Best Small Business VoIP Phone System to Check Out Today

VoIP phone systems have changed how small businesses handle calls. Unlike traditional landlines, VoIP systems run over the internet, making them flexible, cost-effective, and full of features that improve communication.

With so many VoIP providers out there, picking the right one can feel overwhelming. So, we’re here to help you choose the best phone system that would offer your small business the call services it so rightfully deserves!

Let’s begin!

How Does a VoIP Phone System Work?

A VoIP (Voice over Internet Protocol) phone system lets businesses make and receive calls over the Internet instead of using traditional phone lines. This system converts voice signals into digital data, which is then transmitted over the internet to the recipient.

VoIP works by sending voice data in small packets over the internet. When a user makes a call, the system:

• Step 1: Capture voice input using a VoIP phone, mobile app, or softphone.
• Step 2: Converts the voice into digital data and compresses it.
• Step 3: Sends the data over the internet to the recipient’s VoIP device or phone.
• Step 4: Receives and reassembles the data, converting it back into sound.
• Step 5: The process happens almost instantly, allowing real-time communication.

The process happens almost instantly, allowing real-time communication.

What Makes VoIP Different from Traditional Landlines?

Unlike traditional phone systems, VoIP does not require physical copper phone lines. Instead, it uses the internet, making it more scalable, cost-effective, and feature-rich. Here’s a quick comparison:

Feature	VoIP Phone System	Traditional Landline
Cost	Lower monthly rates, often free domestic calls	Higher costs per line and per call
Flexibility	Work from anywhere with an internet connection	Tied to physical office locations
Call Quality	High quality, but depends on the internet speed	Consistent quality but less advanced features
Features	Voicemail to email, call forwarding, video calls, etc.	Basic calling features only
Setup	Easy to install and manage	Requires physical wiring and maintenance

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Top VoIP Phone Systems for Small Businesses

Here are our top recommendations for VoIP phone systems (or better) that you can check out today!

1. Talkroute

          

Talkroute is not just another VoIP phone system—it’s a next-generation phone solution that delivers better call quality, reliability, and flexibility than old-school VoIP services. Instead of relying on outdated VoIP technology, Talkroute leverages WebRTC (Web Real-Time Communication) to offer crystal-clear voice calls and smooth connectivity across devices.

Unlike many VoIP providers that require expensive hardware or dedicated internet lines, Talkroute works with your existing phones, computers, and mobile devices, making it a hassle-free upgrade for businesses that need a modern phone system without complex installations.

Why Talkroute is better than the old-school VoIP phone systems:

• No special equipment needed – Use your current devices, including landlines, mobile phones, and desktops.
• Superior call quality – WebRTC technology delivers low latency and high-definition audio, avoiding the common issues of traditional VoIP like jitter and dropped calls.
• More reliable connections – Works without depending entirely on an internet connection, unlike VoIP systems that fail with poor network conditions.
• No apps required for callers – Clients and customers can reach you without installing any special software.

Key features of Talkroute:

• Call forwarding & routing – Direct calls to any device, ensuring you never miss important business calls.
• Virtual phone numbers – Get local, toll-free, or vanity numbers to establish a professional presence.
• Text messaging (SMS & MMS) – Send and receive text messages from your business number.
• Voicemail-to-email – Get voicemail recordings sent straight to your email for easy access.
• Call menu & extensions – Create a professional auto-attendant system to direct calls efficiently.
• Live call transfer – Seamlessly transfer calls between team members without disruptions.
• Multi-device support – Make and receive calls from desktop, mobile, or even traditional landlines.

Start your free trial and see how Talkroute makes call management simple and efficient.

2. Dialpad

Source: dialpad.com

Dialpad is a cloud-based VoIP phone system that combines AI-driven communication tools with voice, video, and messaging.

It stands out with real-time speech recognition, call transcription, and automation features that help teams work smarter.

Designed for businesses of all sizes, Dialpad integrates with leading CRM and productivity tools to streamline workflows and enhance collaboration.

Key features:

• AI-powered transcription – Automatically transcribes calls in real time for easy reference.
• Call routing – Directs calls to the right person based on rules and AI insights.
• Unified communications – Combines voice, video, and chat in one app.
• Integration options – Connects with CRM and productivity tools like Salesforce and Google Workspace.
• Scalability – Suitable for small businesses and large enterprises.

3. GoTo Connect

Source: goto.com

GoTo Connect is an all-in-one VoIP communication system offering cloud-based phone services, video conferencing, and team messaging.

Known for its intuitive interface, GoTo Connect is a popular choice for businesses looking for a reliable, flexible solution that adapts to remote and in-office teams.

With robust call management features and easy customization, it helps companies maintain smooth communication internally and with customers.

Key features:

• Cloud-based calling – Make and receive calls from anywhere using any device.
• Video conferencing – Built-in HD video meetings for collaboration.
• Auto-attendant – Directs callers to the right department without human intervention.
• Custom call flows – Set up call routing based on schedules and business needs.
• Call recording – Record and store calls for training or compliance.

4. Aircall

Source: aircall.io

Aircall is a VoIP phone system tailored for sales and support teams, offering a fast setup and seamless integration with CRM and helpdesk software.

It provides businesses with advanced call management tools, analytics, and automation features that help improve response times and customer engagement.

Aircall is designed to scale as businesses grow, making it an ideal choice for companies that prioritize customer communication.

Key features:

• Quick deployment – Get started in minutes with no hardware required.
• CRM integrations – Syncs with HubSpot, Salesforce, and other tools.
• Call monitoring – Listen to live calls or whisper to agents without customers hearing.
• International numbers – Access numbers in multiple countries for a global presence.
• Live analytics – Monitor call volume, response times, and team performance.

5. 8×8

Source: 8×8.com

8×8 is a business VoIP provider offering voice, video, chat, and contact center solutions for companies seeking a secure and reliable communication system.

Its cloud-based infrastructure supports businesses of all sizes, helping them enhance collaboration and customer engagement.

8×8 provides AI-driven call analytics, omnichannel communication, and enterprise-grade security, making it a strong choice for organizations that require comprehensive call management.

Key features:

• Unlimited calling – Make unlimited domestic and international calls in select regions.
• Omnichannel support – Connect with customers through voice, video, SMS, and chat.
• Advanced call management – Use features like auto-attendants and call forwarding.
• HD video meetings – Host high-quality video conferences with screen sharing.
• AI-driven insights – Analyze call data for improved customer service.

6. RingCentral RingEX

Source: ringcentral.com

RingCentral RingEX is a leading VoIP phone system that provides businesses with cloud-based calling, video meetings, and team messaging.

Its flexible communication platform is designed to support hybrid and remote work environments, allowing users to access their business phone system from desktops, mobile devices, and desk phones.

With a strong focus on integrations and automation, RingCentral RingEX helps businesses improve collaboration and customer interactions.

Key features:

• Multi-device access – Use the system on desktop, mobile, and desk phones.
• Voicemail-to-text – Get voicemails transcribed and sent to email.
• Call handling options – Set up call forwarding, screening, and transfers.
• Third-party integrations – Works with Microsoft Teams, Slack, and other tools.
• High reliability – 99.999% uptime for uninterrupted service.

7. Zoom Phone

Source: zoom.com

Zoom Phone is a cloud-based VoIP system that extends the functionality of the Zoom platform with business calling, messaging, and seamless video meeting integration.

Built for businesses of all sizes, Zoom Phone offers a flexible and scalable solution with enterprise-grade security and compliance. It’s suitable for companies that already use Zoom for video conferencing and want an all-in-one communication system.

Key features:

• Zoom integration – Switch between calls and video meetings instantly.
• Cloud-based PBX – A full-featured phone system without on-premises hardware.
• Call delegation – Assign assistants to make and receive calls on behalf of others.
• Number portability – Keep existing phone numbers when switching to Zoom Phone.
• Enterprise-grade security – Encryption and compliance with industry standards.

8. OpenPhone

Source: openphone.com

OpenPhone is a VoIP phone service built for startups and small businesses looking for a modern and easy-to-use communication solution. It provides a dedicated business phone number, call management tools, and messaging capabilities within a single platform.

With flexible pricing and automation features, OpenPhone is a decent choice for teams that need a professional phone system without a complex setup.

Key features:

• Business phone number – Get a dedicated number for professional use.
• Shared inbox – Collaborate with team members on calls and messages.
• Voicemail transcription – Read voicemails instead of listening to them.
• Automation tools – Set up call routing, auto-replies, and business hours.
• Affordable pricing – Budget-friendly plans for growing teams.

9. Google Voice

Source: voice.google.com

Google Voice is a VoIP service from Google that provides individuals and businesses with a virtual phone number for calling, texting, and voicemail. It integrates seamlessly with Google Workspace apps, which makes it an attractive option for those already using Gmail, Calendar, and Meet.

Google Voice is a simple, cost-effective choice for businesses that need basic phone service with minimal setup.

Key features:

• Free calling – Make calls to U.S. numbers at no cost.
• Call forwarding – Route calls to multiple devices.
• Voicemail transcription – Get automatic text transcriptions of voicemails.
• Google Workspace integration – Works with Gmail, Calendar, and Meet.
• Customizable settings – Set up call screening and personalized greetings.

10. Intermedia Unite

Source: intermedia.com

Intermedia Unite is a cloud-based VoIP phone system designed for businesses that need a reliable and feature-rich communication platform. It combines voice, video conferencing, team messaging, and file sharing into a single unified solution.

With strong security, built-in call analytics, and seamless integrations with popular business tools, Intermedia Unite is a great choice for companies looking for a scalable communication system with professional-grade support.

Key features:

• Cloud-based VoIP calling – Make and receive business calls from anywhere on desktop and mobile devices.
• Video conferencing – High-quality video and screen sharing for remote collaboration.
• Auto-attendant and call routing – Directs calls to the right department or person without manual intervention.
• File backup and sharing – Secure cloud storage with real-time document collaboration.
• CRM and productivity integrations – Works with Microsoft Teams, Salesforce, and other business applications.

No surprises, just clear pricing. See Talkroute’s pricing options and pick the best plan for your business.

Benefits of a Small Business VoIP Phone System

Switching to a VoIP phone system gives small businesses many advantages. Below are the main benefits of using a small business VoIP phone system.

Lower Costs Compared to Traditional Phone Lines

One of the biggest reasons businesses switch to VoIP is the cost savings. Traditional phone lines require expensive hardware, installation, and maintenance, while VoIP works over the internet, reducing costs.

Here’s a table showing a cost comparison between VoIP systems and traditional phone systems:

Expense	VoIP Phone System	Traditional Landline
Monthly service cost	$15–$50 per user	$50–$100 per user
International calls	Often free or very cheap	Expensive per minute rates
Hardware costs	Can work on existing devices	Requires desk phones and wiring
Setup costs	Low, often no installation needed	High, with technician fees

Flexibility – Work From Anywhere With a VoIP System

VoIP is not tied to a physical location. Whether employees work from home, travel, or use different devices, they can still make and receive business calls.

• Call from any device – VoIP works on desk phones, mobile apps, and laptops.
• Keep the same number – Employees can use the same business phone number no matter where they are.
• Supports remote work – Perfect for businesses with remote teams or employees who travel.

Scalable Solutions for Growing Businesses

Traditional phone systems require physical lines, making it hard to add new users. With VoIP, businesses can easily scale up or down based on their needs.

Why scalability matters:

• Add or remove lines instantly – No need for extra wiring.
• Supports business growth – Works for small startups and growing teams.
• No long-term contracts – Many VoIP providers offer month-to-month plans.

Improved Call Quality and Reliability

Many people worry that VoIP might not have good call quality. But with a strong internet connection, VoIP can actually provide clearer audio than traditional phone lines.

Factors that improve VoIP call quality:

• High-speed internet – A fast and stable connection makes calls clearer.
• QoS (Quality of Service) settings – Ensures voice data is prioritized over other internet traffic.
• Modern VoIP technology – Most VoIP providers use advanced codecs that improve voice clarity.

Integration With CRM and Business Tools

Many small businesses use tools like customer relationship management (CRM) software, email platforms, and productivity apps. VoIP can integrate with these tools to improve workflows and customer service.

Popular integrations:

• CRM software (HubSpot, Salesforce, Zoho) – Logs customer calls automatically.
• Helpdesk platforms (Zendesk, Freshdesk) – Connect phone calls to support tickets.
• Team communication tools (Slack, Microsoft Teams) – Allows easy call access within team chats.
• Email services (Gmail, Outlook) – Syncs call data with customer emails.

Recommended reading:

Get a Toll Free Number for Business with Talkroute: A Quick Guide

How to Optimize Call Routing for Small Businesses

Switch to Talkroute – The Best Phone System For Your Small Business

Tired of the limitations and hidden costs of VoIP? Talkroute gives you the flexibility of a business phone system without the need for expensive equipment, dedicated internet connections, or complex infrastructure upgrades.

Take Your Business Anywhere

Talkroute lets you make and receive business calls using your desktop, web browser, or smartphone—without the risk of dropped calls or poor audio quality.

There’s no need for expensive IP phones or dedicated internet service. You can simply use your existing devices and stay connected from anywhere—whether at the office, working from home, or on the go.

Keep Your Personal Number Private

With Talkroute, every call you make displays your business number, keeping your personal contact information private while maintaining a professional image on any device.

Business Text Messaging for Instant Engagement

While VoIP services primarily focus on voice calls, Talkroute offers full SMS & MMS messaging using your business number. Since most companies still don’t use SMS, Talkroute helps you stay ahead of the competition by giving customers a direct and convenient way to communicate.

Messages are accessible via desktop and mobile apps, and text-to-email notifications ensure you never miss an important conversation.

Video Meetings Without Extra Software

Talkroute includes video conferencing as part of its platform—no extra software is required. Host meetings with up to 100 participants, share screens and use the built-in whiteboard for real-time collaboration.

There’s no need for downloads—guests simply click a link to join, making it easier than ever to connect with clients and teams.

Voicemail That Works Everywhere

VoIP systems often rely on web portals to check voicemail, which can be frustrating when on the move. Talkroute gives you instant access to voicemail through email, browser, and mobile apps.

Custom greetings, voicemail transcription, and unlimited storage ensure you never miss a message and can easily manage multiple mailboxes.

Effortless Customization & Call Routing

VoIP providers often require IT support to modify call settings, update greetings, or adjust schedules.

With Talkroute, you control everything—from call routing to voicemail greetings—in just seconds. No need for complicated configurations or expensive technical support.

No Long-Term Contracts

Most VoIP providers lock users into contracts, often requiring early termination fees to switch services.

Talkroute offers month-to-month plans, allowing you to scale or cancel at any time—without penalties or long-term commitments.

Smooth Mobile Integration

VoIP systems focus on desk phones and require additional apps to work with mobile devices. Talkroute is designed for seamless mobile integration, making it easy to take business calls on your cell phone without complicated setups or limitations.

Try Talkroute for free and see why businesses love it! Sign up now and take advantage of all its powerful features.

FAQs About Best Small Business VoIP Phone System

Is VoIP worth it for small businesses?

Yes, a business VoIP system is worth it for small businesses. It gives you a reliable way to make phone calls, handle incoming calls, and manage business communications without the high costs of traditional phone lines. With features like call forwarding, unlimited calling, and team messaging, VoIP phone service makes it easy to stay connected. It also works on a mobile device, so you can receive phone calls whether you’re in the office or on the go.

What is the best small business phone system?

The best business VoIP phone service depends on your needs. If you want unlimited calling, call forwarding, and team messaging, look for a VoIP system that supports mobile phones and lets you manage multiple business phone numbers. Many VoIP phone service providers offer flexible pricing and features designed for small businesses.

How much does VoIP cost for a small business?

The cost of a VoIP system for small businesses varies based on the provider and features. Basic plans can start at around $20 per month per user, while more advanced business VoIP systems with extras like team messaging, call forwarding, and support for multiple business phone numbers may cost more. Some providers also offer discounts for multiple users or long-term contracts.

What is the best VoIP phone system?

The best VoIP phone service for your business will depend on what you need. A good business VoIP phone service should offer high-quality VoIP calls, unlimited calling, and support for mobile devices so you can receive phone calls anywhere. Features like call forwarding and easy integration with other tools can also make a big difference. Look for a provider that offers a reliable connection and excellent customer support.