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Business VoIP Phone Systems

by Chad BrooksLast Modified: April 6, 2018

Intro
Best Picks
Pricing
Negotiation
Reviews
Methodology
Infographic
State of the Industry
Common Business Phone System Questions & Answers
Map
Services
Compare Quotes

The Best Business VoIP Phone Systems For 2018

The explosion of Voice over Internet Protocol (VoIP) into the phone service industry has changed the landscape for businesses. But with hundreds of VoIP phone system providers operating today, choosing the right one for your business can be an arduous task.    

Besides features, tools, price and mobile accessibility, you need to take various other factors into account when looking for a business VoIP phone system. We want to help you narrow down your choices.    

In addition to spotlighting some of the most valuable tools to look for and offering advice on getting a VoIP business system that fits into your budget, this guide offers our recommendations on the business VoIP phone systems for various needs. 8x8, RingCentral, Ooma Office, Jive and Dialpad are the systems we think are best for different types of businesses. You can read more about each and the types of organizations we think they are best for below.    

If none of our recommendations work for you, scroll down even farther to see of a comprehensive list of VoIP phone systems for businesses.

Best Picks

Phone Service
Small Business
Very Small Business
Features and Tools
Use Without Desk Phones
Enterprises
Multiple Locations
On-Premises
Call Centers
Growing Businesses
RingCentral

Best VoiP Business Phone Service

RingCentral

RingCentral Office is one of the best business phone services because of its wealth of features, ease of use and multiple price points. The VoIP service is hosted in the cloud and requires no special equipment or wiring to install. All businesses need is the required bandwidth to support their call volume and a router that prioritizes their voice traffic.

Once the service has been activated and IP phones are plugged into Ethernet ports, your business can start making and receiving calls. The entire system is controlled via an online portal, from which administrators can assign employees phone numbers and extensions, configure the auto-receptionist, and set up answering rules.

8x8

Best VoIP Phone System for Small Businesses

8x8

8x8 is a cloud-hosted VoIP phone system that's a top option for small businesses because it is easy to use, has a wide variety of valuable features and offers excellent customer service.

Since the system is hosted in the cloud, there is no expensive equipment to install or maintain. All that's needed is a properly configured router and enough bandwidth to handle your expected call volume.

Ooma

Best VoIP System for Very Small Businesses

Ooma

Ooma Office is a phone system designed specifically for very small businesses. Even though Ooma Office is an on-premises VoIP system, someone without IT expertise can still install it in just a few minutes.

The main piece of equipment is the base station, which is a router that prioritizes voice data to ensure reliable service. If you are using analog phones, you also need the system's Linx devices, which wirelessly connect the phones to the base station. The base station can connect to up to four Linx devices.

Jive

Best VoIP System for Features and Tools

Jive

Jive is one of the best VoIP business phone systems because of its array of included features and tools. For example, the service has several call monitoring methods that other providers charge extra for, like spy, whisper and barge modes.

Jive's cloud-based VoIP system, which has 11 servers to ensure top-notch reliability, has an impressive set of more than 80 features and tools. Some of the more valuable ones are auto-attendants, call recording, three-way conference calling, custom on-hold music, voicemail and voicemail-to-email. Jive also offers video conferencing.

Dialpad

Best VoIP Phone System for Use Without Desk Phones

Dialpad

Dialpad was built with the desktop and mobile app in mind, not the desk phone. The system's desktop app and iOS/Android mobile apps are some of the best-designed business VoIP applications, making Dialpad an excellent option for businesses that don't have or want office phones.

This cloud-based system that allows employees to work from anywhere. With the apps, employees can make and receive calls, video chat, and send instant messages to co-workers. Other features Dialpad offers include three-way calling, reply by text, visual voicemail, do not disturb, online faxing, call recording, call screening and simultaneous ringing.

Cisco

Best VoiP Phone System for Enterprises

Cisco

Cisco offers both on-premises and cloud-hosted business phone systems, making it an ideal solution for enterprise organizations. These systems can support thousands of employees and are specially configured with the exact calling, mobility and collaboration features each business wants.

While Cisco offers several different solutions, we looked specifically at the Business Edition 6000 systems. The on-premises version is a VoIP system designed for businesses with up to 1,000 employees. With the Cisco BE6000, businesses can pick and choose the specific applications they want for the system, such as mobility, voicemail, automated attendants, instant messaging, videoconferencing and contact center services.

Nextiva

Best VoiP Phone System for Multiple Locations

Nextiva

Nextiva Office is a cloud-based VoIP phone system whose service can be spread throughout multiple offices or stores. This setup is ideal for businesses with multiple locations, because all you need to get the system up and running is to plug the IP phones into an Ethernet port at each location. The system then automatically syncs all of the locations and allows them to be managed from the same online platform.

Within the online portal, administrators can add employees into the system, assign phone numbers and user IDs, record automated greetings, create call queue routes and priorities, and designate which features each employee can access.

Avaya

Best On-Premises VoiP Phone System

Avaya

Avaya is a top on-premises phone system because it offers businesses several different platforms that can be customized for your organization's needs. The systems can serve thousands of employees and offer all the features businesses would want in a phone system.

The Avaya system we researched in depth was the Office IP platform, which supports up to 3,000 users. When choosing Avaya, businesses start with a two-rack platform unit and then pick specific add-ons, such as mobility or call center services.

Mitel

Best VoiP Phone System for Call Centers

Mitel

Mitel is the best phone system for call centers because it can be hosted several different ways, is available in multiple service plans and includes all the features businesses expect in a contact center solution.

Mitel offers cloud-hosted, on-premises and hybrid solutions. There are also multiple service plans available for both the main phone system and contact center services, which differ by price and features. Employers can mix and match service plans based on the features and tools each employee needs.

Vonage

Best VoiP Phone System for Growing Businesses

Vonage

Vonage is an excellent phone system for growing businesses because it can continue to suit your needs as your business expands. Whether you are starting out with just a handful of employees and growing to three times that, or if you are starting out with a few hundred and expanding to several thousand, Vonage has two different platforms that can fit your needs.

Vonage Business Cloud is designed for small businesses. The systems includes more than 50 calling, collaboration and mobile tools, including virtual receptionists, audio and video conferencing and mobile app that allows you to make and receive calls from your business line from your cell phone.

Pricing

The cost structure for a business VoIP phone system differ based on whether you have a cloud-based or on-premises system.  

Cloud based systems have monthly fees, but little to no upfront costs. Conversely, on-premises systems have large upfront capital expenditures with small monthly fees.  

The exact prices for each type of system vary based on how many lines you need and how many features you want access to. Cloud-based phone systems can run anywhere from $10 to $75 per user, per month. Your per user cost typically decreases with the more users you have.  

Besides user costs, some providers also charge extra fees for things like additional toll-free numbers, international numbers and vanity numbers. However, since most cloud-based systems are plug-and-play ready, there usually aren't any major installation charges involved.  

With on-premises systems, most of your expenses are paid up front. You can expect to pay anywhere from a few hundred to over a thousand dollars per user. The price will depend on how many users you have and how many features are included.  

There are also some pretty significant installation costs to consider with on-premises systems. Since these systems will be housed within your business, they need to be professionally installed, which at a minimum will cost a few thousand dollars. There are also some smaller monthly fees with on-premises system for SIP trunking, or PRI circuits, which brings a dial tone into the system.  

The other expense you need to consider with a business VoIP system, regardless of whether you have a cloud-based or on-premises system, is the cost of IP phones. There are a wide variety of handset phones on the market and wide range of price points. Phones can run as cheap as $50 each to more than $400 each.

Editor's Note: Looking for business phone system? We can help you choose the one that’s right for you. Use the questionnaire below to have our sister site, BuyerZone, provide you with information from a variety of vendors for free:

 

Negotiation

While many VoIP phone system providers have set pricing, there are a few steps you can take to get the best deal:

  • See if the provider offers discounts for agreeing to a long-term contract or paying for an entire year in advance.
  • Check if it would give you a lower price to start if you plan on adding more lines in the future.
  • Ask if it would be willing to match a competitor's cheaper price.
  • See if it would be willing to give you phones for free if you commit to a long-term contract.

A critical step when signing any contract, regardless of whether the company is willing to negotiate price with you, is to closely read the entire contract before agreeing to anything. You need to make sure the terms of the contract are exactly what you were expecting and don't include any hidden fees or price increases. Be sure to get specific costs of tax and any surcharges. Many businesses are shocked to see their first bills after signing up for a VoIP service because they weren't anticipating ancillary fees like taxes and surcharges.    

It is also imperative that you fully understand the phone system provider's cancellation policy. You need to know how much advance notice is necessary to cancel and whether there are any fees for it. Make sure you have answers to these questions before signing any contract for VoIP phone service.

Reviews

Below are all of our reviews for business VoIP phone systems and related categories. Our coverage includes reviews of the best business VoIP phone systems and VoIP services. See all of our reviews below.

Methodology

To determine the best business VoIP phone systems, we started by looking at a comprehensive list of more than 70 phone system providers. To narrow that list down, we separated all of the vendors that had a good online reputation, such as those services that were consistently ranked highly by other websites.  

We also, at periodic intervals, queried business owners to see which services they use. If we got multiple business owners raving about the vendor they use, they were also added to the final list of contenders.  

Finally, we visited each company's website. If a company stood out to us, we added them to the final list. We also eliminated most companies that only served businesses in their local region.  

We ultimately settled narrowed down our pool to: 8x8, Avaya, Booth, Cisco, Dialpad, Digium, ESI, EVoice, FreedomVoice, Grasshopper, Jive, Mitel, Nextiva, OnSip, Ooma Office, Phone.com, RingByName, RingCentral, and Vonage.  

Next, we researched each provider by investigating its services, watching tutorials and how-to videos, and reading user comments. We also contacted each company's customer service department and posed as business owners to gauge the type of support each provider offers its users.

In all, we analyzed each system based on the following factors: 

  • Deployment options
  • Level of service
  • Reliability
  • Customer service
  • Calling features
  • Collaboration tools
  • Mobility options
  • Cost
  • Better Business Bureau accreditation, ratings and complaints

Understanding VoiP Phone Systems Infographic

Understanding VoiP Phone Systems
Credit: Grant Reinero

State of the Industry

VoIP has completely changed the business phone system industry. Prior to the introduction of VoIP, all phone systems used traditional landline technology. Typically operated by your local phone company, landline systems ran on copper wiring, and required businesses to purchase and maintain a large amount of expensive equipment.    

VoIP systems, on the other hand, run on the same internet connection you use to get online. While you can have an on-premises VoIP system, many businesses are forgoing the upfront expenses by using a cloud-based offering. Instead of investing in expensive equipment, you only pay a monthly fee for each user with hosted VoIP phone systems. They require no maintenance and include a wealth of valuable calling and collaboration features.    

Part of the big attraction of VoIP phone systems are their affordable costs and the ability to control the phones through an online portal are. A recent study from Telzio shows that businesses typically see 30 to 75 percent savings when switching to VoIP.    

Research shows that with landline service losing 500,000 customers a month, the VoIP market is expected to grow by 10 percent every year through 2020. Overall, the number of IP telephony users in the world will exceed 150 million this year. 

Common Business VoIP Phone System Questions & Answers

Have a business VoIP phone system question of your own?

Farzad, There's a number of great solutions out there. As with all things, the answer is as complex as your needs are. The company I work with has a fantastic VoIP platform that is very cost-effective and delivers great value... for the right customer segment. Every technology provider has certain markets and/or verticals that they service better than others. It's important that the company you work with do a full needs-assessment. Sadly, many companies will represent themselves...

Read More ▼

Many small businesses today are making the switch over to VoIP business phone systems. There are plenty of advantages to using such a service, but a lot of small business owners are overlooking some of the most valuable features. Beyond options like voicemail, call waiting, toll free numbers, call forwarding, and remote operation, you'll find a host of other features that can help your small business. 1: Door phone entry buzzer integration 2: Find me/follow me call routing 3: Voicemail to...

Read More ▼

Hi Paul, your question raises more questions. The answer is really not about one provider over another, it is about why your call quality is not up to par and not stable. VoIP is only as good as the connection the calls flow over. You can have a the Ferrari of VoIP providers but if they are driving on a pot-hole filled road, your ride will stink. I would suggest that attention needs to be paid to your connection to the provider as well as your internal networking. VoIP is very sensitive...

Read More ▼

Map

eVoice
6922 Hollywood Blvd
Los Angeles, CA
eVoice
Digium Switchvox
445 Jan Davis Drive NW
Huntsville, AL
Digium Switchvox
Vonage
23 Main St
Holmdel, NJ
Vonage
Avaya
4655 Great America Parkway
Santa Clara, CA
Avaya
8x8
2125 O'Nel Drive
San Jose, CA
8x8
Nextiva
8800 E Chaparral Road
Scottsdale, AZ
Nextiva
Cisco
2300 E President George Bush Hwy.
Richardson, TX
Cisco
Jive
1275 West 1600 North
Orem, UT
Jive
RingByName
7206 NW 31stStreet
Miami, FL
RingByName
Phone.com
211 Warren Street
Newark, NJ
Phone.com
VOXOX
5825 Oberlin Drive
San Diego, CA
VOXOX
Zultys MX System Software
785 Lucerne Drive
Sunnyvale, CA
Zultys MX System Software
VOIPo Hosted PBX Software
19 Spectrum Pointe Drive
Lake Forest, CA
VOIPo Hosted PBX Software
VoiceMaxx CE Software
401 S 4th St
Louisville, KY
VoiceMaxx CE Software
XLite Software
One Bentall Centre
Vancouver,
XLite Software
XMission
51 East 400 South
Salt Lake City, UT
XMission
XO Hosted PBX Software
13865 Sunrise Valley Dr
Herndon, VA
XO Hosted PBX Software
ReadyTalk Hosted Voice Software
1900 16th Street
Denver, CO
ReadyTalk Hosted Voice Software
PIMS Dialer Software
5400 Laurel Spring Pkwy
Suwanee, GA
PIMS Dialer Software
Virtual Office
2125 O’Nel Dr.
San Jose, CA
Virtual Office
Versature Software
5424 Canotek Rd
Gloucester,
Versature Software
Phonebooth OnDemand Software
Venture Center III,
Raleigh, NC
Phonebooth OnDemand Software
PBXact Software
300 First Avenue
Red Lion, PA
PBXact Software
Verizon UCCaaS Software
140 West St
New York City, NY
Verizon UCCaaS Software
Truly Wireless Software
2 Embarcadero Center
San Francisco, CA
Truly Wireless Software
Slingshot Software
990 Washington Street
Dedham, MA
Slingshot Software
Solgari Cloud PBX Software
209 W Patison Street
Port Hadlock, WA
Solgari Cloud PBX Software
Telzio Software
917 W. Washington Blvd.
Los Angeles, CA
Telzio Software
ShoreTel Sky Software
1385 Broadway
New York City, NY
ShoreTel Sky Software
Speakeasy Software
P.O. Box 21720
Vancouver,
Speakeasy Software
SwyxWare Software
Emil-Figge-Straße 86
SwyxWare Software
RingCentral Office Software
20 Davis Drive
Belmont, CA
RingCentral Office Software
Ooma Office Software
1880 Embarcadero Rd
Palo Alto, CA
Ooma Office Software
Intermedia Hosted PBX Software
120 West 45th Street,
New York City, NY
Intermedia Hosted PBX Software
itPBX Software
205 Regency Executive Park Drive
Charlotte, NC
itPBX Software
OBiPLUS Software
51 E. Campbell Avenue
Campbell, CA
OBiPLUS Software
OfficeConnect
830 Parkview Dr N
El Segundo, CA
OfficeConnect
iCall Software
4500 140th Avenue North
Clearwater, FL
iCall Software
Mobex Hosted PBX Software
505 E. Jackson Street
Tampa, FL
Mobex Hosted PBX Software
MyOwnConference Software
Ukmergės g. 223
MyOwnConference Software
MiVoice Business Software
350 Legget Dr.
Kanata,
MiVoice Business Software
IBM Sametime Software
1 New Orchard Road
Armonk, NY
IBM Sametime Software
Masergy UCaaS Software
2740 North Dallas Parkway
Plano, TX
Masergy UCaaS Software
MightyCall Software
2105 5th Ave
Seattle, WA
MightyCall Software
Line2 Pro Software
230 California Street
San Francisco, CA
Line2 Pro Software
Click2Coach Cloud Software
901 5th Ave,
Seattle, WA
Click2Coach Cloud Software
Cisco Unified Communications Manager Software
170 West Tasman Dr.
San Jose, CA
Cisco Unified Communications Manager Software
FortiVoice Software
899 Kifer Road
Sunnyvale, CA
FortiVoice Software
Highfive Software
PO Box 82525
Kenmore, WA
Highfive Software
Fuze Software
2 Copley Place
Boston, MA
Fuze Software
Cisco Business Edition 6000 Software
170 West Tasman Dr.
San Jose, CA
Cisco Business Edition 6000 Software
Business Voice Software
4655 Old Ironsides Drive
Santa Clara, CA
Business Voice Software
Fonality Software
5601 6th Ave S
Seattle, WA
Fonality Software
Sharpen Software
211 N. Pennsylvania Street
Indianapolis, IN
Sharpen Software
Evolved Office IP Phone System Software
989 Old Eagle School Rd
Wayne, PA
Evolved Office IP Phone System Software
DLS Hosted PBX Software
950 Oak Street
Lake in the Hills, IL
DLS Hosted PBX Software
CloudCall Software
320 Congress St.
Boston, MA
CloudCall Software
ContactWorld
49 Stevenson St.
San Francisco, CA
ContactWorld
Broadview OfficeSuite Software
275 Westminster St
Providence, RI
Broadview OfficeSuite Software
BroadVoice Cloud PBX Software
Broadvoice 9221 Corbin Ave
Northridge, CA
BroadVoice Cloud PBX Software
AT&T UC Voice Software
1025 Lenox Park Blvd
Atlanta, GA
AT&T UC Voice Software
Axon Virtual PBX Software
6120 Greenwood Plaza Blvd
Greenwood Village, CO
Axon Virtual PBX Software
Alteva Hosted VoIP Software
880 Montclair Road
Birmingham, AL
Alteva Hosted VoIP Software
Adobe Connect Software
345 Park Avenue
San Jose, CA
Adobe Connect Software
Answer360 Software
2625 8th Avenue
Fort Worth, TX
Answer360 Software
AirePBX Software
6060 Sepulveda Blvd
Van Nuys, CA
AirePBX Software
3CX Software
4300 W Cypress Street
Tampa, FL
3CX Software
Mitel
350 Legget Drive
Kanata,
Mitel
Ooma
525 Almanor Avenue
Sunnyvale, CA
Ooma
Grasshopper
320 Summer St.
Boston, MA
Grasshopper
RingCentral
20 Davis Drive
Belmont, CA
RingCentral
FluentStream
1028 Park Avenue West
Denver, CO
FluentStream
Skype
One Microsoft Way
Redmond, WA
Skype
OnSIPManhattan, NY
OnSIP
Dialpad
100 California Street
San Francisco, CA
Dialpad

Services

List of 93Business VoIP Phone Systems

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