to 25 video meeting participants
- Pro Plus:$29.95 per user for call queueing, integration with CRM tools, up to 100 video meeting participants, and hot desking
Ooma Office is an excellent phone system for brick-and-mortar companies, as the platform features intercom and overhead paging systems that are easy to set up and use. Those operating warehouses, retail stores, and clinics are able to send messages to colleagues and broadcast announcements faster.
Using the intercom simply involves dialing *40 followed by the specific extension number. To enable overhead paging, you only need to plug the paging adapter into the Ooma Office platform and set up the Multicast Paging button on your phones.
In the same way this solution is a great tool for brick-and-mortar companies, it’s also our top pick for thebest VoIP services for home offices. However, Ooma Office locks its find me, follow me feature in its most expensive plan. In the case of Phone.com, this call forwarding feature is included in the base-level package, which only costs $14.99 per user, monthly, almost half the price of Ooma Office’s highest-tier plan.
Ooma Office Features
- Call log:View records of different types of calls: incoming, outgoing, and missed. The call log displays the time and duration of the call, along with the phone number that received and placed the calls.
- Hot desking:Allow employees to use any phone in your system and have their unique phone line, voicemails, and caller ID logged into that device. To activate this feature, the user simply presses *50 on an unassigned phone and enters their extension number and voicemail PIN.
- Virtual fax:Send and receive faxes using your softphone. To set up virtual fax, you must add it as a new extension, assigning a virtual phone number.
This VoIP provider got a perfect score on general features in ourOoma review. Check out the article to see our ratings on its pricing, ease of use, and customer service.
Grasshopper: Best for Teams Sharing Virtual Phone Numbers
What We Liked
- Unlimited users for all subscription plans
- Offers live receptionist services through Ruby
- Features professional voice actors for custom phone greetings
Where It Falls Behind
- Additional phone numbers cost $10, which is more expensive compared to other providers
- Lacks advanced call management features, such as multi-level auto-attendant and call recording
- Short free trial duration
Grasshopper Monthly Pricing*
- Solo:$31 for one phone number, three extensions, and unlimited users
- Partner:$51 for three phone numbers and six extensions
- Small Business:$89 for five phone numbers and unlimited extensions
- Free trial:7 days
*All plans include all the VoIP features, including call forwarding, call transfer, custom greetings, and reporting.
Grasshopper is the best solution for teams sharing phone numbers, as it offers a maximum of unlimited extensions. Unlike other providers that charge per user, it has a flat rate scheme for unlimited users. This means you won’t incur additional costs as you grow your customer service team and add as many extensions as you need for more agents and departments.
Grasshopper supports different types of virtual phone numbers: local, toll-free, and vanity. Its number lookup tool makes choosing phone numbers easy. You also have the option to retain existing phone numbers through number porting. The provider doesn’t charge any fee for transferring numbers. Because of these offerings, Grasshopper was our top pick amongvirtual phone number providers.
Note that this platform doesn’t have advanced call management features like multi-level auto-attendant and call recording. If you need a more sophisticated call management system, RingCentral is the better option.
Grasshopper Features
- Call reporting:Refer to the Usage Report to see the number of incoming and outgoing minutes used and the average call length. If you want to know specific call information within a given period, such as the date, time, and duration of conversations, pull the Detail Report.
- Live receptionist:Let a professionally trained human service representative handle your calls. Grasshopper has partnered with live receptionist services provider Ruby to help organizations manage customer inquiries.
- Instant response:Grasshopper automatically sends a message to new customers when you miss their call. With this, you’ll be able to maintain engagement with clients even when you’re busy with other important tasks.
This VoIP platform is also an excellent solution for work-from-home teams. If you plan on using this tool, read ourGrasshopper reviewto learn more about its best use cases and features.
How We Evaluated the Best Small Business VoIP Service
To determine the best VoIP phone system for small businesses, we considered its overall affordability, call management capabilities, user-friendliness, and customer assistance availability. We added our expert opinion on its value for money and popularity in the evaluation.
Learn more about the specific criteria points we used to evaluate business VoIP providers by clicking on the tabs below:
20% of Overall Score
To determine the platform’s affordability, we checked the cost of the base-level and second-tier subscription plans and compared it to the prevailing prices in the market. We also considered the annual billing and bulk discounts offered.
25% of Overall Score
Unlimited calling within the United States (U.S.) and Canada was part of our checklist for general features. We considered video and audio conferencing, giving more points to platforms with both capabilities. Providers with an uptime SLA of 99.999% or above earned more points. Since most teams have remote, on-the-go members, we included mobile apps in our assessment.
20% of Overall Score
The specialized features we checked were international calling, international numbers, and the IVR system. Higher points were given to providers with robust integrations.
10% of Overall Score
We evaluated ease of use by determining the expertise required to set up and operate the phone system. We assessed if platforms have an intuitive interface.
10% of Overall Score
The variety of customer communication channels was part of our evaluation. We gave more points to providers with email, phone, and live chat support. We considered the hours these channels are active and operational.
15% of Overall Score
This includes our assessment of the provider’s standout features, value for money, and ease of use. We checked user ratings in third-party review sites to gauge the platform’s popularity.
Frequently Asked Questions (FAQs)
To choose the best VoIP solution, consider these three Cs:
- Costs:The right platform for your business accommodates your budget. Consider the cost of the monthly VoIP subscription, which typically ranges from $10 to $50 per user. Other expenses include toll-free minutes, international calling fees, number porting, and additional hardware, such as IP phones or VoIP adapters.
- Capabilities:Ensure that your phone system has the features you need. Some VoIP systems, like Grasshopper and Google Voice, have basic call management features, making them ideal for solopreneurs and small teams with low call volumes. Other solutions, like RingCentral, are suitable for those that frequently receive a large number of calls, as they have advanced capabilities.
- Customer support:The best small business VoIP provider offers several communication channels for customers. It has a help center that contains comprehensive resources for navigating the platform and a community forum where users are able to ask questions and get advice from each other. In addition, its phone, chat, and email support are open 24/7.
Yes. One example would be Google Voice, offering a forever-free plan. It gives one user unlimited calling and text messaging within the U.S. It also has affordable subscription plans, which start at $10 per user. The package includes calls to the U.S., Canada, and most European countries (from within Europe), unlimited text messaging, voicemail transcription, and integration with Google Workspace tools.
No, the VoIP system doesn’t require a dedicated phone to be usable. It works on your laptop or mobile devices when you install your provider’s softphone app.
At the same time, you may use analog or landline phones to place and accept voice calls through the internet. To enable this, you must use a VoIP adapter, a tool that converts analog voice signals into digital packets. It connects to the local area network via an Ethernet cable and plugs into the analog phone through the FXS port.
Bottom Line
The best VoIP providers for small businesses allow users to improve internal and external communications through robust call management features, unified communications tools, and third-party integrations. They offer subscription plans with discounts and a wide range of inclusions, giving organizations great value for the money. Among all the platforms we evaluated, RingCentral stood out as the best overall, supporting companies scaling operations.
Its sophisticated call management system enables teams to accommodate high call volumes, as the instant messaging and video conferencing features facilitate collaboration. It works with over 300 business apps, making it easy for users to incorporate the platform into existing workflows. Sign up for RingCentral’s 14-day free trial to know if it’s the right solution for you.