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Key Takeaways
With nearly one in five people working remotely these days, traditional landlines are showing their age. Hybrid workers can’t rely on landline calls to reach customers when working from home, after all. The same goes for remote agents, as well as in-the-field sales reps.
That’s why, rather than relying solely on desk phones, handsets, and phone extensions, small businesses are turning to remote office phone systems. These flexible business platforms let you make and receive calls via internet access. This enables remote work from anywhere and leads to significant cost savings compared to most traditional phone systems.
This article compares the five best remote office phone systems so you can compare and contrast the top options on the market. You’ll also learn about the three different types of remote office phone systems, plus how to choose the right option for your business.
What is a Remote Office Phone System?
A remote office phone system is business software that lets you make and receive calls from anywhere. Even if you’re not physically present in a main office, you can keep in touch with customers and coworkers while at home, traveling, in satellite offices, or even in the field.
You can use a remote phone system to:
3 Different Types of Remote Phone Systems
Whether you’re a growing small business or a well-known enterprise, you can choose from one of four different types of remote phone systems:
Let’s break down each system in more detail below.
Cloud-Based VoIP Phone System (Cloud Phone System)
Cloud phone systems use Voice Over Internet Protocol, or VoIP, to route calls over the internet rather than traditional phone lines. That way, you can use your mobile device, laptop, or tablet to handle outgoing and incoming calls.
You may also hear them called:
Softphone Apps, aka Mobile VoIP Systems
Softphone apps turn any smartphone, tablet, or laptop into a secondary business number via WiFi calling. These second phone number apps aren’t as robust as true remote phone software, but can still support basic tools like:
On-Premises PBX, with Desk Phone Options
An on-premises PBX system takes physical desk phones (typically connected through hardware installed at a physical office location) and connects them to the internet so remote employees can make calls using an app or other proprietary software.
Since everything runs on your local network, you have more direct control over your remote phone system. But this comes at a cost: on-prem PBX requires expensive equipment, plus ongoing costs for on-site maintenance.
On-prem systems can work for remote employees — if you’re desperate for a solution, and if you’re willing to try things like hot desking or integrations with Zoom Phone. But it’s far less flexible than cloud-based alternatives, and also similarly expensive.
The 5 Best Remote Office Phone Systems at a Glance
First, let’s compare the top five remote office phone systems side-by-side. Then, we’ll break down the specifics of each platform so you can make more informed decisions.
Comparing the Top 5 Remote Office Phone Systems
Here’s how the best remote office phone platforms compare:
Now, let’s dive into each specific platform.
Allo: Best Remote Office Phone System for Sales Teams
Allo is the remote office phone system specifically built for sales teams. It runs on devices your team already owns, and doesn’t require any onboarding or training to get started. Because Allo lives entirely in the cloud, you can get remote teams up and running in 15 minutes or less.
With Allo, phone numbers always belong to your business, and can be shared among your reps however you please. Shared numbers allow any member of that number to see incoming calls, pick up an incoming call, perform a follow-up, or transfer a call. Don’t want reps to share a number? Assign them their own number for $5/number/month.
Allo was designed to integrate with the tools you already use. Does your remote team rely on unified communications? Connect with unified communications apps via Zapier, Make, and webhooks. Need to connect with a CRM, Slack, or sales software like Pipedrive? These (and more) are available in Allo’s Business plan.
No matter which plan of Allo you choose, you’ll have access to an AI receptionist. This AI voice agent can greet callers, capture information, and route calls to the right rep so you can stay available to prospects 24/7.
Allo offers many other features specifically designed for remote work in sales:
See why hundreds of sales teams around the world trust Allo as their remote office phone system. Sign up for a seven-day free trial.
Allo Key Features
Pricing for Allo
Allo offers two predictable pricing tiers designed to grow alongside any remote work force:
What People Are Saying About Allo
Allo is rated 4.6/5 stars from 121 reviews.
Here’s what real users have to say about our remote business phone system:
“What I like most about Allo is the reliability and simplicity. I was able to call French clients from abroad without any quality or connection issues, as if I were in France. This allows for remote work while remaining professional, even on the other side of the world. The application is easy to use, with very stable call quality and no technical problems. It's ideal for working abroad, which is very useful for entrepreneurs and agencies internationally. The initial setup was super simple, without any issues, and the steps to follow are clear. I have not identified any blocking negative points in my use. The application has always worked smoothly for my professional calls from abroad.” — G2
“Transcribing calls is a real asset, just like the ability to easily call clients directly from our CRM. This greatly simplifies the tracking of exchanges and saves valuable time on a daily basis. The messaging system is still a bit limited, but this remains a minor point. Apart from a few isolated bugs, the tool is generally very reliable.” — G2
How to Set Up Allo as Your Remote Office Phone System
Getting your remote team up and running on Allo takes about 15 minutes or less.
Here's how:
And… voila! Your sales team is ready to make and receive calls. Scaling is simple as your remote team grows. Add more remote workers to your account, or purchase additional numbers for $5 per number per month.
Ooma: Best for On-Premise PBX
Ooma is a legacy business VoIP provider that lets you set up (or connect with) a more traditional phone system. First, you purchase a desk phone directly from the website. Then, wait for it to arrive. You must also contact sales about its SIP trunking plan, which connects your analog business phone system to the cloud.
As you might imagine, this costs extra money. But Ooma doesn’t publicize any of this on its website. Instead, you’ll have to contact sales for a quote. And don’t forget the added costs of IP phones and other physical hardware.
You should also know that Ooma forces you to upgrade for bare-bones features that come standard on other VoIP phone plans. For example, you can’t get voicemail transcriptions or call recording without upgrading. You can’t even make calls on the desktop app without purchasing the Pro plan.
Ooma Key Features
Pricing for Ooma
Pick from one of four Ooma pricing plans:
What People Are Saying About Ooma
Ooma is rated 4.6/5 stars from 131 reviews.
The following reviews help highlight its benefits and drawbacks:
“It was affordable for a tax-exempt non-profit. Customer service was responsive. We could take our phones from the office to work from home as needed. [But] the call quality was lacking. There was a lag time between when I would speak and when the other person would hear me. This caused issues of us seeming to talk over each other. I would hear my own voice echo.” — G2
“I love that my staff can have individual extensions and that they can use their Cell Phones. I do not like the price. I think it is a little expensive for what it is. Also, I wish that other users could have just the general app on their phone without an extension. Texting would be a nice upgrade as well.” — G2
Nextiva: Best for Third-Party Integrations
Nextiva is a customer experience platform designed to help you communicate through your business phone number and other software, including the tools you already use. It connects with more than 23 third-party tools, including CRMs, productivity apps, helpdesks, Enterprise Resource Planning software (ERPs), and Electronic Health Record platforms (EHRs). This offers you more business continuity — in other words, makes it easy to push data to other hubs you’re using for business, and reduces after-call requirements for anyone completing remote work.
But you should know that Nextiva was designed for large contact centers, and not necessarily growing businesses. Like Zoom Phone, it requires you to upgrade for basic features like AI transcripts and summaries (which you get on every plan with Allo). If you are a contact center, prepare to call support for every little change. Expect to add more remote workers soon? Be prepared to call and ask for help.
If you want a less expensive platform to house your business phone number, you may want to consider a remote work phone system alternative like Allo.
Nextiva Key Features
Pricing for Nextiva
Here’s how much you’ll pay for Nextiva’s remote office phone system:
What People Are Saying About Nextiva
Nextiva is rated at 4.5/5 stars from 3,450 reviews.
Here are some authentic thoughts from both current and previous users:
“[Nextiva] does allow for some more advanced call flow features than some other VOIPs provide. However, there are VOIPs that provide all these same features self-service without wasting hours of time everytime you need a small change. This is the most frustrating company I've ever worked with. I have to call for everything - adding users, changing any settings or basic setup/configuration, and it always takes an hour or multiple hours to get it resolved across multiple reps.” — G2
“I like having the convenience of a VoIP system for remote work and [the] capability of having the app on both my desktop and my mobile phone. [But] the service is very unreliable. It is not the most intuitive or user-friendly. The app often crashes and is not reliable at all. Whenever there is an update, prepare for Nextiva to have lots of issues for a period of time… Some of the features are ones we would never use due to our line of work.” — G2
Dialpad: Best for Unified Communications
Dialpad is a unified communications platform (also known as a UCaaS) that lets you connect remote teams with multiple communication channels. Unlike older systems such as Ooma, this includes access to:
You should know that scaling alongside Dialpad can be a headache. Not only are there user minimums required to upgrade, but there are also limitations around Dialpad’s shared phone numbers. All things considered, it may not be the best business phone provider if you’re trying to run a fast-growing business, like a remote contact center. You may want to consider a Dialpad alternative — including a competitor like Allo.
Dialpad Key Features
Pricing for Dialpad
You can pick from one of three Dialpad pricing plans:
What People Are Saying About Dialpad
Dialpad is rated 4.4/5 stars from 4,696 reviews.
Here are two balanced reviews highlighting both its positives and negatives:
“Dialpad's call recording, transcription, and AI summary are great for documentation. Dialpad does a good job of being user friendly on the agent who is using the call. But the system in general takes time to pull the full transcript, call recording, and AI summary so this can add time to your calls. If you're taking hundreds to thousands of calls in a day, this adds up and backs queues up in caller sprints.” — G2
“Lots of configuration options on how to set up your lines, but it's pretty complex and expensive for a small business. Expensive, requires 3-seat minimum. Everyone has to have a unique phone number. No shared address book across phone numbers. AI transcription is wildly inaccurate.” — G2
CloudTalk: Best for Power and Parallel Dialers
CloudTalk is a (you guessed it) cloud based phone system offering advanced call center features for businesses with high call volumes. For example, you can set up power dialers and parallel dialers that help teams automatically ring the next number in a sequence. Its other business tools include call tags and transfers, a visual call flow builder, and a way to monitor agent status in real time.
But CloudTalk wasn’t designed for small and growing businesses — and it shows. For one thing, its Smart and Power Dialer require the Expert plan, which requires a minimum of three licenses to unlock. This means the lowest price you can pay is $147 per month, which isn’t ideal if those are the only features you need.
Plus, past users say that CloudTalk’s interface is less than intuitive compared to other VoIP providers. This could make things complicated when rolling out to remote workers, who can’t come into the office to get in-person training.
CloudTalk Key Features
Pricing for CloudTalk
There are three CloudTalk pricing plans:
What People Are Saying About CloudTalk
CloudTalk is rated 4.4/5 stars from 1,737 reviews.
Here are some of its most balanced reviews:
“What I value most is how simple and intuitive the setup is. The call flows, number assignment, and user management are very well handled. Additionally, since it's such an easy-to-understand platform, explaining it to collaborators is quick and uncomplicated, which saves me a lot of time on a daily basis.” — G2
“The user interface is not always intuitive, which makes the onboarding process for new employees more time-consuming than it should be. Navigation can feel cluttered at times. Furthermore, the pricing is quite high compared to other solutions on the market, so the price-performance ratio could definitely be better.” — G2
Choosing the Right Remote Office Phone System
Before jumping into any phone platform (or signing on the dotted line), be sure you’re selecting the best possible tool for your remote office.
Stuck between two or more platforms? Use the following criteria to help narrow down your options:
Frequently Asked Questions About Remote Office Phone Systems
Q: What is the best phone system for remote workers?
We’re admittedly biased. But according to thousands of small business owners, Allo is the best phone system for remote workers in small and growing businesses. We help sales teams build prospect relationships, take calls 24/7, and collaborate better on conversations within a single app.
Q: What is the main disadvantage of VoIP?
The biggest disadvantage of a VoIP phone system is that it requires a stable internet connection to run. That said, the minimum bandwidth per concurrent VoIP call is typically 60 to 100 kbps upload and download speeds, depending on the codec. This is roughly the equivalent of streaming music from an app like Spotify or Amazon Music.
Q: How much does an office phone system cost?
Office phone systems can range from $50/month to over $1,000/month depending on your hardware, users, features, and add-ons. Remote office phone systems like Allo start at $18/month. You get unlimited minutes on every plan, plus access to SMS, automations, and even an AI voice agent without hardware, add-ons, or hidden fees.
Q: Can my LLC pay for my cell phone?
Yes, you can have your LLC pay for a traditional cell phone bill, which can potentially lower your tax liability. But paying for a traditional office phone system is typically much more expensive in the long run compared to other options like VoIP platforms. Your best bet is purchasing a remote office phone system like Allo, then letting your LLC pay the $18/month charge.
Starting priceHardware requiredTechnology requiredBest forCloud-based VoIP$15 to $150/user/monthPhone, laptop, or tabletVoice over internet protocolSmall businesses and growing brandsSoftphone apps$0 to $50/user/monthiOS or Android phoneVoice over internet protocolSolopreneurs wanting a second phone numberOn-premise PBX$1,000+, depending on users, lines, and hardwareDesk phones, handsets, cables, and moreLandlines, routers, and moreEnterprises with existing on-prem tech that cannot upgrade to VoIP yetStarting priceBest forUnlimited calls and textsBest featuresG2 ratingAllo$18/user/moSales teamsYesUnlimited domestic calls and texts, AI agent, shared numbers4.6/5Ooma$19.95/user/moPhysical officesTexts require upgradeDesk phones, SIP trunking4.6/5Nextiva$15/user/moRemote teams needing integationsTexts require upgrade23+ native integrations, SIP trunking also available4.5/5Dialpad$15/user/moSmall businesses needing a unified communications platformYesChat, messaging, and video conferencing support4.4/5CloudTalk$19/user/moAdvanced features for outbound callsInternational texts onlyAutomatic power and parallel dialer, with upgrade or add-on4.4/5ProsConsUnlimited local phone calls and texts, plus calls to 90+ countriesShared numbers require upgradeCompatible with iOS and Android mobile phones, plus a desktop app and web appSales-specific communication tools, including AI call assistant, missed call text back, call recording, integrations, and moreProsConsIP phones and SIP trunking availableMust pay extra for hardware like IP phonesPast users report poor call qualityBasic features require upgrades (voicemail transcriptions, calls on the desktop app, call recording, etc.)ProsCons23+ native integrations, includingOnly run up to 10 numbers at once with simultaneous ringLarge jump in pricing for bare-bones featuresYou must call support to make basic changesProsConsOffers call, text, chat, and video on the same planAdditional phone numbers require upgradeSeat minimums required to upgradeShared number limitationsProsConsAutomatic dialing business tools, with upgradeUser minimums required for the Expert planExpensive as you upgradeNot always intuitive to use
