Voice over Internet Protocol (VoIP) phone systems have become increasingly popular among small and medium sized businesses (SMBs) looking to modernize their communication technology in a cost effective way. Compared to traditional landline systems, VoIP offers more advanced features, easier scalability, and the potential for significant cost savings.
However, with dozens of VoIP providers on the market, it can be overwhelming for SMBs to determine which solution best fits their needs and budget. This comprehensive guide examines the 10 top-rated VoIP phone systems tailored specifically for the requirements of small and growing companies.
What to Look for in a VoIP System
When researching options, keep the following key factors in mind:
Call Quality and Reliability – VoIP calls are transmitted over the public Internet, so high audio fidelity and uptime relies on having sufficient bandwidth available. Prioritize providers that offer quality of service control and dedicated networks.
Scalability – As your headcount grows, the system should easily accommodate adding new lines and features. Cloud VoIP systems are inherently more scalable than premises-based servers.
Mobility Features – With remote and hybrid work environments now common, VoIP systems should offer native Android and iOS apps for call control, contacts access, instant messaging and more.
CRM Integrations – View customer records directly on the phone screen (screen pop) based on incoming calls. Sophisticated systems can route calls based on CRM data.
Advanced Call Controls – Features like auto-attendant menus, intelligent call routing tools, call forwarding/recording/monitoring and mass notifications.
Ease of Use – The administration portal and phone interfaces should be intuitive for non-technical users. Training resources from the provider are also valuable.
Now let’s explore the top VoIP solutions available and see how they stack up across these factors.
1. RingCentral Office
RingCentral Office is the long-time industry leader, ideal for growing companies that want a full-featured system without the IT burden of managing premises equipment.
Key Features
- HD audio quality with dedicated QoS
- Unlimited calling to US/Canada
- Voicemails transcribed to text
- Integrates with popular CRM and helpdesk platforms
- iPhone and Android apps
Ideal For
- Companies outgrowing basic cloud PBX features
- Firms needing lots of custom call routing logic
- Distributed teams with mobile workers
Pricing
- $29.99-$49.99 per user/month, with volume discounts
2. Nextiva
Nextiva stands out with its exceptional call clarity backed by a 100% uptime SLA. The NextOS platform also enables seamless integration with business applications.
Key Features
- Amazing call quality with jitter buffers
- Reliable with multiple redundancies built-in
- Works with Salesforce, Zendesk and other apps
- Agile IVR flow builder
- Real-time analytics dashboard
Ideal For
- Call centers and sales teams
- Companies wanting reliability guarantees
- Those with advanced CRM needs
Pricing
- $18.95 – $32.95 per user/month
3. Vonage Business Cloud
Vonage Business Cloud brings together voice, video, messaging, intelligent routing and more on an easy-to-use platform.
Key Features
- Drag-and-drop call flows
- Wireless headset integration
- Transcribed voicemail to email
- CRM plugins available
- Vonage for Desktop app
Ideal For
- SMBs wanting everything in one platform
- Custom application development
- Firms with remote/mobile workers
Pricing
- $19.99 – $29.99 per user/month
4. 8×8 X Series
The 8×8 X Series packs powerful unified communications into a value-driven, complete business phone solution.
Key Features
- Over 100 calling features
- Built-in meetings with HD video
- Pre-configured phones to plug and play
- Option for dedicated internet link
- Integrated contact center features
Ideal For
- Turnkey plug and play setup
- Budget-conscious buyers
- Advanced call center functionality
Pricing
- $24 – $48 per user/month
5. Ooma Office
Ooma Office offers a reliable phone service specifically designed for SMBs, at a low monthly cost.
Key Features
- Free number porting
- 75+ features like extensions, ring groups, auto attendant and more
- CRM integration available
- iOS/Android app and softphone
- Exceptional uptime record
Ideal For
- Low cost of entry
- Basic call control needs
- Reliable phone service focused on SMB
Pricing
- $19.95 per user/month
6. Aircall
Aircall aims to deliver calls directly into your workflow. Natively integrates with common tools like Salesforce, Zendesk and Intercom.
Key Features
- Cloud-based system works with any phone
- Click to call numbers in CRM and helpdesk apps
- Instantly see customer records (screen pops)
- Voicemails via email with speech-to-text
- Simple drag and drop IVR editor
Ideal For
- Companies wanting deep CRM integration
- Firms that value workflow efficiency
Pricing
- $30 per user/month
7. Jive Communications
Jive Communications distinguishes itself through a focus on ease of use, along with video meetings and contact center features included.
Key Features
- Easy self-guided admin portal
- Built-in video conferencing
- 99.999% financially backed uptime SLA
- Integrated contact center and helpdesk
- Broadsoft partner with wide codec support
Ideal For
- Non-technical admins and users
- Growing businesses that expect scale
- Those wanting video meetings included
Pricing
- $23.99-$29.99 per user/month
8. Nextlink Internet
Nextlink Internet offers reliable business phone solutions on its privately owned national network.
Key Features
- Quality of Service over stable private backbone
- No third party routing of calls
- Business SMS/MMS messaging
- Built-in audio conference bridge
- Call forwarding and monitoring
Ideal For
- Businesses needing reliable connectivity
- Those wary of call quality over public Internet
- Firms that value network privacy and control
Pricing
- $27.95 per user/month
9. Foehn
Foehn stands out by combining cutting edge technology like AI analytics, speech recognition and global connectivity backed by outstanding customer support.
Key Features
- Optimized speech quality with machine learning
- Automatic speech-to-text transcription
- Real-time analytics for customer insights
- Omnichannel queue prioritization
- Available phone numbers in 100+ countries
Ideal For
- SMBs desiring innovation and great support
- Businesses with global/international needs
- Firms wanting real-time service analytics
Pricing
- $25 per user/month
10. Spectrum Enterprise Voice
Spectrum Enterprise Voice offers reliable, high-quality VoIP phone services leveraging Spectrum’s private managed network.
Key Features
- Crystal clear voice quality even at low bitrates
- QoS and dedicated bandwidth options
- Voicemail forwarded as email attachments
- Free local and long distance calling
- Integrated messaging and chat
Ideal For
- Existing Spectrum broadband customers
- Organizations who value call quality
- Those with limited IT resources
Pricing
- $23 per user/month
Making the Right Choice
Finding the right fit requires closely evaluating your workflow needs, network environment, appetite for innovation and budget. This overview of the top 10 contenders simplifies the complex decision, but still schedule product demos to experience features firsthand.
Prioritize solutions that offer the call quality, reliability, scalability and functionality appropriate for your business. Also realistically consider required investments in network infrastructure, devices, implementation assistance and user training.
With VoIP technology now mature, many good options exist offering high ROI. But thoughtfully focusing on the differentiators above rather than simply defaulting to the market leader ensures you select the best long-term phone system for your unique requirements.
