Nowadays, traditional phone systems are just not enough to give you the flexibility and features you need to keep up. That’s why many growing companies are switching to online business phone systems.
An online business phone system helps companies manage calls, video meetings, and messages all in one place. Unlike old landline phones, these systems work online. They use VoIP (Voice over Internet Protocol), which means calls go through the Internet instead of phone lines.
Today, we’ll be looking at the best business phone systems that take great advantage of the power of the Internet. Whether you’re a startup or an established business ready to grow, there’s a phone system that’s perfect for you.
How Does an Online Business Phone System Work?
An online business phone system is much more than just a way to make calls. Let’s discuss in detail how it works:
Cloud-Based Technology
Cloud-based technology replaces the need for on-site equipment. All your call data, voicemail, and settings are stored securely in the cloud, so you don’t have to worry about maintaining hardware.
Virtual Dashboard
A virtual dashboard acts as the control center for your system. This is where you can manage everything—set up call forwarding, adjust voicemail settings, add new users, and monitor call activity. You can access the dashboard from a computer, tablet, or even a mobile phone.
Multiple Device Support
Multiple devices work together seamlessly. You can use desk phones, mobile phones, and computers as part of the system. For example, you can start a call on your desk phone and transfer it to your mobile if you need to leave the office.
Best Online Business Phone Systems for Businesses Looking to Scale
Online business phone systems are perfect for staying connected with your team and customers. Let’s check out some of the top options to help your business run smoothly.
1. Talkroute
Talkroute is a virtual phone system designed for growing businesses. It helps teams stay connected with customers through calls, texts, and video meetings—all from one easy-to-use app.
With no need for expensive hardware, Talkroute lets you use your existing devices to manage communication from anywhere.
Key features:
- Virtual phone system – Make and receive business calls from any device
- Unlimited calls and texting – Toll-free and local communication with no limits
- Business texting (SMS & MMS) – Use your business number for text messaging
- Video meetings – Host virtual meetings with up to 100 participants
- Voicemail transcription – Read voicemails with automatic message transcriptions
- Customizable call routing – Easily manage greetings, schedules, and call flow
- No hardware required – Use your desktop, smartphone, or web browser
Talk to us about your growing business needs. Chat, email, or call us at 1.800.747.2140 today!
Pricing:
Talkroute’s flexible plans start at just $19 a month, the cheapest on this list with no strings (contracts) attached! We also don’t charge you additional taxes or hidden fees. You can easily add extra users to any plan for $5 a month per user.
See a simple breakdown of all our plans below:
| Plan | Monthly Price | Business Number Included | What’s Included |
|---|---|---|---|
| Basic | $19/month | 1 number ($5/additional user) | 1 mailbox, unlimited calling, text messaging, video meetings, call forwarding & routing, desktop/mobile/web apps, 24/7 support |
| Plus | $39/month | 2 numbers ($5/additional user) | All Basic plan features, plus: 3 mailboxes, menu, single-digit extensions, simultaneous ring, live call transfer, hours of operation |
| Pro | $59/month | 3 numbers ($5/additional user) | All Plus plan features, plus: 10 mailboxes, submenus, multi-digit extensions, call recording, scheduled call forwarding, reporting, voice studio, BAA |
| Enterprise | Contact for pricing | 10+ numbers (bulk pricing) | All Pro plan features, plus: 20+ mailboxes, SLA, account management |
Scaling your business? We’ve got a plan for you. Learn more about pricing today!
2. Ooma Office
Source: ooma.com
Ooma Office is a business phone service designed for small and medium-sized businesses. It offers easy setup, high call quality, and a range of features to keep teams connected.
With Ooma Office, teams can stay connected using desk phones, mobile apps, or their desktop and manage calls from anywhere.
Key features:
- Virtual receptionist – Greet and direct callers automatically
- Call forwarding – Send calls to any device you choose
- Conference bridge – Hold conference calls with multiple participants
- Call recording – Record calls for training or future reference
- Mobile app – Handle calls on the go from your phone
Pricing:
Ooma Office’s pricing plans start at $19.95 per month/user. Check out the table below for a simple breakdown:
| Plan | Monthly Price (Per User) | What’s Included |
|---|---|---|
| Essentials | $19.95 | 50+ standard features, unlimited calling (US, Canada, Mexico, Puerto Rico), virtual receptionist, mobile app |
| Pro | $24.95 | Everything in Essentials, desktop app, text messaging (250 messages/month), videoconferencing (up to 25 participants), call recording |
| Pro Plus | $29.95 | Everything in Pro, CRM integration, text messaging (1,000 messages/month), videoconferencing (up to 100 participants), team chat, hot desking, call queuing |
3. Nextiva
Source: nextiva.com
Nextiva is a business phone service designed for teams of all sizes. It combines voice, video, and messaging into one platform, helping businesses improve communication and collaboration.
With advanced call management features and built-in analytics, Nextiva makes it easy to stay connected and boost productivity.
Key features:
- Unlimited calling – Call anywhere in the U.S. and Canada without limits
- Auto-attendant – Greet and direct callers automatically
- Voicemail-to-email – Get voicemail transcriptions sent to your email
- Team messaging – Message your team instantly for quick communication
- Call analytics – Monitor and analyze call performance easily
Pricing:
Nextiva’s pricing starts at $25 per month. They offer discounts for their Digital and Core plans if you choose the annual billing option, but this can limit your flexibility and lock you into a full-year commitment.
They also have pricing plans for small businesses and enterprises. We’ve made a simple table detailing them below:
| For Small Businesses | |||
|---|---|---|---|
| Plan | Monthly Price (Per User) | Best For | What’s Included |
| Digital | $25 | Startups | Competitive monitoring, messaging apps, social media channels, review management, digital service helpdesk |
| Core | $36 | Small teams | Everything in Digital, plus: inbound & outbound voice, business SMS, video meetings, screenshare & file share, call routing |
| Engage | $50 | Growing teams | Everything in Core, plus: customer-to-team SMS messaging, toll-free number & minutes, advanced reporting, MS Teams integration, web chat (live & bot) |
| Power Suite | $75 | Sales & service teams | Everything in Engage, plus: inbound sales and service call center, priority and skills-based routing, unified team interface, supervisor dashboard, ACD callback |
| For Enterprises | |||
| Plan | Monthly Price (Per User) | Best For | What’s Included |
| Essential | $129 | Contact centers (single channel) | Inbound/outbound channels (voice or digital), full workflow engine for journey orchestration, customizable intelligent and skills-based routing, lite CRM |
| Professional | $159 | Omnichannel contact centers | Everything in Essential, plus: omnichannel (voice, SMS, chat, email, social, messaging, webform), advanced AI bots, secure payment agent assist (PCI-DSS), real-time supervisor support |
| Premium | $199 | Advanced contact centers | Everything in Professional, plus: full workforce management (WFM), optimized workflows for interaction deflection, CX analytics for all business functions |
4. RingCentral
Source: ringcentral.com
RingCentral is a cloud-based communication platform designed to help businesses stay connected. It combines phone, video meetings, messaging, and more in one easy-to-use solution.
Whether working in the office or remotely, RingCentral makes it simple for teams to communicate and collaborate.
Key features:
- Business phone system – Manage calls with call forwarding, phone extensions, and call management
- Video meetings – Host high-definition video meetings with screen-sharing
- Team messaging – Chat with team members in real time for quick collaboration
- Mobile and desktop apps – Access calls, messages, and meetings from any device
- Call recording – Record calls to capture key information and improve service
Pricing:
RingCentral’s Core plan starts at $30 per month. Let’s take a closer look at what they’re offering.
| Plan | Monthly Price (Per User) | Best For | What’s Included |
|---|---|---|---|
| Core | $30 | Small organizations | Unlimited domestic calling, business SMS/MMS, call menu (IVR), HD video meetings (100 participants), Google and Microsoft integrations, single sign-on, shared voicemail, real-time QoS analytics, developer platform, custom integrations |
| Advanced | $35 | Growing organizations | Everything in Core, plus: auto call recording, advanced call monitoring and handling, multi-site management, unlimited internet fax, CRM integrations (Salesforce, Hubspot, 300+ apps), adoption and usage analytics (6 months of storage), cloud storage backup, custom roles and permissions |
| Ultra | $45 | Large organizations needing advanced insights | Everything in Advanced, plus: customizable analytics and reporting, 12 months of analytics history, HD video meetings (200 participants), device analytics and alerts, unlimited storage for files and recordings |
5. Dialpad
Source: dialpad.com
Dialpad is a cloud-based communication platform powered by AI. It offers voice, video, messaging, and contact center solutions for businesses.
With AI-driven features like real-time call transcription and smart insights, Dialpad helps teams work smarter and stay connected from anywhere.
Key features:
- Unlimited calling – Make unlimited calls within the U.S. and Canada
- AI-powered call transcription – Get real-time call transcriptions with key highlights
- Voicemail-to-email – Receive voicemails as transcriptions in your email
- Team messaging – Chat with your team in real time for quick communication
- Mobile and desktop apps – Manage calls, messages, and meetings from any device
Pricing:
Dialpad’s Standard plan starts at $27 per month. Although you can avail a cheaper price of $15 per month if you choose annual billing, that’s still more or less $180 you have to spend in one go, not to mention you have to commit to it for a year too if you want to make sure you get your money’s worth. Here’s a detailed breakdown:
| Plan | Monthly Price (Per User) | Best For | What’s Included |
|---|---|---|---|
| Standard | $27 | Small teams and startups | Unlimited calling, unlimited AI meetings (up to 150 participants), SMS/MMS & team messaging, AI-powered call & voicemail transcriptions, Google Workspace & Microsoft 365 integrations, real-time analytics & reporting, web & chat support |
| Pro | $35 | Growing businesses | Everything in Standard, plus: 24/7 live agent support, CRM integrations (Salesforce, Zendesk, HubSpot, Zoho & more), Microsoft Teams integration, 10 office locations, multiple phone numbers per account, open APIs & webhooks, global SMS capabilities, local number support in 70+ countries, 25 ring groups (departments) |
| Enterprise | Custom | Large organizations | Everything in Pro, plus: 99.9% uptime, unlimited office locations, unlimited ring groups (departments), dial-by-extension, SSO integrations (Okta, OneLogin), Azure AD SSO integration, data retention policies, priority live agent support |
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Why Businesses Switch to Online Business Phone Systems
Online business phone systems offer many advantages compared to traditional phone setups. Let’s take a closer look.
Lower Costs
Switching to an online phone system helps businesses save money. Since these systems are cloud-based, there’s no need to buy expensive hardware or pay for ongoing maintenance.
Most providers offer subscription plans, so you only pay for the features and number of users you need. This makes it a cost-effective option for businesses of all sizes.
Better Customer Experience
Online systems come with smart features that improve how you connect with customers. Auto attendants can route calls to the right department, so customers don’t have to wait long.
Voicemail-to-email ensures you never miss an important message. Integration with CRM tools lets customer service teams see caller details instantly, providing a more personalized experience.
Easy to Scale
Online business phone systems can grow with your business. Need to add more users or features? You can do it with a few clicks in the admin dashboard. There’s no need to install new hardware or worry about complicated upgrades.
Increased Productivity
With everything—calls, video meetings, and team messages—in one system, your team works more efficiently. Employees don’t waste time switching between tools. Virtual receptionists help handle calls, while team messaging keeps internal communication fast and easy.
How to Set Up an Online Business Phone System
Setting up an online business phone system might sound complicated, but it’s actually a straightforward process.
With the right steps, you’ll have your new phone system up and running quickly. Here’s a simple step-by-step guide to help you get started.
Step 1: Choose the Right Provider
The first step is to pick a service provider that fits your business needs. Not all online business phone systems offer the same features, so it’s important to evaluate what you need.
Things to consider when choosing a provider:
- Number of users – Determine how many users will need access to the system.
- Key features – Check for features like video conferencing, voicemail-to-email, and team messaging.
- Integration needs – Look for providers that connect with tools like Salesforce, Slack, or Microsoft Teams.
- Budget – Compare pricing plans and ensure they match your financial needs.
Once you’ve answered these questions, compare different providers and look for reviews from other businesses. Many providers offer free trials or demos, which can help you test the system before committing.
Step 2: Configure the System
After selecting your provider, it’s time to set up the system. Most online phone systems come with a user-friendly dashboard that makes configuration easy.
Basic setup tasks include:
- User accounts – Create accounts and assign phone numbers to employees.
- Call settings – Set up call forwarding, voicemail, and auto attendants.
- Department groups – Create call groups for departments like sales or customer support.
- Custom greetings – Add on-hold music or customized messages for callers.
You can also configure advanced features like call recording, custom caller ID, and call routing rules to fit your business needs.
Step 3: Integrate with Business Tools
One of the biggest advantages of online business phone systems is their ability to integrate with other tools. If you’re already using software like a CRM (Customer Relationship Management) platform or team collaboration tools, make sure to connect them.
This will streamline communication and make it easier for your team to manage customer interactions.
Common integrations include:
- CRM systems – Connect with platforms like Salesforce or HubSpot to view caller information during calls.
- Team collaboration apps – Use tools like Slack or Microsoft Teams to share call notes and recordings.
- Email and calendar apps – Schedule follow-up calls and receive voicemail transcripts directly in your inbox.
Stay Connected Anywhere as Your Business Grows with Talkroute
Growing companies need flexible, reliable communication tools to scale fast. Talkroute is the virtual phone system built for businesses on the rise. Whether your team is in the office, remote, or always on the go, Talkroute keeps you connected with customers and teammates—anytime, anywhere.
Here’s why Talkroute is perfect for growing businesses.
Use Your Devices
No need for expensive hardware—Talkroute works on your desktop, smartphone, or web browser. Use what you already have to handle business communication from anywhere.
Unlimited Communication
Enjoy unlimited calls and business texting, both toll-free and local, with no restrictions. Keep your personal number private by using your business number on any device.
All-in-One Solution
Manage calls, texts, and video meetings in one app. No switching between multiple platforms—everything you need is in one place for easier communication and collaboration.
Full Customization
Easily customize your phone system. Adjust greetings, schedules, and call routing in seconds to fit your business needs without any hassle.
FAQs About Online Business Phone System
What is the best phone service for a small business?
The best phone service for a small business depends on your needs. If you want flexibility and low cost, VoIP phone systems are a great choice. They run on Internet protocol, so you can make and receive phone calls on mobile devices, desk phones, or computers. Many small businesses prefer them because they offer features like call forwarding, unlimited calling, and even video conferencing at affordable prices. A virtual phone system is also a good option for businesses that don’t want to invest in physical equipment.
Which mobile is best for online business?
For an online business, it’s important to have a cell phone that can handle your day-to-day tasks smoothly. Look for a phone with reliable performance, long battery life, and good compatibility with business phone service apps. Phones that support team messaging, call recording, and video conferencing make it easier to manage business communications while on the go. Popular options like iPhone or high-end Android models usually have the tools you’ll need.
Can I get a virtual phone number for my business?
Yes, you can easily get a virtual phone number for your business. This allows you to make and receive calls without needing a physical phone line. A small business phone system with a virtual phone system feature gives you a professional business phone number that can be used on any device, like your cell phone or computer. It’s a great way to keep your business and personal calls separate while staying flexible.
How much does a cloud phone system cost?
The cost of a cloud phone system varies depending on the features you need. Many small business phone services offer monthly pricing plans, usually starting around $20 per user. Some plans include unlimited calling, call forwarding, video conferencing, and team messaging, while others charge extra for advanced features like call recording. Cloud-based VoIP phone systems are typically more affordable and scalable compared to traditional systems, making them a smart choice for growing businesses.
Stephanie
Stephanie is the Marketing Director at Talkroute and has been featured in Forbes, Inc, and Entrepreneur as a leading authority on business and telecommunications.
Stephanie is also the chief editor and contributing author for the Talkroute blog helping more than 200k entrepreneurs to start, run, and grow their businesses.
