Having a fancy business phone systems used to cost a lot of money in terms of equipment and special hardware.
Traditionally, most businesses relied on private branch exchange (PBX) systems to manage multiple lines, play hold music, and automatically route calls.
All of the small business phone systems in this rating use Voice over Internet Protocol (VoIP) phone technology, which allows you to use an internet connection to power your entire business phone system.
VoIP phone systems do not require any special equipment or personnel to manage them. To have a fully-featured phone system at your fingertips, simply download a mobile or desktop app.
VoIP providers have also significantly advanced business phone systems, enabling you to add unified communications features such as video conference, team chat, and voicemail-to-email.
In this guide, we rank the Best Small Business Phone Systems of 2022 and explain the plans that the companies provide, as well as how to select the phone system that is best for your business.
In-Detail Review of the Best Business Phone Systems for Small Businesses
Grasshopper – Best Small Business Phone System of 2022
Grasshopper is tied for first place in our ratings. Grasshopper, a VoIP provider specializing in low-cost cloud-based phone services, distinguishes itself through its pricing structure.
While the other providers in our rankings charge per-user monthly fees, Grasshopper offers three service tiers and is an excellent choice for solopreneurs and very small businesses.
Grasshopper offers three subscription plans: Solo, Partner, and Small Business. The Solo plan is $26 per month and includes one primary phone number and three secondary phone numbers.
The Partner plan costs $44 per month for three phone numbers and six extensions. Monthly fees for the Small Business plan are $80 and include five phone numbers and unlimited extensions.
You can choose numbers from multiple area codes or a mix of toll-free and local numbers. All phone numbers can be called and texted. If you need more phone numbers right away or as your business grows, you can add more phone numbers for $10 per month.
Ooma – Best Small Business Phone System of 2022
As our top-rated small business phone system, Ooma is tied with Grasshopper. Ooma is a good cloud-based VoIP service provider with a robust set of features and an affordable price point.
Ooma charges a monthly fee per user, as opposed to Grasshopper’s service-tier model. It has the lowest prices among the providers in our ratings.
Ooma has two plans available: Office and Office Pro. The Office plan is $19.95 per user per month and includes a slew of useful features.
Calls to the United States, Canada, Mexico, and Puerto Rico are unlimited, and users can select between a local and a toll-free number. You also get useful features such as the following:
- App for mobile devices
- Receptionist on the internet
- Optional music for holds and transfers
- Call rerouting
- Dialing from one extension to another
- Capabilities for texting
- Call rerouting
The Office Pro plan adds some desirable features, such as a desktop app, call recording, voice transcription, enhanced call blocking, and video conferencing for up to 25 participants, for $24.95 per user per month.
Ooma also offers a higher-level Enterprise plan that is contract-required. It costs $27.99 per month for each user.
Integration with third-party customer relationship management (CRM) software is possible with this plan. However, if you are a small business looking for a low-cost but reliable business phone service, one of Ooma’s base plans should suffice.
8×8 – Best Value Business Phone System
8×8 is a low-cost business phone service that combines calling, messaging, and video conferencing.
The company’s base plan costs only $12 per user per month and includes an impressive range of business phone features, such as unlimited calling and video, which is why we chose it as the best value plan.
The Express plan from 8×8 includes unlimited calling within the United States and Canada, auto-attendant, visual voicemail, advanced call management, meeting recording and transcription, content sharing, unlimited chat, team, and instant messaging, and file sharing.
It also includes unlimited video conferencing for up to 100 people. The Express plan costs $12 per month per user and includes a one-month free trial.
8×8 also has an X2 ($24 per user per month) and X4 ($44 per user per month) plan that may be suitable for some small businesses.
The X2 plan includes unlimited calling to 14 countries, internet faxing, and integrations with Google Workspace and popular CRM platforms such as Salesforce, HubSpot, and Zendesk.
When you upgrade to the X4 plan, you get international calling to 47 countries, as well as call quality reporting and advanced call management (monitor, whisper, barge.)
Other more expensive 8×8 plans include contact centers and are better suited for large businesses. The majority of small businesses will find 8×8 Express to be the best fit for their requirements.
Business phone systems are classified into several types. Each has its own set of advantages, but some are better suited to the needs of a small business than others.
Larger businesses may still prefer the traditional private business exchange (PBX) system or IP-enabled PBX, which are dedicated systems to a specific company and are typically on-premise. Small businesses, on the other hand, are more likely to use cloud-based VoIP systems.
A cloud-based phone service is not a stand-alone system. Instead, it is managed by the service provider and hosted in the cloud. This enables the business phone system to be provided at a lower subscription cost.
These phone systems do not require any hardware and can be accessed via mobile and desktop apps.
This infrastructure allows the business phone service provider to keep the service up to date at all times and gives your company access to UCaaS features like messaging tools, video conferencing, and third-party integrations.
Because of the ease with which a cloud-based VoIP system can be implemented, it is an excellent choice for the majority of small businesses.
It provides your company with access to all of today’s business phone system features without the upfront cost of having to build out a dedicated on-premise system or the necessary staff to maintain it.
It also gives your employees the freedom to work from anywhere because they can access your business communications network through a cell phone app. However, a cloud-based VoIP system may not meet your company’s specific requirements.
Consider your options and how your company interacts with a phone system to complete your work, and then select the option that best fits the way your company is run.
What Features Should I Consider When Purchasing a Small Business Phone System?
Small businesses may have narrower profit margins, particularly in their early years of operation, and cutting costs wherever possible can be critical to success.
“Supradeep Dutta, an assistant professor of technology and entrepreneurship at the University of Buffalo, explains. “VoIP is a technique for reducing communication costs.”
Cloud VoIP phone solutions are a great way to cut costs associated with traditional phone services.
For example, VoIP allows small businesses to not only forego traditional office phones, but also to investigate remote work options for employees who do not require a physical office.
Employees can use their own mobile phones or computers to make or receive calls, send texts, or join a video conference call using the apps associated with these services – all from a business number.
Aside from cost, two of the most important factors to consider when purchasing a small business phone system are:
Ease of Use: The easier the service and associated apps are to use, the better. Making a phone call or sending a text message should be simple, and your VoIP service should never make you feel as if you need to hire a switchboard operator just to reach the right person.
Seek out a service with features that will make your life easier. Depending on your industry, this could mean creating automatic transcripts, providing custom hold music, ensuring reliable voicemail functionality, or implementing spam protection.
Flexibility is essential for a small business. With easy-to-add lines and transparent pricing, the ability of your VoIP service to scale with your business should be clear from the start. Don’t forget to think about integrations as well.
Before committing to a provider, check to see if your VoIP service can integrate with a CMS or help desk system.
Every small business is different, and no single feature can address every issue. A list of the features you need or want most from a phone system, aside from cost, can be useful.
While it may not be at the forefront of your mind, consider your company’s security requirements and whether the VoIP provider you’re considering can meet them. Don’t forget to look into the provider’s customer service as well.
It’s easy to put off thinking about problems until they arise, but the last thing any business needs is to run into a technical problem and be unable to reach the right person for assistance.
Some service providers provide support 24 hours a day, seven days a week, while others are more limited. Check that this availability is compatible with your operating hours.
Purchasing a business phone service can be a daunting task. The options are numerous, and you must consider everything from system types and features to cost and even your customers’ expectations.
The number of providers offering these services has also increased. “Right now, over 500 companies in the United States are selling hosted phone systems,” says Phillip Sherman, president of Telecom Advisors Group, which helps businesses find phone solutions that meet their needs.
Here are some things to think about before making a purchase.
User count: How many employees will use your phone system? Because most providers charge a monthly fee per user, costs can quickly add up if you have a large number of users.
If you only need a basic office phone system, a provider like Grasshopper, which charges a flat monthly fee regardless of the number of users, might be a better option.
Is your company heavily reliant on video conferencing with clients or other employees? If this is the case, you should look for a provider that includes video meetings in its most affordable base plans. Those who include it in their premium plans will raise your monthly cost per user.
Automated call management features: If you anticipate a high volume of calls, you’ll want a provider with a plethora of automated call management features. Auto-attendant, voicemail-to-email or voicemail-to-text, and hold music are examples of such features.
To avoid keeping your customers waiting, consider plans that include intelligent call routing, forwarding, flipping, and transferring.
Remote employees: If you manage a large number of remote employees, you may require a service that provides effective team communication tools.
An easy-to-use mobile app, team and one-on-one messaging, file sharing, and video conferencing are examples of such features. Just make sure you select a cloud-based PBX system rather than an on-premise PBX system that supports these remote features.
Customer service: If your company relies heavily on its phone system, make sure you choose a company that provides round-the-clock support. When your phone system is down, the last thing you want to do is submit a support ticket.
Instead, you’ll want to speak with a live person who can assist you in resolving your issue as soon as possible.
What hardware do I need to buy for a business phone system?
Depending on the system you select, you may not need to buy any equipment for your business phone system. Cloud-based phone service will most likely be the best option for small businesses.
These systems are hosted in the cloud and do not require users to have any physical equipment, phone lines, or servers. Instead, a VoIP system uses mobile and desktop apps to transform a smartphone or laptop into a business phone with a few simple clicks.
This can be a great option for small businesses because it allows for budget flexibility. App-based phone systems, however, are not the only option.
Small businesses interested in physical phone systems should look into options such as IP desktop phones.
An IP desktop phone can connect to a cloud-hosted phone service, but it does not require the same investment in on-premise phone servers as a traditional private business exchange (PBX) system, and it still allows you to plug in a physical phone, providing a more traditional desktop device.
It all comes down to personal preference and budget when it comes to the hardware you require. You can save money by using an app-based communications system, but if your company would benefit more from a physical phone system, IP phones are your best option.
Can I install my small business phone system myself?
Yes, you can install your own business phone system. Cloud-based telephony services are commonly used in the best business phone systems for small businesses.
Because they do not require on-site hardware configuration, these services are quick and simple to set up.
Cloud-based VoIP phone systems are self-contained. The system is hosted and managed off-site by the business phone system provider.
As a result, you won’t have to go through a complicated process to get your phone system up and running. Simply create an account and select your phone numbers.
To gain access to the business phone system, download the provider’s mobile and desktop apps. You will still need to configure standard features such as voicemail and call routing, but once the app is installed, you are ready to make business phone calls.
You can also use IP desktop phones. These function as more traditional business phones and may be a good choice for small businesses with an office where employees spend the majority of their time.
IP desktop phones are generally simple to set up, with plug-and-play options or minor configuration required.
Do small business phone systems work well for remote employees?
According to a Gallup poll, 45 percent of full-time U.S. employees now work from home, so a small business phone service provides the necessary flexibility to support remote workers.
If you have remote employees, you should think about a cloud-based service rather than an on-premise PBX system. With the help of mobile apps, a VoIP phone service can connect your remote workforce from anywhere.
Your business phone service mobile app can allow your team to connect to your company’s business phone system to make calls and sync their contacts from the office network using your own personal cell phone.
A variety of call features are also available to assist remote employees. Caller ID, ring groups, call forwarding, call recording, voicemail-to-email, and voicemail-to-text make it simple to manage incoming calls and eliminates the need for everyone in the same office to take client calls on a traditional office phone system.
Many cloud-based VoIP business phone systems include UCaaS features such as team messaging and meeting tools to assist your employees in collaborating.
Features such as instant messaging, screen sharing, and file sharing can aid in teamwork among a dispersed workforce.
Many employees report a lack of connection or productive collaboration as a result of the rise of remote work. To be able to support your small business from a distance, you must use a business phone service that includes video calling.
Such capabilities enable you to hold productive face-to-face meetings without requiring your employees to be in the same location.
Are small business phone systems secure?
A small business phone system should provide a safe way to conduct phone-based business. When you use your personal cell phone for business calls, you expose yourself to risk if a customer shares personal information.
The type of information shared over the phone depends on your small business’s industry, and while some companies in sensitive information fields must be more aware of these risks than others, all businesses should consider the inherent risk of using a non-business phone system.
When communicating with clients over the phone, business phone providers frequently have security and privacy certifications that can help protect your company.
For example, if you work in the medical field, you should make sure that your business phone provider is HIPAA compliant. These certifications are typically available for viewing on the phone provider’s website.
Make sure to find a provider who offers the certifications required by your industry’s regulations.
When it comes to VoIP business phone services, you also don’t have to be concerned about security. For business phone service providers, secure networks, encryption, and modern internet protocols are industry standards.
So you can be confident that your phone calls with customers will be secure and private if you use a reputable business phone provider, such as those on our list of the Best Business Phone Systems of 2022.
Business Phone Systems
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