Running a restaurant means handling a lot of things at once, so clear communication is really important. Having a quality phone system can help a lot in managing day-to-day activities.
Whether it’s taking reservations, handling takeout orders, or answering customer questions, the right restaurant phone system helps you stay organized and provide better service.
In this post, we’ll look at some of the best restaurant phone system solutions to help you keep your customers happy and your team connected.
What Makes Restaurant Phone Systems Different?
In the past, restaurants relied on simple landline phones to handle customer inquiries. However, as customer expectations increased and the demand for takeout and delivery grew, businesses began adopting modern systems like VoIP and cloud-based phone system solutions.
Unlike regular business phone systems, restaurant phone systems include specialized features to address challenges unique to food service operations. These may include:
- Call queuing: Helps manage multiple incoming calls without dropping any.
- Auto-attendant: Greets customers with a menu and directs them to the right department or staff.
- Integration with point-of-sale (POS) systems: Links phone orders directly to the restaurant’s POS for smoother transactions.
- Order management support: Organizes takeout and delivery calls efficiently.
Types of Restaurant Phone Systems
Each system comes with unique benefits and potential drawbacks, so it’s important to choose one that matches the size, budget, and needs of your restaurant.
Below are the main types of restaurant phone systems and how they work.
Traditional Landline Systems
Landline systems are the most basic type of phone system. They operate through physical telephone lines and are often provided by local phone companies. These systems are reliable and don’t rely on an internet connection, making them a good choice for areas with unstable internet service.
However, they lack the advanced features modern restaurants often need, such as call routing or mobile integration. For small, family-run restaurants with minimal communication needs, landlines can still serve as a simple, cost-effective solution.
VoIP Phone Systems (Voice Over Internet Protocol)
VoIP systems use an internet connection to make and receive calls, which offers flexibility and cost savings compared to traditional landlines. These systems provide advanced features such as call forwarding, voicemail transcription, and integration with POS and online ordering platforms.
VoIP is ideal for restaurants that handle a high volume of calls or rely heavily on delivery and takeout services. One potential drawback is that VoIP systems depend on internet reliability, so a strong, stable connection is essential to avoid disruptions.
Cloud-Based Phone Systems
Cloud-based phone systems are a type of VoIP system hosted entirely online. This means there’s no need for on-site hardware, making them easy to set up and maintain. They’re also highly scalable, allowing restaurants to add new lines or features as they grow.
Cloud-based systems often include features like call analytics, mobile integration, and automated customer service tools. These systems are perfect for multi-location restaurants or those planning to expand, as they can centralize communication across all locations.
Hybrid Phone Systems
Hybrid systems combine the best of both worlds: the reliability of landlines and the flexibility of VoIP. These systems are ideal for restaurants that want to retain a traditional setup but still benefit from modern features like call routing and mobile connectivity.
For example, a hybrid system might use landlines for local calls while leveraging VoIP for long-distance or international communication. This option works well for restaurants in areas with inconsistent internet service but still looking for some advanced functionality.
Best Phone Systems for Your Restaurant in 2025
In 2025, there are lots of options to choose from, so finding the best phone system that fits your restaurant’s needs is easier than ever. Let’s look at your best options!
1. Talkroute
Talkroute is a powerful virtual phone system designed to help businesses, including restaurants, communicate efficiently with customers and staff.
It combines calling, texting, and video conferencing features into one user-friendly platform, making it a perfect solution for restaurants that need flexibility, reliability, and professional communication tools.
Whether managing reservations, answering customer inquiries, or coordinating with your team, Talkroute ensures you stay connected and organized from anywhere.
Key features:
- Call forwarding and routing: Forward calls to any device or route them to specific departments like reservations or takeout.
- Text messaging: Send and receive texts for reservations, updates, or promotions.
- Voicemail management: Get voicemails emailed to you with transcriptions for quick responses.
- Menus and extensions: Direct customers with simple menu options or extensions for departments.
- Customizable schedules: Set call routing to match restaurant hours and peak times.
- Virtual receptionist: Provide callers with automated greetings and menu options.
- Voicemail-to-email notifications: Receive voice messages directly in your inbox for easy access.
- Apps for every device: Manage calls and texts from your phone, tablet, or desktop.
- Scalability: Add extensions and features as your restaurant grows.
2. RingCentral
Source: ringcentral.com
RingCentral is a cloud-based phone system designed for restaurants of all sizes. It provides flexible options for mobile and desktop access, making it reliable for restaurant communications.
Key features:
- Mobile app compatibility: Allows staff to manage calls on the go.
- Call forwarding: Makes sure calls are never missed during busy hours.
- Voicemail to email: Sends transcriptions of voicemails to email for quick reference.
- Multi-location support: Great for restaurant chains managing multiple branches.
- Team messaging: Allows staff to send instant messages internally.
3. Nextiva Business Phone
Source: nextiva.com
Nextiva provides a user-friendly VoIP phone system designed to improve restaurant communication. Its scalable features make it a good fit for growing restaurants.
Key features:
- Unlimited calling: No extra costs for high call volumes.
- Auto-attendant: Directs callers to the right department or person.
- Call analytics: Tracks call volume and response times.
- Mobile and desktop apps: Allows staff to communicate from anywhere.
- Custom greetings: Enhances customer experience with personalized messages.
4. Grasshopper
Source: grasshopper.com
Grasshopper is ideal for smaller restaurants or food trucks, offering virtual phone services that simplify call management.
Key features:
- Call forwarding: Routes calls to any phone number.
- Voicemail transcription: Converts voicemail into text for convenience.
- Unlimited extensions: Perfect for organizing staff roles.
- Toll-free numbers: Adds professionalism to the restaurant’s image.
- Mobile app support: Makes it easy to manage calls from a smartphone.
5. Ooma Office
Source: ooma.com
Ooma Office is a cost-effective VoIP phone system suitable for restaurants with tight budgets. It provides high-quality communication tools without extra expenses.
Key features:
- Virtual receptionist: Helps manage and route calls automatically.
- Ring groups: Allows multiple staff to answer calls from one line.
- Call blocking: Reduces spam and unwanted calls.
- Scalable plans: Accommodates restaurants of all sizes.
- Easy installation: Requires minimal setup and no professional installation.
6. Vonage
Source: vonage.com
Vonage is a versatile phone system with extensive features tailored to restaurants. It offers excellent call quality and reliability.
Key features:
- Unified communications: Combines messaging, calls, and video in one platform.
- CRM integration: Connects with popular customer management tools.
- Call monitoring: Let managers listen in for quality control.
- Voicemail to email: Provides easy access to messages while multitasking.
- International calling options: Supports global delivery or expansion efforts.
7. 8×8 X Series
Source: 8×8.com
8×8 offers an all-in-one communication solution for restaurants with multiple locations, making it easy to stay connected with staff and customers.
Key features:
- Cloud-based system: Keeps communication reliable, even during power outages.
- Call queuing: Handles high call volumes during peak hours.
- Team messaging: Allows staff to coordinate effectively.
- HD voice quality: Provides clear communication with customers.
- Advanced analytics: Tracks and improves communication efficiency.
How Phone Systems Work for Restaurants
A well-configured phone system routes calls based on the type of inquiry. Here’s how it works in different scenarios:
Reservations Desk
When a customer calls to book a table, the system directs the call to the reservations desk. Some systems allow for automated booking, where customers can choose a time and party size using touch-tone options or voice recognition.
If no staff is available, the system can record the reservation details via voicemail or send a notification to staff through email or text.
Takeout and Delivery Line
Takeout orders often come in during busy meal times. A restaurant phone system can handle multiple calls at once, so customers don’t face busy signals.
Advanced systems also integrate with online ordering platforms, ensuring seamless updates between phone orders and digital systems.
For example, a caller placing an order over the phone might have their details saved in the system for faster future transactions.
Support Staff
For inquiries about menu items, dietary restrictions, or customer complaints, the phone system routes calls to a dedicated line for support staff. This reduces confusion and helps customers get the answers they need quickly. For instance, calls about catering or special events can be automatically redirected to the appropriate manager.
View our pricing plans and find the perfect solution for your restaurant’s needs.
Why Does Your Restaurant Need a Specialized Phone System?
A specialized restaurant phone system isn’t just a nice-to-have—it’s a tool that addresses the unique challenges of the food service industry. Let’s look at what phone systems can offer your restaurant:
Improved Customer Experience
Customers expect fast and reliable communication when they call a restaurant. Whether they’re making a reservation, placing an order, or asking a question about the menu, a specialized phone system ensures their needs are met quickly and efficiently.
Handling High Call Volumes
Restaurants often experience a rush of calls during peak hours, such as lunch and dinner times. A restaurant phone system allows you to queue calls, redirect inquiries, and avoid busy signals. This reduces customer frustration and minimizes lost opportunities.
Streamlined Reservations and Order Management
A modern phone system can integrate with reservation platforms or POS systems, making it easier to manage bookings and takeout orders. For example, when a customer places an order over the phone, the system can automatically update your POS with order details.
Support for Delivery and Takeout Operations
With the rise of delivery and takeout services, phone systems are more important than ever. Features like call forwarding and mobile integration allow staff to answer calls even when on the go, ensuring no orders are missed.
Better Communication Between Staff and Customers
Specialized systems let you set up different lines or extensions for various departments, such as the kitchen, front-of-house staff, or management. This improves communication and helps staff respond to customer needs more effectively.
Recommended Reading
15 Innovative Ways to Excite Your Customers in 2025
Virtual Phone System: Benefits, Features, & Top Providers in 2025
Keep Your Restaurant Calls Organized With Talkroute
Talkroute is designed to meet the needs of modern businesses with its flexible, feature-rich platform. From managing business calls and texts to hosting video meetings and customizing your phone system, Talkroute empowers your team to communicate effectively, no matter where they are.
Handle Restaurant Calls From Anywhere
Manage restaurant calls using your desktop, browser, or smartphone—no additional equipment is needed. Display your restaurant’s phone number on any device and take advantage of unlimited minutes.
Easily Send Text Updates
Send and receive SMS and MMS using your restaurant’s phone number. Notify customers about reservations, order updates, or special promotions. Get email alerts for incoming texts and keep communication smooth and efficient.
Host Video Meetings Effortlessly
Connect with your team or vendors through video meetings with up to 100 participants. Share screens for menu updates, staff training, or supplier coordination—no downloads needed.
Stay on Top of Voicemails
Access voicemails from anywhere with customizable greetings and unlimited storage. Receive voicemail transcriptions directly in your email or app for easy review and quick responses.
Simple Customization for Your Restaurant
Quickly update call routing, voicemail greetings, and schedules to match your restaurant’s hours and operations. Set up your phone system in minutes without any complications.
Start your free trial and see how Talkroute works for your restaurant!
FAQs About Restaurant Phone System
How much does a restaurant phone system cost?
The cost of a restaurant phone system can vary depending on the type and features you choose. Basic systems with just one line might cost as little as $20 to $50 a month, while more advanced setups, like VoIP systems with interactive voice response and call forwarding, can range from $50 to $150 per month per line.
For restaurants with multiple locations or those needing additional features like call recording or transfer calls between devices, the costs may increase.
Check out our pricing plans and find the best fit for your restaurant.
What are business phone systems called?
Business phone systems are often called VoIP systems, PBX systems, or cloud-based phone systems. For restaurants, a reliable phone system that supports features like interactive voice response, call forwarding, and easy transfer calls is crucial for handling incoming calls efficiently.
Many restaurants also look for systems that work well with mobile devices and desktop and mobile apps, allowing staff to manage calls no matter where they are.
What information system does a restaurant use?
Restaurants typically use point-of-sale (POS) systems for managing orders and payments. However, for phone calls and customer interactions, they rely on a restaurant phone system.
These systems, which often include VoIP technology, support features like a business phone number, call forwarding, and the ability to transfer calls across devices.
A reliable phone system is an essential tool for managing reservations, takeout orders, and other customer inquiries.
How do phone systems work?
Phone systems connect people by transmitting audio signals over a network. When you speak into a phone, whether it’s a mobile phone or a desk phone, your voice is converted into digital signals. These signals travel through cables, internet connections, or cell towers to reach the other person.
Modern systems, like VoIP, rely on the internet to send calls, while traditional systems use landlines. The right phone system for your needs will depend on how you plan to use it and whether you need advanced features like call recording or mobile app integration.
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.
