11 Top VoIP Systems for SMBs: 2025 Picks & Reviews
When it comes to business calls, no one’s using clunky landlines anymore, and for good reason. Over 61% of businesses have a VoIP switch planned, according to recent research.
Why?
Because VoIP phone systems are cheaper, more flexible, and packed with features that help small teams act big. However, you have to choose the right VoIP system to enjoy those advantages.
In this guide, we’ve reviewed the top VoIP systems for SMBs based on features, pricing, scalability, and real-world performance, so you can pick the one that actually fits your business.
Let’s dive in.
TL;DR Best VoIP Systems for SMBs
Platform | Starting Price | Best For | Strengths | Limitations |
|---|---|---|---|---|
Nextiva | $20/ user | All-in-one business communication | Includes VoIP, SMS, team chat, CRM, review + social tools Excellent support & admin features | The entry-level plan doesn’t include business SMS |
Dialpad | $15/user | Budget-friendly AI features | Real-time transcription + analytics Clean UI, Google Workspace-friendly | Video capped at 10 users Basic integrations on lower plans |
RingCentral | $20/user | Growing teams needing robust collaboration | Deep feature set, team chat, video, 300+ integrations | Gets pricey with add-ons Customer service is hit-or-miss |
Vonage | $13.99/user | Small businesses needing simplicity | Basic features at a fair price Easy to use and reliable | Many features behind paywalls Desk phones require higher plan |
Zoom Phone | €18.58/user | Zoom users and budget-conscious teams | Unlimited domestic calling Clean UI, international options | Analytics require paid add-on Not fully customizable plans |
8x8 | Contact sales | Global teams and support centers | Unlimited calling to 48 countries Supervisor tools, 500-person video | Pricey and no public pricing Some mobile number restrictions |
Ooma Office | $19.95–$29.95/user | Hardware-friendly small teams | Basic + advanced features Strong customer support, solid call handling | No team chat Limited |
GoTo Connect | Contact sales | International teams needing customization | Unlimited global calling (50+ countries) Drag-and-drop IVR builder | Basic plan is restrictive SMS usage capped per user |
Intermedia Unite | $22.99-$32.99/user | Admin-heavy orgs needing reliability | Strong routing tools, AI Assistant, CRM integrations | Limited integrations AI less advanced than competitors |
Aircall | Starting at $30/user | Sales/support teams needing speed + CRM | Easy call flow builder, 100+ integrations, shared inbox | 3-user minimum No video conferencing or UC features |
CloudTalk | Contact sales | Global call centers needing high volume | Local numbers in 160+ countries Smart routing, AI insights | Voice-only (no video/chat) No bundled business tools |
💡TL;DR Rec: Choose Nextiva if you want an all-in-one system with baked-in CRM, messaging, review management, and elite support without juggling add-ons.
What Are VOIP Systems?
VoIP stands for Voice over Internet Protocol. It’s a technology that turns your voice into digital data and sends it over the internet instead of through old copper phone lines. In simpler terms: it lets you make phone calls using an internet connection, not a phone company.
When you speak into a VoIP-enabled device, like your smartphone, laptop, or desk phone, the system converts your voice into tiny data packets. Those packets travel through your broadband connection and get reassembled on the other end in real time. It's fast, efficient, and doesn’t rely on traditional phone infrastructure.
Behind the scenes, VoIP uses a combination of protocols like SIP (Session Initiation Protocol) and RTP (Real-Time Transport Protocol) to set up the call, manage it, and deliver the audio smoothly. Most modern VoIP platforms also integrate with cloud servers to handle call routing, device syncing, and number management.
So, in short: VoIP systems make phone calls work like email. Everything's digital, internet-based, and engineered for how we communicate today.
What Are the Advantages of VoIP Systems?
VoIP isn’t just “a modern way to make calls.” It’s a smarter, leaner, and more future-proof communication system for teams that don’t have time for clunky setups and overpriced telecom contracts. Here’s why it actually matters:
VoIP Is Way More Affordable Than Traditional Phone Systems
Let’s talk numbers. The average landline business phone service costs around $30 per user per month. Of course, an enterprise plan can get you to $1,000/ month. That adds up fast if you’ve got a growing team. VoIP, on the other hand, can cost as little as $15 to $25 per user per month, with way more features baked in.
Plus, you’ll have no surprise hardware charges, no maintenance tech visits, and no long-term contracts because it’s all in the cloud.
Pro tip: Businesses save up to 60% on phone costs after switching to VoIP from traditional landlines.
VoIP Scales With You (No Painful Upgrades Required)
Whether you’re onboarding five new hires or opening three new locations, scaling a VoIP system takes a few clicks. You can say goodbye to rewiring and extra infrastructure. Just log in, assign new numbers or devices, and boom: your team is ready to go.
Why does this matter? Because 70% of SMBs expect to grow over the next year, according to the U.S. Department of Treasury. Your phone system shouldn’t be the thing holding you back.
Bonus: You can scale down, too. Do you have a seasonal team or remote contractors? VoIP lets you adjust your setup without eating sunk costs.
VoIP Is Flexible Enough for Remote, Hybrid, or “Always-On-the-Go” Teams
Your team may be in-office, remote, or hybrid. VoIP doesn’t care. As long as there’s internet, your team stays connected. Calls can be routed to mobile phones, laptops, or softphones, which means work calls can happen from anywhere: home, the airport, even a coffee shop in Lisbon. No one will ever know.
And it matters more than ever. Owl Labs found that 26% of companies are fully remote, and another 25% offer a hybrid work alternative. In that context, you can’t survive without a flexible phone system.
VoIPs Have More Features Than Legacy Systems Could Ever Offer
We're talking call recording, call routing, auto-attendants, voicemail-to-email, analytics, integrations with Slack and CRMs: the works. With traditional phones, you’d need five different tools (and five different bills) to match what one good VoIP platform gives you out of the box.
And these features aren’t just “nice to have.” They actually improve workflow and customer experience. A study by Salesforce showed that almost 90% of customers say the experience a company provides is as important as its products or services. VoIP helps you deliver that experience seamlessly.
Best VOIP Systems for SMBs
Now that you know the advantages of VOIP systems for your business, let’s see what the best solutions actually are.
1. Nextiva: Most Versatile VoIP to Slash SMB Costs
Nextiva’s homepage
Nextiva isn’t just another VoIP system. It’s an entire business communications platform built to make small teams feel like enterprise giants. They’ve poured everything into creating a system that goes way beyond calls. Nextiva bundled phone, video, SMS, live chat, social media management, review monitoring, and even CRM into one clean, scalable interface.
We all know what it’s like to grow fast and juggle too many tools. And we know how expensive that mess can get.
Without Nextiva, most small businesses would have to purchase separate platforms for many of those services, like HootSuite for social, ChatBot or ZoHo for chat capabilities, BirdEye for reputation management, and so forth. Combined, these tools add up to a lot more than you would pay to get all the same functionality with a Nextiva plan.
That’s why Nextiva is built to replace a dozen disconnected platforms with one powerful, all-in-one solution that just works, without draining your budget or your team’s bandwidth.
Bonus: They offer other important features, like sentiment analysis, AI-driven insights, customer journey orchestration, and more.
They’ve worked hard to earn the trust of thousands of businesses, and they’re still just getting started.
Features
VoIP calling with unlimited minutes in the US and Canada
Business texting (SMS and MMS) with advanced Message Pro routing
Video meetings with screen sharing and chat
Auto-attendant, call queues, and ring groups
Review site monitoring and social media management tools
Website chatbot and live chat support
Built-in CRM, contact management, and calendar tools
Team chat and internal messaging
Call analytics and reporting dashboard
Dedicated phone numbers and user-level access controls
Integrations with CRMs, helpdesk tools, and review platforms
NextivaONE desktop and mobile app for full system control on the go
PROS:
✅ Truly all-in-one platform: CRM, VoIP, chat, social, and reputation management
✅ Great value when you compare bundled tools to buying them separately
✅ Reliable support with fast setup assistance
✅ Sleek, user-friendly app with fast routing and admin tools
✅ Excellent for multi-location businesses and growing teams
CONS:
❌ Entry-level plan ($20) doesn’t include business SMS
❌ Video meetings lack whiteboarding features
Nextiva Pricing Plans (2025)
Plan | Price (Annually) | Best For | Key Features |
|---|---|---|---|
Digital | $20/user/mo | Startups | Social + messaging channels, review tracking, digital helpdesk |
Core | $30/user/mo | Small teams | Adds voice calling, SMS, video meetings, screen sharing, call routing |
Engage | $40/user/mo | Growing teams | Adds toll-free numbers, advanced analytics, live chat + chatbot, MS Teams sync |
Power Suite | $60/user/mo | Sales & service teams | All features + high-volume voice, on-hold experience, full omnichannel support |
* Monthly prices are discounted with annual billing. Higher monthly rates apply if paid monthly.
Why We Like It: If you want a single, scalable system that handles everything from calls to customer reviews, Nextiva is the one. It’s perfect for fast-growing SMBs that want real control and visibility without the tool fatigue or bloated software stack.
2. Dialpad: Budget-friendly AI Features
Dialpad homepage
Dialpad brings a tech-forward spin to VoIP with its clean design and built-in AI features. It’s one of those platforms that feels modern right out of the box. You get voice and video calling, SMS, virtual faxing, and team chat, all packed into a surprisingly intuitive desktop app. And unlike a lot of VoIP systems, Dialpad includes live call transcription and real-time analytics in all of its plans, even the entry-level one.
It’s clear that Dialpad is aiming to make powerful features more accessible to small teams without piling on extra fees. That said, it does come with a few limitations, especially if your team is growing or needs deeper integrations. Still, for businesses that want a budget-friendly communications tool with a slick UI and strong AI tools, Dialpad makes a solid case for itself.
Features
VoIP calling and HD video meetings
SMS/MMS and team chat
Live call transcription on all plans
Real-time call analytics
Global virtual numbers
Multi-level IVR, call queues, and ring groups
File sharing and collaborative team spaces
Integrations with Google Workspace (Standard plan)
Salesforce, HubSpot, Zendesk, and more (Pro plan only)
Mobile and desktop apps with sleek, modern UI
PROS:
✅ Good value at $15/month with AI features included
✅ User-friendly app with clean layout and easy call handling
✅ Real-time analytics help agents and managers stay aligned
✅ Live transcription improves clarity and accountability on calls
CONS:
❌ Limited video capacity capped at 10 participants on standard plans
❌ Basic integrations only with Google Workspace unless you upgrade to the Pro Plan
❌ No desk phone bundles included (unlike some competitors)
❌ Slightly narrower feature set compared to all-in-one platforms like Nextiva
Pricing plans:
Standard: $15/ user/ month
Pro plan: $25/ user/ month
Enterprise: Custom
Why We Like It: Dialpad is a strong pick for small teams that want AI features like live transcription without breaking the bank. Just keep in mind that as your needs grow, especially around integrations or multi-channel engagement, you may find yourself outgrowing the platform faster than you’d expect.
3. Ring Central: Good for Growing Businesses
RingCentral homepagw
RingCentral has built a reputation for being one of the most complete business phone systems out there. It delivers on voice, video, SMS, and team collaboration with a strong app and an impressively deep feature set. From the moment you log into the desktop app, it feels familiar, like a mix between Slack and a modern phone dashboard, which makes it easy to navigate, even if you're new to VoIP.
Its plans come stacked with solid options: IVR menus, AI-powered video calls, international numbers, and push-to-talk communication. For growing businesses that want a traditional phone system feel with plenty of customizations or AI sales consultants, RingCentral holds its own. That said, those customizations often come as add-ons, which can quickly stack up, cost-wise.
And while RingCentral excels at offering broad functionality and a deep integrations library, it does require a bit more onboarding for advanced features like analytics. Plus, customer service can be a hit-or-miss experience, something we take a little more seriously at Nextiva.
Features
Voice, video, SMS, and team messaging
AI noise cancellation on calls
AI-powered video meetings (up to 200 participants)
Multi-site management with admin controls
Local, toll-free, vanity, and international numbers
Push-to-talk and internal huddles for instant team chats
Task assignments and team file sharing
300+ integrations including Salesforce, Microsoft Teams, and Zendesk
Advanced call monitoring and customizable analytics dashboards
RingCentral mobile and desktop apps with real-time notifications
PROS:
✅ Extremely scalable with lots of advanced collaboration features
✅ Intuitive UI makes it easy to get started
✅ Powerful analytics for call monitoring and queue performance
✅ One of the best integration libraries in the game
✅ Strong mobile app for softphone users
CONS:
❌ Text messaging caps (25–200 texts/month, depending on plan)
❌ Analytics can feel overwhelming at first
❌ Support response times can drag (longer hold times than we’d like)
❌ Total cost rises quickly with add-ons and hardware rentals
❌ Doesn’t bundle features like CRM, review monitoring, or social tools the way Nextiva does
Pricing Plans:
Core: $20/ user/ month (paid annually)
Advanced: $25/ user/ month (paid annually)
Ultra: $35/ user/ month (paid annually)
Why We Like It: RingCentral is ideal for larger teams or fast-growing businesses that want a customizable VoIP system with deep analytics and integrations. Just be prepared for a steeper learning curve and to pay extra if you want to unlock the full ecosystem. If you’re looking for more built-in tools (like CRM or social media management) without tacking on extra apps, Nextiva may be a better fit.
4. Vonage: Simplicity and Solid Integrations
Vonage homepage
Vonage has been around long enough to earn its stripes in the VoIP space. It’s a name most people recognize. And for small businesses that want simple, dependable service without getting tangled in technical jargon, Vonage Business Communications (VBC) still holds up.
The platform offers a clean, no-fuss setup with essential VoIP features like call forwarding, business SMS, virtual receptionists, and video conferencing. Pricing starts low, but the catch is that many useful features (like call recording or advanced routing) live behind paywalls. And if you want to use desk phones, you’ll definitely need to spring for the Premium or Advanced plans.
That said, the system integrates with over 100 third-party tools, including Microsoft Teams, Salesforce, and Zapier. It’s a decent entry-level option, especially for small offices or solo operators. But compared to more complete platforms, Vonage starts to feel a bit... piecemeal once your needs evolve.
Features
Local, international, toll-free numbers
Standard calling features (caller ID, call waiting, 3-way calling)
Visual voicemail with transcription
SMS, MMS, and team chat
Video meetings (up to 200 participants)
Virtual receptionist
Call logs and quality reports
On-demand call recording (add-on)
Over 100 integrations with CRMs, productivity tools, and support platforms
PROS:
✅ Easy to use and beginner-friendly
✅ Reliable call quality and basic service stability
✅ Broad app integration library (MS Teams, Salesforce, Zapier)
✅ Flexible plan structure
CONS:
❌ Features like call recording and queues cost extra
❌ Desk phones only work with higher-tier plans
❌ Add-ons can quickly make it more expensive than it looks
❌ Fewer built-in tools compared to all-in-one systems like Nextiva
Pricing Plans:
Mobile: Starting at $13.99/ user/ month
Premium: $20.99/ user/ month
Advanced: $27.99/ user/ month
Why We Like It: Vonage is a strong starting point if your needs are simple and you don’t mind paying à la carte as you grow. But if you're looking for a more complete, scalable system with advanced features baked in from the start, you might get more long-term value from a bundled solution like Nextiva.
5. Zoom Phone: Good for Zoom Users
Zoom Phone homepage
Zoom isn’t just about video meetings anymore. With Zoom Phone, they’ve stepped into the VoIP space offering a budget-friendly, all-in-one system that includes calling, messaging, and conferencing into one sleek platform. It’s designed for small to mid-sized teams that don’t want to overcomplicate things. And honestly, for the price, it does a lot.
Zoom Phone’s plans start as low as €18.58/ month/ user for unlimited use in one country, or €24.57/ month/ user for unlimited domestic calling. International businesses get a rare treat here: unlimited in-country calling in your choice of 48+ countries. That’s a standout perk that most VoIP providers don’t offer at this price point. The app’s design is clean and intuitive, and the crossover with Zoom Meetings makes it feel like a natural extension for teams already using Zoom.
That said, Zoom Phone doesn’t offer much customization when it comes to plans: you get the same features whether you use them or not. And while the call quality is solid (thanks to the Opus codec), advanced analytics are locked behind a paid add-on. So while it’s cost-effective, it’s not exactly built to scale the same way other platforms are.
Features
VoIP calling with per-minute or unlimited options
Toll-free and local numbers
Auto-attendants and IVR
Call queues and call monitoring
Call whisper, barge, and takeover
SMS and MMS messaging
Team chat with file sharing
Seamless integration with Zoom Meetings
Basic analytics (advanced only via Power Pack add-on)
Integrations with Salesforce, Slack, Outlook, Google Calendar
PROS:
✅ Good for budget-conscious teams
✅ Clean, intuitive mobile and desktop apps
✅ Native Zoom Meetings integration
✅ Unlimited domestic calling in 40+ countries (with add-on)
✅ Affordable hardware rental through Zoom Hardware-as-a-Service
CONS:
❌ Analytics require a paid Power Pack add-on
❌ No free trial for Zoom Phone itself
❌ Limited plan flexibility: every user gets the same set of features
❌ Hardware pricing is not fully transparent
❌ Fewer all-in-one tools compared to solutions like Nextiva (no CRM, no social/review tools)
Pricing Plans:
Global select: €18.58/ month/ user, excluding VAT
Business Plus (1-250 users):€24.57/ month/ user, billed annually
Why We Like It: Zoom Phone is a solid pick for small teams or businesses that already live in the Zoom ecosystem and want reliable voice features without breaking the bank. Just keep in mind that for more advanced tools, or if you want everything from CRM to review management in one platform, you might outgrow it faster than you think. (Nextiva, cough.)
6. 8X8: Good for Global Teams and Support Centers
8X8 Homepage
If your team runs across borders or plans to scale a contact center, 8x8 is worth a look. They specialize in international communication, offering unlimited local and global calling across 48 countries. That’s a huge plus for global-facing teams. Add to that SMS, team chat, video meetings with up to 500 participants, and a sleek receptionist dashboard, and you’re looking at a platform that’s designed for high-touch, high-traffic communication.
What really stands out about 8x8 is its combination of UCaaS and contact center tools. Even their lower-tier plan includes call queues, voicemail transcription, and multi-level IVR.
Remember: these are features other platforms often reserve for higher tiers. And if you’re managing a support team, the X4 plan’s supervisor tools like whisper, barge, and real-time analytics make it easy to stay on top of call quality.
But all that power comes with a price tag. Plans are on the higher end, and international mobile numbers are sometimes excluded. Plus, you’ll need to contact sales for pricing (which can feel like a chore when you’re just trying to compare options).
Features
Unlimited calling across 48 countries (landlines only in some cases)
VoIP, SMS, MMS, and team chat
Multi-level IVR and call routing tools
Voicemail transcription and call queues
Supervisor tools: call monitoring, whisper, barge, and takeover
500-participant video meetings with polls, reactions, and breakout rooms
8x8 Frontdesk interface for receptionists
Analytics dashboards with live user and queue monitoring
Softphone and mobile apps
Integrations with CRMs and helpdesk software
PROS:
✅ Excellent for global teams with built-in international calling
✅ Strong support for admins, supervisors, and front-desk workflows
✅ Every plan includes enterprise-grade routing and call management tools
✅ Large-capacity video meetings (up to 500 participants)
✅ Includes receptionist UI and supervisor dashboards
CONS:
❌ No transparent pricing; you’ll need to contact sales
❌ Can get expensive, especially if you don’t need all the contact center features
❌ Mobile numbers are excluded from some international calling zones
❌ Not as all-in-one as other platforms; lacks CRM, review, and social tools out of the box
Pricing Plans: Upon request (contact sales)
Why We Like It: 8x8 is a solid match for businesses with global reach or customer support-heavy workflows. It’s a powerful system, but likely overkill if your needs are more basic or local. If you’re after simplicity, bundled features, and predictable pricing, another platform might offer more value with less complexity.
7. Ooma Office: Hardware-Friendly Small Teams
Ooma Office homepage
Ooma Office keeps things simple, and for some small businesses, that’s exactly the point. It’s built for small teams that want a reliable, low-cost VoIP solution without the extras. Pricing starts at just $19.95/ month and tops out at $29.95/ month, even on the highest-tier plan. That gets you unlimited calling across the U.S., Canada, Mexico, and Puerto Rico, along with essential tools like call forwarding, ring groups, and a virtual receptionist.
Where Ooma stands out is its ease of use and hardware options. If you need to set up multiple phones across locations without breaking the bank, Ooma’s deals on its in-house IP phones can be a huge plus. Their Pro Plus plan even brings in CRM integrations and multichannel analytics, though you’ll have to upgrade to get them.
That said, this is not a system built for collaboration-heavy teams. Ooma lacks features like team chat and advanced video tools, which are more or less standard with Nextiva and other top-tier VoIP platforms. If your needs are simple and your budget’s tight, it does the job. But if you’re looking for something scalable or all-in-one, you’ll outgrow it fast.
Features
Unlimited calling in the U.S., Canada, Mexico, and Puerto Rico
Auto dialing and basic routing tools (call forwarding, blocking, caller ID)
Ring groups and multi-site management
Virtual receptionist with IVR
Video conferencing (up to 25 participants, with recording)
Overhead paging, intercom, and IP phone paging
Call analytics with logs, leaderboards, and usage trends
CRM integrations on higher-tier plans
Hardware support for Ooma and Yealink phones
PROS:
✅ Affordable, even at the highest tier
✅ Strong hardware compatibility and frequent deals
✅ Easy call management tools and clean routing setup
✅ Multichannel analytics, even for messages
✅ Good reputation for customer support
CONS:
❌ No team chat feature
❌ Video conferencing lacks interactive tools like whiteboards or breakout rooms
❌ Limited scalability; it’s more of a “starter” VoIP system
❌ Doesn’t include bundled business tools like review management or CRM (unless upgraded)
Pricing Plans:
Essentials: $19.95/ user / month
Pro: $24.95/ user / month
Pro Plus: $29.95/ user / month
Why We Like It: Ooma Office is a solid fit for budget-conscious teams that prioritize straightforward calling and hardware support. But if your team needs more than the basics, like deeper collaboration tools or multi-channel customer engagement, other VoIPs offer way more out of the box.
8. GoTo Connect: Good for International Teams
GoTo Connect homepage
GoTo Connect brings serious versatility to the table. Known originally for its meeting tools, GoTo has extended that same flexibility into a full-fledged VoIP system with voice, video, chat, and even smart call routing. What sets it apart is unlimited international calling to over 50 countries, something you won’t find with most providers at any price point.
Their standout feature is the drag-and-drop dial plan builder, which makes customizing call flows surprisingly easy even for non-technical teams. You can create auto attendants, link queues, and route calls dynamically based on who’s available. It’s ideal for teams that want granular control without dealing with code.
But GoTo’s entry-level plan is pretty limited, offering just one auto attendant, queue, and ring group. You’ll hit those caps fast if you’ve got more than a handful of employees. SMS is also capped per user, which can get frustrating. And while they do offer desk phones, their hardware catalog is narrower than most.
Features
Unlimited international calling to 50+ countries
Voice, video, SMS/MMS, and internal chat
Auto attendants and smart call routing
Drag-and-drop dial plan editor (IVR builder)
Multi-site management and ring groups
Video meetings with up to 250 participants
Call whispering, call barging, and skills-based routing
Real-time analytics, AI chat analysis, and interaction logs
Two-way paging and overhead paging for office-wide comms
20+ digital channels for customer engagement
Integrations with CRM and helpdesk platforms
PROS:
✅ Free international calling to 50+ countries
✅ Intuitive IVR editor for complex call routing
✅ Strong video conferencing tools with recording and transcription
✅ Good analytics, especially on higher-tier plans
✅ Flexible system, great for scaling support teams
CONS:
❌ Limited functionality on the Basic plan (only 1 queue, 1 ring group, etc.)
❌ SMS usage capped at 40–80 messages per user/month
❌ Hardware options are limited and come at a steep price
❌ Plan pricing isn’t publicly listed; you have to contact sales
❌ Doesn’t bundle CRM, review, or social management tools like Nextiva does
Pricing Plans: Available upon request
Why We Like It: GoTo Connect is ideal for businesses with high international call volume or complex routing needs. If you need a smart, customizable system and are comfortable skipping some built-in collaboration tools, it delivers. But for those wanting more features without juggling tiers or pricing calls, an all-in-one approach is the more streamlined solution.
9. Intermedia Unite: Best for Admin-Heavy Orgs
Intermedia Unite homepage
Intermedia Unite is like that co-worker who quietly runs the whole show behind the scenes. It’s a VoIP and unified communications platform built for teams that want smart call routing, intuitive admin tools, and a reliable, consistent experience across desktop, mobile, and web.
Unite’s most popular Pro plan is $27.99/user/month, with most of the good stuff already included: AI-powered video calls, 50 GB+ of file storage, messaging, and unlimited domestic and international calling. The system works well for small teams but really shines in growing businesses with lots of departments or complex call flows. The admin dashboard is intuitive, letting you set schedules, hunt groups, call routing, voicemail, and automated greetings without needing IT.
We give them bonus points for their built-in AI assistant. It’s not quite as advanced as Zoom Workplace or RingCentral’s, but it can help draft content, translate, or even drop a dad joke into your sales call.
That said, integrations are a bit limited. While Unite works with major CRMs like Salesforce and Microsoft Dynamics (depending on your plan), you won’t find Slack, Discord, or marketing automation options in the mix. And if you're hoping for bulk texting or breakout rooms, this platform’s more about clean execution than shiny extras.
Features
Unlimited domestic and international calling
One-to-one and team messaging with file sync
Voicemail transcription and AI call summaries
AI Assistant for writing, translation, research, and scripting
Video conferencing for 100–200 users (depending on plan)
Call monitoring, whisper, barge, and takeover
Custom call routing with visual scheduler and hunt groups
Auto attendants with branching menus
CRM integrations (Zoho, SugarCRM, Salesforce, Microsoft Dynamics, NetSuite)
Desktop, mobile, and Chrome-based web app support
PROS:
✅ Strong admin controls for call routing, scheduling, and department setup
✅ AI Assistant helps with messaging, scripts, and content on the fly
✅ Clean, consistent user experience across all platforms
✅ Excellent customer support with fast response times
✅ Competitive pricing with most features unlocked at the Pro tier
CONS:
❌ No Slack/Discord or bulk marketing SMS integrations
❌ Personal contacts must be synced through the mobile app
❌ Web app officially supports Chrome only
❌ AI tools are solid, but not as deep as RingCentral or Zoom’s
Pricing Plans:
Teams Advanced: $22.99/ user/ month
Pro: $27.99/ user/ month
Enterprise: $32.99/ user/ month
Why We Like It: Intermedia Unite is good for businesses that want reliability, powerful call control, and admin-friendly tools without drowning in complexity. If you're after a consistent, no-drama platform that’s easy to scale, Unite delivers. But for more bundled extras (like social tools or a built-in CRM), Nextiva still leads the pack.
10. Aircall: Best for Sales/ Support Teams
Aircall homepage
Aircall is like the startup-chic cousin in the VoIP world: sharp, fast, and built with modern sales and support teams in mind. It’s a fully cloud-based phone system with a clean UI, strong call center features, and seamless integrations with over 100 apps like HubSpot, Salesforce, and Slack.
It checks a lot of boxes for frontline teams: unlimited domestic calling and texting, toll-free numbers, IVR, call routing, call recording, and even collaborative tools like warm transfers and a shared inbox. The Smartflow Editor also makes it super easy to build custom call flows even if you’re not exactly a telecom expert.
That said, it’s pricey. Plans start at $30/user/month, and you’ll need a minimum of three users to even get started. There’s no video conferencing or faxing, and features like live monitoring only show up on the $50 plan. If you’re just looking for VoIP, Aircall nails the basics. But if you want an all-in-one UCaaS hub, platforms like Nextiva or RingCentral offer more for less.
Features
Unlimited calling and texting in the U.S. and Canada
Toll-free and local numbers (add extras for $6/month)
Call recording (6-month retention on base plan)
Call whisper, monitoring, and barge (Pro plan+)
Smartflow Editor for easy routing and call distribution
Shared inbox and warm transfer tools for team support
Voicemail-to-email
Business SMS and shared contacts
100+ app integrations: Salesforce, Zendesk, Zoho, HubSpot, Slack, etc.
Uptime guarantee of 99.99% with global data centers
AES 256 encryption and TLS 1.2 for secure communication
PROS:
✅ Clean, user-friendly interface
✅ Quick setup and call flow customization
✅ Excellent for sales and support teams
✅ Affordable additional numbers
✅ Strong app ecosystem with 100+ integrations
CONS:
❌ Starts at $30/month with a 3-user minimum
❌ No video conferencing, fax, or UCaaS features
❌ Live monitoring and advanced analytics are only available on higher tiers
❌ No native hardware support or direct purchasing options
❌ Falls short as an all-in-one communication hub compared to Nextiva
Pricing:
Essentials: $30/ user/ month
Professional: $50/ user/ month
Custom: Upon request
Why We Like It: Aircall is a great fit for growing sales or support teams that live in their CRM and want a fast, flexible VoIP system. Just know that the value adds up best when you need exactly what Aircall offers and nothing more.
11. Cloud Talk: Good for High-Volume Call Centers
Cloud Talk homepage
If your team runs on outbound calls and international reach, CloudTalk might be your match. It’s a cloud-based VoIP system built to support high-volume call centers, sales teams, and support operations across 160+ countries. With unlimited scalability, local numbers, and strong automation tools, CloudTalk is designed for businesses that need to connect globally, fast.
The platform offers 70+ features, including advanced call routing, real-time analytics, and AI-powered insights that help you streamline CX strategies. It also plugs into 35+ CRM and support platforms, making it a strong operational hub for agents juggling large contact volumes. You can monitor calls, automate lead scoring, and track team performance, all in one place.
But let’s be clear: CloudTalk is built around voice-first communication. It’s packed with advanced calling features and solid analytics, but it doesn’t include native video conferencing or team chat. So while it’s excellent for scaling outbound communication and managing global customer calls, it’s not designed to replace a full UCaaS suite for internal collaboration. And while their AI helps with insights, it's not doing call summaries or real-time coaching.
Features
VoIP calling in 160+ countries with local numbers
Advanced call routing with drag-and-drop editor
IVR, auto-attendants, voicemail, call queues
Real-time dashboards and agent analytics
AI-powered insights for performance and customer behavior
Shared inbox and call notes
Call scripts and one-click backend triggers
End-to-end encryption, PCI-DSS & HIPAA compliance
Integrations with 35+ platforms: Salesforce, Pipedrive, HubSpot, Zendesk, etc.
Pay-as-you-go pricing for flexible scaling
PROS:
✅ Global reach; local numbers in over 160 countries
✅ Ideal for high-volume calling and outbound campaigns
✅ Powerful call analytics and routing automation
✅ 35+ integrations with major CRMs and helpdesks
✅ AI insights improve lead targeting and save hours of analysis
CONS:
❌ No video conferencing or internal team chat
❌ Focused solely on voice, not a full UCaaS suite
❌ Pricing details are not fully transparent
❌ Not ideal for micro-teams or collaboration-focused workflows
❌ Less all-in-one than platforms like Nextiva (no CRM, SMS, social, or review tools)
Pricing Plans:
Lite: $19/ user/ month
Essential: $29/ user/ month
Expert: $49/ user/ month
Custom: Upon request
Why We Like It: CloudTalk is a strong choice for global sales or support teams managing high outbound volume or running distributed call centers. It delivers on reach, performance, and scale.
Signs Your Business Needs A New Phone System
A bad phone system doesn’t always show up as dropped calls or static. Sometimes, it’s more subtle, but just as damaging. Here are the less obvious, but critical signs your current setup might be holding your business back:
1. You’re losing deals because agents are slow to respond or miss calls altogether.
If customers can’t get through or have to leave a voicemail, you’ve already lost the sale. Forbes states that 80% of customers won’t leave a voicemail; they’ll just move on.
With a modern VoIP system, missed calls can instantly trigger SMS follow-ups, email notifications, or smart routing to available agents. If your system can’t do this, it’s costing you real revenue.
2. Your phone system isn’t integrated with your CRM or helpdesk.
If reps are constantly switching between screens to pull up customer info, they’re losing time and making mistakes. In fact, 69% of employees waste up to 60 minutes a day switching between apps.
A modern VoIP platform links with your CRM, so reps see caller details, history, and notes before they even pick up the phone.
3. Your team’s remote or hybrid, but your phone system isn’t.
If your reps have to log into VPNs or forward calls from the office phone, you’re dealing with a prehistoric setup. Recent reports found that over 28% of full-time employees work in hybrid models, and your phone system needs to support that. After all, over 16% of employees miss information shared in emails.
That’s why VoIP systems are so great; they let your team take calls from anywhere, on any device. And they’ll never miss important info again.
4. Your SMB is scaling, but your phone system isn’t.
If every time you hire someone, you have to order a new handset and call IT, it’s a problem. Legacy systems can’t keep up with rapid onboarding. With VoIP, you can provision a new number and set up routing in minutes.
And here’s the bigger issue: 70% of growing SMBs are increasing their customer outreach efforts. If that’s you, prepare to deal with more calls, more follow-ups, and more customer touchpoints. If your phone system can’t support that surge with flexible call handling, team-based routing, and remote tools, it’ll actively be holding you back.
5. You have zero insight into performance.
If you can’t see how long customers wait, how many calls get dropped, or who your top performers are, how are you supposed to improve?
Modern VoIP systems offer real-time dashboards, sentiment analysis, and call transcripts. If you’re running blind, it’s time to switch.
How To Choose The Best Business VoIP Service Provider
Not all VoIP platforms are created equal. The best choice depends on your team size, workflows, and future plans. Below is our weighted rating breakdown, showing the most important criteria you should evaluate and how much they should matter.
Category | Weight | What to Look For | Pro Tip |
|---|---|---|---|
Pricing | 25% | Transparent, scalable pricing with no hidden fees | Choose plans that include core features. Avoid platforms that nickel & dime |
Core Features | 30% | Call routing, IVR, voicemail, SMS, call queues, analytics | Make sure features like call monitoring and transcription aren’t add-ons |
Integrations | 15% | CRM, helpdesk, calendar, project management tools | Check if it connects with your stack: Salesforce, HubSpot, Zoho, etc. |
Ease of Use | 10% | Intuitive setup, drag-and-drop call flows, clean UI | Test the admin dashboard. Can a non-techie configure a call tree in 5 mins? |
Scalability | 10% | Add/remove users easily, remote support, global numbers | Look for usage-based billing or unlimited users without per-seat fees |
Security & Compliance | 5% | End-to-end encryption, SOC2, HIPAA/PCI compliance | Especially critical for healthcare, legal, or financial teams |
Hardware Options | 5% | Desk phone compatibility, rentals, or BYOD flexibility | Avoid providers that lock you into expensive hardware |
Alternative Visual
Pricing (25%)
Pricing should reflect real-world usage, not just a low teaser rate. Some providers advertise “starting at $10/user,” but once you add necessary features like call queues or analytics, the bill triples. Prioritize providers with transparent pricing tiers that include the basics: calling, texting, voicemail, routing, and reporting. Look closely at upgrade paths and hidden costs for things like international calling or extra integrations.
Pro tip: Choose providers whose entry-level plans include core tools you’ll actually use. Avoid vendors that charge extra for essentials like voicemail transcription or CRM access.
Core Features (30%)
This is the most important category. A good VoIP system should offer robust functionality beyond making and receiving calls. Features like IVR (interactive voice response), call queues, smart routing, voicemail-to-email, live call monitoring, call recording, whisper/barging, and basic analytics should be available on standard plans, not buried behind enterprise pricing.
Pro tip: List your must-have workflows (e.g., round-robin routing, follow-up SMS after a missed call) and ensure the platform can handle them without requiring third-party add-ons.
Integrations (15%)
Your VoIP system should integrate smoothly with your existing tools: CRM, helpdesk, calendars, project management platforms, and email. Integrations allow call data to automatically sync with customer profiles, help automate call logging, and reduce screen-switching fatigue for your team.
Pro tip: Avoid platforms that rely too heavily on Zapier or offer API-only access unless your dev team is prepared to build custom flows.
Prioritize platforms that offer native integrations with tools like Salesforce, HubSpot, Zoho CRM, Microsoft Teams, Slack, Zendesk, and Google Workspace.
Ease of Use (10%)
A modern phone system should be intuitive for both admins and everyday users. Admins should be able to set up routing trees, call schedules, and users without writing code or calling support. Agents should be able to log in and go.
Pro tip: During the trial or demo, assess how quickly you can set up a new user, adjust hours of operation, or reroute calls. These should be possible within minutes and without formal IT training.
Bonus points for platforms that offer a drag-and-drop IVR or call flow builder, searchable call history, and real-time status indicators.
Scalability (10%)
If your business is growing or plans to expand, your phone system needs to grow with you. This means adding or removing users quickly, spinning up new numbers for departments or locations, and expanding internationally without delays or contract renegotiation. Cloud-native platforms typically offer the most flexibility here.
So, look for providers that offer usage-based or volume-discounted pricing, easy provisioning for remote workers, and unlimited extensions. Also, verify their global reach if international expansion is on your roadmap.
Security & Compliance (5%)
Security isn’t optional, especially if your team handles customer data or operates in regulated industries. End-to-end encryption, secure data storage, and compliance with standards like HIPAA, SOC 2, and PCI-DSS are essential. Even for smaller teams, ensuring secure call recordings, safe SMS transmission, and reliable uptime are baseline requirements.
Ask providers what security certifications they hold, how they handle call data storage, and whether they meet any industry-specific compliance requirements you’re subject to.
Hardware Options (5%)
While many modern teams use softphones (desktop or mobile apps), hardware still matters for some businesses. If your team needs desk phones, make sure your provider supports common brands (like Poly, Yealink, or Cisco) or offers their own devices. Check whether phones are included, offered as rentals, or require you to purchase them outright.
Avoid providers that require proprietary hardware or charge excessive fees for phone rentals. If your team is hybrid or remote-first, make sure your mobile apps are reliable across devices.
Final Verdict: The Best VoIP Is the One That Grows With You
Choosing the right VoIP provider means more than worrying about pricing or features, though that’s a good start. Ultimately, you need to be picking a system that supports how your business actually operates today and scales with you tomorrow. Whether you need advanced call routing, CRM integrations, or the flexibility to manage teams remotely, the best platform should adapt to your growth, not limit it.
While every option on this list has strengths, Nextiva stands out as the best all-in-one solution for SMBs. It combines business voice, SMS, video, CRM, team chat, and customer experience tools into one clean, scalable platform. You don’t need to chase down add-ons or stitch tools together because it’s already built for what your business needs to thrive!
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FAQ
How much does VoIP cost for a small business?
VoIP costs vary based on provider and features, but most basic plans range from $10 to $35 per user per month. Entry-level plans may include unlimited calling, SMS, and call routing, while advanced tiers add CRM tools, analytics, and call monitoring.
Is VoIP worth it for small businesses?
Yes, especially if you want to lower costs, improve flexibility, and modernize customer service. VoIP allows your team to work from anywhere, route calls intelligently, and integrate with tools like CRMs and helpdesks, often for 40–60% less than legacy phone systems.
Which VoIP brand is best?
It depends on your needs. For all-in-one business communication and easy scaling, Nextiva consistently ranks at the top thanks to its balance of features, reliability, and customer support. Other strong contenders include RingCentral (for large teams) and CloudTalk (for international calling).
What is the main disadvantage of VoIP?
The biggest challenge with VoIP is reliance on internet connectivity. If your connection is unstable or slow, call quality can suffer. However, modern VoIP platforms use data centers and failover routing to reduce downtime and packet loss.
How do I set up VoIP for my small business?
Most VoIP platforms are plug-and-play. After signing up, you’ll receive a dashboard to configure users, numbers, call flows, and integrations. Many providers (like Nextiva) offer onboarding support, softphones for immediate use, and optional desk phone compatibility.