Updated: November 08, 2022

18 Best Cloud Phone Systems for Small Businesses

You found our list of top cloud phone systems for small businesses.

Cloud phone systems are calling services that enable voice calls over the internet. The system is also called cloud calling or Voice over Internet Protocol (VoIP) telephony. Examples include Line2, Nextiva, Viber, and Dialpad. Cloud-based phone systems have many benefits, including superior call management tools, lower operating costs, and customizable subscription plans.

These apps are examples of remote work tools. These options are essential for businesses, like HR software, and task management software. Other helpful tools include business VPNs and books for small businesses.

This article contains:

  • cloud phone service providers
  • free cloud-based phone systems
  • cloud mobile phone services
  • cloud office phone systems

Let’s get started!

List of the best cloud phone systems for small businesses

Several of today’s cloud phone systems designed for small businesses focus on competitive pricing, user-friendly features, and excellent customer service. If you run a small business, consider the following cloud phone systems.

1. Dialpad

Dialpad is an AI-driven cloud-based phone system that includes the usual features, such as unrestricted calls in the US and Canada, with unlimited texting. Dialpad’s basic subscription is $15 per user per month and includes voicemail greetings and G Suite and Office 365 integrations.

Dialpad’s most valuable integrations, such as Zapier and Slack, are only available to users on the Pro plan. You will need to upgrade if you want to text overseas or give your team members access to multiple company phone numbers. Dialpad’s Standard subscription also limits you to a single physical office location. An upgrade is necessary if you have more branches. The more costly and advanced Pro plan is only available to subscribers with a minimum of three users.

Learn more about Dialpad.

2. Google Voice

Google Voice is one of the best free cloud-based phone systems on the market. While Google Voice does offer a free personal service, it does not come with many extras beyond basic talking, messaging, and voicemail functionality. With three different pricing tiers, Google Voice for Google Workspace provides access to some of the most desirable features of a business cloud phone system, such as unlimited calling and text transcriptions of voicemails.

Businesses that currently use Google services like Gmail and Google Docs will find Google Voice for Google Workspace an ideal phone solution. Features like unlimited domestic calling and voicemail transcriptions are ideal for expanding companies. In contrast, if you want limitless users or ring groups, you will need to upgrade to a higher-tier subscription.

There are no extras like call recording or toll-free lines included in any of the plans. If you are just getting your firm off the ground and want to keep expenses down as much as possible, Google Voice is a great place to begin. The pricing starts at $10 per user per month. A Google Workspace membership costs $6 per month, which can significantly affect your budget as a small business owner.

Learn more about Google Voice.

3. Ooma

For small companies, Ooma is a reliable and affordable phone system that has been around for a while. Ooma has all the essentials, like unlimited talking and texting, but its outdated UI may put some users off.

Ooma now offers interactive voice response and virtual faxing through their mobile app. Users will also get integrated support for Zendesk, Microsoft Office 365, and Salesforce in their higher-tier services. Ooma also supports traditional analog phones and Ooma’s IP phones.

The conventional telephone system meets numerous requirements. However, Ooma falls short by only providing some of the most important ones in its more expensive packages. Voicemail transcriptions, call recording, and a desktop app are just a few of the premium capabilities that require an upgrade. The subscription starts at $19.95 per month for each user.

Learn more about Ooma.

4. Nextiva

Nextiva’s slogan is “the small business VoIP phone system.” Although the company was originally marketed as a solution best suited for small businesses, it has already grown into a service that can also meet the needs of large corporations.

The basic plan will cost you $23.95 per user each month if you have a team of four or fewer employees. You cannot text on their mobile app if you are on the basic plan. However, if your team size is more than 20 but fewer than 100, the monthly cost for the basic plan drops to only $18.95 per user.

Learn more about Nextiva.

5. Aircall

Aircall is a VoIP software that offers some of the features you would want in cloud mobile phone services. Aircall mainly combines the advantages of a traditional private branch exchange system and modern VoIP phone systems by connecting your team members over a single network and allowing the team access from anywhere.

The basic package only includes the standard features in terms of functionality, such as voice and text communication, click-to-call, and call recording. Users have monthly limits of 4,000 outgoing text messages. Aircall does not provide MMS, voicemail transcription, and automated responses. The pricing starts at $30 per month per user.

Learn more about Aircall.

6. Google Hangouts

Google Hangouts is a cloud-based phone service that combines social networking and messaging features. You may have one-on-one or group conversations with your contacts using the text, audio, or video features included. In addition, you can make high-definition calls and have HD video conferences with up to 15 participants. With features like video broadcasting and screen sharing, Hangouts is great for virtual conferences and in-house workshops.

The availability of mobile applications for both iOS and Android smartphones has increased portability and flexibility. Google Hangouts allows users to make and receive calls and participate in video conferences without incurring costs. For just $5, you can get 30 GB of storage space and spend twice as much to double the space.

Learn more about Google Hangouts.

7. 8×8

With 8×8, your business conversations and conferences will all seem like part of one seamless system, and you will receive regular upgrades and additions to the feature set. The brand-new Frontdesk function, included in the most recent update, is just one such example. In addition, the software aids small companies in creating a professional lobby appearance.

Although 8×8 might not have as many bells and whistles as the competition, it is still a strong contender in the SMB VoIP market. 8×8’s emphasis on UCaaS is indicative of its forward-thinking approach and should make it appealing to any business that wants to take full advantage of the benefits offered by software-based calling and conferencing solutions. Companies on a tighter budget that may not need all of the features offered by our Editors’ Choice winners may find it more affordable to go with this option. The pricing starts at $15 per user per month.

Learn more about 8×8.

8. Vonage

Vonage was an early VoIP provider in both the commercial and residential sectors. Having been around for so long, the company has perfected several features. Vonage offers multiple third-party app integrations, including Salesforce. Vonage also supports businesses that want to develop custom applications that integrate with the system.

Vonage is the best option for your business if you need a reliable VoIP service provider with years of experience. However, if your needs are less stringent, you may wish to investigate other VoIP providers that may provide a more intuitive user interface and simpler administration. The pricing starts at $15 per line per month.

Learn more about Vonage.

9. Microsoft Teams Phone

Teams is Microsoft’s popular all-in-one platform for team communication, and Teams Phone is the official VoIP expansion for Teams. Expectedly, Teams Phone works seamlessly with the rest of Teams and Microsoft 365. Although it falls short of call center functionality, Teams Phone remains a major contender in business communications.

Businesses already using Microsoft services will feel at home with Teams Phone when looking for a VoIP service. The user interface is familiar, and support is available to Teams Phone users. This option is great but only preferable if you have already subscribed to the Teams platform for corporate collaboration.

Learn more about Microsoft Teams Phone.

10. OpenPhone

OpenPhone is a feature-rich VoIP solution that can grow with your company thanks to its contemporary design. OpenPhone has extensive automation features, such as phone menu functions and SMS auto-replies, and integrates with your favorite business tools. These features guarantee that you, even as a one-person business, will never feel alone when handling your company’s communications. The best part is that you can easily use OpenPhone with your current PC, smartphone, or tablet to make and receive calls and texts.

Your company may add new users to your account whenever it needs. In addition, users may obtain their own local or toll-free number in the United States or Canada, enabling them to grow their businesses throughout the continent. Business can also pool their current numbers amongst their staff to manage incoming calls and messages better. The ability to make personalized comments on contacts also makes teamwork quite straightforward. In addition, internal threads are available for coordinating external communication and delegating duties.

It takes less than 15 minutes to have OpenPhone up and working. The pricing starts at $10 per user per month.

Learn more about OpenPhone.

11. Zoom Phone

Zoom has established itself as the industry standard for video conferencing, forever altering how businesses conduct meetings worldwide. However, you may not be aware that in addition to its well-known video conferencing solutions, Zoom also provides a feature-rich cloud phone system. Zoom’s metered and unmetered phone plans come with the same comprehensive set of premium services and tools, such as advanced call handling, integrations, 24/7 support, SMS, real-time reporting, video conferencing, and call recording. If you know exactly how many call minutes you need each month, a Zoom Phone plan might be the most cost-effective and feature-rich choice for your company’s overall communications needs.

Learn more about Zoom Phone.

12. Viber

Viber is a free mobile messaging app that allows you to make calls and exchange text messages with other Viber users worldwide. The IM and VoIP app is mobile-optimized, so you can use it on your phone regardless of its operating system to have voice and video conversations, share media, and participate in group chats. The platform also allows for transferring and exchanging media files such as photographs, motion pictures, and music. Viber is available for free download and usage on computers, laptops, and smartphones to communicate with other Viber users. In most countries, the cost of making a call to a regular landline or mobile phone is less than $1 USD per minute.

Learn more about Viber.

13. GoToConnect

GoTo Connect is one of the effective cloud phone service providers for distributed teams. The unified communications provider supports mobile phone, video call, and instant message collaboration. Desktop, web, iOS, and Android applications are all available for GoTo Connect, allowing you to make and receive calls from anywhere with an internet connection. Many workers are already acquainted with the GoTo family of products for IT assistance, remote device access, training, events, and conference rooms. Therefore, you can easily transition to GoTo Connect if you have some experience with the navigational tool’s appearance and feel. GoTo Connect also supports interfaces with various other applications, such as HubSpot, Salesforce, Zendesk, and Marketo.

Learn more about Goto Connect.

14. Grasshopper

Grasshopper is a reliable cloud office phone system that allows you to separate your professional and private conversations. Grasshopper is an excellent solution for startups and independent contractors who want to upgrade from a personal number to a professional one but do not want to buy new equipment. Grasshopper allows you to transfer an existing company number and get a new one or a vanity one. Support is available by phone, email, Twitter, Facebook, and live chat around the clock for all subscribers.

A business phone number, mobile, and desktop applications, messaging, call forwarding, call transfer, visual voicemail, virtual fax, extensions, and personalized greetings are standard across all Grasshopper services. Grasshopper also provides in-depth call reporting, call screening, and call blocking during set business hours. You may choose between monthly and yearly payments, and setting up an account takes as little as 24 hours. The pricing starts at $29 per month.

Learn more about Grasshopper.

15. net2phone

As a cloud PBX service, Net2phone is geared toward enhancing company communications and promoting expansion. Basic capabilities for managing VoIP calls, such as greetings, recording, forwarding, transferring, queues, music on hold, and voicemail, are all a part of the platform. With the use of Net2phone’s real-time communication analytics and performance-based statistics, inefficiencies may be detected and fixed immediately. This unified communications platform allows you to keep in touch regardless of where you happen to be, thanks to online access and mobile applications for iOS and Android devices. We provide email and phone assistance for all of our customers around the clock.

Learn more about net2phone.

16. Freshdesk Contact Center

Freshdesk Contact Center, previously called Freshcaller, is the call center solution from Freshworks. Freshcaller continues the company’s legacy of providing specialized, reliable, and cost-effective solutions for small and medium-sized businesses. The program provides a cloud-based PBX system that is configurable to meet your specific needs. The phone system is easy to install and use and has robust features for managing calls and holding conferences.

You will also get real-time call center analytics, metrics, and background data. With Freshcaller’s pay-as-you-go plan, you can start with only the basic features you need to get your company off the ground and then upgrade as your needs change and develop.

Learn more about Freshdesk Contact Center.

17. Windstream’s Kinetic Business

Kinetic Business by Windstream is a hosted VoIP phone system that integrates voicemail, faxing, instant messaging, and conferencing into a single platform. Thanks to the platform’s centralized, web-based administrative tools and employee self-service capabilities, you can make changes to call routing or individual work schedules quickly and easily. All communications are encrypted, from phone conversations and meetings to text messages and voicemails, and no data is ever saved locally on desk phones. Third-party connections with Salesforce, Skype for Business, Google, Office 365, HubSpot, and Accelo are standard across all pricing tiers.

Learn more about Kinetic Business.

18. Line2

Line2’s cloud corporate VoIP product is quite basic, and it nearly seems like using a domestic VoIP service. However, you need not be a VoIP specialist to set up and begin using Line2. The system lacks the integration of other VoIP systems, such as video conferencing, but makes up for it with well-designed softphone programs that is usable on computers and mobile phones for making and receiving calls.

Line2 is a great choice if you only need a way to provide your staff with a business number and do not want to deal with the complexity of a full-fledged VoIP system. Running the system will not detract time from other crucial aspects of running your firm. You should note that when your company expands beyond the early stages, you will need a solution with more advanced capabilities. The pricing starts at $16 per month.

Learn more about Line2.

Conclusion

Cloud phone systems are becoming more vital for small company owners. You will most likely be utilizing the system daily, and picking the perfect one might provide a significant edge over the competition. Since businesses need business communications, it is crucial for companies to be accessible to their customers, vendors, and workers.

Your company’s phone system has to be scalable as it grows. As your company expands, your communication requirements will increase in complexity along with the number of customers, staff, and locations served. Furthermore, once you enter the major levels of competition, you will need to upgrade your customer service to stand out.

Next, check out these lists of employee monitoring software and employee engagement software.

FAQ: Cloud phone systems

Here are frequently asked questions about cloud phone systems.

What are cloud phone systems?

Cloud phone systems use the internet and cloud technology for communications. Therefore, these systems are often also called internet-based phone systems or VoIP platforms.

How do cloud phone systems work?

VoIP calls made using a cloud phone use the Internet to reach their destination, rather than the traditional public switched telephone network (PSTN). When the data packets finally reach their destination, they reassemble to produce intelligible speech. Your service provider handles this process for you.

What are the best cloud phone systems for small businesses?

Some of the best options include 8×8, Google Voice, and Vonage. These options are just a few of many providers that aim to be affordable for small and medium-sized businesses without sacrificing quality.

How do you choose a cloud phone system?

Cloud-based phone systems for small businesses that meet your needs are the ones to go with. You should take the time to learn about what the system offers, compare pricing plans to see if they work for you, and even try it out for free if possible. If a free plan is available, use it to get your firm off the ground. If you quickly outgrow its capabilities, you can upgrade to a paid plan later. The alternatives we have included here are just a few that aim to be affordable for small and medium-sized businesses without sacrificing quality.

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Content Expert at teambuilding.com.
Grace is the Director of People & Culture at TeamBuilding. She studied Industrial and Labor Relations at Cornell University, Information Science at East China Normal University and earned an MBA at Washington State University.

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