At a time when seamless audio and video communication is more important than ever, it’s essential for companies to choose a cloud-based VoIP solution that is scalable, flexible and tailored to their unique needs. Nextiva and Ooma Office are leading options for businesses seeking a business phone system that functions as a robust, unified communications platform.
Nextiva’s streamlined, intuitive user interface and compliance with the Health Insurance Portability and Accountability Act (HIPAA) give it an edge for businesses operating within the healthcare industry. Meanwhile, Ooma is a highly user-friendly solution for small teams that are exploring VoIP for the first time. Below, we compare these top business phone systems directly so you can determine which one is the best fit for your business.
From $17.95 per user per month for 100+ users
From $19.95 per user per month
45-minute 1:1 video meetings (available for all tiers)
Four-hour video meetings for 25 participants (available starting at Pro tier)
Professional implementation, setup guide, onboarding tools
Express Setup Assistant, how-to guides
Base-level customer support
24/7 live chat, phone, email, knowledge base
24/7 live chat, phone, knowledge base
As we highlighted in our full Nextiva review, this business phone system is known for its user-friendliness and customizable features. The platform supports multiple communication channels and uses an intuitive interface for precise call routing, thereby optimizing both efficiency and customer satisfaction. Particularly noteworthy is its compliance with HIPAA standards, making Nextiva a go-to choice for businesses in the healthcare industry.
The vendor offers a comprehensive suite of services, with pricing as low as $17.95 per user per month for the Essential plan (based on 100+ users on an annual contract; pricing increases for fewer users). At this level, Nextiva users can take advantage of standard communication features such as voice and video calls and basic integrations. Higher-tier packages include thousands of toll-free minutes, unlimited audio conferencing and an integrated customer relationship management (CRM) system — a feature that sets this solution apart from many competitors.
Nextiva also stands out for its extensive analytics and reporting capabilities. The program provides real-time call logs, graphical representations and around 125 custom reports that users can easily generate for deep business insights. Even for non-tech-savvy users, setting up automated report delivery is a breeze.
With Nextiva’s robust built-in analytics, you can create “scorecards” for customer support teams, showcase KPIs on wallboards for sales staff and even analyze calling trends.
Ooma Office is an ideal business phone system for small teams, especially those lacking technical expertise. This easy-to-use platform boasts an Express Setup Assistant to guide you through processes such as adding new users, setting up a virtual receptionist and exploring additional services.
Designed with small and midsize businesses in mind, Ooma’s service plans start at $19.95 per user per month with an annual contract. This platform is particularly well suited for businesses transitioning from traditional landlines to VoIP, as Ooma seamlessly integrates with preexisting devices such as hardwired intercom and paging systems. The Ooma Office base station provides the flexibility to use both physical desk phones and fax machines with the VoIP service, and the company even offers preconfigured IP phones for swift deployment.
Ooma’s mobile and desktop applications are designed with a clean user interface that streamlines critical features so users aren’t bogged down with complex navigation. Though this small business phone system has evolved over time to meet modern customer expectations, it has maintained its simplicity and user-centric design, as stressed in our detailed Ooma Office review.
Both Nextiva and Ooma are equipped with comprehensive communication tools and useful features, but there are some differences between the two. Here’s how they stack up on core criteria.
Nextiva makes it easy to transition from text-based chat to an audio or video call for seamless collaboration. Source: Nextiva.
While both vendors offer strong, comprehensive feature sets, we like Nextiva’s impressive array of AI-powered tools and features to help businesses and their teams improve communication and productivity. These are crucial functions and resources for optimizing operations in this digital age.
Ooma’s virtual receptionist feature is simple to configure with your company’s unique business hours, holiday schedules and other variances in availability. Source: Ooma
Nextiva’s per-user, per-month starting rate ranges from $17.95 to $45.95, depending on the service plan, number of users and contract length. The vendor offers discounts for increasing numbers of users and longer contracts. Those willing to prepay for three years get the best price.
Here’s a breakdown of the plans with pricing for a business with five to 19 users on an annual contract. Prices are 18 to 26 percent higher if you opt for a month-to-month plan.
Ooma’s cost structure is built on transparency, setting it apart from many providers in this sector. Furthermore, the vendor’s competitive pricing starts at $19.95 per user per month, making it a more affordable option than Nextiva if you have fewer than five users. Another perk is that this price is available with monthly billing and no contractual obligation.
For most small businesses, Ooma’s straightforward, uniform per-user, per-month pricing is likely a better deal than Nextiva’s variable per-user, per-month rate at each tier. Ooma’s pricing structure is easier to understand and more budget-friendly.
Nextiva offers one-to-one video conferencing in all of its packages, including the base plan. The video conferencing platform allows participants to share their screen, chat via instant message and share files during the call. Meetings are limited to 45 minutes. For video conferencing, you’ll need the Professional or Enterprise package.
Ooma provides video conferencing in the Pro and Pro Plus packages, allowing for meetings with 25 to 100 attendees of up to four hours (Pro) or 12 hours (Pro Plus). We were disappointed by its lack of advanced functionalities, such as breakout rooms and whiteboards, which many of its competitors offer.
Although Nextiva offers video calling at all subscription tiers, Ooma wins this category despite some lackluster functionality. We believe Ooma still has the upper hand for video conferencing because of its higher meeting capacity and time limits, which are more helpful for modern remote and hybrid teams. Businesses may find Nextiva’s capacities too limiting.
Scheduling, joining and launching meetings is easy with Ooma’s simple, user-friendly interface. Source: Ooma
Nextiva facilitates an exceptional onboarding experience with professional implementation services across all of its subscription tiers. The setup guide is well structured, leading users seamlessly through four primary steps: adding employees, creating hunt groups, configuring auto-attendants and assigning phone numbers. This streamlined process, combined with an easy-to-use interface, allows businesses to quickly configure single or multiple auto-attendants.
For larger enterprises, Nextiva allows users to bulk-upload employees from active directories. Smaller teams can have the system up and running in mere minutes, although intricate configurations, like specific user permissions and advanced call flows, might require additional time. The platform comes with valuable onboarding tools, such as training webinars and detailed guides, to help teams quickly and comfortably adapt to their new phone system. Keep in mind that while many setup operations can be self-managed online, more complex tasks, like activating end-to-end encryption, require users to reach out to Nextiva directly.
Ooma boasts a user-friendly implementation and onboarding process that is notably simpler than many of its rivals’. Preconfigured IP phones can expedite the setup, especially for smaller teams; users can enjoy a hassle-free configuration by importing details of up to 20 VoIP phones using a CSV template in the Ooma Office portal. With a turnaround time as short as 24 hours post-purchase for hardware configuration and shipping, businesses can hit the ground running.
Softphone apps for mobile and desktop devices are also available through Ooma. Most users can manage implementation within 20 minutes with help from Ooma’s Express Setup Assistant. This three-step wizard makes it a breeze to add users and configure accounts. We appreciate the simplicity of the system, which allows most businesses to handle the installation without external assistance. Though Ooma may not offer as many training resources as other vendors, its intuitive features, paired with comprehensive how-to guides and visual tutorials, make extensive training less essential.
Ooma’s website features a tool that lets you quickly and easily confirm whether you can transfer your existing business phone number to the system.
Nextiva’s professional implementation services, available with all plans, make it the winner in this category, even though Ooma’s installation process is rather straightforward.
Nextiva’s customer support includes 24/7 assistance with all plans, which not all competitors offer. Users have access to a dedicated support team through live chat, phone and email. While online ticketing typically results in responses within one to three days based on the issue’s security level, Nextiva advises directly calling the support line for urgent matters.
We like that Nextiva also has extensive self-service options for users who prefer a DIY approach to troubleshooting. The platform’s comprehensive knowledge base includes quick-start guides for apps, call flows and VoIP setups. Users can also benefit from instructional videos and on-demand webinars covering diverse topics ranging from call recording to equipment provisioning.
Like Nextiva, Ooma stands out for its 24/7 customer support available for all subscribers. Users can conveniently reach out to the company’s customer care team via online chat within the Ooma Office Manager portal or through a toll-free number. Enterprise plan customers enjoy the added luxury of a dedicated support team and professional onboarding support.
While Ooma’s knowledge base is rich and detailed, we found that more visual content in the tutorials would further enhance the support experience. Additionally, the activity level on the business segment of Ooma’s community forum is limited, so those seeking insights from fellow users may be disappointed.
Though both providers offer 24/7 customer service, Nextiva has a slight edge for its more robust knowledge base and self-service options.
When you’re choosing a business phone system, customer support options should be a key consideration. Read user reviews and contact the company directly to see how their support team handles customer interactions. This will give you a good indication of the help you’ll receive if you purchase the platform and have an issue.
Both Nextiva and Ooma are outstanding solutions for businesses seeking unified communications solutions. However, the best choice for companies will vary based on each organization’s specific needs across pricing, features and other factors.
Nextiva is the optimal cloud-based business communications platform for businesses in the healthcare industry, thanks to its HIPAA compliance. This guarantees that all communications — whether through voice, video calls or threaded conversations spanning emails, SMS and beyond — maintain the highest standard of patient confidentiality and data protection. Given the sensitive nature of healthcare communications and the need for organized and traceable interactions, Nextiva’s tools are invaluable for businesses that want to effectively keep track of their communications.
Nextiva’s threaded conversations allow users to see all communications across multiple methods, which can help businesses provide better customer service. Source: Nextiva
For small businesses and teams venturing into the realm of cloud-hosted phone systems for the first time, Ooma is an excellent option. Transitioning from conventional landline systems to VoIP is seamless with Ooma, primarily because of the solution’s compatibility with existing devices, even hardwired systems. Additionally, the preconfigured IP phones, which make the deployment rapid and simple, ensure small teams won’t be bogged down with complex setups. The vendor’s clear pricing also positions Ooma as the best fit for small teams seeking an efficient, straightforward VoIP communication solution.
Yes, Nextiva offers VoIP call recording. The system stores all recorded calls on its secure servers for six months. Users can access, play and download these recordings through the company’s call recording service. The platform also allows users to share recordings with call agents or managers via email.
It matters that Nextiva is HIPAA-compliant because HIPAA (Health Insurance Portability and Accountability Act) compliance is essential for ensuring the privacy and security of patient health information. A HIPAA-compliant communications platform means Nextiva meets the rigorous standards required to protect sensitive patient data. Businesses in the healthcare industry can feel confident communicating via Nextiva’s platform without compromising patient privacy. Using a noncompliant communications platform as a healthcare provider not only risks patient trust but can also result in significant legal penalties.
Yes, you can host a video meeting with Ooma. However, this feature is available only on the vendor’s Pro and Pro Plus plans and is limited to four hours and 25 participants on that midtier. The entry-level Essentials plan doesn’t include video conferencing. Businesses with simple video conferencing needs may be better served by Nextiva’s one-to-one video calling feature, which is available at all tiers with a 45-minute time limit.
Ooma provides a user-friendly virtual-receptionist interface featuring tabs dedicated to business operations, after-hours activities, and essential details and configurations. Its virtual assistant enables users to set up a name-based dialing directory and craft personalized messages for incoming callers. Nextiva’s virtual receptionist tool also has an intuitive interface with the option for professional implementation. Business owners with limited technical experience or those who simply want to streamline the setup process may find Nextiva to be the better choice.