The Best VoIP Phone Systems for Small Businesses (2025 Shortlist)

Looking for the right VoIP phone system for your small business?

We’ve done the hard work for you.

In this guide, we review the best options, highlighting their pros and cons — and who each one is best suited for.

Our Choice Awards

• Allo: Best AI phone system for SMBs
• RingCentral: Best for team analytics and collaboration
• Zoom Phone: Best entry price for growing teams
• Quo (formerly OpenPhone): Best shared numbers on mobile
• Nextiva: Best support experience

Our Selection Methodology

Our testing methodology

We reviewed 20 products and kept the 10 best options.

To evaluate each phone system, we followed the same setup and workflow:

1. Sign up for a new account.
2. Receive a number (either port an existing one or use a temporary local number).
3. Build a simple IVR menu (e.g., “Press 1 for Sales, 2 for Support”).
4. Simulate missed calls and verify voicemail handling.
5. Send and receive SMS replies to test responsiveness.
6. Export call transcripts and summaries to assess data access and reporting.

Evaluation criteria

Here are the elements we used to build our total score:

• Ease of use: We timed how long it took to place a real call from a fresh signup. Anything over 15 minutes got a red flag. In each app we set business hours, built a simple menu, and tested the AI Virtual Assistant if included. If we had to dig through help docs to do basic tasks, or pay extra for these basic features, we noted it.
• Pricing reality: We built a bill for 5, 10, and 25 seats that included taxes and fees, one extra number per team, one thousand texts per seat, call recording kept for 30 days, and basic support. We wrote down any surprise add-ons we hit during checkout.
• Integrations: We connected a CRM and Google tools, pushed a call summary into a contact, and tested webhooks or API where available. If the setup needed a developer or long guides, we called that out.
• Equipment: We used iPhone, Android, and Mac apps. Where desk phones were supported. If a product only worked as a softphone, we lived with it for a few days to see if that was enough.
• AI: We ran the same eight-minute sales calls through every product. We scored transcript accuracy on names and addresses, checked if summaries captured next steps, measured seconds from hang-up to summary, and looked for redaction and export options.
• Coverage: We bought a 305 Miami number and a toll-free 888 number, then tried to add a UK or French number if possible. We tested inbound calls from abroad and noted any blocks.

Quick Summary

*Pricing and country coverage vary by plan and region. Verify during checkout.

Allo: Best AI Phone System for SMBs

What is Allo

Allo is a modern phone system for small businesses. It works on mobile and desktop with no extra hardware required. The product launched in 2024 with a clear focus on call quality, fast setup, and practical AI.

Why Allo Is a Smart Pick

Pros

• Clean setup: You can make your first call in minutes.
• AI that saves time: You have transcripts, summaries, caller intent hints, and everything is connected to your CRM.
• Shared numbers: Your whole team can share the same business number, and you can set after-hours rules handled by an AI receptionist.
• Works in multiple countries: English, Spanish, and French are supported in both the app and transcripts.
• Clear pricing: No minute buckets and no AI upcharge.

Cons

• Newer brand with less name recognition than older providers.
• Limited desk phone support (mobile and desktop first by design).
• For very large enterprises that need complex settings or 500+ seats, Allo may feel too small. 

Who Allo Works Best For

• Sales managers who want call visibility, team coaching tools, and CRM sync without heavy IT overhead
• Founders and CEOs looking for predictable cost, scalability as they grow, and faster ROI than legacy UCaaS
• Sales reps who live on mobile and value clear call quality, instant notes, and less admin work
• Service‑based SMBs like field services, real estate teams, and Shopify sellers that need pro calling without a PBX

Pricing

Allo keeps pricing simple. 

It offers two flat per seat plans, both with AI features included. Each plan includes unlimited domestic calling where supported. 

Additional phone numbers can be added for a small monthly fee. International calls are billed at local carrier rates. There are no hidden fees for transcripts, summaries, or AI tools.

Demo

Nextiva: Best Support Experience

What is Nextiva

Nextiva is a UCaaS platform founded in 2008. Unlike a lean VoIP app, it positions itself as a full communication suite. You get VoIP calling, team chat, video meetings, routing, and contact center options in one portal. It runs on desktop, mobile, and supports a wide range of desk phones from Yealink, Poly, and Cisco.

Why Nextiva Is a Smart Pick

Pros

• Unified portal (NextivaONE) that combines calling, chat, conferencing, and SMS
• Reliable multi‑level auto attendants and IVR
• Built‑in contact management and calendaring

Cons

• Limited third‑party integrations (around 20) vs. hundreds for competitors 
• Mobile app notifications can lag, especially voicemail alerts
• Video meetings lack breakout rooms and whiteboards

Who Nextiva Works Best For

• Mid‑market companies that want one provider for voice, video, and team chat
• Large support teams that need reliable coverage, call queues, and hands‑on onboarding
• IT managers looking for a UCaaS suite with clear admin tools and strong vendor support

Pricing

Nextiva sells three main plans:

• Core: $23/user/month. It covers inbound/outbound voice, SMS, IVR, and live chat messaging.
• Engage: $50/user/month, adds queues, toll‑free minutes, advanced reporting.
• Power Suite: $75/user/month, adds intelligent routing and advanced IVR.

Compared to UCaaS competitors that start around $30–$40 per seat, the entry plan is competitive, but higher tiers climb quickly and approach enterprise pricing.

Demo

RingCentral: Best for Team Analytics and Collaboration

What is RingCentral

Founded in 1999, RingCentral is a UCaaS giant. It offers voice, video, messaging, and contact center services in one platform. With coverage in over 100 countries and one of the broadest integration ecosystems, it is a good choice for global enterprises.

Why RingCentral Is a Smart Pick

Pros

• Deep analytics with customizable dashboards
• Wide global footprint with local numbers in 100+ countries
• Over 500 integrations, including Salesforce, HubSpot, and Slack
• Strong fax and video tools compared to competitors

Cons

• Pricey for small businesses, especially as seat count grows
• Unlimited phone numbers only available in top tiers
• Inconsistent support response times 

Who RingCentral Works Best For

• Large and global enterprises that need unified communications across many regions
• Sales and support managers who rely on analytics and integration depth
• IT departments tasked with governance and compliance across big teams

Pricing

RingCentral’s business phone plans:

• Core: $30 user/month. It covers calling, SMS, and basic video.
• Advanced: $35/user/month, and adds call queues, advanced analytics, and integrations.
• Ultra: higher tiers with AI receptionist add‑on for $59/month and unlimited numbers.

Actual monthly bills for 5, 10, and 25 seats include extra taxes and fees, often pushing per‑seat costs $5-10 above list. RingCentral rarely bundles free phones but offers rentals at low monthly rates. 

Its entry plan is competitive, but real value comes in advanced tiers with analytics which can quickly move the total cost into enterprise budget territory.

Demo

Vonage: Best Unified Communications Hub for SMBs

What is Vonage

Vonage Business Communications is part of the long‑standing Vonage brand, known for internet calling since the early 2000s. 

Today it offers a UCaaS suite with voice, messaging, video meetings, and team collaboration tools in a single platform. 

It supports a wide range of IP phones and has a strong presence in North America and Europe.

Why Vonage Is a Smart Pick

Pros

• Well‑designed and intuitive apps across desktop and mobile
• Excellent call quality during our tests
• Analytics reports are clear and easy to share

Cons

• Many advanced features require paid add‑ons
• AI roadmap is still catching up compared to competitors
• Pricing becomes complex as you add more modules

Who Vonage Works Best For

• Mid‑market companies that want one vendor for voice, video, and chat without building a complex stack
• Support teams that value reliable call quality and simple analytics
• IT leads who prefer a stable vendor with a long history in telephony

Pricing

Vonage pricing is tiered by seat count and features:

• Basic: Starts at $19.99/user/month, and it covers unlimited calling and SMS in North America, voicemail, and mobile/desktop apps.
• Premium: $29.99/user/month, and it adds video meetings, multi‑level auto attendants, and CRM integrations.
• Advanced: $39.99/user/month, and it includes call groups, on‑demand recording, and deeper analytics.

As with others, true monthly cost rises with taxes, and add‑ons like call recording storage. It fits best when you need a clear, reliable phone system with optional growth into collaboration, but not when you want bundled AI at entry level.

Demo

Dialpad: Best for AI Coaching and Transcription

What is Dialpad

Dialpad is a UCaaS provider that puts AI at the center. Founded in 2011, it combines VoIP calling, team messaging, video meetings, and contact center features in one app. 

It stands out with real-time transcription, live coaching, and AI insights available on all plans, even the entry level.

Why Dialpad Is a Smart Pick

Pros

• Live call transcription built in on every plan
• AI coaching tools that suggest responses and flag action items
• Clean, modern interface that works well on desktop and mobile
• Integrates with Google Workspace and Microsoft 365 by default

Cons

• Limited meeting size (10 participants on lower tiers)
• Advanced integrations like Salesforce or HubSpot require a higher plan
• Some features like analytics can add costs quickly

Who Dialpad Works Best For

• Sales managers who want real‑time insights into calls and coaching tools for reps
• Customer Support teams that want AI features without enterprise pricing
• Support managers who need transcription and call summaries to speed up follow‑ups

Pricing

Dialpad keeps pricing straightforward with three tiers:

• Standard: $27 month‑to‑month, and includes unlimited calling, SMS, live transcription, and basic integrations
• Pro: $35/user/month, and it adds CRM integrations (Salesforce, HubSpot), analytics, and 24/7 support
• Enterprise: custom pricing that includes full contact center features, advanced compliance, and custom reporting

Real monthly costs for 5, 10, and 25 seats typically end up $5–$8 higher per seat after taxes and fees. Desk phones can be purchased separately (Poly, Yealink), but Dialpad does not usually bundle them for free. The entry plan offers strong AI value for budget‑sensitive SMBs.

Demo

Ooma: Best for Budget-Minded Businesses

What is Ooma?

Ooma is a VoIP phone system aimed at small and midsize businesses. Its Ooma Office line covers Essentials, Pro, and Pro Plus plans. Features include voice, SMS, video meetings, call routing, voicemail, and mobile/desktop apps. Enterprise tiers add more collaboration and call center tools.

Why Ooma Is a Smart Pick

Pros:

• Simple, transparent base pricing with no long‑term contracts
• Unlimited calling across the US, Canada, Mexico, and Puerto Rico
• Easy to learn with a straightforward interface
• Handy features like hot desking and call recording on higher plans

Cons

• Many advanced features (CRM integrations, analytics, call queues) only in top tiers
• Extra costs for additional numbers, SMS overages, and hardware
• Lacks strong AI tools compared to competitors
• Consistently poor customer reviews on Trustpilot: common complaints include hidden fees, dropped calls, billing issues, and slow or unhelpful support.

Who Ooma Works Best For

• Small teams moving off landlines that want a budget‑friendly VoIP option with basic routing and video
• Cost-conscious founders who want unlimited North American calling without long-term contracts.
• Light users who don’t need deep analytics, AI coaching, or global coverage

We really don’t recommend it for larger teams or any business where call reliability and support responsiveness are mission‑critical.

Pricing

Ooma offers three small business plans:

• Essentials: $19.95/user/month that includes unlimited calling, virtual receptionist, and the mobile app. No desktop app or video.
• Pro: $24.95/user/month, and it adds a desktop app, video meetings (up to 25 participants), call recording, and voicemail transcription.
• Pro Plus: $29.95/user/month, it adds CRM integrations, call queues, hot desking, and larger meetings.

The Enterprise options run higher, between $19.99 and $49.99/user/month, depending on collaboration and call center needs. 

In real use, total monthly bills are higher after taxes, fees, and number add-ons ($9.95 per extra number). 

Hardware such as Ooma IP phones or Yealink models comes at an additional cost. Reviews often mention that cancellation can be difficult, and many customers report feeling misled by promotional pricing compared to actual bills.

Demo

Aircall: Best for Sales Teams and CRM Integration

What is Aircall

Aircall is a cloud-based phone system designed specifically for sales and support teams.

It focuses on seamless integration with CRMs such as Salesforce, HubSpot, and Zendesk to streamline workflows. The core idea is simple: your calls, call data, and contact context should flow directly into your CRM. Aircall works on desktop, mobile, and is compatible with IP phones as well.

Why Aircall Is a Smart Pick

Pros

• Deep CRM and helpdesk integrations
• Useful features for sales like call tagging, power dialing, call queuing, wrap-up, transfer, and IVR flows
• Flexible add-ons to scale into contact center territory
  
  

Cons

• Base pricing can get expensive when scaling up
• Some advanced features, such as analytics or complex routing, are only available on higher-tier plans
• International calling rates can be steep outside included zones
• Less strong in video meetings as it’s not their core
  
  

Who Aircall Works Best For

• Sales managers who want visibility into calls, pipelines, coaching, and CRM synchronicity
• Sales reps who are on the phone a lot and want call workflows built into their tools
• Support teams using helpdesk tools that want calls, tickets, and records to live together
  
  

Pricing

Aircall’s pricing is often bundled with add-ons:

• Essentials: $30/user/month that covers basic calling, call queuing, IVR, desktop & mobile apps with a minimum of three licences.‍
• Professional: $50/user/month, and it adds analytics, more routing, and advanced integrations.

In reality, your bill will be higher when you factor in international call overages, additional phone numbers, taxes and regulatory fees, and any add-on modules like call recording storage, advanced analytics, AI assist, and more. 

Desk phones or SIP devices usually come at an additional cost or require a rental fee.

Demo

Google Voice: Best for Small Teams Already on Google Workspace

What is Google Voice

Google Voice is Google’s lightweight VoIP service. It integrates directly with Google Workspace, allowing users to make and receive calls, send texts, and manage voicemail right from Gmail, Calendar, or the Google Voice app.

It’s designed more as an add‑on to Google’s ecosystem than a full UCaaS suite.

Why Google Voice Is a Smart Pick

Pros

• Tight integration with Gmail and Google Calendar
• Simple interface familiar to Google users
• Affordable compared to many other VoIP phone systems

Cons

• Limited to countries where Google Workspace is supported
• Few advanced call management features beyond basics
• Weak analytics and reporting compared to competitors
• AI features are minimal and mostly limited to voicemail transcription

Who Google Voice Works Best For

• Small teams already paying for Google Workspace that want to add a simple phone line without new vendors
• Founders or freelancers who need a professional number tied to their Google account
• Sales reps who live in Gmail and Calendar and want calls tied to that workflow

Google Voice is not ideal for larger teams needing call queues, coaching, analytics, or compliance tools.

Pricing

Google Voice pricing tiers:

• Starter: $10/user/month with up to 10 users, US only.
• Standard: $20/user/month with unlimited users, US and international calling available, auto attendants, desk phone support.
• Premier: $30/user/month and it adds advanced reporting, data regions, and international support in more countries.

True monthly cost rises with taxes and carrier fees. Google Voice requires a Google Workspace subscription, so factor that into the overall cost. It’s one of the cheapest ways to add VoIP to an existing Google‑centric workflow, but it’s quite basic for a phone system.

Demo

Zoom Phone: Best for Teams Already Using Zoom

What is Zoom Phone

Zoom Phone is Zoom’s built-in telephony service.

It brings voice calling, SMS, and call routing into the same Zoom app that many teams already use for meetings. Users can rent or purchase desk phones, or simply use the softphone and mobile apps.

It’s a UCaaS-voice hybrid leaning on Zoom’s meeting infrastructure.

Why Zoom Phone Is a Smart Pick

Pros

• Seamless integration with Zoom Meetings and Chat
• Option to pay per minute (for lighter users) or unlimited domestic calling plans
• Good international calling coverage and number portability in many regions
• Hardware-as-a-service option reduces upfront cost for desk phones
  
  

Cons

• Some advanced call features, such as routing or IVR, are only available on higher-tier plans
• Pricing can be confusing, with a mix of per-minute and unlimited plans. 
• Support may also feel stretched at times, as many users rely on Zoom’s meeting support team.
  
  

Who Zoom Phone Works Best For

• Teams already deeply invested in Zoom meetings and chat who want phone layering, not a separate system.
• Growing SMBs that may scale meet + phone usage without reshuffling stack.
• Sales or operations teams that benefit from one app for meetings and calls.
• Startups or small enterprises that want flexibility before committing.
  
  

Pricing

Zoom Phone offers multiple plans. Key points we saw in testing:

• Global Select: $20/user/month (annual), or higher month-to-month, it includes domestic calling.
• Pro + Global Select: $22/user/month, and it adds more calling region coverage.
• Business Plus: $26 and unlocks real-time dashboards, analytics, call review.

In real use, total per-user costs rise after adding taxes, extra numbers, and hardware rentals. 

Desk phones via “hardware as a service” spread costs, but rental adds up. For teams already using Zoom Meetings heavily, the marginal cost of adding Zoom Phone is often lower than deploying a whole new UCaaS stack.

Demo

Frequently Asked Questions about VoIP phone systems

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