10 Best Office Phone Systems for Small Business

Being a small business nowadays implies being in touch with customers and team members at any given moment. Any successful business is based on good communication. This is the reason Best Office Phone Systems for Small Business is of importance to your company’s growth and success.

Days when businesses depended on the use of costly traditional telephone lines are over. Today’s Best Office Phone Systems use the internet to make calls, save money, and offer amazing features that old phone systems never had. These new systems can make your business appear professional, assist in serving the customer, and make your team collaborate with one another with increased ease.

You may be new to business, or you may want to upgrade the current phone system, and this guide will help you know all about the Best Office Phone Systems for Small businesses. We are going to demonstrate the top 10 and make you understand why they are special and how to choose the one that will suit you.

What are Office Phone Systems for Small Businesses?

Office Phone Systems are new communication systems that allow companies to make and take calls over the internet rather than the conventional phone lines. Such systems are also referred to as VoIP (Voice over Internet Protocol) systems since they transform your voice into digital data that is transmitted through the internet.

The systems are small business phone solutions for smaller businesses that require professional features, but at much cheaper rates than large companies spend. They are simple to operate, cheap, and can expand with your business as you expand.

Key Features to Look for in the Best Office Phone Systems for Small Businesses

So when buying the Best Office Phone Systems for Small Business, you would want to ensure that your system contains the following features:

• Unlimited Calling Plans: Find out systems that allow unlimited calls in your home country to avoid the worry of having to incur an enormous phone bill.
• Mobile Apps That Work Great: Your phone should be perfectly compatible with smartphones and tablets to ensure that your team can be connected even when they are not in the office.
• Easy Call Management: The phone should have features such as call forwarding, hold music, call transfer, and voicemail that are easy to use and install.
• Video Calling and Meetings: Video calls are favored by many customers and team members, so an in-built feature can be very productive for your business.
• Text Messaging for Business: The fact that you can receive and send text messages using your company number will help you get in contact with customers using the method they prefer.

List of Top 10 Best Office Phone Systems for Small Business

1. Nextiva

Nextiva is one of the Greatest Office Phone Systems for Small businesses as it offers great customer service in addition to the powerful features. It is a system that integrates phone calls, text messages, team chat, and customer management tools in a single, easy-to-use system.

Nextiva boasts of excellent customer care in the industry, which suits small businesses that require customer care assistance to get started. The system is very functional on both computers and mobile devices, and as such, your team can find it easy to keep in touch wherever they may be working.

Key Features:

• The same communication platform.
• Inbuilt customer management applications.
• High technology call routing system.

Pros:

• Superior customer support services.
• User-friendly desktop software.
• Comes with free business telephones.

Cons:

• Rudimentary third-party software integrations.
• Latency of mobile app notification.
• Video calls have a deprivation of features.

Best For: Customer Support

Pricing: $15-$75 per user monthly

Website: http://nextiva.com 

2. RingCentral

RingCentral has become one of the most widely used solutions with regards to the Best Office Phone System for Small Business since it makes teamwork so simple. It is like using familiar communication tools such as Slack or Microsoft Teams, but with robust business phone functions embedded within it.

RingCentral is bright in terms of assisting teams collaborate, such as instant messaging, file sharing, task management, and fast video calls. The system gives specific analytics that assist the business owner in knowing how their phone system is utilized and where they can improve their customer service.

Key Features:

• Efficient team groupwork software.
• High-level business analytics dashboard.
• Easy-to-use interface design

Pros:

• Great collaboration characteristics are present.
• Simple and intuitive design
• Detailed call analytics

Cons:

• Restricted text messages each month.
• Complicated analytics learning curve.
• Poor response from customer service.

Best For: Team Collaboration

Pricing: $20-$35 per user monthly

Website: http://ringcentral.com 

3. Zoom Phone

The best office phone systems have been ranked by most people as the Zoom Phone, and this has been made after it has proved to offer the best value and flexibility to small businesses. This system is ideal with the well-known video meeting service of Zoom, which provides a smooth experience to companies using video meetings as well as phone calls frequently. Something is unique in Zoom Phone: you can select a one-minute call, or you can have unlimited calling in more than 40 countries.

Key Features:

• Smart video meeting integration.
• International calling flexibility package.
• Excellent voice call quality.

Pros:

• Massive integration with meetings.
• Excellent mobile app design
• Various long-distance services.

Cons:

• None of the limited analytics are upgraded.
• No flexible feature pricing
• Basic reporting dashboard

Best For: Video Integration

Pricing: $15-$22.49 per user monthly

Website: https://www.zoom.com/en/products/voip-phone-new/ 

4. GoTo Connect

GoTo Connect earns its place among the Best Office Phone Systems for Small Business by offering the best international calling features available. This is an ideal system in a small business that requires making numerous calls to other nations, as it has unlimited calling to more than 50 countries in the standard plan. GoTo Connect allows the complicated call routing systems to be configured simply with a drag-and-drop interface without the need for technical knowledge.

Key Features:

• Included would be unlimited international calling coverage.
• Drag-and-drop call routing
• Smart call distribution system.

Pros:

• Excellent long-distance calling plans.
• Easy phone system setup
• High technology routing of calls.

Cons:

• Basic plan has limitations
• Limited SMS text credits
• Increased price over competitors.

Best For: International Calling

Pricing: Contact for pricing

Website: http://goto.com/connect 

Also read: Video Interviewing Software

5. 8×8

8×8 has earned recognition among the Best Office Phone Systems for Small Business by focusing on businesses that need advanced call management features. This system is especially powerful among those companies that process a large number of calls or require supervisor capabilities to track their team members and provide assistance.

8×8 has unlimited calls to 48 countries and provides special features to the receptionists and front desk employees who receive a great number of calls daily. The system also supports up to 500 participants in a video meeting and is therefore the best system to use when businesses have extensive online events or training programs.

Key Features:

• Cutting-edge supervisor surveillance systems.
• Design of a special receptionist interface.
• Massive video meeting capacity.

Pros:

• Effective receptionist support features.
• High-tech call tracking options.
• High capacity of meeting participants.

Cons:

• This is more expensive than alternatives.
• There is a restriction on international calling.
• Complex for basic users

Best For: Call Management

Pricing: Contact for pricing

Website: http://8×8.com 

6. Dialpad

Dialpad is the Best Office Phone system to use in a Small Business, as it provides the feature of artificial intelligence that enables a business to work smarter. This system is capable of automatically recording telephone calls in real-time, delivering real-time analytics regarding your telephone calls, and even recommending replies to messages received by the customer.

Dialpad is a good value among low-budget small businesses since it offers features that other businesses would offer at very high rates, all at the affordable price of only $15 per month. Its interface is modern and clean, such that anybody can use it without feeling overwhelmed.

Key Features:

• AI call transcription in real-time.
• Live analytics and intelligence.
• Contemporary user interface design.

Pros:

• Excellent value for money
• High-tech AI capabilities comprised
• Clean, modern interface

Cons:

• Low video meeting capacity.
• Few choices of integration.
• Basic plan restrictions

Best For: AI Features

Pricing: $15-$25 per user monthly

Website: http://dialpad.com 

7. Vonage

Vonage has established itself among the Best Office Phone Systems for Small business by offering unlimited texting and excellent customization options. This system suits companies that send numerous text messages to consumers since it has unlimited SMS in the US and Canada.

Vonage is offering a lot of API methods to businesses that desire to combine its phone system with other software they employ. The system has a large number of phone numbers with numerous different numbers in different area codes and even in different countries, so business can make their own choice on the number that may be most suitable for their customers.

Key Features:

• The phone comes with unlimited SMS text messaging features.
• Wide range of customization API packages.
• Wide phone number selection

Pros:

• Unlimited texting in the US
• Convenient meeting scheduling system.
• Excellent availability of phone numbers.

Cons:

• Lacks upgraded call facilities.
• Call recording costs extra
• Key features are expensive

Best For: Text Messaging

Pricing: $12.59-$26.59 per user monthly

Website: http://vonage.com 

8. OpenPhone

OpenPhone is the Best Office Phone system for Small businesses since it enables the sharing of the same number by multiple team members, with individual control. This is a new feature where your entire team is able to receive and send a text on the same business number, though each person can have their own independent number when the necessity arises.

OpenPhone has recently introduced AI capabilities where phone calls can be summarized automatically and text message responses can be proposed, which saves small businesses time and improves customer service to them.

Key Features:

• Shared phone number facility.
• AI call summaries available
• Automated number switching system.

Pros:

• Multiple users per number
• Assistive AI features were inclusive of
• Simple collaboration tools

Cons:

• None of the analytics dashboards were provided.
• Fewer integration solutions are provided by Google.
• No physical phone support

Best For: Number Flexibility

Pricing: $15-$35+ per user monthly

Website: http://openphone.com 

9. Ooma Office

The Ooma Office presents itself as one of the most appropriate Small businesses in the category of Best Office Phone Systems due to its mobile-only offers and easy call control. The system can be best suited to small businesses, whereby team members use their mobile phones, as opposed to conventional desk phones, as the main mode of communication.

Ooma Office also offers a free toll-free number and 500 free toll-free minutes with all plans, which is excellent when the business wants to have the option of customers calling the company free of charge.

Key Features:

• Plan options that are mobile-oriented.
• Toll-free number involved.
• Multi-channel analytics monitoring system.

Pros:

• Basic interface of call control.
• Good mobile app design
• Also comes with free regular minutes.

Cons:

• No team chat feature
• Basic video meeting options
• Renowned minimal sophisticated features.

Best For: Mobile Plans

Pricing: $19.95-$29.95 per user monthly

Website: http://ooma.com/office 

10. Grasshopper

Grasshopper rounds out our list of the Best Office Phone Systems for Small Business by focusing on absolute simplicity for very small businesses and solopreneurs. This system provides only the simple functions required by small businesses to make calls and texts, but it does not have complex functions that could make it too complicated to operate. Grasshopper offers account-based pricing rather than per-user pricing, which may be more economical to small teams who wish to share phone extensions.

Key Features:

• No frills interface design.
• Available account-based pricing structure.
• Basic calling and texting

Pros:

• Very easy to use
• Special pricing scheme alternative.
• No intricate features perplexity.

Cons:

• Lack of routing capabilities.
• Pricing can be unfavorable.
• No desk phone support

Best For: Basic Calling

Pricing: $14-$55 per account monthly

Website: http://grasshopper.com 

Common Mistakes to Avoid

When purchasing cloud phone systems on behalf of the business, avoid these frequent pitfalls that could waste your time and money:

• Selecting based on Price Only: The lowest price is not necessarily the best value when it lacks the features that you require, or the call quality is low.
• Not Testing the System First: Never purchase without trying out the free trial or demo version to ensure that the system is appropriate to your particular requirements.
• Losing the International Internet Pace: VoIP systems require good internet connections and, therefore, ensure that you have a good internet connection that is not impaired by voice calls.
• Ignoring Scalability Needs: Choose a system that is scalable to your business to avoid having to change systems as your staff expands.
• Failure to consider Integration Requirements: Ensure that your new phone system is compatible with other programs that you are currently using to carry out your business.

Conclusion

Best Office Phone Systems for small Business can change the way your company interacts with customers and other team members. The systems that we have looked at have various strengths; some have been excellent in their customer support, others in international calling, and others in their cost-keeping. What matters is to make sure that you focus on what is required most in your business. However, when you are starting, a simple system such as Grasshopper could be ideal. Nextiva may be perfect if you require many features and excellent support. Collaboration tools provided by RingCentral could be the right tool, especially when the team needs to work very closely.

It is important to remember that the Best Office Phone Systems for Small Business are something that should simplify your life and not complicate it. Find systems that have a free trial, have a customer support team that is helpful, and are compatible with your needs as a business. The right phone system will enable you to serve your customers at a higher level, work productively, and portray an excellent image that will help your business grow. You shouldn’t hurry with your choice – you should try various systems and select the one that is most comfortable for your team. The ideal inexpensive office telephone systems are there to make your business thrive.

Frequently Asked Questions

1. How much do the Best Office Phone Systems for Small Business typically cost?

Most Best Office Phone Systems for Small Business cost between $15-$35 per user per month. Prices of basic plans, including necessary featfeaturesgin at approximately 15, and the costs of advanced plans, including superior features, may reach 75 dollars per user every month. Several other providers are willing to give yearly plans and offer free trials to explore their systems.

2. Will I be able to maintain the current business telephone number when I change to a new system?

Yes, nearly all Best Office Phone Systems Business,give you the ability to retain your existing business phone number with a process known as number porting. This normally consumes 1-5 days of business and will make sure that your customers can still get in touch with you using the same number.

3. Do I need special equipment for cloud phone systems for business?

The majority of the current office VoIP systems are compatible with your existing equipment, i.e. y,our computer, smartphone, or tablet. Others, like desk phone,s are more favorable in some business;s, you can buy or hire them via your provider, however, not necessarily to start.

4. Are the small business phone solutions as reliable as the traditional landlines?

Today’s small business phone solutions are very reliable when you have a good internet connection. The majority of providers guarantee 99.9% availability and provide one of the backup options, such as automatic call forwarding to mobile phones in case of internet failure.

5. Will my team be able to work using these low-cost office phone systems?

Absolutely! The firstand  largest benefit of the affordable office phone systems is that your employees can work anywhere as long as there is an internet connection. They can also make use of the same business phone number when they are in the office, at home, or when travelin,g and this keeps your business in touch at any time of the day or night.