A virtual phone system, also known as VoIP (Voice over Internet Protocol), allows businesses to make and receive calls over the internet rather than traditional phone lines. As more companies operate remotely or in a hybrid model, virtual phone systems provide greater flexibility and lower costs compared to old-fashioned landlines.
In this comprehensive guide, we’ll compare the top virtual phone services on the market based on key criteria like features, integrations, customer support and value. We’ll also provide tips to help you choose and configure the best system for your specific business needs.
What is a Virtual Phone System?
A virtual phone system works by transmitting calls as data packets over broadband internet instead of a dedicated phone line. This allows businesses to host their phone system virtually in the cloud rather than needing bulky on-premise hardware like a PBX.
To start using a virtual system, you simply choose a provider, select toll free or local phone numbers, download an app and start making calls from your desktop or mobile devices. Many also provide the option to use a physical VoIP desk phone.
Key advantages over traditional analog phone services include:
- Lower Cost – No need to buy and maintain expensive PBX hardware. Plans start at $10/month per user.
- Flexibility – Easily make/receive calls from anywhere with internet using desktop or mobile apps.
- Productivity – Features like auto attendants, call routing, conferencing and voicemail to text.
- Portability – Keep phone numbers if you switch offices or go fully remote.
- Scalability – Easily add lines and features as your team grows.
Top 5 Virtual Phone Services Compared
1. Nextiva – Best Overall System
Nextiva is our choice for best overall virtual phone system thanks to its exceptional call quality, wide range of easy-to-use features and affordable pricing plans.
Key features include:
- Cloud-based phone service with 99.999% uptime
- Unlimited calling in US & Canada
- Mobile and desktop apps
- Call forwarding, recording and analytics
- CRM, helpdesk and other integrations
- Prices from $20 per user/month
Nextiva combines reliability, capabilities and value. It‘s a great fit for sales teams, support organizations and professional service firms up to large enterprises.
Pros
- Very reliable phone and mobile app
- Easy to use call management features
- Lots of built-in integrations
Cons
- Video conferencing costs extra
- Customization options very limited
![Nextiva Desktop App Screenshot]
2. RingCentral – Best for Customization
RingCentral earns our recommendation for highly customized virtual phone solutions. While pricing sits at the higher end, you get an incredibly flexible system paired with fantastic support.
Standout features include:
- Mobile, desktop and web apps
- Customizable auto attendants, greetings and menus
- Visual voicemail, texting, call analytics
- Deep third-party app ecosystem
- $30+ per user/month
We suggest RingCentral for larger companies that want total control to tailor a system to their needs. But beware – with great flexibility comes greater complexity.
Pros
- Very customizable features and workflows
- Great mobile and desktop apps
- Top-notch customer support
Cons
- On the expensive side
- Can be overly complex to manage
Start Your RingCentral Free Trial
![RingCentral Call Management Screen]
3. Aircall – Best for Support Teams
Aircall stands out as the best virtual phone service aimed at support and shared sales teams. Features like real-time call monitoring allow managers to whisper coach agents.
Notable attributes of AirCall include:
- Cloud-based system works across devices
- Omni-channel queue blends calls/texts/chats
- Real-time call monitoring and barging
- CRM integrations (Salesforce, HubSpot)
- $30 per user/month
Consider Aircall if you want deep visibility and control over your team’s calls. Custom reporting helps identify issues and training opportunities.
Pros
- Excellent features for managing teams
- CRM integrations for productivity
- Very configurable and customizable
Cons
- Expensive for basic usage
- Advanced features introduce complexity
Start Your Free Aircall Trial Today
![Aircall Call Queue Dashboard]
4. Jive Voice – Best for Simplicity
Jive keeps costs low by focusing on core phone system features without the clutter. It‘s ideal if you value simplicity and just need basic capabilities.
Here’s an overview:
- Simple setup and management
- Mobile and desktop apps
- Unlimited local and long distance calling
- Auto attendants, ring groups and basic call routing
- $20 per user/month
Think Jive if you want the essential virtual phone capabilities without paying a premium for stuff you may not need. However, it lacks some more advanced functions and CRM integrations offered by competitors.
Pros
- Very easy to set up and use
- Low pricing on essential features
- Good for small/medium businesses
Cons
- Lack some more advanced capabilities
- No CRM or helpdesk integrations
Get Started with a Free Jive Trial
![Jive Basic Call Screen]
5. Ooma Office – Best for Very Small Teams
Ooma Office gets honorable mention as the best pared-down system if you’re a microbusiness or solopreneur watching every penny.
Key info about Ooma:
- Free basic virtual phone service
- Unlimited local and long distance calling
- Mobile and desktop apps
- Voicemail and basic call routing features
- Extra features at $20 per user/month
Think Ooma Office if you don’t want to pay anything for a basic system with 1-2 lines and limited needs. However, expand much beyond that or require advanced tools, and monthly costs can jump higher than competitors.
Pros
- Very affordable basic service
- Good solution for personal lines
- Decent call quality and reliability
Cons
- Very limited features beyond the basics
- Costs scale very rapidly beyond 3 lines
![Ooma Basic Admin Portal]
Looking for the best virtual phone system? As this comparison shows, the ideal solution depends on your budget, business size and specific needs. Be sure to take advantage of free trials available to test these leading providers before deciding.
How to Choose the Best Virtual Phone Service
Choosing a virtual phone system is an important decision. When comparing options, keep the following criteria in mind:
Features – Consider must-have capabilities like auto-attendants, voicemail, call routing and reporting as well as nice-to-have features like real-time call monitoring. You’ll pay more for advanced tools.
Ease of Use – Look for simple management portals and intuitive mobile apps. Complex interfaces introduce friction and reduce adoption.
Reliability – Check track records for uptime and performance quality over mobile and IP networks. Also confirm if platform offers backup options.
Support – Review customer service reviews and test response times yourself via chat or phone early in trials to set expectations.
Integrations – Does platform connect natively to essential apps like CRM, helpdesk and email? This boosts productivity drastically.
Cost – Calculate total ownership costs based on all required features and long term pricing models. Watch for unexpected fees.
Getting Started With a Cloud Phone System
Once you’ve chosen your virtual phone provider, you can quickly get up and running in about 15 minutes by following these steps:
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Sign Up – Complete registration form and provide credit card for payments
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Select Numbers – Search catalog of local, toll free or vanity numbers to associate with your account. You can also port existing numbers for a small fee.
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Assign Extensions – Set up a phone extension for each employee. Configure how calls route to them.
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Configure Features – Set up options like auto-attendant menus, voicemail to text and call queues to handle varying call volumes.
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Download Apps – Add mobile and desktop softphone apps to devices your team will use to send/receive calls.
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Connect Integrations – Link platforms like your CRM, support desk or marketing automation to enable workflows.
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Make Calls – Have someone test placing/receiving calls as final verification.
Fine tuning your new virtual phone system such as custom greetings, schedules and advanced call flows can come later as you see what works best for your team. Revisit these as needs change over time. Training all employees to properly use available software and mobile apps is also critical.
Stay tuned for more tips in our guide on Setting Up a Virtual Phone System.
Top Virtual Phone System Providers
While we shared our top overall picks earlier, many excellent providers exist in the market. Here is a broader list of leading options:
- Nextiva
- RingCentral
- Aircall
- Jive
- Ooma
- Dialpad
- 8×8
- Mitel
- Avaya Cloud Office
- MightyCall
- Megapath
- Intermedia
Be sure to evaluate multiple solutions to get demos and understand how pricing models differ based on your user count, extension needs and desired feature set.
Wrap Up
I hope this introduction and comparison of the best virtual phone systems for small business delivers helpful insights as you move communications to the cloud. Taking advantage of today’s reliable and affordable VoIP solutions provides tremendous flexibility plus productivity enhancing capabilities not found in legacy phone offerings.
To recap, focus first on defining your core needs, evaluating key criteria among top providers in your budget range and verifying quality of support. Also spend time upfront mapping your ideal workflows including call routing automation, CRM contact syncing and analytics before rolling out to employees. That helps ensure adoption and maximum business benefit from your investment.
Thanks for reading! Please leave any questions or feedback in comments below.
