Your Guide to Business Phone Systems
What exactly is VoIP and why is it essential for modern businesses? Find out here… What
Top 5 Business Phone Providers
Explore our selection of the best 5 phone systems for your business.
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Top 5 Business Phone Providers
Explore our selection of the best 5 phone systems for your business.
If you still rely on old-school telephones to conduct business, this has to change. Not just because VOIP systems offer a shedload of great benefits that traditional phones don’t. But also because come January 2027, you literally won’t be able to because the wiring that powers these is getting cut off for business customers!
But don’t panic. Although the clock is ticking (the shutdown of these wires begins this year), you still have bags of time to make the switch. Don’t know where to start when it comes to providers? Well, luckily, we’ve got you covered.
Here, you’ll learn about 5 of the UK’s leading providers, what they can offer your business, and what to look for when deciding. Be sure to stick around until the end because we’ll even show you how to get a range of tailored quotes free of charge!
What is VOIP?
VOIP stands for Voice over Internet Protocol and is a technology that allows people to make voice and sometimes video calls. “But, Mr. Commercial Experts, that’s just a telephone.” Yes, it may seem like that on the surface, but instead of using traditional phone lines, VOIP systems rely on an internet connection.
They convert your voice into digital data packets, which are then sent across the web to the person you’re speaking to. You can break these systems down into two types:
Hardphones: These are the physical components of the system. They look like traditional desk phones and operate in the same way. Punch in the numbers, and away you go. More advanced systems will come with larger touch screens and video capabilities.
Softphones: This is VOIP software. It can be installed on multiple devices, such as a mobile phone, tablet, and laptop, making it easy to stay connected no matter where you are.
As we said at the start, if you’re still using old telephone systems, then switching to VOIP should be high on your agenda. That’s because BT, which operates the copper wires that power these phones, is set to start shutting them down in 2025 and discontinuing them for businesses entirely by 2027.
What Are the Benefits of VOIP Systems?
Reduce Your Costs
Already paying for business broadband? Use that connection and switch your landline to VOIP to save on connection costs. Flat fees replace expensive per-minute rates for distance and international calls.
Flexibility and Mobility
Hybrid and remote work is now the norm, and VOIP systems let your team make and receive calls on any internet-enabled device. Whether at their desk, at home, or on the go, they’re connected.
Scalability
No matter where you are in your business journey, there’s a VOIP for you. As your team expands, so will your system, with many providers making it easy to upsize or downsize to meet your demand.
Advanced Features
VOIP systems include tools like call forwarding, recording, video conferencing, and even CRM integration. These help you deliver faster, more personalised service.
Never Miss Calls
If a customer’s call isn’t answered, they’re likely to be among the 85% who won’t call back. VOIP features like call routing and auto-menus ensure that every call reaches the right person, keeping both new and existing customers happy.
Reliability
Modern systems offer near-perfect uptime, even during outages. Built-in backup options automatically reroute calls to keep your business running smoothly without interruptions.
Environmental Sustainability
With more sustainability rules coming into play, your business needs to do its part to stay compliant. VOIP reduces the need for physical infrastructure, energy use, and waste. Some providers even refurbish old hardware, making your setup cleaner and greener.
Easy Integration With Existing Tools
Seamlessly connect to CRMs, email, and instant messenger apps. This keeps your customer data in sync in one central location and saves your team the hassle of juggling multiple platforms.
High-Quality Audio
VOIP systems use high-definition audio codecs that often outperform old-school landlines, ensuring every word comes through loud and clear.
Which is The Best Business Phone System?
| Provider | Best For | Pricing |
|---|---|---|
| bOnline | Freelancers and small businesses needing affordable, flexible contracts. | £9.95/user/month + VAT |
| 4Com | Larger businesses needing top-tier hardware and UK-based support. | Custom pricing |
| MTech Communications | Feature-rich solutions with advanced hardware. | Custom pricing |
| RingCentral | Businesses wanting global coverage and extensive integrations. | From £24.99/user/month |
| Rydal | Businesses needing tailored, flexible VOIP and comms solutions. | Custom pricing |
bOnline
Best For: Freelancers and small and growing businesses looking for affordable systems with multiple features on shorter contracts.
We kick things off with bOnline, the UK’s premier VOIP provider for freelancers and small and growing businesses. They aim to shake up the norm by offering shorter contract lengths, removing cancellation fees, and refusing to raise in-contract prices. If you’re a smaller operation looking for an affordable system without sacrificing quality, bOnline might be the one for you.
beonlin’s Unlimited Calling Package
Price: £9.95 per user/month + VAT
Contract Length: 12-month and 24-month options available
What’s Included?
Digital Phone Line & Number: Establish a professional presence with a dedicated business phone number.
Unlimited Inbound Calls: Receive an unlimited number of incoming calls without any additional costs.
Unlimited UK Landline & Mobile Calls: Make unlimited outbound calls to UK landlines and mobile numbers to reach prospects, leads, and clients without breaking the bank.
Mobile & Desktop Apps: bOnline’s mobile and desktop applications allow you to access your business phone no matter where you or your team are based.
Call Forwarding: Redirect incoming calls to another number so you never miss important calls again.
Voicemail-to-Email: Receive voicemail messages directly in your email for convenient access and management.
Time-of-Day Routing: Route calls based on the time of day so they are directed appropriately during business hours, after hours, or holidays.
4Com
Best For: Larger businesses seeking a dedicated VOIP system with some of the best hardware on the market and comprehensive UK-based support services.
Bournemouth-based 4Com has been supplying UK businesses with high-end VOIP systems since 1999. Over its 20 years in the game, it has had partnerships with Panasonic, Siemens, and Samsung. Today, the award-winning provider actually makes and sells HiHi’s top-of-the-range hardware.
4Com’s HiHi on Fibre Line
Pricing: Custom pricing based on your requirements
Contract Length: Custom based on your requirements
What’s Included?
- Dedicated Internet Connection: Don’t share your connection with other 4Com customers! Enjoy a private, high-performance connection specifically designed to handle the needs of larger businesses.
- Priority Traffic for Voice and Video: Your voice and video data are prioritised. This means you will benefit from uninterrupted communication, whether internally between teams or externally with clients.
- HiHi Business Phone System Included: This system comes with modern HiHi desk phones, which are specifically designed for ease of use and flexibility.
- HiHi Connect Mobile App: Make and receive business calls from your mobile or tablet devices so you and your staff are connected no matter where you are.
- HiHi There Video Calling App: Facilitates video calls with clients and contacts, even to those who don’t have a HiHi system.
- UK-Based 24/7 Support: Get quick help from local experts any time of the day.
- Headset-Compatible System: Supports a wide range of headsets for added comfort and hands-free use.
- Nationwide Engineering Team: All installation and ongoing maintenance is handled by technicians based across the country.
MTech Communications
Best For: Businesses looking for lots of features with advanced hardware and comprehensive support.
One of the newcomers to the scene, Mtech Communications, has been providing VOIP systems to businesses across the UK since 2018. They proudly wear their “unwavering dedication to quality, integrity, and teamwork” mantra on their sleeve and are continuously adapting to meet their businesses’ needs. With some serious hardware in their arsenal, if you’re looking for advanced systems that do it all, Mtech could be the perfect fit.
Mtech Comminications’ iPECS 1080i Package
Pricing: Custom pricing based on business requirements
Contract Length: Flexible terms tailored to client needs
What’s Included?
- iPECS 1080i Handset: The iPECS 1080i is jam-packed with great features, including a 7″ touchscreen, HD video (720p), and an 8MP camera, ideal for high-quality video calls. It includes built-in Wi-Fi, Bluetooth, dual gigabit ports, USB and HDMI connectivity, and HD audio with wideband voice support.
- Cloud-Based PBX System: Everything is managed through the cloud from Mtech’s secure and resilient data centers. This enhanced security can offer you peace of mind, knowing your and your customer’s data are safe.
- Unified Communications: Integrates voice, video, SMS, messaging, and presence across devices. This gives you multiple ways to communicate internally and externally, all through one device.
- Scalability: Easily scale up or down and add features as needed, meaning your system can grow (or shrink) with your business.
- Optional Add-ons: Add additional features to your system, including SMS marketing, on-hold marketing, call recording, reporting, and PCI compliance.
- 24/7 Support: Although it isn’t offered as standard, 24/7 support options are available.
RingCentral
Best For: Businesses of all sizes looking for advanced features and extensive integration capabilities from a trusted global provider of VOIP Systems.
American company RingCentral is one of the big hitters when it comes to VOIP systems, with over 400,000 companies on its books around the globe. It’s also leading the race when it comes to AI integrations and is trusted by some of the world’s leading corporations, including BT, Vodafone, and AT&T.
RingCentral’s RingEX Premium Package
Pricing: Starting at £24.99 per user/month
Contract Length: Not specified
What’s Included?
- Call Management: Get unlimited UK and international calls to conduct business anywhere without additional fees. Other call management features include auto-attendant, call forwarding, transfer, park, screening, and shared lines, all managed through a cloud-based PBX system.
- Conferencing & Video: Host HD video meetings with up to 200 people and audio calls with up to 1,000. This includes screen sharing, annotations, and cloud recording capabilities.
- Team Collaboration: Built-in messaging includes file sharing, task assignment, and integrations with tools like Google Drive, Box, and Asana. This helps streamline communication and collaboration across larger teams and departments.
- Advanced Reporting: Access real-time analytics, performance dashboards, and call quality insights to monitor and improve communication and performance business-wide.
- CRM & App Integrations: Streamline workflows and centralise important information by seamlessly connecting to Salesforce, Zendesk, Microsoft Teams, and Slack.
- Developer Tools: Open APIs can be used to build custom apps or integrate your system into existing voice, messaging, and data tools.
- Security & Admin: Sleep soundly at night, knowing your data is protected by enterprise-grade security (TLS, SRTP), GDPR compliance, SSO support, and granular role-based permissions.
- 24/7 Support: Round-the-clock assistance combined with easy-to-use admin tools for managing users, sites, and system preferences.
Rydal
Best For: Businesses for tailored packages instead of “one-size-fits-all” solutions.
Back in Blighty now for our final pick with Rydal! With a strong focus on you and your needs, the Cambridgeshire-based provider has won numerous awards for their customer-centric approach. Since 2008, they have helped businesses up and down the country with their communication and, more recently, IT security and energy needs!
For Rydal, we haven’t selected a specific package to explore, as all of its packages are fully customisable. Its pricing is based on your business’s needs; specific details require direct consultation with Rydal.
What’s Included?
- Inbound Number Routing: Use non-geographic virtual numbers to direct customer calls to the correct departments or individuals. This helps to reduce wait times and improve the overall customer experience.
- Auto Attendant & Interactive Voice Response (IVR): Set up a virtual receptionist to greet and guide your customers through various menu options without requiring manual input.
- Call Forwarding & Transfer: Never miss an important call again with automated redirects to the right team or individual.
- Call Recording & Analytics: Record your calls for quality and training while keeping records for regulatory compliance.
- Curo IP Platform: Rydal’s in-house Curo IP platform combines calling, messaging, meetings, and collaboration into one centralised platform.
- Desktop & Mobile Applications: With mobile and tablet-friendly software, you can manage calls and meetings from your desk or on the go.
- Microsoft Teams Integration: Easily integrate with Microsoft Teams to make and receive calls, host meetings, and collaborate directly within the Teams interface.
- Cloud-Based & On-Premise Solutions: Choose between flexible cloud-hosted systems or in-house solutions based on your setup.
- Multi-Channel Communication: Engage with your customers via multiple channels, including voice SMS, WhatsApp, and live chat.
- CRM Integration: Seamlessly integrate with your existing CRM system to centralise customer data during calls and provide a better overall experience.
How to Choose the Best VOIP Provider
What’s that? You want to switch over to VOIP? That’s great; I’m glad we could help!
But before you go signing your life away, there are a few things you need to think about first. Below are seven factors to help you choose the best VOIP provider for your business.
Assess Your Business Communication Needs
Determine how many phones your team needs. Look at call volume, peak times, and whether your setup needs to support hybrid or remote working. If you only need basic calling, go simple. But if you want advanced features, it pays to shop around.
Provider Reliability and Call Quality
Check review sites like Trustpilot or Google Reviews to see what people say about the providers. You can have the coolest, most advanced system in the world, but it’s worthless if the connection is rubbish. Ask about uptime guarantees, traffic prioritisation, and service level agreements to ensure consistent performance.
Scalability and Flexibility
Find a provider that meets your needs now but also grows with your business. How easy is it to add or remove users? Ask about contract length and determine whether you want the security of a long one or the flexibility of a short one.
Pricing Structures
Know what you’re paying for. Look into setup costs, monthly fees, paid add-ons, potential overage charges, support fees, or hidden extras like termination charges or update costs. Make sure it fits your budget and that you’re getting value for your money.
Customer Support and Service
When things go wrong, how will they sort it out? Choose a provider offering 24/7 help, ideally through multiple channels like phone, email, and live chat. Quick support is a lifesaver, especially if you’re conducting business abroad and across time zones.
Check Compliance and Security Measures
Always confirm that the provider is GDPR compliant. Ask about their encryption, user access controls, and whether the system allows emergency service access. Data security and legal compliance should be taken very seriously.
Test the Service
Always ask for a trial period. It’s the best way to check if the system suits your team. Gather staff feedback early—if they hate it, don’t commit. Use this trial period to iron out issues before signing on the dotted line.
How Can I Get a VOIP System for My Business?
So there you have it, an overview of some of the leading VOIP providers in the UK. Now, there’s just one thing left to do: get a quote for your business! Luckily, we’ve made it as simple as possible for you to get started.
Just tap the button below and answer a few simple questions about your business. Then, based on your responses, you’ll receive a range of tailored VOIP quotes from some of the country’s best providers!
This service is completely free with no hidden costs. So, if you don’t like what you see, just walk away without spending a penny. What’s not to like?
Just tap below and get comparing now!
FAQs
What is VOIP?
VOIP stands for Voice over Internet Protocol. It allows voice (and sometimes video) calls over an internet connection instead of traditional phone lines. It works by converting your voice into digital data, making communication faster, more flexible, and ready for the upcoming PSTN switch-off.
Can VOIP work across multiple locations or teams?
Yes, VOIP systems are ideal for multi-site or distributed teams. Staff can make and receive calls using the same system from any internet-connected device, keeping everyone on the same page—no matter where they are in the UK or beyond.
What features do VOIP systems typically include?
Most VOIP systems come with advanced tools like auto-attendants, voicemail-to-email, call analytics, and CRM integration. These features improve customer service, simplify workflows, and give teams more control over communication—especially helpful for growing or dynamic operations.
Why do I need to switch from a traditional phone system?
Traditional landlines will be phased out in the UK by 2027. VOIP systems are essential to avoid service disruption, access modern features, and stay connected. They’re more cost-effective, futureproof, and compatible with how businesses now operate—especially with hybrid and remote setups.
How can I get a VOIP system for my business?
Just tap the Start Free Quote button, answer a few quick questions, and get personalised quotes from leading UK providers. The service is 100% free, with no obligation. If nothing fits your needs, walk away without spending a penny—it’s that easy.
