⭐ Don’t just settle for a phone upgrade—find the best biz tools for your needs 📟 .
Even businesses in the same sector could have distinct demands for office telephones.
Contrast a legal assistance agency with a posh law practice that represents big brands—one phone could ring 3-4 times hourly, and the other could be a constant madhouse.
Even though there isn't a one-size-fits-all solution for office phones, there are a variety of special systems that can be used to meet specific requirements and conditions, whether your team frequently telecommutes, has a small number of employees, or is constantly on the go and away from their hot desks.
Our Fave Phone Systems for Business 🛰️ — Overview
⭐ Consider your real demands before choosing one of the popular business phone systems below. For instance, if you only want informal convos with a small number of people, a 📶 less costly alternative could offer all the requisite tools at the lowest possible price.
Higher-end alternatives with more sophisticated capabilities are good if you want a reliable enterprise-ready phone system, especially for frequent calls to different people.
1. RingCentral MVP 🥇 — Favourite Office Phone System for Business
📘 RingCentral MVP is a robust yet adaptable VOIP solution—it works with the latest PBX handsets or turns portable devices into softphones…
What’s more, it’s an all-in-one ☁️ cloud solution for calls, audio conferences, and texts—perfect for teams who prefer to rely on their smartphones or to integrate pre-existing PBX handsets.
Get all of the following: omnichannels, CRM connectors, operator management solutions, and meaningful analytics. Integrations are also available for a large number of apps, including SalesForce, Microsoft 365, Zendesk, Zoho and Oracle.
The best prices are offered with anything over two users, depending on how many you need and the features. The programmer network provides access to APIs—further adding to your ability to custom-fit your business phone network.
A well-known and reasonably priced VoIP service provider, RingCentral provides cloud-based services including all-in-one team messaging and HD video conversations. In other words, everything you’ll need as long as you find relying on the internet reasonable.
The firm offers enterprises a wide range of communication tools without requiring them to purchase and set up new technology. It is as simple as installing the software on already-owned devices. Although the brand caters to smaller enterprises, larger firms might want to give it a try as well given its price model and extensive feature set.
Co-founders Vlad Shmunis and Vlad Vendrow started RingCentral as a bootstrapped joint business in 1999. The two business partners previously worked together at RingZero Systems, but they finally started their own company to leverage on companies' shift to digital operations.
Phone lines were already a thing of the past when RingCentral started its Fundraising in 2013, and many companies had started transferring their systems and data online. Today, RingCentral offers cloud-based services through a range of cost-effective options largely geared toward small businesses.
- ⭐ £16 per user—for the cheapest plan
- ⭐ £22 per user—on the Standard annual plan, or £31 for unlimited
- ⭐ Premium costs more
In comparison to other levels, the Essentials plan is quite basic; it is probably appropriate for tiny companies with limited resources and people who just want a modest number of service alternatives. For instance, there are no business phone meetings, video meetings (up to 100 attendees), HD video, etc.—at this tier.
Due to its extensive collection of features and integrations that enable global reach and cooperation at a cheaper cost, Standard is perhaps the finest option for smaller businesses. Additionally, it's the most cost-effective choice for clients with more than 20 members.
Based on service rates and the possibility of making the most of its numerous capabilities, the Premium tier will generally perform nicely for medium businesses with at least 100 projected service users. Additionally, if you wish to benefit from any CRM connectors, you'll require this tier.
Try out their 7-day Free Trial 📅
2. Panasonic KX-TG7875S — Top Business Phone System for Both Handset & Mobile
📟 One of the more well-known brands in electronics, Panasonic, doesn't let you down with this phone—especially if your line of work frequently requires you or your staff to leave the workplace.
This means, you never truly need to be without your landline thanks to its Link2Cell technologies, which connect to two mobiles
Your texts from your smartphone will also be transmitted to your Panasonic telephone—so it works on both sides of the fence.
Thanks to this device's improved noise removal, you can accept calls almost anywhere. Additionally, even if the electricity goes out, it will continue to operate thanks to the power backup capability.
The craftsmanship and polish of the handsets and base are unmatched, and the battery performance is too. These features set them apart from their competitors. Compared to most other wireless makes, the Panasonic KX-TG7875S offers a more upscale feel because of its metallic body and high-quality buttons. However, it still feels lightweight and small in the palm.
However, it also functions effectively in bright sunlight. The screen is illuminated for readability in low light. On the opposite side, it might be difficult to see the buttons in the dark. You do receive a clip, which is perfect if you want to listen while working while headset-fitted.
The base has a wide range of controls, including several features—including a handset finder, an intercom, a loudspeaker, an answerphone, and more. It obviously lacks several capabilities compared to the finest smartphones, but it still functions well for a cordless.
Smartphone integrations are a unique feature of the Panasonic KX-TG7875S. Up to two smartphones can be paired via Bluetooth. This enables you to take calls on the wireless phone without having to carry it around with you. Additionally, the base has a USB connector that enables on-the-spot mobile phone charging.
Text notifications are another feature aimed at mobile devices—whenever your phone receives a text, it will ring to let you know so that you can check it. If you receive an unanswered voicemail while you're out and about, you can set up voice redirects to your mobile phone so you can check it while you're on the go.
Overall ⭐: Panasonic’s KX-TG7875S ranks high among cordless business handsets. Having said that, it's also excellent for bigger offices that need all of the 5 phones and can benefit from smartphone integrations.
3. 8x8 X Series — Trusted SMB Business Phone System (VoIP)
📚 The 8x8 X Series—a cloud-based business phone system—delivers a feature-rich package.
So even the cheapest tier still opens up the full gamut of offerings—which is what you would anticipate from a full-blown PBX solution. The entry-level tier, 8x8 Express, provides online businesses with the essential suite of system offerings, such as caller ID, forwarding, call queuing, and groups, along with a sophisticated auto-attendance.
Team chat, voice, voice message transcriptions, and connection with Google Workspace and Microsoft 365 are extra integrations available at this level.
The X2 plan does stand out as being highly suitable for SMBs. It provides the majority of features they are likely to really need. Contrasting this plan with competitors, you’ll find it cost-effective—although the bigger corporate plans could be an issue.
What to Expect 📶
Because technology enables people to make international calls through an online connection, Voice over Internet Protocol (VoIP) is quickly replacing conventional telephone service as a preferred method of communication. It's simpler to set up and might be more cost-effective to operate because you don't require a cable connection, so it can be worthwhile to locate the finest VoIP service for your company.
Finding the best VoIP service for you might be challenging due to the abundance of companies available. Popular phone systems supplier 8x8 offers a variety of ‘All-in-One Comms’ plans.
There are three main choices available…
The Express tier. This is 8x8’s most economical package—it was formerly offered for ✔️ $12 (£10) / user monthly. The price has increased a smidgen due to recent worldwide inflation. It offers all-in-one communications appropriate for the majority of small enterprises, so it is far from being an overly simple alternative. After registering, customers may enjoy voice calls, video calls, and text messaging by downloading an app for their smartphone or computer.
The package offers unlimited local calling, visual voicemail, and browser-based video conferencing. It also offers unlimited local calling. In addition, the first month comes as part of a free trial 🆓.
But let’s say you want more features—then the middle or highest plan might be beneficial, particularly if your company makes a lot of overseas calls. Both of these levels offer 24/7 assistance—it’s for $28 (£25) / user monthly on X2, which offers better video and audio conferencing through the app and web fax in addition to limitless phone calling to 14 other countries. X4 costs $57 (£47) / user monthly.
Both also receive support for single sign-on (SSO)... This is fantastic news for businesses trying to simplify IT to help their employees’ business lives but without investing a fortune.
4. Aircall — Popular Cloud-Based Phone System for Businesses
💨 Another cloud-hosted company phone system option that can be set up in a matter of clicks.
The result is a comprehensive communications centre system for conversations, video conferencing, and chats via the web, desktop, or mobile for your company.
In addition, Aircall makes it simple to set up a call centre in just a few minutes, and it offers a wide variety of CRM, tech support, and workflow features to both complement and enhance how your sales and assistance personnel manage calls, including how to route them and greet clients.
Additionally, as was to be expected, there is an insights package that can be used to measure process KPIs, evaluate performance, and make improvements.
Aircall offers a wide range of APIs, including but not limited to Zendesk, Hubspot, Zoho, SalesForce, Freshdesk, and Slack—in other words, it goes beyond simplified (and inter-connected) communication networks and delves into a CRM system as well to further take care of sales and support teams.
The variety of services needed will determine the price. However, take notice that this service may only be used by at least three people.
⭐ Aircall stands out among the businesses in our ranking for its team communication and productivity applications—particularly for leading remote teams.
Teams have a variety of tools at their disposal, including live activity streams, tech support and CRM connectors, and diary personalization and synchronisation. Prospective clients will need to balance the advantages of the extra collaboration tools with the cost as Aircall has some of the higher prices among the businesses in our evaluation.
Aircall offers two service Tiers 💸—both have a three-user minimum and a wealth of features. There are other plans that may be customised:
- Professional Tier ✔️ £56 ($70) per user monthly
- Essentials Tier ✔️ £32 ($40) per user monthly
5. GoToConnect — Affordable Business Phone System
🌐 The next platform in our review offers organisations a plethora of call, collaborative, and smartphone capabilities—including online meetings—which is what makes GoToConnect's feature set so outstanding
Customers also get private conferencing rooms in addition to all of the standard capabilities, such as group-distributed calls and routing based on time and geography.
Businesses don't need to do any installations since GoToConnect, which markets itself as a UCaaS service, sorts out all administration and updates. Despite this, the firm does advise clients to have an appropriate router, an Ethernet switch with QoS features—as well as a firewall that is ready for HTTP/S and UDP network traffic.
It's interesting to note that GoToConnect does not bill you per feature, which you don’t find with most VoIPs. Instead, tiers are priced according to how many personnel work in an organisation, with customised price structures for firms with more than a hundred staff.
📘 Let’s start with GoTo’s features, which all come as standard, regardless of your tier:
Included are: Cloud PBX, personalised call-held music, call administration, sophisticated ring methods, and instant screen shares to help you make use of your 🚶♀️ customer behaviour and CRM data. Of course, adding functionality increases the likelihood that something may break, but GoToConnect also provides comprehensive email/phone assistance in that event.
GoToConnect’s main rival, RingCentral, also combines VoIP and corporate communication with an online meeting system. It’s the main rival of GoToConnect. RingCentral may be more pricey for the majority of enterprises.
RingCentral plans start at £16 ($20) per user a month (paid yearly). However, for 21+ users to get video conferencing features and connected APIs to products like Google Workspace, you'll need to switch to a £21 ($25) per monthly user plan. By comparison, you get 50+ users for £16 with GoTo.
How about ‘hot desking’? This feature enables users to connect to pooled hardware devices across the workplace with their own extensions and conversation data—hot desking is one of the primary benefits of RingCentral. However, compared to what GoToConnect provides, RingCentral's call routing services are less sophisticated.
Summary Verdict? 🏝️ For the majority of businesses, GoToConnect provides superior value— it’s a more versatile VOIP solution.
6. Avaya OneCloud — The Most Affordable, Scalable 🌞 Office Phone System for Business
🚀 OneCloud ☁️, the latest inception of integrated comms from Avaya replaces the formerly popular ‘IP Office’ product and extends the firm's existing Avaya IX offerings.
OneCloud seeks to provide a genuinely scalable solution utilising the cloud infrastructure that best fits you. Avaya OneCloud can be used to work as a simple public cloud for small and midsize businesses that are content to rely on outside vendors.
As a result, you obtain ongoing support—no need to worry about software updates or hardware changes.
What’s All the Fuss About?
A standard Avaya OneCloud install can be set up for large businesses that currently use a hybrid or private cloud infrastructure, or the provider can be customised to meet specific needs. Any necessary physical server can either be installed on-site or hosted in one of Avaya's data centres 🛰️.
Avaya OneCloud integrates all communication routes into a single, consolidated communications system—therefore, it obviously covers more than just calls. Given Avaya's increasing VoIP and UC service products' proven success, the OneCloud software's incredible extensibility must be tempting.
For good reason, Avaya has been a player in the VOIP market for a long time. Numerous options are available from Avaya OneCloud to meet various business requirements. Voice calls and messages are simple to include in your apps and customer experience thanks to the CPaaS bundle. You'll only pay for the features you really use, including all the capabilities you'll need for modification and testing.
Additionally, Avaya OneCloud's UCaaS, which is available via subscription, makes it simple to transform your business into a digital one if you want an all-in-one communications solution. The sheer range of Avaya OneCloud's options makes this a sound investment for a developing business that's wanting to digitise, even though support can be difficult to get.
7. Microsoft Teams — Top Office Phone System for Businesses using Microsoft
Microsoft Teams Phone enables businesses to make calls from every Windows, iOS, or Android device to any location in the globe.
Microsoft’s robust cloud facilities guarantee you high levels of dependability and high-quality sound. Whether you’re looking for communication to aid your sales, technical support, or human resources teams, you’ll also frequently have a variety of internet, frequently mission-critical apps—in addition to a large number of websites.
If customers currently pay for Microsoft 365, Microsoft Teams Phone turns out to be quite cost-effective. A cloud-based phone system with cutting-edge capabilities like call transfers, multi-layered automated operators, and phone queuing is also included, along with round-the-clock customer assistance.
⭐ There are numerous alternatives to the Microsoft Teams Phone System—available in the marketplace. Each of these provides quality VoIP solutions that are worthy of consideration.
RingCentral MVP is equally expensive per user and offers far more robust call centre services, including 24/7 live help, an automated call recorder, and CRM connectivity for popular systems like Zendesk and Salesforce. Additionally, it has Microsoft Teams integration capabilities.
Another choice is GoToConnect, which has a more straightforward, per-user payment structure and provides functionality comparable to Microsoft Teams. It costs less and has many of the same features as Microsoft Teams, but it also offers SMS services and geographic forwarding—additionally, you can even incorporate it with the Microsoft Teams software.
The simplicity with which Microsoft Teams users can switch to Teams VoIP is a major benefit. It's also perfect for companies who want to grow in the future because buying more user licences can be done quickly.
However, the system has several drawbacks and is not recommended for companies that need more intricate phone arrangements. Additionally, if your company uses telephones a lot or if you want some of the extra features for your daily operations, this means paying for several subscriptions—the cost of buying so many licences and call plans can quickly pile up.
Finally, debugging and possible outage concerns are something to consider with Microsoft's lack of round-the-clock help. However, businesses can obtain that from a third-party vendor.
*Bonus*: Ooma Office 🗽 — Big Business Phone System for Small Businesses
🔱 As a bonus entry: Ooma Office—a web-based business phone service—is on a mission to give small businesses the same phone experience as large corps.
Ooma may not have all the frills that you could get with certain Voips, but it positions itself quite well as a budget-friendly option for smaller businesses.
For a rather low monthly cost per user, a lot of capability is offered. There is no hassle because you receive all the services with just one membership package, and the system is very simple to set up and use. Undoubtedly, you won't get everything found in more expensive competitors, and the biggest omission is CRM integrations.
Reasons to Use
Ooma Office could help small enterprises with a few staff members. It allows video conferencing, provides a digital secretary for incoming calls, and is very simple to use.
We were unhappy with what Ooma Office does not provide, though, seeing that it isn't a cheap VoIP provider. There are few administrative and reporting capabilities, and there are also few connections with widely used office programmes. Ultimately, we believe that Ooma Office underperforms comparable VoIP services in terms of value for expanding small enterprises.
But they were worthy of a final entry in this guide. 🏢 Give them a look here.
7 Best Office Phone Systems for Business 🛰️ — Buying Guide 📱
We’ve reviewed some of the phone systems that are most used by businesses today. Now, let’s take a moment to understand the landscape better…
Business Phone Systems Explained 📚
Let’s first explain “VoIPs”. Voice over Internet Protocols route calls over the internet rather than conventional landlines—ethernet cables, wi-fi, and other cellular phone connections all get integrated.
Your solution might not use VolP, or it could integrate certain elements—for instance, if your employees are frequently away from the office and need to use the same business numbers on their smartphones. When deciding which sort of business phone system is ideal for your business, you have quite a few alternatives.
Ways to categorise systems:
1. Private Branch Exchange (PBX) 🔌: These are telephone systems owned by a company (rather than a telephone network) that work like switchboards. Local line calls are switched according to the user’s destination—so that all users can share a certain volume of phone lines. This works differently from PSNs (public switched telephone networks) which are less cost-efficient for switching.
2. IP & IP-Enabled PBX 🔌: As per the name, this kind of PBX uses Internet Protocol (IP) as the method of data transmission to a different server. Calls are communicated using the internet rather than just an internal telephone network. It’s still a premises-based system but supports the use of IP for routing or signalling.
These could be stored in a data centre or physically situated on the client's site, but are often designated exclusively for usage by that customer. Usually, the end user is responsible for managing these systems.
3. Cloud VoIP ☁️: Despite the name, this isn’t associated with fluffy puffs of moisture in the sky. VoIP uses services and software that operate on third-art servers rather than locally. VoIP can operate through this technology—so that you can place calls through internet servers rather than relying on conventional phone lines.
Keep in mind that you’re not doing the hosting, ownership, or management of cloud hardware or software—it’s a multi-client setup not intended for just one company. It works like 🏘️ shared hosting. One provider is in charge of its ownership, upkeep, and hosting. Commonly, a membership licencing plan is used to cover the cost of the shared infrastructure.
4. Cloud-Hosted IP PBX ☁️: Let’s bring all of the above terms together. Rather than the IP PBX that has the company handle the physical server, this solution has the cloud provider manage the network—and it is housed in or co-located with the provider's data centre. Nevertheless, a single business is alone permitted to utilise this phone service.
Cloud/IP Migrations 🦅
Calls get routed at the data centre with both a cloud-hosted and cloud-based virtual phone system. So communications and collected data are all still handled—even if a business experiences downtime due to an unforeseen event.
According to technology investigation and consulting firm Gartner, numerous companies have supplanted their conventional PBX systems with IP-PBX, IP-enabled PBX, or cloud-based solutions. Likewise, makers of phone systems have also shifted their product ranges to IP telephony and cloud telephony services.
How Business Phone Systems Work ⚙️
This will depend on your deployment—a term that means installing a new phone system.
With VoIP, deployment is frequently a DIY project for small businesses. You create an account, choose or transfer phone numbers, and set up services like forwarding, recording, and voice mailbox. Employees can conduct business calls, cooperate, and use other resources over the internet after installing desktop and mobile apps. The setting of IP desktop telephony is optional or may need it.
Because there are more workers, phones, workspaces, and phone lines that need to be moved or migrated for larger firms, establishing cloud phone services is more difficult. Providers and sales representatives (third parties who sell office telephony) may offer hands-on help, occasionally for a surcharge, throughout the deployment.
Overall, the choice between an on-premise or internet solution will affect how you go about setting up a new phone network. The magnitude of the deployment also has a role.
The quickest-to-implement phone services are cloud-based. Because desk devices and software need to be installed and set up locally, on-premise phone networks take longer.
Popular Business Phone System Features & Terms ⭐
Jon Geggatt, a retired IT specialist, says it's critical to be aware of your options and to prioritise your necessities. To paraphrase Geggatt further:
The day when a company’s phone system was focused solely on the handset phone is long past… Businesses want digital capabilities and competitive API infrastructure.
Inbound and outbound calling, as well as methods for managing these conversations, are just a few of the capabilities that clients may use today. A company office phone system should probably include the following—all are among the most popular features:
- 🌞 Call-handling features—Cloud VoIP business phone services often include many of these, accessible through on-site PBX systems, and also limitless regional and overseas calling.
- Business numbers—Toll-free numbers are typically provided, however, there may be an additional charge. Before purchasing a plan, be sure this is included in the cost.
- Auto-attendance—Often known as a virtual reception, it allows callers to call by name and redirect to specific departments.
- Ring Grouping—Calls can be more swiftly answered via, which distribute incoming comms to multiple staff simultaneously. Employees might also check colleague availability, busyness, and availability using Presence features.
- 🤸 Call Flip—During a live call, 'call flip' enables personnel to smoothly transition between mobile and desktop devices. When calling users using a provider's smartphone application, the caller ID displays the business number rather than an employee's personal number.
- UCaaS—Customers that use unified communications as a service (UCaaS) have accessibility to collaboration and productivity capabilities. Users can connect with one another using UCaaS by sending SMS or professional texts, online chatting, group chats, document sharing, online faxes—or by participating in video conferences or video meetings.
- Omnichannel Routing—Voice, chat, 📧 email for marketing, SMS, and even SM channels can all be combined in a single inbox thanks to unified inboxes and ‘omnichannel routing’.
- Conferences—It is simpler to cooperate with faraway coworkers or exchange ideas with clients when using video, audio, and online conferencing.
- 🐉 Adaptability—Customers and businesses may communicate through integrations with well-known business software, including CRM, project planning, cybersecurity, and customer service apps.
- APIs—Development teams can personalise applications for businesses thanks to open application programming interfaces (APIs).
- Contact Centre Features—Call queuing, call recordings, predictive dialling, options to enable managers to eavesdrop on calls for training reasons, and whispered alerts concerning the next caller are all contact centre features that are already included in certain service plans.
- Pop-Ups—Contact data is displayed on pop-up displays when clients phone in.
- Insights—Each business phone service provider’s reporting and analytics might differ. While the majority just give the most basic call records—others go further and analyse users, clients, and the firm's accounts in-depth. Managers may monitor client discussions as they happen and track the evolution of certain phrases over time using real-time call analytics—high-level insights are provided through customised dashboards and reports.
- Support—Based on industry phone service, access to live phone customer assistance may be accessible continuously or sometimes. Email and live chat may also be used for help. For specialised help subjects, videos, blogs, and user manuals, customers can browse online support centres 📙.
Choosing a Business Phone System… 👇🏼
Selecting a new smartphone is easier than choosing a corporate telephony. The system must be dependable, offer clear communications without noise or lags, and link your staff and clients in a method that works best for your particular business.
To help you choose the best business phone service, ask yourself the following questions.
Do I need VoIP business phones? 📶 Cloud VoIP phone solutions, which are memberships, are becoming more and more popular among small and medium businesses—end users get immediate access to the most recent unified communications as a service (UCaaS) capabilities rather than being responsible for system maintenance.
Small and medium businesses, in particular, frequently lack the funds and staff needed to administer and maintain on-site phone systems.
What is my budget? 💸 The quantity of users has a significant impact on how much a company phone service costs. For businesses that require a high number of lines, the majority of carriers provide lower prices—other businesses provide fixed-rate pricing for each customer.
For smaller organizations with fewer workers that also don't need a wide range of communications functions, this could be ideal.
What calling capabilities do I need? 📡 Many commercial phone service companies divide their solutions into many levels. Basic calling functions are available in lower-tier subscriptions—but UCaaS features like virtual meetings and CRM connections are available in higher-tier plans.
You might not require every functionality, depending on how your business communicates both internally and internationally. Choose the calling options you require, then look at the relevant plan level. If your situations change, you could always just increase your service.
Do I need equipment? ☎️ For VoIP business telephone systems, the majority of organisations won't need any gear. Many times, desktop or mobile apps are used to operate cloud-based VoIP telephony. Instead of buying office handsets, you may save money upfront by using these applications.
Some companies, nevertheless, would rather equip their workplaces with IP phones—ensure the service you select supports the gear you're looking to buy or provides IP phones.
Top Tip: The appropriate phone system for one business might not be the finest option for another. Examine your organization's needs carefully before deciding on a certain system, service, or supplier.
FAQs 📚 - Top Office Phone Systems for Business
Are Commercial Phone Networks safe?
The security and confidentiality of phone conversations are crucial for some firms. You should ensure that your supplier complies with the rules specific to your sector, ensuring the integrity needed if clients provide you with personal data over the phone (which could later help or hinder you in 💵 selling your UK business).
For instance, you should search for a service that complies with HIPAA if confidential medical information is provided over the telephone, or face potential legal hazards. But there are other security issues as well. Business phones nowadays must traverse the risks of the web in the era of VoIP and cloud-based solutions.
- Further reading 📖… How Secure is the Cloud? ☁️
For internet-based office phone systems, the need for private networks cannot be overstated. Users should have access to dependable network centres from suppliers, and calls should be encrypted.
Some cloud VoIP service providers even employ 🎛️ VPNs to assist in the safeguarding of your conversations. In order to communicate information via telephone with trust in its integrity, this safeguards the transmission of data between destinations.
To guarantee that your information is kept securely, several business phone carriers additionally employ geographically distributed data centres that serve as redundancies and collaborate with automated archiving.
Ensure your office phone has the capabilities, regulations, and licenses you require if your business operates in a sector where security and privacy are issues. The majority of the company phone providers in our ranking of the Best Phone Systems for Business 2023 have specific web pages on their websites that detail the precautionary security infrastructure used.