Cloud-based phone systems (also known as VoIP - Voice over Internet Protocol - software) that let your team make and receive calls over the internet - whether they’re on a laptop, phone, or tablet.
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A CRM with built-in calling - best for sales teams who want to track, automate, and manage calls alongside pipeline and outreach activity.
Aircall
Highly rated by both startups and larger orgs, Aircall gives you virtual numbers, call routing, analytics, and works seamlessly across desktop and mobile. Good for sales and support teams, or just as an office phone number.
Google Voice
Not as feature-rich as tools like Aircall or JustCall (no power dialer, limited team management and basic support) but low cost and incredibly easy to use. Gives you a virtual phone number to make and receive calls, texts, and voicemails over the internet - via the Google Voice mobile or web app.
Yodel
A lesser-known but highly-rated phone system that's low-cost and quick to set up. Yodel gives you virtual numbers and an interactive voice responder that routes (and gather information from) callers in real-time. It's big differentiator is its Slack integration - which enables your team to take and join calls directly from Slack.
JustCall
A cloud phone system tailored for sales and support - best for teams looking for auto-dialing, SMS, and deep CRM integrations in one platform.
Nooks
A premium, AI-powered dialer and virtual sales floor - best for high-volume outbound sales teams who want faster calling, real-time coaching, and live team visibility. Highly rated but it will cost you (~$4K per seat base price).
Yay
A cloud phone system built for UK small businesses that need a simple way to get virtual phone numbers and make calls from both desktop and mobile.
Twilio
Developer-focused telephony API platform – best for teams building custom calling or SMS workflows into apps, products, or support experiences.
FAQs
What is Business Phone Systems software?
Put simply, Business Phone Systems software (also known as VoIP - Voice over Internet Protocol) is a platform that helps businesses make and receive calls over the internet rather than traditional phone lines. It acts as a central hub for all communication activities, allowing teams to handle calls from any device, manage call routing, set up virtual extensions, and integrate with other business tools—ensuring professional and flexible communications regardless of location. The key features of Business Phone Systems software usually include:
What is Business Phone Systems software?
Put simply, Business Phone Systems software (also known as VoIP - Voice over Internet Protocol) is a platform that helps businesses make and receive calls over the internet rather than traditional phone lines. It acts as a central hub for all communication activities, allowing teams to handle calls from any device, manage call routing, set up virtual extensions, and integrate with other business tools—ensuring professional and flexible communications regardless of location. The key features of Business Phone Systems software usually include:
Cloud-Based Calling: Tools to make and receive calls over the internet using computers, smartphones, or IP desk phones with high call quality.
Call Management: A structured system for routing calls, setting up IVR menus, managing voicemail, and handling call queues to ensure efficient call handling.
Virtual Extensions & Numbers: Features to create virtual extensions for employees, obtain local or toll-free numbers, and maintain consistent business presence across locations.
Advanced Features: Capabilities like call recording, transcription, analytics, and real-time monitoring to enhance call quality and team performance.
Unified Communications: Integration of voice calling with video conferencing, messaging, and team collaboration for seamless communication.
What should I consider when buying Business Phone Systems software?
Choosing the right Business Phone Systems software can make or break your communications strategy—so it's essential to find one that fits your calling patterns, integrates with your existing tools, and aligns with your budget. Here are the key factors to consider before making your decision.
What should I consider when buying Business Phone Systems software?
Choosing the right Business Phone Systems software can make or break your communications strategy—so it's essential to find one that fits your calling patterns, integrates with your existing tools, and aligns with your budget. Here are the key factors to consider before making your decision.
Your Communication Needs: Start by assessing your calling requirements. Do you need basic phone service for a small team, or enterprise-grade communications with complex call routing, contact center capabilities, and international calling? Identifying your priorities will help you choose the right tool.
Call Quality & Reliability: Voice quality is paramount for business communications. Look for providers with redundant data centers, uptime guarantees, and quality of service (QoS) features that prioritize voice traffic.
Ease of Use: Business Phone software should make communications simpler—not more complicated. Look for an intuitive interface that employees can use with minimal training and that administrators can manage without specialized expertise.
Integration with Your Tech Stack: Your phone system needs to work seamlessly with your CRM, helpdesk, email, and other business applications. Check if the software offers native integrations with your critical systems to enhance productivity.
Mobility & Flexibility: Modern workforces need to communicate from anywhere. Ensure the system provides robust mobile apps, desktop softphones, and the ability to easily transfer calls between devices.
Pricing & Hidden Costs: Business Phone Systems pricing varies widely, often based on per-user fees, calling volumes, or feature sets. What seems affordable now could become expensive as your team grows. Check for extra costs related to international calling, additional features, and hardware requirements.
Customer Support from the Vendor: Communication is mission-critical, so reliable customer support is essential. If your phone system goes down, will the vendor be there? Look at response times, support availability (24/7 or business hours?), and escalation procedures for critical issues.
What are the common mistakes to avoid when buying Business Phone Systems software?
Avoiding common pitfalls when choosing Business Phone Systems software can save you time, money, and communication headaches down the line. Here are some of the biggest mistakes companies make—and how to avoid them.
What are the common mistakes to avoid when buying Business Phone Systems software?
Avoiding common pitfalls when choosing Business Phone Systems software can save you time, money, and communication headaches down the line. Here are some of the biggest mistakes companies make—and how to avoid them.
Choosing based on price, not quality: Some low-cost VoIP providers cut corners on infrastructure and support. Make sure you're picking a tool that prioritizes call quality and reliability, not just the lowest monthly fee.
Ignoring internet requirements: VoIP quality depends heavily on your internet connection. Assess your bandwidth, consider dedicated connections for voice, and implement QoS on your network before deployment.
Overlooking mobility needs: Many companies focus on desk phone features without considering how remote and mobile workers will use the system. Ensure robust mobile apps and flexibility for today's distributed workforce.
Not planning for growth: Companies often select phone systems for current needs, without considering how they'll handle additional users, new locations, or changing call patterns.
Underestimating onboarding needs: Switching phone systems affects everyone in your organization. Choose providers with strong implementation support, training resources, and change management assistance.
How much does Business Phone Systems software cost?
Most Business Phone Systems solutions range from $15 to $60+ per user per month, with entry-level options starting around $10-20 and premium solutions with advanced features exceeding $40 monthly per user. Most vendors structure pricing in tiers based on features and call capabilities, so be sure to enter your requirements as accurately as possible in our pricing calculator.
Basic plans typically include standard calling features, while premium tiers add advanced capabilities like call analytics, CRM integrations, and contact center functionality.
How much does Business Phone Systems software cost?
Most Business Phone Systems solutions range from $15 to $60+ per user per month, with entry-level options starting around $10-20 and premium solutions with advanced features exceeding $40 monthly per user. Most vendors structure pricing in tiers based on features and call capabilities, so be sure to enter your requirements as accurately as possible in our pricing calculator.
Basic plans typically include standard calling features, while premium tiers add advanced capabilities like call analytics, CRM integrations, and contact center functionality.
Hardware costs are additional considerations, though many systems work with existing devices or offer equipment rental options. Some providers require upfront payment for phone devices, while others offer monthly rental options.
For enterprise deployments with custom requirements, you can expect to speak to sales for a bespoke price. These custom quotes typically factor in call volumes, international needs, and integration complexity. To skip the demo calls, be sure to check out our pricing calculator.
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