VoIP systems can benefit your business in many ways, with a number of important features and functions. With COVID-19 constantly changing the rules of the game, the features offered by the latest VoIP systems can keep you ahead of the competition, so look out for special New Year deals and make sure your business is ready for whatever 2021 has in store.
We've composed a comparison list and detailed reviews of the 10 best business VoIP providers of 2021 to help you find the best VoIP system for your business needs as you plan for the year ahead.
The Best Business VoIP Services: Quick Reviews
- No. of usersFrom 1 user
- PricingFrom $19.99 per month
- Best forScaling businesses
Whether your organization needs a single user VoIP tool or something that can be used with more than 100 users and with unlimited storage and device status reports, RingCentral has a plan to suit every level of user.
The company’s VoIP tools can be used with both dedicated hardware including Cisco and Polycom phones as well as softphone solutions like smartphone applications.
Pros- Android and iOS apps
- Softphones and dedicated hardware
- Scalable plans
Cons- Setup can be lengthy
- Learning curve for new users
- No. of usersUnlimited
- Pricing$14.99-$39.99
- Best forBusinesses that want lots of features
Vonage was one of the very first VoIP providers, and it has only improved its product offerings over the last 20 years. Offering a fully unified communications platform for businesses of all sizes, Vonage is an excellent solution for any type of connection. Whether your company is looking for a virtual receptionist to make your business sound more professional, a more convenient directory assistance tool, or the ability to connect multiple devices to a single line, Vonage has the tools and the flexibility to let your business run like a pro.
What really makes Vonage stand out is the incredible set of features available on its plans. From privacy to customer service, personalization, and collaboration, Vonage makes every aspect of running your business better. The plans include important features such as caller ID blocking, call screening, spam shield, and do not disturb settings to ensure that you and your team have the utmost control over incoming calls.
What’s more, Vonage allows you to control the call flow as well, providing tools like call hold, call continuity, and call parking. You can even avail yourself of the call recording, call queues, and call waiting that will give your business a professional edge.
Pros- Fabulous mobile app
- Superior voice quality
- 24/7 customer support in English
Cons- Add on features can get pricey
- You need to add on some basic features
- No. of usersUnlimited
- PricingFrom $19.95
- Best forContract-free service
Ooma is the PCMag VoIP Business Choice award winner for 7 years running. That ought to tell you a bit about what a great service this is. Ooma is a cloud system, which means it's effortless to run, easy to learn, and can be taken anywhere you are. Available 24 hours a day, 7 days a week, this system ensures that you are always available for your customers when they call. While Ooma is a great solution for any size business, it is particularly attractive for small businesses because it offers advanced phone features at affordable pricing. Plus, Ooma has simple step-by-step DIY set up instructions and videos. So, you don’t have to wait for tech to get started.
Let’s take a closer look at some of those features. For starters, Ooma offers free unlimited calling to anywhere in the United States, Mexico, or Canada and Puerto Rico. This already translates to major savings for most businesses that frequently spend a fortune on phone bills each month. On top of that, Ooma has competitive, low international rates. You can call Australia for just $0.038 per minute, the United Kingdom for just $0.028 per minute, and China for just $0.025 per minute.
Pros- Excellent call quality
- Simple & easy setup
- Can keep the same phone number
Cons- Limited customizations
- Some complaints about customer service
- No. of users3-unlimited
- Pricing$26-$80
- Best forBusinesses looking for mobile solutions
Grasshopper is the business VoIP solution for small businesses everywhere that want to look big. The secret behind this cleverly-named service is simple: you don’t have to BE a big company to appear to be one. You just have to make a big noise (like a grasshopper!). 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.
Grasshopper offers 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.
Pros- Unlimited domestic calling
- 24/7 live support
- Easy setup
Cons- Missing the robust features of larger brands
- Not as attractive if you’re not going mobile
- 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.
Pros- Omnichannel support
- Scalable to more than 1,000 users
- Intelligent call routing
Cons- Some terminology aimed at experts
- On premise gateway only on Enterprise tier
- No. of usersUnlimited
- Pricing$19.95-$29.95
- Best forAll-in-one solution
Jive 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, Jive 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. Jive’s got it all.
Jive 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. Jive 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 Jive’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 Jive 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.
Pros- Unlimited extensions
- First month free
- Flexible pricing plans
Cons- International calling is pricey
- Limited video conferencing feature
- No. of users5
- PricingFrom $18.95
- Best forBudget-conscious businesses
You may have heard of OnSIP before as it is a major communications provider for businesses of every size. And if you haven’t, you probably know a few of its customers like Mozilla, Tumblr, and Disqus, just to name a few of the SMALL businesses that use OnSIP on a daily basis. It is particularly popular among businesses that love it for the handy BYOD (bring your own device) functionality, making the software easy to use with just about any device you could whip out. With a rich set of features, competitive pricing, and flexible payment options, OnSIP is a strong hosted VoIP solution for businesses.
OnSIP has all of the usual VoIP features you’d expect like voicemail, group ring, and personal attendants. Plus, you’ll get more premium features like voicemail to email, third-party softphone integration, and web-hosted PBX. You can also take advantage of the robust admin portal that makes managing and changing things up a cinch.
One of the things that makes OnSIP so popular is how flexible it is to work with. You can use desk phones exclusively if this is the way your business operates. Alternatively, you can use softphones with the OnSIP software if that’s your preference. And OnSIP even has a convenient method for combining both desk phones and softphones, so no matter how you roll, OnSIP has you covered.
Pros- Unwavering reliability
- 30-day free trial
- Lots of integrations
Cons- Have to know (or learn) SIP
- Ala carte style can get expensive
- No. of users1
- PricingA flat fee of $14.99 per month plus applicable taxes
- Best forSolopreneurs and business people
Phone by Web.com 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.
Pros- Cellular/VoIP rollover
- Flat monthly fee
Cons- No choice of separate providers
- No SIP trunking / PBX integration
- 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.
Pros- Three connectivity options
- Virtual assistant for quick routing
- Android, iOS, and web apps
Cons- Not highly scalable
- Web UI rather than desktop client
- No. of usersUnlimited
- Pricing$30-$50 per month
- Best forSmall businesses
Aircall is one of the more accessible VoIPs out there. It boasts a stacked roster of features that are approachable and more than capable of handling the needs of small to medium sized businesses.
Users will find many of their critical needs met with this cloud-based VoIP. Features such as toll-free and international numbers, call routing, and extensions more than carry the weight of a business’ needs. Smart directories, such as the system’s IVR (interactive voice response), can be helpful for streamlining calls and making sure customers reach their intended departments.
Aircall also offers some quality collaboration features. Warm transfers, for instance, allow teammates to converse while transfering live calls, while call commenting and assignment proves a helpful tool for delegating calls and keeping the team aligned.
Pros- Smart directories for more fluid communication
- Claims local and international numbers
- Helpful collaboration features
Cons- Limited customization options
- No video conferencing
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What Makes a VoIP Service Provider the Best?
If you’re running a business in 2021, 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).
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. For example, what you need to take into consideration when looking at VoIP for small businesses is very different to a VoIP service for your home.
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
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, try to determine how easy it will be to adopt the system and operate it, and also if it has any specific features you need. For example if you want your business to present a professional and polished impression, such as that of a law firm, then you'll want to make sure you have the necessary features.
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.
*Optional accessory for VoIP users, requirement of traditional landline
#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.
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.
