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Top 10 Best VoIP Providers & Services For Business 2023

Daniel Blechynden
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VoIP systems can benefit your business in many ways, thanks to a number of important features and functions that make connecting with your team and customers safe, secure and reliable.

Many business owners opt for using VoIP systems for exactly those reasons. But with so many VoIP system providers to choose from, how can you tell which one will best suit your needs? That's just what this guide is here to help you with.

We've tested an ranked the best VoIP business services and providers of 2023 to help you find the best VoIP system for your business needs.

Our Top 10 Best VoIP Companies & Providers in 2023:

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Our 10 Best VoIP Companies & Services

  • 1
    RingCentral MVP

    RingCentral MVP

    • No. of usersUnlimited
    • PricingFrom $19.99 per month
    • Best forAdvanced business use

    RingCentral is one of the world’s most popular business VoIP system providers, and it’s easy to see why. Its MVP (message, video, phone) plans come with a suite of business tools, supporting unlimited users and various mobile and desktop devices. It is a little expensive, but all new users can take advantage of the excellent free trial, which comes with support for up to 5 users. 

    One thing we love about RingCentral is its focus on security. It employs a variety of physical and digital protective measures to ensure your data is protected at all times. The customer support is knowledgeable, and there are numerous integrations with 3rd-party platforms. Overall, we’d suggest trying RingCentral if you need an advanced VoIP system backed by the power of an industry leader.

    Why we chose RingCentral: No setup fee

    • Neat free trial
    • A wide range of 3rd-party integrations
    • Great mobile apps
    • A little on the expensive side
    • Basic plan is quite limited
  • 2


    • No. of usersUnlimited
    • PricingFrom $14.99 per user, per month
    • Best forBusinesses requiring scalable VoIP solutions

    Vonage is a popular VoIP service provider offering text, voice, and video communication solutions. It’s available for businesses of all sizes, with plans supporting 1 to 100+ users. Both mobile and desktop apps are available for download, and these are attractive and easy to get started with.

    In addition, Vonage features integrations with a number of third-party platforms, including a selection of popular CRMs. There are loads of great features available, including voicemail to email, call recording, and call forwarding. Support is limited, but there’s an excellent support center where you will find tutorials and guides. Overall, Vonage is certainly an option worth considering for businesses wanting a scalable VoIP solution.

    Why we chose Vonage: Divert call feature

    • Great mobile app
    • Highly scalable solutions
    • Great CRM integrations
    • Free trial unavailable
    • Live Support chatbot is slow
  • 3
    Zoom Phone

    Zoom Phone

    • No. of users1-Unlimited
    • PricingFrom $10 per user per month
    • Best forValue-for-money unlimited calls

    Zoom Phone is a VoIP service that offers pay-as-you-go and unlimited calling plans for the US and Canada. The service also supports unlimited domestic calling in over 40 countries and combines VoIP with Zoom’s video conferencing platform.

    Zoom Phone includes SMS messaging, call recording, voicemail transcription. It also integrates with business software including Slack and Salesforce. Most plans only include a single phone number, but you can add more or route calls with unlimited extensions.

    Why we chose Zoom Phone: Cheap rates per user

    • Excellent pricing
    • Integrates well with other software
    • Can work with hardware phones
    • Security breaches in the past
    • Costly call metrics feature
  • 4
    GoTo Connect

    GoTo Connect

    • No. of usersUnlimited
    • Pricing$19.95-$29.95
    • Best forAll-in-one solution

    GoTo Connect is a fun and user-friendly business VoIP option, and this is certainly not your grandma’s VoIP service. With sleek apps, punchy text, and advanced features, GoTo Connect makes using a unified communications solution fun, easy, and cool. What’s more, Jive has a whopping 80+ features, and you get all of them for a single monthly rate. That’s a dizzying amount of features, and it means you will have everything you need within one software. No need to switch over constantly to another service for optimal use. GoTo Connect's got it all.

    GoTo Connect gives you full control over your call flow. You can set up different call rules for when your business is open and closed, so the calls will go to sales or customer support during business hours, and to the auto attendant after hours. GoTo Connect also lets you use neat features like simultaneous paging of all agents or specific group paging for a more personalized but still public announcement.

    Connect team members using GoTo Connect's conference bridge, good for up to 10 members at once, listen to your business voicemail wherever you are, and use collaboration tools to really stay connected.  Want to really get serious about your communications? Use GoTo Connect call analytics, call logs, and call monitoring to analyze and go over calls to improve customer experience and tweak staff members’ techniques. Use custom greetings, dial by name directory, and local directory on phone to give a more professional appearance to your business. Handle calls more efficiently using tools like presence monitoring, shared line appearance, and ring groups.

    Why we chose GoTo Connect: Easy to add new hardware to PBX

    • Unlimited extensions
    • First month free
    • Flexible pricing plans
    • International calling is pricey
    • Limited video conferencing feature
  • 5


    • No. of usersFrom 1 to more than 1,000
    • PricingFrom $15/user/month
    • Best forSmall businesses that want a scalable solution

    Dialpad offers a comprehensive cloud-based VoIP solution suitable for use by both companies already committed to the cloud and those on the way there (the company also offers a PBX gateway). 

    The solution supports call routing, full BYOD support, built-in spam blocking, and enterprise-grade capabilities including omnichannel support. 

    Why we chose Dialpad: Attentive customer service 

    • Omnichannel support
    • Scalable to more than 1,000 users
    • Intelligent call routing
    • Some terminology aimed at experts
    • On premise gateway only on Enterprise tier
  • 6


    • No. of users3-unlimited
    • Pricing$26-$80
    • Best forBusinesses looking for mobile solutions

    Grasshopper provides small businesses with all the communications tools and features they need to look big and impress their clients while remaining the same cozy size they are currently.

    You can choose from 2 types of plans, the Grasshopper plans and the Grasshopper Connect option. The first option is the more traditional VoIP service you are used to and comes in 3 flavors. You can get Solo, Partner, or Small Business plans for this service, and all 3 can be billed monthly or annually.

    It’s nice that Grasshopper lets you sign up for a single month contract because it means you aren’t tied into any long-term commitments. Of course, if you sign up for an annual plan, you’ll save more than 10%. Most businesses will decide that the savings are worth the commitment. Grasshopper VoIP plans run $26 per month for a single number with 3 extensions included, $44 a month for 3 numbers and 6 extensions, and $80 a month for 5 numbers. With the last plan, you get unlimited extensions, a huge benefit if you’re hoping to scale your business over the year.

    Why we chose Grasshopper: Tier pricing plans

    • Unlimited domestic calling
    • 24/7 live support
    • Easy setup
    • Missing the robust features of larger brands
    • Not as attractive if you’re not going mobile
  • 7
    Phone by

    Phone by

    • No. of users1
    • PricingA flat fee of $14.99 per month plus applicable taxes
    • Best forSolopreneurs and business people

    Phone by is an excellent tool for business travellers and solopreneurs that want 2 lines for their business and personal use without the hassle of maintaining 2 devices.

    It also features very straightforward monthly pricing and a few useful business tools such as call blocking and group messaging.

    Why we chose Phone by Ability to transfer your number

    • Cellular/VoIP rollover
    • Flat monthly fee
    • No choice of separate providers
    • No SIP trunking / PBX integration
  • 8
    Vox Direct

    Vox Direct

    • No. of usersPer user
    • PricingFrom $39/month (monthly subscription)
    • Best forSolopreneurs and small business owners

    Vox Direct lets users set up all their VoIP needs in the cloud with easy routing to mobiles or desktop-based devices.

    Users have flexibility about whether to use cellular data, WiFi, or to receive and place calls through conventional telephony. This helps users minimize costs while on the road.

    Why we chose Vox Direct: SMS marketing features

    • Three connectivity options
    • Virtual assistant for quick routing
    • Android, iOS, and web apps
    • Not highly scalable
    • Web UI rather than desktop client
  • 9
    Comcast Business

    Comcast Business

    • No. of users1-5,000
    • Pricing$29.95/line/month
    • Best forEasy transitioning to business VoIP services

    VoiceEdge from Comcast Business is a straightforward VoIP replacement for your traditional landline phones. With easy-to-use desktop software, simple mobile apps, and useful features like Readable Voicemail, VoiceEdge can elevate your business communications.

    Comcast will perform the installation of any desk phones you buy, simplifying the process of moving to VoIP. But some businesses will find that the lack of video conferencing and scarce integration options with other apps limit VoiceEdge’s usefulness.

    Why we chose Comcast: Call quality

    • 24/7 phone support
    • Slack integration
    • HD call quality on Business VoiceEdge plan
    • Limited 3rd-party app integrations
    • Lacks features like team chat and video conferencing
  • 10


    • No. of usersUnlimited
    • PricingBusiness: $19.99/month/user; Premium: $25.99/month/user
    • Best forAffordability and seamless communications

    Acefone is a VoIP service provider that also offers contact center solutions, hosted phone numbers, and free phone numbers. Setup can be done entirely online, with no equipment necessary. You can integrate Acefone with several business apps, including ZenDesk, Salesforce, Hubspot, and Google Workspace. 

    Acefone offers unlimited inbound and outbound minutes and business texts on both of its plans. It also offers a number of unique features to help your business communicate seamlessly, including audio/video conferencing, call recording, and free phone numbers. Acefone also guarantees a 99.9% uptime.

    • Scalable for growing teams
    • Easy online setup
    • Take calls wherever you are
    • Fewer app integrations
    • Customer service can be slow on Business Plan
Breaking Down our Top10 Choices: Which is Best For Your Needs:
RingCentral MVP-Best for large number of users
Vonage -Best for unifying communications
Zoom Phone-Best software integrations
GoTo Connect-Best for all-in-one solution
Dialpad -Best AI assistant
Grasshopper-Best for mobile solution
Compare The Top VoIP Providers
RingCentral MVP
Zoom Phone
GoTo Connect
Phone by
Vox Direct
Comcast Business
Best for
Advanced business use
Businesses requiring scalable VoIP solutions
Value-for-money unlimited calls
All-in-one solution
Small businesses that want a scalable solution
Businesses looking for mobile solutions
Solopreneurs and business people
Solopreneurs and small business owners
Easy transitioning to business VoIP services
Affordability and seamless communications
From $19.99 per month
From $14.99 per user, per month
From $10 per user per month
From $15/user/month
A flat fee of $14.99 per month plus applicable taxes
From $39/month (monthly subscription)
Business: $19.99/month/user; Premium: $25.99/month/user
No. of users
From 1 to more than 1,000
Per user
Toll-free numbers
From $120 per year
1 can be provisioned
Yes - $5/month/user
Call Features
Automatic call distribution (ACD)
Call recording
Not built in
Included in Premium; $5/month/user for Business
Find me / Follow me
Caller ID
Call blocking
Yes - manage blocklist in online portal
Auto attendant
Multi-level auto-attendant
Extra Features
BYOD (“bring your own device”) solution
Business SMS
Unlimited SMS
Voicemail to Email
Yes - sends voicemail to email
Voicemail transcription
Voicemail to text
Mobile management
Call conferencing
Video conferencing
Yes - HQ video calling
File sharing
After calls
Frequently Asked Questions
What basic features do you get with VoIP service?+-

By definition, all VoIP services enable audio calling over an internet connection. Most providers also offer text messaging, a smartphone app, and a range of call-management features such as call recording, call forwarding, and voicemail transcription.

What is a VoIP number?+-

A VoIP number is essentially the same as any other phone number. The primary difference between a VoIP number and a traditional number is that VoIP numbers are linked to a person, not a physical phone line.

Which VoIP phone service is best?+-

RingCentral offers industry-leading VoIP phone services backed by a suite of neat features. It offers comprehensive packages for everyone from individual users to large, enterprise-level businesses.

Is VoIP worth it for a small business?+-

Yes, VoIP is definitely worth investing in for a small business. It enables streamlined communications, can usually be used on more than one device, and is often more affordable than traditional business phone solutions.

Which is the cheapest VoIP provider?+-

Vonage is currently one of the cheapest VoIP services out there, with a starting price of $14.99. However, VoIP prices depend somewhat on the size of your business and its needs, so finding the most affordable service for you might depend on the variables and needs specific to your business.

What Makes a VoIP Service Provider the Best?

If you’re running a business in 2023, then chances are, you have already heard of and might even use some form of VoIP or internet phone service through your business phone line. If you’ve ever used Skype or Facebook Messenger—or any kind of internet service to make a call—you’re experiencing the power of Voice Over IP (VoIP).

What Is VoIP?

VoIP, or Voice over Internet Protocol, is a method of making and receiving phone calls via an internet connection rather than via traditional analog or mobile networks. It’s an efficient and cost-effective communication method, particularly for business users requiring a flexible phone solution. 

Most VoIP providers offer video and text chat tools on top of basic audio calling functionality. Voice data is usually encrypted and sent via a secure connection to ensure there’s no risk of data theft, and you will usually benefit from various call management and business productivity tools. 

On top of this, most VoIP solutions are compatible with various devices. You should be able to access your phone system via a web client on your computer. You may also have access to mobile and desktop apps, and many programs can be used with dedicated deskphone hardware and headsets. 

What Is Business VoIP and How Can It Help Your Business? 

Business VoIP is basically VoIP with added productivity and collaboration features. For example, you may be able to integrate your VoIP platform with third-party programs to streamline workflows. You may also benefit from things like video conferencing, intra-company chat, and smart call forwarding. 

The most noteworthy way in which a business VoIP system can help your business is in the time it saves. Since you can use most VoIP for business on your smartphone, desktop computer, and various other devices, you can basically manage your calls from anywhere. It’s super easy to set up things like call forwarding and interactive voice response (IVR).

On top of this, Business VoIP systems are convenient and very scalable. Unlike traditional phones, which require physical phone-line infrastructure, all that a VoIP system requires is an internet connection and a compatible device. You can usually add and remove users from your plan as required. 

Key Benefits of Using Business VoIP Phone Service

There are numerous benefits associated with using VoIP phone services, including the following. 

Scalability - Most VoIP systems are highly scalable, enabling you to add new licenses to your subscription as your business grows. This is great for startups and businesses expecting to grow significantly in the future. You can also usually remove licenses from your subscription just as easily. 

Affordability - When compared to traditional business phone solutions, VoIP is a much more affordable option. In most cases, you will have a single monthly fee to pay that’s clear and doesn’t depend on your call volume. Many plans come with unlimited inbound and outbound calls, and there are no expensive setup or installation fees when you’re getting started.  

Versatility - Most VoIP systems are super flexible. You will usually be able to configure your system to meet your business needs. On top of this, you will almost always be able to use your VoIP system on your mobile device, enabling you to work from virtually anywhere with an internet connection. 

Quality - While this will depend on the VoIP provider you use, most systems offer significantly better audio quality than the average analog phone network. This is particularly useful in a business sense, where a poor connection could be the difference between you gaining a new client or not. 

Business features - Along with simple voice and text communication tools, you will often have access to a range of extra features. These can include everything from simple call recording and voicemail transcription to advanced features like analytics and call center capabilities. 

Remote working - With a suitable VoIP system, remote working becomes a breeze. Many platforms come with versatile productivity and team management tools, and you may have access to streamlined intra-organization messaging. 

Device compatibility - Unlike landline systems, which usually require dedicated business phone devices, VoIP programs can be used with a range of different devices. For example, you might decide to use a desktop client or a dedicated desk phone. Or, you could download the relevant mobile app to turn your smartphone into a business softphone. 

Global accessibility - Many VoIP platforms enable you to register a business number in a different country or region. This is particularly useful for companies who want to build a presence in an area without opening a physical office.

How to Choose a VoIP Provider for Your Business

Selecting the best VoIP service for business use can seem like an overwhelming task to begin with, but it shouldn’t be too difficult. The following steps should help you get started. 

  1. Identify your budget and how long you’re willing to commit to a subscription for. This will immediately narrow your choices. 

  2. Note the features you need. Some VoIP phone systems offer basic communication services, while others are more versatile and offer third-party integrations, collaboration tools, and more. 

  3. Pay attention to customer reviews. A great way to gauge the reliability and trustworthiness of a VoIP provider is to check out third-party review sites. 

  4. Shortlist your favorite options by slowly eliminating the ones that are lacking in certain areas. 

  5. Where available, take advantage of free trials and money-back guarantees to test your shortlisted platforms. 

Once you get through this list, you should be able to select the right option for your business. If you’re unsure, we’d suggest going for a monthly subscription to begin with rather than committing to a year or more in advance. 

Finding the Best VoIP Phones for Your Small Business

When it comes to integrating VoIP into your business, there are some factors to consider before you choose a provider. The top VoIP providers can help you lower costs, reach more customers, and even enhance your mobility and productivity. 

The most important features to look for when searching for a VoIP solution are:

  • Ease of operation and setup
  • Reliability and customer service
  • Features and customizability
  • Mobile options
  • Video conferencing and screen sharing

Choosing the Right VoIP Service for Your Needs

Switching to a VoIP system entails some initial costs, which are quickly offset by the savings. VoIP services can also increase the efficiency, convenience, and flexibility of your communications and help you incorporate the business tools of a larger company. 

Before you choose your VoIP provider, be sure about the industry you need to service and how easy it will be to adopt the system, operate it, and also if it has any specific features you need.  

Call Centers 

All sorts of contact centers, including incoming and outbound call centers, as well as virtual call centers that use outsourced personnel, go for VoIP technology to improve communication systems. According to our research, Vonage wins when it comes to providing call centers the support they need. 

Virtual PBX

Cloud-based VoIP systems have all of the features of the greatest VoIP systems, but they are hosted fully in the cloud. With Virtual PBX provided by services like Ooma and Grasshopper, companies no longer need to build a traditional phone system to take advantage of the incredible phone connectivity and sophisticated capabilities provided by VoIP. 

Law Firms

Using your VoIP service for your law firm can allow you to retain a professional impression no matter where you are. You can be on top of cases and contacts through transcriptions, tracking, and call logging with VoIP providers like GoToConnect


While hotels have the same needs of other SMBs or enterprises, VoIP services provide solutions for the unique features of the hospitality industry.  Guests can easily connect with the front desk, and reception can simply make reservations and communicate internationally. We consider Mitel the best VoIP provider for scalable hotels. 


Any kind of medical center, from hospitals to doctor's offices, needs their communication lines and data centers to be fully-functioning, secure, and scalable.  VoIP services provided by RingCentral and 8x8 let doctors, nurses, and receptionists to easily access patient data and communicate without any downtime. 


VoIP services for residential use are on par with or better than landlines. Voice over IP plans are more affordable, and can allow you to make international calls for a fraction of the cost. We recommended you try full featured residential VoIP providers like Verizon and CloudPhone.

Types of VoIP Systems

The biggest difference in cost is going to depend on the type of VoIP service you choose for your business. There are 3 main systems available:

Hosted System

Similar to a website hosting plan, this means that the vendor owns the hardware, and your business leases or buys the phones. Maintenance will be handled by the vendor, too. Companies will usually charge a subscription to use the internet business phone system.

Best for: Smaller businesses

On-Premise System

In this scenario, your business owns the hardware, which means you are responsible for any upgrades or maintenance work. This sort of setup can be prohibitive for a smaller business because of the higher initial costs of purchasing the hardware. In addition, the upkeep may require the manpower that a small company doesn't have. On the other hand, these systems can provide better options for customization and a higher level of security.

Best for: Larger businesses

Managed System

With this system, the business still owns the equipment, but the vendor is in charge of set up and maintenance. This is a great “best of both worlds” option, in that it allows the customer to use their own equipment—like with the on-premise system—while still being able to enjoy the assistance provided by a hosted system.

Does Switching to VoIP Save Money?

Not only can a managed VoIP service do wonders for your business’s productivity, but it generally costs less than a traditional landline system. For medium-to-large businesses with hundreds or thousands of employees and complex software-integration needs, VoIP can have a significant impact on the bottom line.

Here are 4 ways that VoIP can save your business money:

1. Cordless Costs Less to Setup and Maintain

Whether you’re sticking with cable TV over Netflix or Hulu at home or a traditional landline over VoIP in the office, the same principle applies: cords and wires are hardware, and hardware costs extra. With a landline system, a medium or large business could easily pay tens of thousands of dollars on installing, setup, and licensing of a private branch exchange (PBX), thousands per month on line rental, and a great deal more on maintenance. With a managed VoIP there are no hardware requirements, so you can get by with only paying a simple monthly fee per user.

2. Remote Workforce = Reduced Overheads

One of the greatest benefits of having a VoIP for business is that it allows your employees to communicate through mobile phones—which makes it easier to orchestrate a remote workforce. The more employees you have working outside the office, the lower your overheads. Having fewer employees in the office on a full-time basis means you can cut back on furniture and equipment costs, air conditioning, office parties, rent, everything.

3. No Paying Through the Roof to Move or Expand

Using a traditional phone network—as opposed to VoIP—requires businesses to set up and maintain a PBX system at each office. Each time that those businesses upgrade their PBX, replace an aging system, move offices, or open a new location requires a significant capital investment. With VoIP, on the other hand, businesses can take their audio communications with them wherever they go. Whether it’s one employee working from home or an entire company moving office, being mobile pays dividends.

4. One Communications Bill Instead of Many

The terms VoIP and unified communications (UC) go hand in hand, and that’s because VoIP lets you integrate all types of forms of communication–such as voice, text, fax, video, and conferencing–into one system. With unified communications, businesses don’t end up purchasing fax services, video conferencing, etc. from separate providers. With UC, it all falls under the one bill.

Calculating the Cost Savings of VoIP

How a VoIP phone system impacts your company’s bottom line depends on your needs. Variables include: number of users; features and third-party integrations; and optional equipment, such as hardphones. Choosing a hosted or managed VoIP solution is generally cheaper than having an on-premise VoIP, unless you prefer your IT team manage the system.

The following example is intended only as a general guide and not as a substitute for your own calculations. It is based on the RingCentral Office plan for 100-999 people, when compared to a cross-section of traditional landline plans for businesses of a similar size. Obviously, it doesn’t take into account how VoIP can enhance productivity and efficiency, further boosting the bottom line.

Upfront Costs
Setup & Installation
Approx. $5,000
PBX Hardware
Up to $8,000
PBX Software License
Up to $4,000 /year
$80 - $400 per user
$80 - $400 per user

*Optional accessory for VoIP users, requirement of traditional landline

Regular Costs
Per User / Per Month
Unlimited calls in US/Canada
~$800 per month
International calls#
$0.039 - $0.575 /minute
$0.08 - $3.25 /minute^
Unlimited video conferencing
Pay to third party
Unlimited texts
Pay to third party
Unlimited internet fax
Pay to third party
Third-party integrations
Limited, pay third parties

#Varies by country. For both VoIP and traditional, calls to mobile are more expensive than calls to landlines.

^Based on prices from Xfinity’s landline plan.

No matter which way you look at it, VoIP systems are far cheaper than traditional business landlines. As the above table shows, VoIP has minimal setup costs. Traditional phone lines, in contrast, can cost up to $14,000 to set up, not to mention up to $4,000 per year in licensing fees. Small businesses that go down the traditional route can install a KSU-less system for less, although the costs of setting up the system can still reach up to $300 per user. 

The following table compares VoIP to traditional business lines by cost per user per month, including yearly software licenses, unlimited calls in the US and Canada, and the cost per user per month and  excluding setup costs. In both columns, cost per user falls as the number of user grows. Again, VoIP is clearly the cheaper option.

10 Advantages of Having a Virtual Phone Number

People dial virtual phone numbers just like any other number, but they actually connect to an existing mobile or office line of your choice. You may also link them to specific extensions and voice mail boxes. Here are 10 advantages of having a virtual phone number:

1. Multiple numbers: Without paying for multiple lines, you can use separate numbers for personal and commercial purposes.

2. Marketing data: Virtual phone lines supply helpful marketing data. If you use print or radio advertising, you may promote a different local or toll-free number in each ad.

3.  Avoid long-distance rates: When you acquire a telephone number in another area code, clients in this region may call you without paying long-distance rates.

4. Local numbers: If you purchase advertising in a distant locale, your company may promote a virtual number without publishing the area, country or extension codes.

5. No equipment required: Compared to separate telephone lines, these numbers are easier to set up and maintain. There's no need to buy additional equipment for each number, and most virtual phone providers don't require long-term contracts.

6. Ease of use: You can quickly and conveniently manage your numbers on the Internet. It's possible to instantly purchase or cancel them at any time.

7. Avoid telemarketers: If it comes with automatic call screening, a virtual number can help you avoid telemarketers. You may use it whenever you have to enter contact details on a form.

8. Added features: These numbers often include more features than standard cellphone or landline services. They make it simple to record calls and arrange phone conferences.

9. Money savings: If off-site employees frequently call your main office, you can ask them to use local virtual numbers. This eliminates the need for you to finance their long-distance calls.

10. Brand multiple businesses: If you run multiple small businesses, it's not hard to introduce different virtual numbers and voicemail greetings for separate companies.

How Do VoIP Phones Work Compared to Landline Phones? 

While analog landline phones send and receive call data through physical phone lines. When you use a landline, soundwaves are sent as coded pulses of electricity which are decoded and returned to audio format at the receiving end. 

With a VoIP system, your voice data is packaged, usually encrypted for extra security, and sent directly over the internet. This is particularly useful for mobile businesses, as it enables them to access their communication system away from the office. 

What to Look for in VoIP Providers

Finding the right VoIP platform for your business can take some time, but there are some features that reliable platforms tend to share. For example, the top 10 VoIP providers we’ve listed here are all reliable, competitively priced, and offer versatile communication solutions. 

One thing you should look for in particular is mobile compatibility. Although most VoIP platforms offer mobile apps, some of these work poorly. We’d suggest checking out customer reviews on the Google Play and Apple App Stores. 

You should also look for a provider that offers the call management features you need. For example, not all platforms have on-demand call recording or voicemail transcription. Unlimited calls will be important for some users, while contact center tools will be essential for others. 

Important Features of VoIP You Must Know

Along with their voice and text communication tools, most VoIP companies offer a selection of advanced features, including the following.

Call management features - You will usually have access to call recording, voicemail transcription, call forwarding, and more. In some cases, you will get advanced call management features such as smart call routing. Pay attention to what you get here, as some tools, such as call recording, are notably absent from some reputable providers. 

Mobile compatibility - Most VoIP systems are fully compatible with mobile devices. Through the appropriate mobile app, you will be able to manage most aspects of your system. This is particularly useful for business owners who are regularly out and about. 

Integrations - Often, you will be able to integrate your VoIP program with other business productivity and workflow management platforms. For example, many providers offer CRM integrations with platforms such as Salesforce, and you will sometimes be able to create your own integrations via a custom API. 

Collaboration tools - Your business phone system may include team collaboration tools such as intra-company team messaging, video calling, and call conferencing. These can be useful for geographically spread-out teams, such as those with remote workers. 

Additional numbers - You can usually add extra business phone numbers if required. These generally come in at an affordable price of a few dollars or less per month. A toll-free number will often be more expensive, but should still be quite affordable. 

Video conferencing - One of the most popular VoIP features is video conferencing. This enables you to chat within your company and with clients via video, which is usually much more interactive and useful for in-depth conversations than basic text or audio communication. 

IVR - Interactive voice response (IVR) technology enables you to create automated menus to route callers to the correct department or team member. You can record messages, prompting callers to either press a button or say a certain word to move forward or be connected with a staff member.

Questions to Ask a Potential Business VoIP Provider

Do I need additional hardware or software? 

Most VoIP systems will be compatible with your existing computers and mobile devices. However, a small percentage require specialized desk phone hardware. 

Are there any hidden costs? 

Find out exactly what you can expect to pay from the beginning. Is the monthly fee all-inclusive, or will you have to pay for things like outbound calls and a business phone number? Are there any setup costs? 

What features do you offer? 

Ask the provider to explain what features are included with their platform. If they are vague or unwilling to do so, look elsewhere. 

Is there a contract? 

In some cases, you will be bound by a long-term contract. Exiting this early could cost you hundreds or even thousands of dollars in legal fees. 

Do you have a mobile app? 

This is particularly important if you’re planning to use your VoIP system with your smartphone. 

What data center security methods do you employ? 

Find out how a provider protects their data center(s). Are they spread out over more than one location? Is the network redundant and able to function if one data center experiences technical issues? Are there any security measures taken on-site?

Get the Right VoIP System for You, Today

VoIP systems have become the norm for businesses large and small, as they provide an easy, surefire way to make telecommunications more efficient—and affordable. For small and medium-sized businesses, these savings can make a big difference. The efficiency of a VoIP system can also ease some headaches for companies that may not have the manpower to handle complicated or less streamlined communication needs. Small businesses generally don’t need some of the more sophisticated VoIP features—like video conferencing that can accommodate 100 or more participants—but the flexible pricing, ease of operations, and customer service offered by many VoIP providers can be of real assistance.

Daniel Blechynden
Contributing to many popular websites, Daniel’s writing focuses on technology, science, and dependable reviews. He holds degrees in Chemistry and Marine Science from the University of Western Australia and has been a regular critic of software, web hosting, website builders, and a variety of other tech products and services for several years, leaning on his academic background for rigor in research and writing.