Business Phone System Comparison: Expert Guide (2024)

Business Phone System Comparison

Choosing among the best business phone systems is vital for efficient business communications. With numerous options available, deciding which suits your needs can be overwhelming. 

This business phone system comparison and comprehensive guide is designed to assist you in comparing the top phone systems. It will focus on key features, pros, and cons, equipping you with the necessary information to make an informed decision for your business.

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Best Overall

Nextiva is the best overall business phone system due to its comprehensive feature set, reliability, and scalability. It offers advanced features such as call recording, auto attendant, and unified communications, making it suitable for businesses of all sizes.

Nextiva’s platform supports cloud-based and traditional desk phones, ensuring flexibility and ease of use. With excellent customer support and competitive pricing, Nextiva is a top choice for any business looking to enhance its communication capabilities.

Best for Medium-Sized Team

Small Business Phone System

RingCentral is ideal for medium-sized teams due to its robust video conferencing and team messaging capabilities. It integrates seamlessly with various business tools and offers advanced call management features, including call routing and call queues.

RingCentral’s cloud-based platform ensures that medium-sized teams can collaborate efficiently, regardless of their physical location. With flexible pricing plans, RingCentral provides excellent value for growing businesses.

Best Budget

Dialpad is the best budget-friendly option. It offers a modern VoIP phone system with AI-driven voice intelligence at competitive prices. It provides essential features like call routing, voicemail transcription, and seamless integration with Google Workspace.

Dialpad’s user-friendly mobile and desktop apps ensure businesses can manage communications efficiently without incurring high costs, making it perfect for budget-conscious organizations.

Best for Small Business

Ooma is an excellent choice for small businesses due to its cost-effective VoIP system and easy setup. It offers essential features like call forwarding, voicemail transcription, and support for mobile devices.

Ooma’s flexible pricing and straightforward user interface make it accessible for small business owners who need a reliable phone system without complex configurations or high expenses.

Best for Video Conference

Zoom is renowned for its video conferencing capabilities, making it the best choice for businesses prioritizing high-quality video and audio conferencing.

Zoom Phone’s cloud-based phone system integrates seamlessly with its video conferencing tools, offering features like screen sharing, call routing, and support for mobile and desktop apps. It ensures that businesses can conduct effective virtual meetings and maintain smooth communication.

Best for CRM

Vonage excels in CRM integration, providing a versatile cloud-based phone system that works well with various CRM platforms. It offers call forwarding, video conferencing, and seamless mobile device integration. 

Vonage’s ability to integrate with CRM systems helps businesses streamline their customer interactions and improve overall efficiency, making it a top choice for organizations focused on customer relationship management.

Best for Remote Teams

GoTo Connect is the best option for remote teams due to its comprehensive cloud-based phone systems and robust support for mobile devices. It offers features like conference calls, ring groups, and advanced call management, ensuring remote teams can stay connected and productive. 

GoTo Connect’s user-friendly interface and flexible pricing plans make it an excellent choice for businesses with distributed workforces.

Top 10 Phone Systems For Businesses

1. Nextiva

Nextiva

Nextiva is a leading VoIP phone system known for its robust features and reliable performance. It offers advanced features like call recording, auto attendant, and unified communications, making it a top choice for many businesses.

Pros:

  • Easy-to-use interface
  • Comprehensive business communications solutions
  • High-quality call recording and call forwarding features
  • Seamless integration with mobile devices and desktop apps
  • Excellent customer support

Cons:

  • Higher cost per user compared to some competitors
  • Can be complex to set up for small businesses without IT support
  • Some advanced features require additional fees

2. RingCentral

RingCentral is a versatile cloud-based phone system that offers a comprehensive suite of features tailored for business communications. It supports the integration of video conferencing, team messaging, and phone service with popular business software.

Pros:

  • Robust video conferencing and team messaging features
  • Seamless integration with mobile apps and desktop apps
  • Comprehensive call management, including call queues and call routing
  • Unlimited calling with support for toll-free phone numbers
  • Excellent customer support

Cons:

  • Higher pricing compared to other business phone systems
  • Some advanced features may require additional training to utilize fully
  • Limited customization options for small businesses

3. Intermedia

Intermedia is known for its reliable VoIP phone systems and cloud-based phone services. It offers a range of features designed to enhance business communications, such as voicemail transcription, call management, and unified communications.

Pros:

  • Reliable VoIP phone systems with high-quality call service
  • Robust voicemail transcription and call management features
  • Integration with Microsoft Teams and other business software
  • Excellent customer support with 24/7 availability
  • Flexible plans suitable for small businesses and larger enterprises

Cons:

  • Setup can be complex without IT support
  • Some features may have additional costs
  • Limited integration options with non-Microsoft business tools

4. Dialpad

Dialpad is a modern VoIP phone system that focuses on AI-driven communication solutions. It offers voice intelligence, call routing, and seamless integration with cloud-based services.

Pros:

  • AI-driven voice intelligence and call analytics
  • Seamless integration with Google Workspace and other cloud services
  • User-friendly mobile apps and desktop apps
  • Strong call routing and call management features
  • Competitive pricing with flexible plans for various business sizes

Cons:

  • Limited features for traditional office phone system users
  • Customer support can be slow during peak times
  • Some advanced features require higher-tier plans

5. 8×8

8×8 is a cloud-based phone system that offers a complete business communications solution. It includes VoIP services, video conferencing, and unified communications, making it a versatile option for various business sizes.

Pros:

  • Comprehensive business phone service with VoIP systems
  • Advanced features such as call recording and team messaging
  • Integration with IP phones and mobile devices
  • High-quality video conferencing and screen sharing
  • Flexible plans with unlimited calling and support for toll-free phone numbers

Cons:

  • Higher cost for advanced features and additional services
  • Initial setup can be complex for small businesses without IT support
  • Some users report occasional call quality issues

6. Ooma

Close Up Image of a Telephone

Ooma provides a reliable and affordable VoIP system that is ideal for small businesses. It offers a range of features, including call forwarding, voicemail transcription, and a user-friendly mobile app.

Pros:

  • Cost-effective VoIP system with competitive pricing
  • Easy to set up and use, even for small businesses
  • Reliable call quality with essential features like call forwarding and voicemail transcription
  • Supports mobile and desktop apps for on-the-go management
  • Offers toll-free phone numbers and call management tools

Cons:

  • Limited advanced features compared to other business phone systems
  • Basic phone system may not meet the needs of larger enterprises
  • Customer support can be slow to respond during peak times

7. Zoom

Zoom is renowned for its video conferencing capabilities, but it also offers a robust cloud-based phone system called Zoom Phone. It supports unified communications with features like call routing, screen sharing, and integration with other business software.

Pros:

  • Excellent video conferencing and screen sharing capabilities
  • Comprehensive cloud-based phone system with VoIP services
  • Seamless integration with mobile devices and desktop apps
  • Supports business phone numbers and private branch exchange (PBX) systems
  • Flexible plans suitable for small businesses and larger enterprises

Cons:

  • Higher pricing for premium features and larger user bases
  • Some advanced phone features require additional costs
  • Occasional connectivity issues dependent on internet connection quality

8. Vonage

Vonage offers flexible cloud-based phone systems tailored to meet the diverse needs of businesses. It provides a range of advanced features such as call forwarding, video conferencing, and integrations with other business tools.

Pros:

  • Versatile cloud phone system with robust call forwarding features
  • Seamless integration with mobile devices and business lines
  • Supports video conferencing and unified communications
  • User-friendly interface with easy setup
  • Offers toll-free phone numbers and advanced call management

Cons:

  • Higher pricing for advanced features
  • Customer support can be inconsistent
  • Some users report occasional call quality issues

9. GoTo Connect

GoTo Connect (formerly Jive) is known for its reliable cloud-based phone systems. It offers a wide range of features suitable for businesses of all sizes, including functionalities like conference calls, ring groups, and mobile device integration.

Pros:

  • Comprehensive cloud-based phone systems with advanced features
  • High-quality conference calls and support for ring groups
  • Integration with mobile devices for on-the-go management
  • Flexible pricing plans with options for small and large businesses
  • User-friendly interface and easy deployment

Cons:

  • Higher cost for premium features
  • Initial setup can be complex without IT support
  • Occasional connectivity issues depending on internet quality

10. Avaya

Avaya

Avaya provides robust business phone systems with a focus on delivering high-quality voice communications and advanced features. It supports both traditional desk phones and modern cloud-based solutions.

Pros:

  • Reliable and high-quality phone calls with advanced call management
  • Supports both desk phones and cloud phone systems
  • Comprehensive set of features, including ring groups and call forwarding
  • Strong customer support with extensive resources
  • Flexible options for integrating with existing business lines

Cons:

  • Higher pricing for advanced cloud-based solutions
  • Can be complex to set up and manage without technical expertise
  • Some features may require additional licensing fees

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Quick System Comparison

Business Phone SystemKey FeaturesPlatformCompany SizeAverage Price per User/Month
Nextiva Call recording, auto attendant, unified communicationsCloud-basedSmall to large businesses$20-$35
RingCentralVideo conferencing, team messaging, call managementCloud-basedSmall to large businesses$20-$40
IntermediaVoicemail transcription, call management, integration with Microsoft TeamsCloud-basedSmall to large businesses$30-$50
DialpadAI-driven voice intelligence, call routing, Google Workspace integrationCloud-basedSmall to medium businesses$15-$30
8×8Call recording, video conferencing, team messagingCloud-basedSmall to large businesses$15-$50
Ooma Call forwarding, voicemail transcription, easy setupCloud-basedSmall businesses$20-$30
Zoom Video conferencing, screen sharing, call routingCloud-basedSmall to large businesses$20-$30
VonageCall forwarding, video conferencing, mobile device integrationCloud-basedSmall to large businesses$20-$40
GoTo ConnectConference calls, ring groups, mobile device integrationCloud-basedSmall to large businesses$20-$30
Avaya Call management, support for desk phones and cloud systemsCloud-based and on-premiseSmall to large businesses$20-$50

Features To Consider

Unlimited Calls

When choosing the best business phone systems, one key feature to consider is unlimited calls. This feature ensures your business can make as many phone calls as needed without worrying about extra charges. 

Unlimited calling plans are especially beneficial for businesses with high call volumes or who need to make frequent international calls. This feature provides cost savings and simplifies budgeting by offering a fixed monthly rate.

Unified Communications as a Service

Unified Communications as a Service (UCaaS) is an essential feature for modern businesses. UCaaS integrates various communication tools, such as VoIP phone systems, video conferencing, team messaging, and collaboration tools, into a single platform.

This integration enhances productivity and streamlines business communications by allowing seamless transitions between different communication methods. UCaaS solutions also typically offer scalability, making them suitable for businesses of all sizes.

Web Conferencing

Web conferencing is another crucial feature when selecting a business phone system. With the increasing trend of remote work and virtual meetings, web conferencing capabilities are essential for effective communication and collaboration. 

Look for phone systems that offer high-quality video and audio conferencing, screen sharing, and integration with other collaboration tools. Reliable web conferencing ensures that your team can stay connected and productive, regardless of their physical location.

Integrations

Integrations are a crucial feature to consider when choosing a business phone system. Integrating with other business tools and software, such as CRM systems, email platforms, and collaboration tools like Microsoft Teams and Google Workspace, can significantly enhance productivity and streamline workflows. 

A phone system with robust integration capabilities ensures that your communication tools work seamlessly with your existing business processes, providing a unified and efficient work environment.

Scalability

Scalability is another important feature of any business phone system. As your business grows, your communication needs will evolve. A scalable phone system allows you to easily add or remove users, upgrade features, and expand services without significant disruption or cost. 

This flexibility ensures that your phone system can adapt to your business’s changing needs, whether you are a small business looking to grow or a larger enterprise needing to scale back during quieter periods.

Reporting

Reporting features in a business phone system provide valuable insights into your communication activities. Detailed reports on call volumes, durations, peak times, and user activity can help you make informed decisions about resource allocation, customer service improvements, and overall communication strategy.

Look for phone systems that offer comprehensive reporting tools. These tools enable you to monitor performance, identify trends, and optimize your business communications.

FAQs

What is the best phone system for a business?

The best phone system for a business depends on specific needs and preferences. VoIP systems like Nextiva, RingCentral, and 8×8 are popular due to their advanced features, scalability, and integration capabilities. These systems offer a range of options suitable for small businesses and large enterprises.

What is the difference between a business phone and a personal phone?

A business phone is designed for professional use and offers features like call forwarding, voicemail transcription, and integration with business software. A personal phone typically lacks these advanced features and is used for personal communications. Business phones often have dedicated support and service plans tailored to business needs.

Why use a business phone?

Using a business phone ensures professional communication with clients and colleagues. It provides advanced features like call management, conference calls, and integration with business tools, enhancing productivity and efficiency. Additionally, business phones offer better customer support and service reliability.

What are the disadvantages of phones in business?

Disadvantages of phones in business include potential distractions, costs of maintaining and upgrading systems, and security risks if not properly managed. Additionally, reliance on phone communication can sometimes hinder the adoption of more efficient digital communication tools.

Is it OK to use a personal phone for business?

While using a personal phone for business is possible, it is generally not recommended. Mixing personal and business communications can lead to privacy issues, security risks, and difficulties in managing work-life balance. Using a dedicated business phone ensures better organization and professionalism.

Key Takeaways

Choosing the right business phone system involves considering factors like integrations, scalability, and reporting capabilities.

Each business has unique needs, and the right phone system can significantly enhance communication and productivity.

Contact us today to find the best phone system solution for your business.

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