Phone systems for small businesses are budget-friendly today. Most companies expect to pay around $20 per user monthly. Our research shows options between $15 to $65 that match different business requirements.
VoIP phone services have made traditional PBX systems outdated by providing better features at lower costs. Modern systems do nowhere near just handle calls. They merge with CRM platforms, support video conferencing, and include AI-powered call transcription. We tested dozens of providers and ranked the top 12 phone systems that give the best value to small businesses in 2024.
Our recommendations include simple features like auto attendants, mobile apps, and team collaboration tools. These costs stay manageable for growing businesses. The tested recommendations will help you pick the right system that matches your needs, from simple calling to advanced CRM integration.
RingCentral: Best Overall VoIP Phone Service for Small Businesses
Image Source: RingCentral
RingCentral leads the pack as the best cloud-based communication platform for small businesses looking for a detailed phone solution. This all-in-one system packs powerful features that reshape how teams work together, both inside the company and with customers.
RingCentral Key Features and Capabilities
RingCentral RingEX gives you a complete virtual phone systems that does more than simple calling. The standout features come with local and toll-free numbers, unlimited calling throughout the US and Canada, multi-level auto attendants, and HD voice with AI noise cancelation. The platform also has:
- Better business SMS with monthly messaging allowances
- Team messaging where you can share files
- Video meetings with AI-powered transcription
- Call recording that transcribes automatically
- Virtual extensions and cloud PBX functionality
The system’s 99.999% uptime guarantee means you’ll see nowhere near 6 minutes of downtime yearly, which gives you exceptional reliability for business communications.
RingCentral Pricing Plans
Phone Systems RingCentral gives you three main pricing tiers:
The Core plan costs $30/user/month (monthly) or $20/user/month (annually). You get unlimited domestic calls, 100 toll-free minutes, simple call routing, and AI features.
Phone Systems The Advanced plan runs $35/user/month (monthly) or $25/user/month (annually). You get CRM integrations, call monitoring, and business analytics.
Phone Systems The Ultra plan costs $45/user/month (monthly) or $35/user/month (annually). You get unlimited storage, better analytics, and up to 200 video participants.
You can save up to 33% with annual billing on all plans.
RingCentral Integration Options
RingCentral excels with over 300 pre-built integrations. The native CRM connections work with Salesforce, HubSpot, Microsoft Dynamics 365, Zendesk, and Zoho. These connections let you:
- Make calls directly from CRM platforms
- Log calls and track activities automatically
- See customer information pop up for incoming calls
- Create custom performance dashboards and reports
Microsoft Teams users get deep integration while keeping advanced phone features.
Why RingCentral Ranks #1 for Small Businesses
Phone Systems A 2022 survey shows companies that switched to RingCentral saw a 23% drop in telecommunication costs, spent 20% less on hardware, and cut IT costs by 16%. You can set up the system in less than a day with minimal disruption.
RingCentral’s mobile-first approach keeps your business connected whatever the location. Your employees can use their personal devices while showing business numbers, so they stay professional from anywhere.
Phone Systems The platform brings together enterprise-grade security, exceptional reliability, and detailed features in a flexible package that grows with your small business.
Nextiva: Best for Customer Experience Management
Image Source: Nextiva
Nextiva brings together customer communication channels on a single platform. This makes it perfect for businesses that put customer experience first. The platform does more than traditional phone services by combining voice, digital, and social interactions to improve customer satisfaction.
Nextiva’s Unified Communications Platform
Phone Systems The platform delivers more than standard VoIP services by bringing multiple communication channels together. Their unified communications as a service (UCaaS) solution includes:
- Support for email, live chat, messaging apps, SMS, and social media
- Social media tools for Facebook, Instagram, Twitter, LinkedIn, and TikTok
- A central inbox for all customer conversations
- AI-powered voice tools with call transcription
- Tools to track and respond to customer feedback everywhere
- Phone Systems
Customer teams work from one source of truth, which creates smooth experiences whatever way customers connect. The AI tools turn calls into text, understand customer feelings, and predict behavior to create tailored interactions.
Nextiva Pricing and Plans
Nextiva has four pricing tiers for small businesses:
| Package | Price (Annual Billing) | Key Features |
|---|---|---|
| Digital | $20/user/month | Unified inbox, social media management, review monitoring |
| Core | $30/user/month | VoIP, unlimited calls, SMS, team chat, video meetings |
| Engage | $40/user/month | Customer-to-team text messaging, toll-free numbers, call recording, chatbot |
| Power Suite | $60/user/month | Inbound call center, advanced IVR, AI transcription, unlimited channels |
Businesses that want advanced contact center features can choose Enterprise plans starting at $129/agent/month. Every plan comes with Nextiva’s mobile and desktop apps so teams can work from anywhere.
Customer Support and Service Quality
Phone Systems Nextiva stands out by offering 24/7 support through phone, chat, and email on all plans. Their “Amazing Service®” approach connects customers with real people instead of bots.
The company’s cloud network runs with 99.999% uptime across independent locations, which means less than six minutes of downtime each year. New customers get complete onboarding help from the Service Delivery Team.
Phone Systems Nextiva’s self-service options help customers find answers quickly. The Advanced IVR system lets customers check ticket status automatically, which reduces pressure on support teams while making customers happier. This mix of automation and human support creates better experiences for everyone.
Zoom Phone: Best for Video Conferencing Integration
Image Source: Zoom
Phone Systems Small businesses that use Zoom meetings can now add Zoom Phone to turn their basic voice calls into a complete collaboration tool. This cloud-based VoIP phone service merges with Zoom’s video platform to create one system that helps small businesses work better.
Zoom Phone Features and Benefits
Phone Systems Zoom Phone brings traditional PBX features to a modern cloud platform built for reliability and mobility. The system delivers HD audio with enterprise-class security and quality calls. Teams can make calls using WiFi or cellular networks through apps on Windows, MacOS, iOS, and Android devices, so they stay connected whatever their location.
Key features include:
- One-click upgrade from phone calls to full Zoom meetings without manual joining
- Voicemail transcripts and call recording to manage communications better
- Team messaging with file sharing to work together more effectively
- Works with business tools like Salesforce, Slack, and Google Workspace
- Phone Systems
Zoom Phone Pricing Structure
Phone Systems Zoom Phone keeps pricing simple with plans that fit small business budgets:
- US & Canada Unlimited Plan costs $15 per user monthly with unlimited domestic calls
- Global Select Plan runs $20 per user monthly, letting you make unlimited domestic calls in one of 48 countries
- You can add international calling for $120 yearly
Zoom Phone stands out as one of the most budget-friendly VoIP options, with only Google Voice offering lower rates.
Video Meeting Capabilities
Phone Systems Zoom Phone shines because it works perfectly with Zoom’s video platform. Users start with voice calls and switch to video meetings whenever needed. This makes teamwork better through:
- Crystal-clear HD audio and video
- Team collaboration using whiteboards, documents, and notes
- Captions and translations in multiple languages for global teams
- Calendar sync to schedule and manage meetings easily
- Phone Systems
AI Companion Tools
Phone Systems Zoom has added AI Companion 2.0, which makes the phone systems even better at no extra cost for paid accounts. Small business teams can:
- Get meeting summaries automatically, so they can focus on conversations
- Turn voicemail messages into task lists for better follow-up
- Look up web information during calls without interruption
- Get transcripts and summaries of key points from calls
The AI Companion works throughout the Zoom platform. This helps small businesses get more done while keeping those important personal connections that drive business growth.
Dialpad: Best for AI-Powered Voice Intelligence
Image Source: Dialpad
Dialpad distinguishes itself with an AI-powered platform that reshapes the scene of voice communications for small businesses. The company’s proprietary large language model (LLM), DialpadGPT, makes use of information from over seven billion minutes of analyzed conversational data to provide remarkably accurate voice services.
Dialpad’s Voice Intelligence Technology
Dialpad’s Voice Intelligence (Vi) technology sits at the heart of their system, developed completely in-house. The company builds its own artificial intelligence and natural language processing capabilities instead of using third-party AI solutions. This approach brings several unique advantages:
- Up-to-the-minute sentiment analysis helps supervisors monitor call quality
- Automatic detection of call purpose in 25 different category types
- Action item identification prevents follow-up tasks from being forgotten
- Ai Recaps eliminate manual note-taking during meetings
- Phone Systems
The platform’s automatic speech recognition (ASR) model delivers business-specific responses that work better than generic AI assistants. The system supports Spanish and French along with English, which makes it ideal for businesses with multilingual requirements.
Real-Time Call Transcription and Analytics
The Phone systems creates searchable, actionable transcripts during conversations in real time. Users can access transcriptions for:
- Customer service interactions
- Team meetings
- Voicemails
- Video conferences
Supervisors receive practical insights through live sentiment indicators that highlight potentially problematic conversations early. Custom Moments tracking lets businesses see how often specific terms—like product names or competitors—come up in customer interactions.
After each call, automated systems send detailed summaries to participants’ inboxes. These include transcripts, action items, and recordings organized into easy-to-digest overviews. Teams can use these searchable records to train new employees and meet compliance requirements.
Dialpad Pricing Options
The core team at Dialpad created flexible pricing tiers that grow with your business:
| Plan | Price (Annual) | Price (Monthly) | Key Features |
|---|---|---|---|
| Standard | $15/user/month | $27/user/month | Unlimited calling, AI transcription, Google/Microsoft integration |
| Pro | $25/user/month | $35/user/month | CRM integrations, 24/7 support, global SMS capabilities |
| Enterprise | Custom pricing | Custom pricing | 99.9% uptime guarantee, unlimited locations, SSO integration |
Every plan has AI-powered call and voicemail transcriptions plus team messaging features. Annual billing saves customers 28-44% compared to monthly payments.
Businesses looking for specialized AI tools can choose targeted solutions like AI Meetings at $15/user/month or advanced AI Contact Center options starting at $80/user/month.
8×8: Best for International Calling
Image Source: Nextiva
Phone Systems Businesses expanding internationally need reliable global communication. 8×8 excels by providing extensive worldwide coverage that enables budget-friendly global calling.Phone Systems
Global Calling Features
8×8’s patented technology routes communications to the nearest data center automatically. This delivers superior call quality with natural-sounding conversations. Their resilient infrastructure with 35 Points of Presence globally ensures smooth connectivity and built-in disaster recovery.
The platform has competitive international calling rates that start from $0.02 per minute. Your plan determines unlimited voice calling to either 14 or 48 countries. Global teams benefit from better telephony services with local number options in over 55 countries.
8×8 X-Series Plans and Pricing
8×8’s flexible X-Series plans suit different business needs:
- X2 Plan: $24/user/month with unlimited calling to 14 countries, team messaging, HD video conferencing for up to 500 participants, and Microsoft Teams integration
- X4 Plan: $44/user/month has everything in X2 plus unlimited calling to 48 countries, operator switchboard functionality, advanced call analytics, and supervisor reporting capabilities
Both plans feature auto-attendant, call recording, and unified communications across devices.
Scalability for Growing Businesses
8×8’s cloud-based platform grows with your company without requiring major infrastructure investments. The platform lets businesses: Phone Systems
- Mix and match plans to customize the phone systems
- Add new users and locations through simple administration instead of complex cabling
- Support teams in different locations while maintaining consistent service quality
- Phone Systems
Contact Center Capabilities
8×8 Contact Center equips businesses with tools to deliver exceptional customer experiences worldwide:
- Omnichannel routing connects customers through their preferred communication channels
- AI-powered virtual assistant creates engaging self-service experiences in multiple languages
- Custom analytics give applicable information about contact center performance
- 99.999% uptime SLA ensures reliability for customer-facing operations
Strategic customer support teams provide 24/7/365 global support in ten languages. Your business gets help whatever your location or time zone Phone Systems.
Ooma Office: Best for Ease of Setup and Use
Image Source: Ooma, Inc.
Setting up a business phone systems should be simple and quick. Ooma Office makes this process straightforward – most users can get their system up and running in just 15-20 minutes. Phone Systems
Ooma’s Plug-and-Play Hardware
Ooma takes a simple approach to hardware installation that removes the usual complexity of business phone systems. You only need a high-speed internet connection, a touch-tone phone, and a computer to get started. The package comes with an Ooma Office Base Station and wireless phone jacks that connect easily to your existing equipment if you use analog phone Systems
The system works with different setups to fit your business needs. You can use analog phones with adapters or pick IP phones directly from Ooma, which gives you flexibility for any office setup.
User-Friendly Interface
The Ooma Office Manager dashboard is much simpler than other cloud-based phone systems. Mac and Windows desktop apps have a clean, accessible interface with clear icons and readable fonts. The iOS and Android mobile apps are just as simple, with icons that help you distinguish incoming business calls from personal contacts. Phone Systems
Ooma Office Pricing Plans
Ooma keeps things simple with three service plans:
| Plan | Monthly Price | Key Features |
|---|---|---|
| Essentials | $19.95/user | 50+ standard features, unlimited calling in US/Canada/Mexico/Puerto Rico, virtual receptionist, mobile app |
| Pro | $24.95/user | Everything in Essentials plus desktop app, text messaging (250/month), video conferencing (25 participants), call recording |
| Pro Plus | $29.95/user | Everything in Pro plus CRM integration, expanded text messaging (1000/month), larger video meetings (100 participants), hot desking, call queuing |
Every plan comes with live customer support, no contracts, and simple Phone Systems management.
Small Business Feature Set
Ooma has over 100 business communication features while keeping things simple. You get essential tools like virtual receptionist to greet and direct callers, music-on-hold, ring groups, and three-way conference calling. Each plan also comes with a free toll-free number and 500 included minutes.
The Phone Systems stands out with its time-saving features. The virtual fax system has improved a lot. Ooma gives you enterprise-level features without the complexity, which makes it perfect for small businesses that don’t have IT staff.
GoTo Connect: Best for Multi-Location Businesses
Image Source: Nextiva
Many phone don’t deal very well with communication challenges that come from managing multiple office locations. GoTo Connect tackles this problem with tools specifically built for businesses spread across different locations.
Multi-Site Management Tools
GoTo Connect excels with its unlimited multi-site compatibility. Companies can manage any number of locations under one account. This lets administrators:
- Set up accounts and manage users at every location from a single dashboard
- Change device, security, and user settings remotely without manual updates
- Set up emergency location settings with specific areas marked within buildings
Managers can see call quality metrics, hourly call volume, and mean opinion scores on the system health dashboard to track performance at every site. The platform also lets administrators create alerts and watchlists to monitor employees with poor call quality. This helps maintain consistent communication standards across your organization.
GoTo Connect’s Unified Communications Features
A single platform delivers all your communication needs with GoTo Connect. The system smoothly combines:
- Cloud-based phone service with over 100 powerful features
- Video conferencing that supports up to 250 participants
- Team messaging with SMS/MMS capabilities
- Virtual paging and faxing
- Phone Systems
You can create custom call flows without technical knowledge using the user-friendly drag-and-drop dial plan editor. The platform’s AI capabilities improve productivity by automating everyday tasks like call summaries, sentiment analysis, and message responses.
Pricing and Plans
GoTo Connect keeps pricing simple:
| Plan | Price (Monthly) | Key Features |
|---|---|---|
| Basic | $27/user | Up to 20 users, video meetings (4 participants), simple integrations |
| Standard | $32/user | Unlimited users, auto attendants, call routing, video meetings (250 participants), CRM integrations |
Multi-site compatibility comes with both plans, though the Basic plan has some feature limitations. Businesses that need advanced contact center features can add GoTo Connect CX at competitive rates.
The system works with over 200 desk phones, headsets, and cordless phones. This includes more than 100 Poly and Yealink models, so offices can keep using their existing hardware.
Microsoft Teams Phone: Best for Microsoft 365 Users
Image Source: Microsoft
Microsoft Teams Phone Systems revolutionizes the Microsoft 365 suite by turning it into a complete business communication hub. Companies already invested in the Microsoft ecosystem will find it the perfect choice. This cloud-based works naturally with your team’s daily tools, which eliminates the need for separate communication platforms.
Integration with Microsoft Ecosystem
Teams Phone merges with the Microsoft 365 environment to create a unified workspace for productivity and communication. Your calls, meetings, and messages live right next to documents, spreadsheets, and presentations in one interface. Users can:
- Make calls directly from Outlook contacts
- Schedule and join calls from Calendar
- Access SharePoint files during calls
- Use Teams on PC, Mac, mobile, and desktop IP phones
Organizations using Microsoft products will appreciate how this native integration cuts down on app switching and optimizes their workflow.
Teams Phone Systems Features
Teams Phone has many capabilities that replace traditional PBX systems:
- Auto attendants create menu systems that direct external callers to company users or departments
- Call queues manage incoming calls with greetings, hold music, and intelligent routing
- Voicemail transcription delivers messages to Exchange mailboxes with text transcripts
- Call forwarding and simultaneous ring ensure calls reach users whatever their location
The system also provides distinctive ringtones for different call types, call park and retrieval, secondary ringers for multiple speaker devices, and caller ID with corporate directory information.
Pricing Structure
Teams Phone licensing works through a tiered structure:
| License Type | Monthly Cost | Features |
|---|---|---|
| Teams Phone Standard | $8/user | Simple PBX features without PSTN calling |
| With Domestic Calling Plan | $15/user | Has 3,000 domestic minutes |
| With International Calling Plan | $32/user | Has 3,000 domestic and 600 international minutes |
Users need either a Teams Phone Standard or E5 license and must be “voice enabled” to access most features.
Enterprise-Grade Security
Teams Phone Systems has resilient security measures that protect your communications:
- End-to-end encryption for all communications
- MTLS and TLS protocols to authenticate parties and encrypt traffic
- FIPS-compliant algorithms for encryption key exchanges
- Multiple compliance certifications including ISO 27001, HIPAA, and SSAE18 SOC
The platform also supports conditional access policies, audit logging, and retention policies that meet regulatory requirements.
Intermedia Unite: Best for Reliability and Uptime
Image Source: Intermedia
Reliable communication are the foundations of successful business operations. Intermedia Unite guides the industry with its exceptional uptime guarantee. Small businesses cannot afford downtime, which makes Intermedia’s rock-solid reliability a vital asset for companies of all sizes.
99.999% Uptime Guarantee
Intermedia stands out with a financially backed 99.999% uptime service level agreement (SLA) for all services. This “five nines” guarantee means less than six minutes of downtime over a year. Many competitors offer only 99.9% uptime (three nines), which could result in up to 8.76 hours of downtime annually—a full business day of interruption.
Intermedia’s world-class data centers, premium internet providers, and their cloud architects and engineers’ expertise create this superior reliability. The company provides financial compensation according to their SLA terms when service availability issues occur—clear evidence of their confidence in their infrastructure.
Intermedia Unite Feature Set
Intermedia Unite delivers a detailed unified communications platform with over 90 business features across voice, video conferencing, chat, SMS, and file management. The system has:
- Triple Shield Security with sophisticated password management, data encryption, and anti-phishing protection
- Advanced call handling features such as call queues, monitoring, whisper, and barge capabilities
- Microsoft Teams integration without requiring additional Teams Phone licenses
- SecuriSync file backup and synchronization with reliable security measures
Microsoft Teams users benefit from direct integration of Intermedia’s cloud phone systems within the Teams environment, which creates a unified communication experience.
Pricing and Service Plans
Intermedia’s three tiered packages are tailored to different business needs:
| Plan | Profile | Key Features |
|---|---|---|
| Essentials | Basic cloud PBX with core features | <citation index=”40″ link=”https://support.intermedia.com/app/articles/detail/a_id/24054/~/intermedia-unite-packages” similar_text=”Profile Cloud PBX phone systems with team chat, presence, and core video conferencing capabilities |
| Pro | Full communication suite | <citation index=”40″ link=”https://support.intermedia.com/app/articles/detail/a_id/24054/~/intermedia-unite-packages” similar_text=”File backup, sync, and share |
| Enterprise | Enhanced capabilities | <citation index=”40″ link=”https://support.intermedia.com/app/articles/detail/a_id/24054/~/intermedia-unite-packages” similar_text=”Audio Only Phone participants |
Each plan has domestic and international calling zones that vary by tier. Pro and Enterprise plans cover extensive international territories. Businesses can choose their ideal plan based on their communication needs and budget.
Intermedia Unite’s combination of industry-leading reliability, detailed features, and flexible pricing makes it an excellent mobile system for small businesses that need dependable communications.
Vonage Business Communications: Best for Customization
Image Source: Vonage
Vonage Business Communications stands out as the most adaptable phone solution that businesses can tailor to their needs. The platform lets businesses build communication systems that match their workflows perfectly through its rich ecosystem of integrations and developer tools.
Vonage’s App Center and Integrations
The VBC App Center acts as a hub where you can extend your mobile system with premium add-ons and third-party integrations. This self-service ecosystem has:
- Integration with up to 10 CRM platforms including Salesforce, Microsoft Dynamics 365, Zendesk, and HubSpot
- Productivity tools that connect with Microsoft Teams, Slack, and G Suite
- Business applications like Surfly, Calendly, and Phonewagon that boost customer engagement
These integrations make communications better by working with the business apps employees use every day. This leads to improved productivity and better customer experiences.
Communication APIs
Vonage stands out with its programmable APIs that give you unmatched customization options:
- Developer resources to create custom applications through the Vonage Business Communications Developer Portal
- APIs for call recording, provisioning, telephony, reports, and integration management
- AI-enabled communication tools for voice, video, RCS, SMS, WhatsApp, and social channels
This API-first approach lets businesses create unique communication workflows that combine smoothly with their existing systems, opening up endless customization possibilities.
Pricing Structure
Vonage comes with three flexible pricing tiers:
- Mobile: $19.99/line/month – Has unlimited calling, texting, and team messaging through mobile and desktop apps
- Premium: $29.99/line/month – Adds CRM integration, virtual meetings for up to 100 attendees, and multi-level auto attendant
- Advanced: $39.99/line/month – Has call recording, group calling, and visual voicemail
Businesses can add extra premium features one by one through the admin portal to customize their exact feature set.
Scalability Options
Vonage offers several ways to scale your service:
- Quick configuration of premium services and extensions through the online portal
- You can add individual and shared lines instantly when needed
- Seasonal scalability to adjust your service up or down based on business cycles
This flexibility makes Vonage perfect for businesses with changing needs or those who want specialized communication workflows beyond standard features.
Google Voice: Best Budget-Friendly Option
Image Source: Unitel Voice
Small businesses looking to save money will find Google Voice an economical communication solution that doesn’t compromise on functionality. This VoIP phone service delivers great value at prices nowhere near what competitors charge, while keeping things simple.
Google Voice Features for Small Businesses
Google Voice has simple business communication tools that meet most small business needs. The platform offers unlimited domestic calling within the US and unlimited SMS texting – features that many competitors charge premium rates for. The system also comes with:
- Automated attendants that guide callers to departments
- Call transfer options between computers and mobile devices
- Voicemail transcription on all plans
- Ring groups (hunt groups) to share incoming calls among teams
The service works smoothly on mobile devices, laptops, and supported desk phones, so you stay connected whatever your location.
Integration with Google Workspace
Since Google Voice needs a Google Workspace subscription, it blends naturally with other Google applications. This creates several practical advantages:
- Calls go straight to voicemail when Calendar shows you’re away
- Meet integration lets you switch communication modes easily
- Gmail integration helps manage messages better
- Single sign-on works across all Google services
Teams already using Google’s productivity tools will find their processes simplified with this ecosystem approach.
Pricing Plans
Google Voice comes with three simple pricing tiers:
| Plan | Monthly Cost | Key Features |
|---|---|---|
| Starter | $10/user | Up to 10 users, unlimited US calling/texting, simple features |
| Standard | $20/user | Unlimited users, multi-level auto attendants, ring groups, desk phone support |
| Premier | $30/user | Adds international locations, advanced reporting (BigQuery), call recording |
Note that all plans need a separate Google Workspace subscription (starting at $6/user/month).
Limitations to Consider
The attractive pricing comes with some notable restrictions. The Starter plan allows only 10 users maximum. US customers are the only ones who can use texting features. The service has limited software integrations outside the Google ecosystem.
International businesses might face challenges due to country-specific restrictions, even with the paid version. The platform lacks some advanced features like call queues and sophisticated analytics tools that alternatives offer.
OpenPhone: Best for Startups and Solopreneurs
Image Source: OpenPhone
Startups and solopreneurs face unique communication challenges. They just need flexibility without enterprise system overhead. OpenPhone solves these specific needs with a lightweight, mobile-centric business phone solution that grows with emerging businesses.
OpenPhone’s Mobile-First Approach
OpenPhone works through user-friendly apps on iOS, Android, desktop, and browsers. Entrepreneurs can handle professional communication from anywhere. The platform lets users make calls and send texts using business numbers from their personal devices. Users don’t need separate hardware while keeping their personal and business communications separate.
Shared Phone Numbers and Inbox
OpenPhone’s collaborative number sharing stands out as a key feature. Multiple team members can use the same phone number at once to:
- Make and receive calls without busy signals or missed connections
- See immediate typing indicators when teammates respond to messages
- Access complete call and message history to ensure conversation continuity
- Leave internal notes on customer interactions that only the team can see
This feature proves valuable for startups with small teams handling customer communications. The Starter plan supports up to 10 users sharing a number. Business plans let unlimited users share numbers.
Pricing and Value
OpenPhone comes with three simple pricing tiers:
- Starter: $19/user/month includes one phone number, unlimited US/Canada calling, voicemail transcripts
- Business: $33/user/month adds call transfers, HubSpot/Salesforce integrations, analytics
- Scale: $47/user/month includes AI call tags, conditional call routing, priority support
Each user gets one phone number (local or toll-free). Additional numbers cost $5/month. Annual billing gives significant discounts on all plans.
CRM Integrations
OpenPhone’s native integrations with HubSpot and Salesforce make it attractive for growth-focused businesses. These connections log calls and texts in your CRM automatically and show customer information during interactions. Businesses using other platforms can connect OpenPhone with Zapier and webhooks to trigger actions across thousands of apps.
Comparison Table
| Provider | Starting Price (Monthly) | Key Features/Strengths | Integration Capabilities | Uptime Guarantee | Target Users/Best For |
|---|---|---|---|---|---|
| RingCentral | $30/user | Unlimited calling, AI noise cancelation, team messaging, video meetings | 300+ pre-built integrations including Salesforce, HubSpot, Microsoft Dynamics | 99.999% | Small businesses looking for complete solutions |
| Nextiva | $20/user | Unified inbox, multi-channel support, social media tools, AI-powered voice intelligence | CRM platforms, social media platforms | 99.999% | Businesses that prioritize customer experience |
| Zoom Phone | $15/user | Continuous connection to video meetings, HD audio, voicemail transcription | Salesforce, Slack, Google Workspace | Not mentioned | Teams already using Zoom |
| Dialpad | $27/user | Built-in AI voice intelligence, live transcription, sentiment analysis | CRM integrations, custom API options | Not mentioned | Businesses that need advanced AI tools |
| 8×8 | $24/user | Global calling coverage, local numbers in 55+ countries | Microsoft Teams | 99.999% | Companies with global operations |
| Ooma Office | $19.95/user | Quick 15-20 minute setup, 100+ features, virtual receptionist | CRM integration (Pro Plus plan) | Not mentioned | Small businesses wanting simple setup |
| GoTo Connect | $27/user | Unlimited location management, drag-and-drop call flows | Basic and CRM integrations | Not mentioned | Companies with multiple locations |
| Microsoft Teams Phone | $8/user | Built-in Microsoft 365 integration, advanced security features | Full Microsoft ecosystem | Not mentioned | Current Microsoft 365 users |
| Intermedia Unite | Not mentioned | 90+ business tools, SecuriSync file backup | Microsoft Teams | 99.999% | Companies that value reliability |
| Vonage | $19.99/line | Rich customization options, API access | 10 CRM platforms, extensive API options | Not mentioned | Teams needing custom solutions |
| Google Voice | $10/user | Unlimited US calling/texting, voicemail transcription | Google Workspace apps | Not mentioned | Cost-conscious small businesses |
| OpenPhone | $19/user | Shared numbers, team inbox, mobile-first design | HubSpot, Salesforce, Zapier | Not mentioned | Startups and solo entrepreneurs |
Conclusion
Cloud-based phone systems give small businesses excellent options that fit their needs and budget perfectly. Our largest longitudinal study of 12 leading providers revealed solutions between $10 to $65 per user monthly. Each provider brings unique benefits to different business scenarios.
RingCentral leads the pack with its detailed feature set and rich integration options. Nextiva shines when it comes to managing customer experience. Zoom Phone works best for organizations that prioritize video. Google Voice makes sense for companies watching their budget. Vonage stands out as the right choice for businesses that need extensive customization.
Price shouldn’t be your only deciding factor. Take time to review your specific needs around call volume, team size, international requirements, and must-have features. The right phone systems becomes a valuable asset that helps teams connect better and serve customers well. Start with a free trial of your preferred choice. This helps ensure the system matches your company’s communication needs before you commit long-term.
FAQs
Q1. What are the key features to look for in a small business phone systems? Look for features like unlimited calling, auto-attendants, mobile apps, team messaging, video conferencing capabilities, and CRM integrations. The best systems offer a comprehensive set of tools to enhance communication and productivity.
Q2. How much should a small business expect to pay for a VoIP phone systems? Most small businesses can expect to pay between $20 and $30 per user per month for a basic VoIP phone systems. More advanced features and larger user counts may increase the price, while some budget-friendly options start as low as $15 per user monthly.
Q3. Which phone systems offers the best value for startups and solopreneurs? OpenPhone is highly recommended for startups and solopreneurs. It offers a mobile-first approach, shared phone numbers, collaborative features, and integrations with popular CRM tools. Plans start at $19 per user per month, making it an affordable option for growing businesses.
Q4. How do cloud-based phone systems compare to traditional landlines for small businesses? Cloud-based VoIP systems generally offer more features at a lower cost compared to traditional landlines. They provide greater flexibility, scalability, and integration capabilities, often reducing overall telecommunication expenses by 20-30% for small businesses.
Q5. What is the most reliable business phone systems for small companies? Intermedia Unite stands out for its reliability, offering a 99.999% uptime guarantee. This translates to less than 6 minutes of potential downtime annually, ensuring consistent communication for small businesses that prioritize dependable service.