9 Best VoIP Phone Systems for Modern Businesses

Voice over Internet Protocol (VoIP) phone systems have become increasingly popular among modern businesses of all sizes. As a cost-effective and feature-rich alternative to traditional landline systems, VoIP leverages the internet to route calls, enabling enhanced mobility, productivity, and collaboration.

In this comprehensive guide, we discuss the key benefits of VoIP technology, factors to consider when selecting a system, and provide in-depth reviews of 9 top solutions catering to diverse business needs and budgets.

What is VoIP and How Can it Transform Your Business Communications?

VoIP stands for Voice over Internet Protocol. In simple terms, it allows users to make and receive phone calls over an internet connection instead of traditional phone lines.

Here is a quick rundown of how VoIP systems work:

  • VoIP phones convert analog voice signals into digital data packets and transmit them over the internet
  • Packets are reassembled and converted back into analog signals upon reaching the end recipient
  • Special VoIP gateways and protocols (like SIP) facilitate this process

Unlike legacy phone systems that rely on switched circuits and copper wiring, the digital nature of VoIP unlock several advantages:

Cost Savings: No expensive PBX hardware or call charges – just an affordable monthly fee
Increased Mobility: Cloud infrastructure enables location-independence
Powerful Features: Like auto attendants, call routing, conferencing, CRM integrations etc.

  • Scalability: Easy to add/remove extensions to align with business growth
  • Resiliency: Built-in data redundancy keeps operations running even if internet drops

Now let’s explore why going VoIP can be a smart decision for your ever-evolving business needs.

Key Benefits of Using VoIP Phone Systems

Lower Costs, Bigger Savings

For starters, VoIP systems involve no expensive hardware or maintenance since everything resides in the cloud. The monthly fees are also highly affordable at just $25-$50 per user.

International calls can cost 90% lesser than conventional plans. Auto attendants, extensions, admin portals etc. also help medium/larger businesses save greatly on hiring receptionists or operators.

Flexibility and Mobility

VoIP tech allows teams to work productively from anywhere with internet access. Sales teams can use desktop or mobile apps within office WiFi or on-the-go with hotspots. Even remote teams can function cohesively.

Enhanced Productivity and Collaboration

From video conferencing, screen sharing to presence indicators, VoIP solutions come packed with tools to drive seamless teamwork. CRM integrations provide quick access to customer data during calls. Call recording also aids in better training, resolution of disputes etc.

True Agility and Scalability

Cloud architecture permits easy and on-demand upgrades to align with evolving business landscape. Adding extensions or configuring auto attendants is very simple. This makes scaling up/down a breeze.

Business Continuity

Redundant IT infrastructure coupled with geo-distributed server clusters guarantees maximum uptime. Features like intelligent call forwarding prevents call-loss. This boosts customer confidence even during internet outages.

Now that the business edge of going VoIP is clear, how do you pick the right solution for your specific needs?

Key Factors to Consider When Selecting a VoIP Phone System

With hundreds of vendors out there, filtering through the noise can be tough.

Here are some key aspects to evaluate:

Your Business Size

  • Startups/Small Business: Basic call management and affordability
  • Mid-Market: Advanced call routing, CRM integration
  • Enterprise corporations: Widespread mobility, customized features

Budget

VoIP costs much lesser than conventional systems but still varies amongst providers. Prioritize must-have capabilities over expansive features.

Geographic Coverage

Ensure the provider services your area for consistent connectivity and call quality.

Ease of Use

The system’s interface impacts user adoption. Complex solutions can hamper productivity.

Reliability and Support

Check trial periods, SLA guarantees, and post-implementation assistance provided. This prevents Business disruptions.

Features

Assess features like call routing tools, CRM integrations, omnichannel capabilities etc. based on specific business needs.

By accounting for these parameters and business objectives, you can zero in on options that best fit the bill.

Now let’s look at 9 of the best VoIP solutions for delivering value across diverse use cases.

Reviews of the Top 9 VoIP Phone Systems

1. Zoom Phone – Best for Fast-Growing Businesses

Zoom Phone strikes the right chords between affordability, ease of use and enterprise-grade capabilities for high-growth teams.

Standout Features

  • 90+ telephony features including aut attendants and ring groups
  • Mobile app for workforce mobility
  • 99.9% guaranteed uptime
  • 150+ app integrations including Salesforce, HubSpot, Slack etc.
  • AI-powered management and analytics
  • Robust security protocols

Ideal For

  • Fast-growing startups and SMBs
  • Teams with remote/mobile workers
  • Those with dynamic workflows

Plans and Pricing

  • Pro Package: $50/user/month billed annually
  • Business Package: $35/user/month billed annually
  • Free trial available

With powerful features coupled with predictable pricing, Zoom Phone hits a sweet spot between capability and affordability.

2. Nextiva – Most Reliable Enterprise-Grade Solution

Voted #1 VoIP provider, Nextiva is the gold standard for large enterprises demanding exceptional call quality and reliability.

Standout Features

  • Carrier-grade reliability with 99.999% uptime SLA
  • Global HD voice quality
  • Integrations with business apps like Salesforce, Zendesk etc.
  • Omnichannel contact center capabilities
  • Advanced analytics for sales acceleration

Ideal For

  • Large enterprises
  • Companies with many locations
  • Regulated industries like healthcare, finance etc.

Plans and Pricing

  • Essential: $26/month per user
  • Professional: $34/month per user
  • Enterprise: Customized quote

While pricier than competitors, Nextiva offers best-in-class stability, security, and support capabilities for large enterprises with little room for failure.

3. RingCentral – Top Pick for Mid-Market Businesses

With over 20 years of expertise and 400,000+ business clients, RingCentral strikes an unbeatable price-value balance for diverse needs.

Standout Features

  • Mobile and desktop apps
  • Integrations with business tools like G-Suite, Salesforce, and Slack
  • State-of-the-art phone system administration
  • Auto attendants, internet fax, call monitoring and analytics
  • Video meetings with screen sharing

Ideal For

  • Growing mid-market businesses like banks, real estate firms etc.
  • Distributed teams needing seamless collaboration
  • Companies that value ease of use and implementation

Plans and Pricing

  • Essentials: $29.99/user/month billed annually
  • Standard: $34.99/user/month billed annually
  • Premium: $44.99/user/month billed annually

With its competitive pricing, stellar feature set and rave reviews, RingCentral hits a sweet spot for diverse mid-market needs.

4. Vonage – Best Value Bundle

A globally trusted brand, Vonage stands out with its value bundled plans blending capabilities from several products.

Standout Features

  • Drag-and-drop call flows
  • Visual voicemail transcription
  • Integrations with Office365, G Suite and more
  • Video meetings with screen sharing
  • Team messaging and file sharing
  • 24/7 specialized onboarding and support

Ideal For

  • Growing businesses wanting an all-in-one solution
  • Remote teams needing tight collaboration
  • Those struggling with multi-vendor contracts

Plans and Pricing

  • Mobile bundle: $29.99 per month/user
  • Premium bundle: $39.99 per month/user

Vonage simplifies surrounds SMBs with integrated tools for mobility, collaboration and better customer engagement at reasonable price points.

5. Aircall – Best for Call Center Needs

Aircall brings the power of cloud telephony to call-intensive teams with intuitive interfaces surpassing traditional PBX systems.

Standout Features

  • Cloud-based multi-channel contact center
  • Customizable interactive voice menus
  • CRM integrations with Salesforce, HubSpot etc.
  • Call routing tools and monitoring
  • Real-time visibility into queue status

Ideal For

  • Support and sales call centers
  • Teams needing customizable IVR menus
  • Distributed call environments

Plans and Pricing

  • Essentials: $30/user/month billed annually
  • Professional: $50/user/month billed annually

While pricier than competitor offerings, Aircall brings tremendous value to call environments requiring efficiency, customization and scale.

6. Ooma Office – Most Budget-Friendly

If you run a fledgling business with basic needs, Ooma Office offers a practical, no-frills VoIP system at bargain prices.

Standout Features:

  • Low-cost plans
  • Mobile app and softphone capabilities
  • Basic call management features
  • Integrated fax capabilities
  • No long-term contracts

Ideal For

  • Cost-conscious startups and very small businesses
  • Teams with limited telephony needs
  • Those wanting a VoIP trial before major investment

Plans and Pricing

  • Basic: $19.95 per user/month
  • Professional: $24.95 per user/month

Ooma Office keeps your wallet happy without compromising on essential calling capabilities for early-stage ventures.

7. Talkroute – Best Bring Your Own Device (BYOD)

Talkroute cuts costs for SMBs by permitting employees to make business calls via personal cell phones through a dedicated business phone number.

Standout Features:

  • Works across any cell phone
  • Intuitive web portal for call management
  • SMS capabilities included
  • Integrates with other software like Slack, G Suite etc.
  • No long-term commitments

Ideal For

  • Distributed teams already using personal mobile devices
  • Smaller teams lacking office landlines
  • Businesses wanting flexibility of device usage

Plans and Pricing

  • SMB Plan: $24.95 per user/month billed annually
  • Enterprise Plan: Custom tailored

Talkroute reduces expenses for early-stage ventures by tapping into BYOD potential.

8. Jive – Best Value Bundled Solution

Jive goes beyond VoIP to deliver tightly blended capabilities for team collaboration and customer engagement.

Standout Features:

  • Cloud phone with 90+ features
  • Team collaboration tools for file sharing, video meetings etc.
  • Integrated contact center capabilities
  • 200+ app integrations including Salesforce, Office 365 etc.
  • Drag-and-drop workflow builder

Ideal For

  • SMBs wanting bundled tools in one contract/dashboard
  • Distinct teams requiring tight collaboration
  • Those struggling with app fragmentation

Plans and Pricing

  • Pro: $35.99 per user/month billed annually
  • Ultimate: $47.99 per user/month billed annually

Jive surrounds SMBs with a full arsenal of integrated tools for getting more done.

9. Dialpad – Best AI-Powered System

True to its name, Dialpad brings speed and intelligence for workflow automation across devices.

Standout Features:

  • Voice intelligence for real-time coaching, sentiment analysis etc.
  • Automated note-taking, transcription and highlights
  • Customizable dashboards with AI-driven insights
  • CRM integrations with Salesforce, HubSpot etc.
  • Native Microsoft Teams Embedding

Ideal For

  • Sales teams wanting workflow automation
  • Companies embracing digital transformation
  • Experience-focused organizations

Plans and Pricing

  • Standard: $25/user/month billed annually
  • Pro: $35/user/month billed annually

Dialpad taps futuristic capabilities around conversational intelligence, workflow automation and actionable insights for customer-centric teams.

Key Considerations for Implementation Success

Migrating to any business-critical platform like VoIP merits careful planning for driving smooth adoption. Here are some best practices:

Have clear goals – Set targets for metrics like call response rate, resolution times, sales conversions etc. to guide plans.

Verify compatibility – Ensure devices, network infrastructure, existing workflows etc. integrate well with the VoIP provider.

Train employees – Conduct onboarding workshops on platform capabilities to alleviate resistance.

Start small – Run short pilots on non-critical processes before companywide rollout.

Stress test capabilities – Simulate real usage volumes across locations to confirm robustness.

Monitor adoption – Track usage metrics weekly and host feedback sessions to identify improvements.

Following structured implementation and change management principles prevents disruptions and accelerates value realization.

The Future of Business Communications is Here

Looking ahead, VoIP systems are primed for some major advancements through cutting-edge capabilities:

  • Wider adoption of Voice and video AI to deliver hyper-personalized experiences

  • Tighter blending with team collaboration tools

  • Integration with emerging interaction channels like chatbots and social media

  • Leveraging AR/VR to enable immersive conference calls with virtual office feel

  • Personal assistant capabilities for intelligent call routing sans human involvement

  • Expansion into horizontal spaces like e-Health, online education etc.

By selecting solutions based on cloud readiness and tech flexibility, businesses can easily tap innovations on the horizon.

Final Words

This sums up our guide covering varied facets of VoIP systems to help identify options fitting your unique vision and constraints.

While assessing alternatives, be sure to validate vendor competence, scalability assurances and capability roadmaps balanced by costs. This prevents paint points as future needs evolve.

Once aligned to business priorities, migrating to VoIP can provide the connectivity fabric empowering teams across functions to harmonize efforts and exceed customer expectations.