Best VoIP Phone Systems for Small Business in 2025

VoIP software products provide the perfect solution for enhancing your team’s communication and customer support without breaking the bank. As a small business, working with traditional phone lines to support your customer service operations can add significant expenses to your operational costs. But with a VoIP solution, all calls happen through the Internet, eliminating the need to add costly phone lines or put in a new system to support your company’s business phone service needs.

At present, there are plenty of great VoIP software options available in the marketplace. Before committing to a particular business communication system, however, there are many factors to consider before deciding which one is worth an investment. In this buyer’s guide for the best VoIP phone for small business, you’ll find all the essential details that you must know to find the business phone service that can meet the needs of your business.

To start your search for the best VoIP phone systems for small business, you can begin by signing up for the free plans or free trials and demos offered by software vendors on their websites. This can help you explore each product’s features and capabilities and determine if it can meet the unique requirements of your business. It also allows you to perform a comparison of different VoIP software systems and discover which one brings the most benefits and advantages.

The best way to do this is to try out the leading systems in this software category: RingCentral, AVOXI Genius, GoToConnect (formerly Jive), Acefone, and Aircall. All of these apps have received high SmartScore rankings and user satisfaction ratings in our database and are popular for their extensive and flexible VoIP capabilities.

VoIP phone systems target small to medium-sized businesses that need a cost-efficient solution to streamline their customer support operations and improve internal voice communications. With their ability to make calls over the Internet, business VoIP phone systems can help small businesses save on costs and make communication with their team and customers much more simple. For these reasons, a growing number of small businesses are ditching traditional phone lines and turning to VoIP office phone systems to reach customers and team members anywhere, anytime.

• RingCentral. A robust phone system that streamlines small business communications. It brings together phone, video, message, business SMS, and fax into a single app, enabling you to take your entire business phone system with you whether you’re at your desk or out in the field.
• AVOXI Genius. A simple call management system ideal for small to medium sized businesses. It is built to improve team communications and agent performance. It also allows you to expand your reach and enhance call quality across your entire organization.
• GoToConnect (formerly Jive). An integrated cloud VoIP phone system for small business types. It is a flexible, affordable, and one of the best VoIP phone systems that help you provide a more seamless communication experience to your customers.
• Acefone. A complete VoIP and cloud communication system built for startups and small businesses. It provides a wide range of smart tools that enable you to give your business communications a professional touch.
• Aircall. A unified VoIP phone system that gives small businesses the ability to communicate more flexibly and effectively with their partners, customers, and vendors. It enables you to set up your own call center without the need to install costly traditional phone lines.

There are various types of VoIP software available in the market today. Some examples include the following:

• Hosted. This type of VoIP software is hosted externally, which means a third party is in charge of hosting your system and all of your company’s data. These apps are usually cloud-hosted and provide the comfort of a periodic fixed cost that you have to pay for as long as you need to use the VoIP system.
• In-house. An in-house VoIP system requires the use of VoIP phones and equipment at your own business location. Also known as PBX, or private branch exchange phone system, it allows you to connect directly to the routers provided by your telephone company.

VoIP phone systems for small business offer the following key features:

• Call management. This feature allows you to prioritize, route, hold, or block incoming calls.
• Call routing. An important function that gives you options on how you want to direct incoming phone calls, whether you want to route them by staff availability, customer type, agent performance, and more.
• Forwarding. With this feature, you can reduce the number of unanswered calls and address customer concerns from anywhere at any given time.
• Instant messaging. This helps you reach out to customers who prefer to use messaging apps instead of making phone calls.
• Speed dial. A speed dial function lets you make phone calls by simply dialing a shorter sequence of numbers instead of memorizing different numbers for important contact persons.
• Toll-free number. Regardless of where your customers are, they can easily reach your customer support staff via toll-free numbers. This means they can call your number without getting extra charges on their phone bills.
• Voicemail. With many VOIP phone systems, you can leave a short audio message to your callers every time you are unable to take their calls.
• Analytics. You can gather customer insights and important KPI metrics, such as customer behavior trends, call session metrics, individual agent performance, and more.

VoIP phone systems provide newer and better ways for small businesses to communicate with their clients and employees. As such, many small businesses are now switching to these systems to save money and time. In addition, VoIP systems have additional features that make it easier to manage call center operations.

Office phone systems for small business are also far more economical than conventional phones. Typically, a VoIP system costs much less than conventional phone systems. This is because VoIP systems use only a fraction of the electricity, wiring, and hardware required by conventional phones. Plus, business phone systems VOIP software don’t require monthly fees or expensive long-distance charges. With some systems, you only pay for the number of minutes you use. That said, it’s easy to see how these tools can save businesses money and streamline customer support tasks.

Even the best VoIP office phone systems have their fair share of risks and disadvantages that can threaten your line of business. However, learning about these risks can help you better prepare your organization to avoid and mitigate these threats.

Malware and viruses

Like any other software application, VoIP business phone systems are also vulnerable to various kinds of malware, worms, viruses, and other cyberattacks. Unless you have a secure and private VPN network to protect you, hackers can find ways to unencrypt your phone calls and steal confidential data from your customer, including their credit card numbers, passwords, bank accounts, and more.

Call tampering

Call tampering is a method used by hackers to disrupt calls made on VOIP phone systems and make their quality unstable. By withholding the delivery of voice packets or injecting noise packets into your communication stream, call quality becomes spotty, resulting in lengthy periods of silence experienced by your customers during calls.

The cost of VoIP office phone systems for small business vary widely depending on your usage and the features that you want to include in your package. There are also plenty of decisive criteria that round up the final costs, such as installation, hosting, purchase of specialized hardware, and extra services.

Especially for small businesses like yours, cost is an important buying factor that can help you decide whether a VoIP product can meet both the budget and the specific demands of your business. Luckily, there are plenty of office phone systems for small business that offers affordable and cost-effective plans. For instance, VOIP phone systems business teams use that costs as little as $19.99/user/month. Most of these systems already include the essential features that you need to run your call center and customer support operations much more smoothly.

As the number of small businesses that rely on VoIP solutions continues to increase, it’s important to keep track of VoIP industry trends to see whether you are harnessing the maximum benefits of this technology. Here are some of the most recent VoIP trends that you should be aware of:

Mobile VoIP

Mobile VoIP solutions are becoming more popular as they provide small businesses with faster and more affordable communications solutions. With mobile VoIP, small businesses can make and receive calls at the cheapest rates. This technology also allows customer support teams to access their phone systems from anywhere, making it the perfect solution for businesses with remote, hybrid, or highly mobile teams.

AI-powered VoIP

Thanks to recent technological advancements, AI technology has further strengthened the capabilities of VoIP solutions. Given their benefits, AI-powered VoIP software products are becoming more in demand among small businesses. As AI capabilities continue to become more powerful, many VoIP service providers are now leveraging this technology to improve customer experience and provide small businesses with smarter or more efficient communication solutions.

There is no question that implementing a VoIP solution for your small business is the best decision that you can make to save costs on your customer service operations. However, choosing the right VoIP service provider for your needs is not as easy as one might think. Here are some important steps that you can follow in picking the best VoIP phone for small business:

• Know what kind of VoIP service your business requires.
• List down the features that you want to have for your VoIP solution.
• Determine your budget range for implementing a VoIP system.
• Once you already know the features and prices that you want, start browsing through a list of the most popular VoIP office phone systems and explore each product’s features and capabilities.
• Read user reviews about the VoIP phone systems for business that interest you.