Best Phone System for Remote Workers: Top 7 Choices

Working remotely has many perks, but it also comes with a few big challenges. One of them is that technology often doesn’t keep up with the needs of remote work.

If your business still uses an old phone system, your team might be stuck with tools that don’t work well outside the office.

In this article, we’ll walk you through seven of the best phone systems for remote workers.

What Is a Business Phone System for Remote Workers?

A business phone system for remote workers is a communications system that helps teams stay connected no matter where they are.

It works over the internet, so your team doesn’t need to be in the same place. This setup is also called a remote office phone system, and it’s become a must-have for companies with remote teams.

Instead of using desk phones or personal numbers, an online phone system lets everyone use one main number. You can take calls on your laptop or mobile phone. It also offers features like call routing, voicemail, and even team messaging.

These remote work phone systems help teams talk clearly and quickly. They keep business calls separate from personal ones, even when using a home phone system.

When combined with other remote work tools and other business apps, this kind of setup helps your remote team stay focused, organized, and always within reach.

Managing a remote team? Book a Talkroute demo and see how to stay connected from anywhere.

Types of Business Phone Systems for Remote Work

Remote teams have many options when it comes to choosing a phone system. Here’s a closer look at the main types you can use to stay connected:

Cloud-Based Voice over Internet Protocol (VoIP) Systems

A cloud-based VoIP system uses the internet instead of traditional phone lines to make and receive calls.

These cloud phone systems are flexible, cost-effective, and easy to set up. They work well for small teams and large companies alike. You can manage calls, set up conference calls, use voicemail transcription, and connect with tools your team already uses.

Many VoIP service providers also include features like video conferencing and instant messaging, which help teams stay in touch throughout the day.

Virtual Phone Systems

Virtual phone systems also use the internet, but they don’t need any physical equipment. There’s no setup with wires or hardware. Everything runs online.

These systems help you manage incoming calls with auto attendants, call routing, and voicemail. They’re a good choice if your team works from different places and needs to keep things professional.

With features like custom voicemail greetings and extensions, you can give customers a smooth call experience.

Softphone Applications

Softphone apps turn your computer or phone into a business phone. You don’t need a separate desk phone or IP phones. You just download a mobile or desktop app, log in, and start making calls.

This setup is useful if your team uses their own devices to work from home or travel. Many softphone apps offer call recording, contact lists, and voicemail right in the app. Some even include messaging and screen sharing.

Mobile VoIP Apps

If your team works while traveling or away from a desk, mobile VoIP apps are a solid choice. These apps let you make calls over Wi-Fi or data using your smartphone or tablet. You stay connected even without a strong cell signal.

Features can include voicemail, group calling, and call forwarding. Some apps also support messaging and video calls.

Popular options like WhatsApp Business and Viber give you the freedom to talk and message from anywhere with an internet connection.

UCaaS (Unified Communications as a Service)

UCaaS platforms bring all your team’s communication tools into one platform. It combines phone calls, video meetings, messaging, file sharing, and more. This setup helps remote teams stay organized and work together from anywhere.

With UCaaS, you don’t need separate tools for every task. You get a single system that works across devices. Teams can chat, call, share screens, and join video meetings all in one place.

Explore how Talkroute supports remote work without any hardware or installations.

7 Best Phone Systems for Remote Workers

A good remote phone system supports better work, from anywhere. However, with the number of options out there, it can be hard to pick the right one.

Here are seven phone systems that work well for remote teams, each with its own strengths.

1. Talkroute

Talkroute gives business owners a better way to manage calls, texts, and video meetings from one easy-to-use app.

You can run your business phone system from your computer or smartphone without buying or installing phone system equipment.

It starts at just $19 a month, with no per-user fees, no contracts, and no surprise charges. Whether you’re in the office or on the go, Talkroute helps you stay connected with your customers and team.

Key Features

• Call forwarding and routing – Send calls to any phone or computer so your team can answer from anywhere
• Text messaging – Text customers from your business number using your computer or mobile device
• Video meetings – Meet face-to-face with up to 100 people and share your screen or files during calls
• Desktop, web, and mobile apps – Manage calls, messages, and meetings from any device, no extra hardware needed
• Voicemail management – Check messages by email, web, or app and get transcriptions sent straight to your inbox
• Custom menus and extensions – Give callers simple options to reach the right person or department every time
• Call recording – Record calls for training, tracking, or resolving issues with unlimited storage included
• Simple monthly pricing – Starts at $19 a month with no per-user fees and no hidden costs

Start your 7-day trial now and bring your team onto one remote-friendly phone system.

2. RingCentral

Source: ringcentral.com

RingCentral is a cloud-based platform that combines voice, messaging, video, and AI tools into one system. It is used by businesses to manage communication across calls, texts, and meetings.

The platform supports teams in multiple countries and is designed to help with customer and internal communication. It includes AI features that can be used during conversations or to assist with workflows.

Key Features

• Business phone system – Includes calling, voicemail, and routing options for teams across devices
• Team messaging – Offers internal chat features to support group communication and file sharing
• Video meetings – Allows users to hold virtual meetings with screen sharing and chat
• AI receptionist – Handles basic tasks like routing calls and booking meetings
• Open integrations – Connects with hundreds of third-party tools and offers API access for custom setups

Recommended reading:

RingCentral vs OpenPhone: Which One Offers More Value?

3. Ooma

Source: ooma.com

Ooma provides phone, video, and messaging services for both business and home users. The platform supports small businesses with customizable communication tools and offers residential customers smart home phone solutions.

Ooma also includes POTS line replacement options and IP phone deals for those looking to upgrade from older systems. Services are designed to help users stay connected from anywhere.

Key Features

• Business and residential phone services – Offers separate solutions for businesses and homes with flexible options
• POTS line replacement – Supports legacy devices by replacing analog phone lines with a digital alternative
• IP phone offers – Includes limited-time deals with free IP phones for eligible users
• Ooma AirDial – A solution for replacing POTS lines while maintaining support for emergency and legacy systems
• Mobile and remote use support – Features and tips for using Ooma while working on the go, including from a car office

4. Dialpad

Source: dialpad.com

Dialpad is a cloud-based communications platform that combines calls, messages, meetings, and AI features in one system. It is used by businesses to manage conversations and support customer service and sales teams.

The platform includes AI tools for summaries, coaching, and automation. It integrates with many third-party apps and is designed to support global teams at scale.

Key Features

• Unified communications platform – Combines voice calls, video meetings, and messaging in one tool
• AI summaries and action items – Provides real-time insights and follow-up tasks during and after conversations
• Contact center tools – Supports customer service teams with AI agents, live coaching, and analytics
• Sales call features – Offers real-time coaching and automation for outbound calls
• App integrations – Connects with tools like Salesforce, Google Workspace, Zendesk, and Microsoft Teams

Recommended reading:

Dialpad vs OpenPhone: Which Platform Suits Your Business Needs?

5. Nextiva

Source: nextiva.com

Nextiva offers a Unified Customer Experience Management (Unified-CXM) platform that connects customer communication across all channels. The system includes tools for messaging, voice, email, video, chat, and social media.

It is designed to help businesses manage customer journeys, streamline internal processes, and use real-time data for support and decision-making.

The platform also includes automation and AI features aimed at improving efficiency and team productivity.

Key Features

• Unified communications across channels – Connects customer interactions across voice, chat, email, SMS, and social media
• Customer journey orchestration – Offers real-time insights and workflow tools to manage and automate the full customer experience
• Embedded AI and automation – Provides pre-built automation tools to support tasks and improve response times
• Workforce engagement management – Includes tools to support team performance, reduce fatigue, and connect internal teams
• Open and scalable architecture – Built on open APIs to support integrations, customization, and enterprise-level scalability

Recommended reading:

Nextiva vs RingCentral: Which Tool to Choose

6. Grasshopper

Source: grasshopper.com

Grasshopper is a virtual phone system designed for small businesses. It provides business phone numbers and calling features through desktop and mobile apps.

Users can choose from toll-free, local, or vanity numbers and manage calls and messages without buying extra hardware.

The system supports features like call forwarding, voicemail, and business texting to help users stay connected while keeping personal and business communications separate.

Key Features

• Business phone number – Choose from local, toll-free, or vanity numbers for your business
• Mobile and desktop apps – Make and receive calls or texts using your smartphone or computer
• Call forwarding – Route calls to your personal number or another device as needed
• Voicemail transcription – Read voice messages directly from your email or app
• Business texting – Send and receive messages from your business number

Recommended reading:

RingCentral vs Grasshopper: Which One Is Good For You?

7. 8×8

Source: 8×8.com

8×8 is a cloud-based customer engagement platform that brings voice, chat, email, and digital interactions together in one system. It includes tools for self-service, agent support, and performance tracking.

The platform is built to help contact centers handle customer needs across multiple channels while maintaining security, uptime, and consistent experiences.

Key Features

• Omnichannel routing – Connects all communication channels into one system to manage customer interactions consistently
• Intelligent customer assistant – Uses AI to guide users through self-service options on voice and digital channels
• Agent workspace – A unified interface that helps agents manage tasks and interact with customers more efficiently
• Supervisor workspace – A dashboard for tracking trends, adjusting operations, and reviewing analytics in real time
• Contact center analytics – Tools to build reports and monitor agent performance and customer behavior

Watch how Talkroute routes calls to mobile, desktop, and web apps for remote teams.

Benefits of Using a Phone System Suited for Remote Setup

Whether you’re running a small team or a growing company, using a virtual phone system brings many advantages, such as:

Better Flexibility for Remote Teams

One of the biggest benefits is being able to work from anywhere. Your team can make and receive calls on a mobile phone, laptop, or desktop.

They don’t need a traditional office setup or desk phones to stay connected, even when handling a high call volume.

A cloud-based system or VoIP system gives them access to all the same features they’d use in an office. That means no missed business calls, even when someone is traveling or working from home.

Higher Productivity With Unified Tools

When your communication tools are all in one place, collaboration in the workplace becomes easier. A strong virtual phone system offers features like VoIP calls, team messaging, conferencing features, and file sharing. This kind of setup is called unified communications.

It means your team doesn’t need to jump between apps to talk, meet, or share updates. Everything they need is in one simple system, which saves time and helps them focus.

Clearer Call Quality and Fewer Missed Calls

A good remote phone system gives you strong, clear audio. No more dropped calls or static-filled meetings. These systems are designed to keep call quality high, even when you’re working from home.

Features like smart call routing send incoming calls to the right person, so your customers don’t have to wait or repeat themselves. This helps you keep your service smooth and professional.

Real Cost Savings

You don’t need to buy expensive hardware or pay for a landline. A VoIP service often includes unlimited calling, voicemail, call recording, and much more, all in one monthly price.

Since these tools run on the internet, you skip the high costs of traditional phone setups. This can lead to significant cost savings, especially for growing teams who need solid tools without spending too much.

Continued Improvements With New Technology

As new tech and AI tools continue to grow, the future of VoIP looks strong. These systems keep improving with features like smart call routing, voice assistants, and auto-replies. You can expect even more updates that save time and help teams work better.

Choosing a modern phone system means you get access to future upgrades without needing to switch platforms. It’s a smart way to stay current and ready for what comes next.

See how Talkroute connects remote workers without desk phones or complex setups.

How to Choose a Phone System Suited for Your Remote Employees

Choosing the right phone system for remote employees can make a big impact on how well your team communicates and serves customers. Here are a few tips we have for you.

Look for Features That Support Remote Work

Start by making a list of what your team needs every day. A high-quality system should offer things like call forwarding, voicemail, mobile apps, and video calls. These basic features help your phone users stay connected from anywhere.

If your team needs more, consider advanced features like call recording, auto attendants, or even integrations with email and chat apps. These tools help teams work faster and respond to customers more professionally.

Check for Easy Setup and Simple Management

If your team works in different places, you need a system that’s easy to set up and manage. Look for management features that let you add or remove users, check call history, and update settings from a single dashboard.

For teams managing many calls, the system should also help you meet the standards of your call center or business, such as quick response times and consistent service.

Having the right controls in place helps your team stay organized, no matter where they are.

Compare Plans, Pricing, and Flexibility

Phone system pricing can vary a lot. Some charge extra for basic tools, while others include everything in one monthly rate. The best VoIP service should give you good value, with the right balance of price and features.

Make sure the system can grow with your business, too. As your team gets bigger, you may need more phone lines, extensions, or new tools. A flexible system makes it easier to scale without starting over.

Pay Attention to Customer Support

Even the best system might run into problems sometimes. That’s why top-notch customer service matters.

Choose a provider that offers help when you need it, through phone, chat, or email. Read user reviews to see if others are happy with the support they received.

Fast, helpful support can make a big difference when you’re dealing with technical issues or trying to fix something quickly for a customer.

Choose a System That Fits the Way Your Team Works

Every remote team is different. Some teams rely on mobile apps, while others do most of their work on desktops. Some need a system that handles a lot of video calls or group chats. That’s why it’s important to pick a phone setup that aligns with how your team actually works.

Modern cloud communications solutions are great for this. They let you call, message, and meet from any device, without needing a physical office phone.

This kind of setup helps your team stay connected and flexible, no matter where they are working from.

Recommended reading:

What Is 10DLC? The Complete Guide for Small Businesses

VoIP vs Landline: Which Option Is Right for You?

The Phone System Built for Remote Work

Running a remote team doesn’t have to mean missed calls, scattered tools, or hard-to-reach team members.

With Talkroute, your team can handle business calls, texts, and meetings from anywhere, using one app that works on any device.

Whether your team works from home, the road, or different offices, Talkroute keeps everyone connected and easy to reach. You don’t need desk phones or IT support. Just open the app and get to work.

Why remote teams use Talkroute:

• Works on any device – Use it on your desktop, laptop, tablet, or smartphone.
• Call forwarding made easy – Route calls to the right person, no matter where they’re located.
• Video meetings for remote teams – Meet face-to-face without needing extra software.
• Text customers from anywhere – Use your business number to send and receive texts.
• Manage voicemail on the go – Get voice messages by email or in the app with transcriptions.
• Set team schedules – Choose when phones ring and who answers based on work hours.
• No hardware needed – Everything runs in the cloud, so your team stays flexible.

Talkroute gives remote workers the tools to stay professional and reachable from anywhere. It keeps your business communication simple, clear, and organized.

Try Talkroute today and give your remote team a phone system that works wherever they do.

FAQs About the Best Phone System for Remote Workers

Which software is best for remote work?

The best software for remote work depends on your team’s needs, but many small businesses use tools like Zoom, Slack, and Google Workspace.

For phone calls and meetings, Talkroute is a solid choice because it keeps everything in one app and works on both desktop and mobile. Just make sure you’ve got a stable internet connection.

What is the best phone system for a call center?

Talkroute is a top choice for call centers that want a simple, flexible setup without buying expensive hardware.

It lets your team handle customer calls, texts, and video meetings from any desktop or mobile device. You can manage call routing, set up extensions, and view voicemails all in one place.

What is the WFH phone system?

A work-from-home (WFH) phone system is a setup that allows remote employees to take and manage calls from home using internet-connected tools.

VoIP phone systems like Talkroute, Zoom Phone, or Google Voice are common picks since they work well on cell phones and desktops, and don’t rely on traditional phone lines.

What is the best office phone system?

Talkroute is a strong option for office phone systems, especially for small teams or remote offices.

It works on mobile and desktop apps, gives you business phone numbers, and includes features like call routing, voicemail, texting, and video meetings.

You get a full phone system that’s easy to use and doesn’t cost extra per user.