A reliable and effective communication system is essential to the success of any business, regardless of its size. In today’s digital world, virtual phone systems have become an increasingly popular option for small teams and businesses.
A virtual phone system allows businesses to make and receive calls online instead of a traditional phone line. Businesses can have a professional phone system without hardware and maintenance costs. However, with so many options on the market, it can be overwhelming to choose the best virtual phone system for your business needs. We’ll provide an overview of the top virtual phone systems available for small teams and businesses.
What to consider when choosing a virtual phone system
When choosing a virtual business phone system for your small team or business, it’s important to consider the essential features of your communication needs. Here are some features to look for:
Call management
A virtual business phone system should offer call management features such as call forwarding, call routing, and call screening. These features will help you handle incoming calls efficiently. That way, you never miss an important call.
Characteristics
Another critical factor to consider are the features offered by the virtual phone system. Look for features that will benefit your business, such as voicemail transcription, call recording, and conferencing.
Some providers also offer integrations with popular business tools like CRMs, which can streamline your communication and improve your team’s productivity.
Prices
One of the main factors is the price. Look for a virtual phone system that offers a pricing plan that fits your budget. Some providers offer a pay-per-minute plan, while others have a fixed monthly fee. Consider call volume and frequency to determine which pricing plan will be the most profitable for your business.
Call Quality
Call quality is also an essential factor to consider when choosing a virtual phone system. Make sure that the provider offers a reliable and high-quality service, as poor call quality can negatively affect your company’s reputation.
Customer service
Finally, consider the level of customer support offered by the virtual phone system provider. Look for a provider that offers comprehensive customer support, including phone and email support, online documentation, and tutorials. This will ensure that you can get help quickly if you have problems with the system.
5 best business virtual phone systems
After extensive research of the companies and past and current customer reviews, here are our picks for the best virtual business phone system for a small team or business:
1. RingCentral
RingCentral is a popular virtual phone system with a wide range of features. Its cloud-based system makes it easy for small teams to manage calls and messages from any device.
It has three main price plans, including Core, Advanced and Ultra, with different features and costs. RingCentral offers several pricing plans, ranging from $30 to $45 per user per month.
Some of RingCentral’s features include:
- Advanced Call Management: With RingCentral, you can easily manage incoming and outgoing calls, including call forwarding, call screening, and call recording.
- Collaboration tools: RingCentral offers a variety of collaboration tools, including team messaging, video conferencing, and file sharing, that can improve productivity and teamwork.
- Integrations: RingCentral integrates with third-party applications, such as Salesforce, G Suite, and Microsoft Office 365, which can streamline workflows and improve efficiency.
Pros
- It offers strong integrations with third-party applications, which can be useful for businesses that rely on multiple tools and software programs.
- RingCentral’s mobile app has received high ratings and is known for its ease of use
- RingCentral offers a free 15-day trial
Cons
- The relatively high price
- Occasional technical errors
2. Lobster
Grasshopper is a virtual phone system designed specifically for small businesses and entrepreneurs. It offers a variety of features and customization options to help businesses project a professional image.
Grasshopper offers three pricing plans, including Solo, Partner, and Small Business. Pricing plans range from $31 to $89 per month.
Some of Grasshopper’s features include:
- Customizable greetings: With Grasshopper, you can create personalized greetings and voice messages, which can help businesses project a professional image.
- Mobile App: Grasshopper’s mobile app allows users to manage their calls and messages from anywhere, which can be useful for remote teams or businesses with a mobile workforce.
- Commercial text messages: Grasshopper allows users to send and receive text messages from their business phone number, which can be a convenient way to communicate with clients and customers.
Pros
- Grasshopper’s pricing plans are simple, making it easy for businesses to choose the plan that works best for them
- The mobile app is known for being easy to use and easy to navigate
- Grasshopper offers a 7-day free trial
Cons
- Limited features compared to other virtual phone systems, such as video conferencing and integrations with other business applications
3. Vonage Business Cloud
Vonage Business Cloud is a virtual phone system that offers a variety of features, including call management, video conferencing, and messaging.
Vonage offers three main pricing plans, including Mobile, Premium, and Advanced. Their pricing plans range from $19.99 to $39.99 per user per month.
Some of the key features of Vonage Business Cloud include:
- Advanced Call Management: Vonage Business Cloud offers a variety of call management tools, including call screening, call forwarding, and voicemail transcription, that can help businesses manage their calls more efficiently.
- Unified Messaging: The Vonage Business Cloud Unified Messaging system allows users to manage all their messages, including voice, email and text messages, in one place, which can improve productivity and efficiency.
- Analytics and reports: Vonage Business Cloud offers a range of analytics and reporting tools that can help businesses track their performance and make data-driven decisions.
Pros
- Vonage Business Cloud offers a number of integrations with third-party applications, including Salesforce, Microsoft Office 365, and G Suite
- Vonage Business Cloud customer service and support is known for being responsive
- Vonage Business Cloud offers a free 14-day trial
Cons
- Technical errors reported by some users
- Limited customization options
4. Next
Nextiva is a cloud-based virtual phone system that improves communication and collaboration for small teams and businesses.
Nextiva offers three pricing plans, starting at $31 per user per month for the Basic plan and up to $45.95 per user per month for the Advanced plan.
Here are some notable features of Nextiva:
- Customizable phone system: With Nextiva, businesses can choose from a number of advanced call management features, including call routing, call recording, and voicemail transcription.
- Excellent customer service: Nextiva is known for its excellent customer support, with experts available 24/7 to help by phone, email or live chat.
- Integration with other business tools: Nextiva integrates with other business tools, including Salesforce, HubSpot, and Microsoft Teams. This integration allows companies to streamline their workflows and improve their overall productivity.
Pros
- The company also offers a knowledge base and video tutorials to help customers set up and use their phone systems
- Nextiva allows businesses to customize their phone systems to fit their specific needs
- Nextiva offers proprietary software called NextOS that provides a centralized hub for all communication channels, including voice, video, chat and email.
Cons
- Technical disturbances
- Higher price compared to other virtual phone systems
5. GoTo Connect
GoTo Connect is a virtual phone system that offers several features, including call management, video conferencing, and messaging. Their pricing plans range from $19.95 to $29.95 per user per month.
Here are some notable features of GoTo:
- Mobile App: GoTo Connect offers a mobile application that allows users to make and receive calls, access voicemails, and send and receive messages from their smartphone or tablet. This feature allows employees to stay connected while on the go.
- Advanced call analytics: The company offers advanced call analytics that help businesses track and analyze their call data. With features like call logs, call routing reports, and call quality monitoring, businesses can gain insight into their call performance and make data-driven decisions.
- Customizable IVR: GoTo offers a customizable Interactive Voice Response (IVR) system that allows businesses to create custom menus and call routing rules. With this feature, companies can create a personalized calling experience and improve customer satisfaction.
Pros
- GoTo Connect offers flexible pricing plans to fit businesses of all sizes, making it easy for small businesses to get started using the platform without paying for features they don’t need.
- They provide detailed call analytics, allowing businesses to track essential metrics such as call volume, call duration, and call quality.
- Its auto attendant is fully customizable, allowing businesses to create a professional greeting and menu system for callers.
Cons
- Complicated setup process
- Limited integrations with other business applications
Final thoughts
Choosing the right virtual phone system is crucial to the success of small teams and businesses. RingCentral, Grasshopper, Vonage Business Cloud, Nextiva, and GoTo Connect are good options to consider, each with unique features, pricing plans, and pros and cons.
When selecting a virtual phone system, businesses should prioritize factors such as price, features, call quality, ease of use, customer support, and integrations. By carefully evaluating these factors, small teams and businesses can make informed decisions. They can improve their phone systems to better serve their customers and drive growth.