Best Business Phone Systems for Restaurants

Phones rarely stop ringing at restaurants, whether you run a full-service establishment or a small cafe. The best business phone system for your restaurant supports your communication needs, like handling take-out orders and reservations, transferring calls and paging the kitchen manager. It can streamline operations while improving the guest experience. We assessed voice over Internet Protocol (VoIP) services based on ease of use, pricing and features. See how the top-rated systems for the food industry stack up.

The costs of business phone systems for restaurants range from $10 to $30 monthly for an entry-tier restaurant phone subscription. While the pricing description describes the monthly fee as a “per user” cost, restaurants where multiple team members use the same phone during a shift should consider this the price per phone location. For example, you would purchase a plan for your host stand and another for your office.

Higher-priced packages come with advanced features, which vary by provider. Many vendors offer discounts for restaurants that sign contracts or prepay for one year or longer. Others provide a deal for companies that purchase five or more lines.

All providers, except Zoom Phone, offer unlimited inbound and outbound calling. Zoom Phone differs because it has a metered plan, in which you incur additional per-minute fees for outgoing calls.

Beyond your subscription fee, you may pay per-minute fees for international calling, toll-free minutes and SMS/MMS texting. Several VoIP providers offer a limited number of toll-free minutes or SMS messages, and you incur fees after going over this amount.

Typically, you won’t pay a setup fee for restaurant phone systems. You may use existing hardware or choose to buy or lease new phones. Preconfigured cordless and desk phones start at $3.90 monthly or $160 outright from Nextiva.

The best business phone systems for restaurants provide basic and advanced call management features. Most platforms offer several subscriptions, allowing owners to choose the combination of tools for their budget and establishment.

Auto-Attendant and IVR

Modern restaurant phone services greet callers automatically with a virtual receptionist. For example, the auto-attendant menu may ask the caller to press 1 to place an order, 2 to speak with a manager or 3 to reach the host. Some providers offer an IVR system, which allows for self-service, such as letting customers hear that night’s dinner specials or business hours.

Desktop and Mobile Apps

Softphone applications turn mobile phones, tablets and computers into communication devices that allow you to make and receive calls, join video or audio conferences, send faxes or share files while messaging with your kitchen manager.

Business Phone Number

Nearly all cloud-based phone services for restaurants include a toll-free or local business phone number with plans. VoIP numbers aren’t bound to a dedicated line, meaning you can log in to your account from any internet-connected device and access your phone and service.

Call Forwarding

With call forwarding, you can automatically send inbound calls to another number, including your cell phone, landline or voicemail. This feature is invaluable for small business owners who need to handle an emergency or grab supplies midday but still must be available to accept incoming calls.

Ring Groups

Growing restaurants experiencing high call volumes decrease caller wait times with the ring groups tool. When a customer presses 1 for reservations or takeout, this feature rings all lines associated with the ring group, either in a sequence or simultaneously.

Overhead Paging

Cloud-based phone systems also support internal communications. Several VoIP providers offer intercom or overhead paging features. Aside from letting customers know when their tables are ready, an announcement service can help when a guest leaves their vehicle lights on in the parking lot, for example. During the dinner rush, it’s much easier to make an announcement than to ask your servers to go table to table.

Voicemail

Voicemail comes standard with restaurant phone systems, but it’s also common to see visual voicemail tools, like voicemail-to-email or voicemail-to-text notifications. Because many consumers expect transcribed voicemails, VoIP providers now transcribe messages so you can scan your messages behind the counter discreetly.

Call Flip and Multiring

Call flip and multiring tools are must-have features for restaurant managers and owners. Suppose you start a conversation with a supplier in the back office but need to confirm details by heading to the stockroom. In that case, you’d appreciate the ability to seamlessly switch a call from your desk phone to your cell phone. Likewise, with multiring, calls to your business number ring your cell phone and office phone (or any device you choose) so you never miss a call.

Hold Music and Messaging

Several phone services for restaurants include hold music or messaging capabilities. This feature lets you upload tunes that match your brand or insert a promotional message. While a quick response is best, on-point messaging and music are better than dead air.

Call Reports and Analytics

Business intelligence and reporting tools vary by provider. At a minimum, VoIP services give call logs with a record of inbound and outbound calls. Advanced systems can analyze call queues, customer sentiment and more. With the correct data, restaurant owners can use the information to adjust business hours and labor to ensure phone coverage and profitability.

Call Queues

Typically found on higher-priced plans, call queues are best for restaurants with high call volumes. This feature places callers in a waiting line until someone can speak with them. Sophisticated phone systems with call queues allow fast-paced eateries to manage multiple lines and guest needs (such as delivery, takeout, reservations, complaints, multilocations and catering).

Third-Party Integrations

Most internet-based phone systems connect to Microsoft and Google calendars and contacts. Some sync with point-of-sale (POS) or CRM systems, like HubSpot, Salesforce and Zendesk. However, most VoIP phone services don’t have built-in integrations for reservation platforms, online ordering systems or employee scheduling tools.

Video Conferencing

Although restaurant owners and managers use video conferencing less than other businesses do, this tool still comes in handy when you’re negotiating pricing face-to-face with vendors or landlords. Also, multilocation establishments can pull their management team together in one virtual room to prepare for upcoming events. Most VoIP services offer basic video conferencing features, including screen sharing and recording.

Team Messaging and SMS

A cloud-based private branch exchange (PBX) system unifies several communication methods on a single platform so your staff and guests aren’t limited to voice calls. Consider using private and public chat messaging rooms to improve employee onboarding, training and feedback experiences.

Failover Solutions

Some VoIP providers offer failover options in case of an internet outage. You can configure lines to automatically forward to alternate phone numbers, an internet service provider or a failover connection.

Cloud-based phone platforms have many of the same features and functionalities. However, some are more intuitive than others to set up and use on countertop phones and mobile devices. Others require more configuration but perform better for multisite restaurants, allowing district managers to centralize virtual training programs or handle overflow calls. Take the following steps when you’re selecting a business phone service:

1. Assess your restaurant’s requirements.

Evaluate your current setup. What works well, and what could be better? For instance, if you’re switching from a landline to VoIP, mobility is a massive advantage. Your existing voicemail service or hardware may need an upgrade as well. Look at your call volume, and observe how your staff uses the phone lines during an average shift. These actions will help you determine what your restaurant needs in a business phone system.

Think about these questions:

• How many telephone lines does your restaurant need? Remember, you will most likely require a line for employees to call out or an extension for them to pick up at separate spaces (e.g., bar, host stand, office).
• What type of hardware will you use? You can buy or lease VoIP phones, add analog telephone adapters to conventional phones, or use headsets with computers or mobile devices.
• Do you need advanced features, like IVR, call queues or voice analytics? Multilocation businesses or high-volume restaurants may require more sophisticated tools than small bistros, food trucks and diners do.

2. Identify restaurant phone solutions.

Perform market research to find the best options for restaurant business phone systems, and begin your selection process. Use guides (like this one and our ratings of the best business phone systems) to compare phone systems and subscriptions. Reach out to your professional network and industry groups to request recommendations. Restaurant owners and managers are often willing to share what has worked for them. Also, they may have tips for implementation and deployment.

Read user reviews and app store ratings. If possible, look for ones from restaurant users, which can offer more specific insights than general reviews. Lastly, remember to identify patterns in the ratings and reviews. Repetitive issues with customer service, feature usability or mobile app updates can signal a problem.

3. Contact VoIP companies for pricing and demos.

A phone system demonstration is an excellent way to experience the platform. Contact restaurant business phone providers and schedule a demo. If there are particular features you have questions about, ask them to cover these tools during the meeting. Feel free to ask questions and record the demo for any restaurant leaders or managers who are part of the decision-making process. At the end of the demo, you can request a quote and free trial or wait to talk with your team before starting a free trial.

4. Evaluate the best restaurant phone service providers.

List the factors you’ll use to evaluate your top choices. Ask other team members to rate their experiences. It can be helpful for them to score the most-used features or leave comments about what they loved or disliked about different phone systems.

You may want to include the following points:

• Customer support options and response times
• Mobile and desktop apps’ ease of use
• Support for existing overhead paging systems
• Total costs for phone lines, hardware and toll-free minutes, if needed
• Reporting and analytics tools
• Phone hardware compatibility and lease or purchase options
• Integrations with third-party software

5. Consider the contract terms.

While the best prices typically come with long-term contracts, we suggest starting with a one-month plan if you’re uncertain about your decision. This can increase your initial costs but allow you to test the services before committing to a one- to three-year agreement.

VoIP phone services modernize your communications. They help your restaurant meet guests’ expectations with shortened call wait times and improved experiences. Beyond inbound and outbound calling, digital platforms support video and text. With mobile apps, you can answer guest calls, whether you’re running a food truck or catering an event. Learn how food and beverage companies benefit from VoIP phone systems.

Improved Caller Experiences and Wait Times

Busy signals and long hold times don’t bode well for restaurants when your callers are hungry. Phone system features such as virtual receptionists, call queues and hold music can take your customer service to the next level. An auto-attendant greets every caller before ringing lines or placing the caller in a queue. With analytics, you can see where there’s room for improvement and identify peak hours.

Increased Crew Productivity

Certain tasks can slow your team down, like placing calls on hold to hunt down a manager or answering questions about your hours or daily specials. With a modern phone system, callers can select a menu option for restaurant hours, promotions or directions. Likewise, the call-transfer function can send callers to your manager in the office or the kitchen.

Support for Additional Restaurant Income Streams

Increasing restaurant profits is top of mind for many business owners, and adding curbside pickup, delivery, takeout, catering or heat-and-eat meals can boost your bottom line. CRM integrations help restaurants target the right guests and personalize marketing messages. Additionally, text messaging facilitates communication for to-go and delivery orders, ensuring seamless handoff.

Mobile Management

Restaurant owners rarely get a break, especially in the early years. However, with the rise of mobile POS systems, they can see real-time stats and monitor labor from anywhere. The same goes for cloud-based phone service. You can step away but still be available, thanks to iOS and Android apps that let you manage your restaurant from anywhere.