The Ultimate VoIP Phone Systems Guide
VoIP systems are a necessity in the modern world of business. Here’s all you need to
Top 5 Business Phone Providers in the US Compared
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Still using landlines for your business communications? That needs to change today. Every modern business needs to be equipped with a VoIP phone system; otherwise, you risk being left behind.
But what is a VoIP system? Why do you need one for your business? And who is the best VoIP provider?
Well, it’s your lucky day, because you’re in the right place to find out the answers to all of this and more!
What is VoIP?
Voice over Internet Protocol (VoIP) is a type of IP telephony that uses an internet connection to make voice and multimedia calls to another device.
In simple terms, it’s a phone that uses the internet to make and receive calls instead of traditional landlines. You may already use a type of VoIP software in your business, like Zoom or Microsoft Teams.
How does VoIP work?
VoIP works exactly the same as traditional phones, but instead converts voice signals into digital cell packets, compresses them, and then transmits them via the internet.
Typically, you’ll need a router, a stable internet connection, and a VoIP-enabled device to make and receive calls. These can be desktop/laptop computers, mobile and tablet devices, or specially designed VoIP phones.
Unlike landlines, you don’t require extensive physical infrastructure to use a VoIP system, making them easier and more cost-effective to use.
What are the Advantages of VoIP Phones?
There is a range of VoIP system benefits that your business can enjoy from making the switch. Below are just some of our favourites.
Cost Savings
VoIP can significantly reduce your costs because it doesn’t rely on a dedicated infrastructure. Instead, you can just hook it up to your already established internet connection, and you’re all set. Yes, you may need to upgrade your internet package to accommodate these calls, but when compared to being able to slash your monthly bills by up to 50%, it’s peanuts.
With VoIP solutions, you can wave goodbye to long-distance fees. All calls are routed via the internet, so if you conduct business abroad, you can make calls for as little as $0.01/min.
Most packages are based on a subscription model. This allows you to benefit from predictable and fixed pricing, helping you forecast better and minimize any unexpected charges.
Easy Setup & Scalability
All VoIP takes is an internet connection and a compatible device. Each provider will come with their dedicated app that you install on your device of choice, be that a computer, mobile, or tablet. Then you’re good to go: no physical landlines, just plug-and-play solutions that take minutes to set up.
You can easily add or remove users and lines via an online dashboard. This makes them perfect if you’re looking to grow (or downsize) in the future, allowing your system to match your ever-changing needs. Some providers will allow you to easily add or remove features, allowing for a highly customizable solution.
Advanced Features
Speaking of features, VoIP telephones come with a whole host of them not found on their outdated counterparts. Just some of these include:
- Auto attendants
- Video calls
- Conference calls
- Voicemail-to-email
- Call queues
- Call recording
- Call monitoring
- Call transfer
- Call barging
- Integration with current devices
- CRM and app integration
There’s only one winner when it’s VoIP vs a landline.
Flexibility & Remote Work
Remote or, at the very least, hybrid work has become so popular in the US that nearly 25% of the country’s workforce engages in it. And what better way to ensure your team stays in, no matter where they are?
Being able to easily download onto your team’s phones, laptops, or tablets allows them to stay connected and on the ball, whether they’re in the office, at home, or on the move.
You can even assign international numbers to these devices, allowing you to have a local presence without being physically in the location, and avoid any expensive tariffs that you will find with PSTN calls. Local numbers are also a great way of building trust within a local community.
Call Quality & Reliability
How many times have you had to ask a team member or a client to repeat themselves, or misunderstood what was said because of a poor connection? Well, that’s now a thing of the past, because VoIP supports crystal-clear, high-definition voice quality calls. However, we should point out that this quality is very much dependent on the strength of your internet connection.
With a reliable connection, you can enjoy 99% uptime. And if something does go wrong, then troubleshooting has never been easier, as this can usually be resolved with bandwidth management or software updates.
Productivity & Efficiency
With VoIP’s all-in-one dashboard, you can manage calls, texts, voicemails, email, and video conferencing all through one single portal. Built-in messaging, file sharing, and group chat features let your team communicate effectively in real-time. Having one centralized system allows you to streamline all aspects of internal communication, reducing the need to switch between apps and potentially missing key information.
Top 5 US VoIP Phone System Providers: Our Verdict
Just before we have a look at our top 5, there’s something we need to clear up. This isn’t a ranking table with each provider pitted against one another. Instead, it’s more of an overview of each business, its pros and cons, and how they can help you.
This way, you have a more objective view and can use this information to find the best fit for your business.
| Provider | Best For | Price |
|---|---|---|
| RingCentral | Midsize to large teams needing scalability | $25/user/month (ann.) |
| Nextiva | Remote & growing businesses | $40/user/month |
| Vonage | Cost-conscious teams wanting key features | $20.99+/user/month |
| 8x8 | Tech-focused teams needing customization | Custom pricing |
| GoTo Office | Teams looking for built-in AI functionality | $34/user/month (ann.) |
RingCentral
Best for mid-to-large businesses looking for scalable and easy-to-use systems.
- Pros
- Easy to set up and manage.
- Business or toll-free number included.
- Works seamlessly across desktop, tablet, and mobile devices.
- Includes a wide range of integrations (Microsoft, Google, Slack, etc.).
- Ideal for remote, hybrid, and on-prem teams.
- Cons
- Internet faxing requires an upgrade on some plans.
- Customer support has mixed reviews.
First up, we have RingCentral, a leading cloud-based communications provider that allows businesses to stay connected via phone, video, messaging, and collaboration tools. One of the largest players in the game, today, they serve over 400,000 customers across 46 countries. Known for their reliability, scalability, and user-friendly platforms, RingCentral keeps your business connection operations on track, no matter what.
Why Choose RingCentral?
- Unified Platform: Centralize your communications and benefit from voice, video, instant messaging, SMS, fax, and team collaboration tools all from one provider.
- AI-Powered: AI is all the rage at the moment, and RingCentral is using this with tools like call summaries, automated workflows, and intelligent call routing, helping you stay organized or enhancing team efficiency.
- Known Reliability: With a 99.999% uptime, RingCentral anticipates that your business will experience less than 6 minutes of downtime throughout the year.
- Extensive integrations: Easily connects with Microsoft Teams, Google Workspace, Slack, Salesforce, with a total of 533 integrations available at the time of writing.
- Global-Ready Infrastructure: RingCentral operates in 46 countries, ensuring a reliable global infrastructure is already in place for you to conduct business internationally.
- Multi-Device Functionality: Access everything from your desktop, tablet, or mobile devices so you and your team stay connected in the office, at home, or on the move.
- Built-in Analytics: Access real-time data dashboards to help monitor performance, allowing you to optimize your workflows and make data-informed, strategic decisions.
Package Highlight: Advanced Plan
Price: $25/user/month (billed annually)
The Advanced Plan is perfect for scaling teams that need all of the features of a high-quality VoIP system, without breaking the bank. Key features include:
- Unlimited calls in the US and Canada
- Business or toll-free number
- 1,000 toll-free minutes per month
- Video meetings for up to 200 participants
- Multi-level auto attendant
- Automatic and on-demand call recording
- Call monitoring tools (barge, whisper, coaching)
- Team messaging, file sharing, and SMS/MMS
- Internet fax
- Real-time analytics
- Integration access (Salesforce, Microsoft Teams, etc.)
- Full support via desktop and mobile apps
- 24/7 phone and chat support
- Annual payment discount
Nextiva
Best for remote teams and growing businesses that need a wide range of features.
- Pros
- 24/7 customer service is included across all plans.
- Unlimited US, Canada, and Puerto Rico calling.
- Includes social media and review site management features.
- Wide range of features at all levels.
- Cons
- SMS limits are low compared to other providers.
- More expensive than many other VoIP alternatives.
- The wide range of features may be overwhelming for new users.
Next up (see what we did there?), we’ve got Nextiva. Based in Scottsdale, Arizona, they support thousands of businesses across the US with their VoIP phone systems, customer management tools, and unified communication solutions. If you’re looking for simplicity and mixed with more features than you can shake a stick at, they’ve got you covered!
Why Choose Nextiva?
- Unified Communications: Their dashboard combines voice, video, SMS, team messaging, live chat, and social media engagement all under one system.
- 24/7 Customer: No matter what package level you choose, you will benefit from their award-winning 24/7 support.
- Unlimited Calling Within the US, Canada, and Puerto Rico: Whether you’re ringing domestically, north of the border, or to Puerto Rico, you won’t be stung with any long-distance or hidden fees.
- Customer Journey Automation: Features like intelligent call routing and CRM integration help your customers reach those they need to with minimal hurdles. Improve customer satisfaction and streamline your workflows; what’s not to like?
- 99.999% Uptime Reliability: Nextiva’s enterprise-grade infrastructure keeps you connected and the wheels turning with minimal, if any, downtime. They handle over 1 billion calls a year, all with near-perfect uptime.
- Mobile and Desktop Access: Work from anywhere with apps for iOS, Android, Windows, and macOS.
- Real-time Analytics: Gain valuable insights into call volumes, customer trends, and agent performance. Then put this data to good use to make better-informed strategic decisions.
- Simple Setup and Management: Built with user-friendliness in mind, Nextiva’s systems are easy to set up, meaning you don’t need to be a tech wiz to get up and running.
Package Highlight: Engage Plan
Price: $40/user/month
- 2,000 toll-free minutes per month
- Live chat and chatbot for real-time website engagement
- 24/7 award-winning customer support
- Customer-to-team SMS plus 250 SMS messages per user per month
- AI voicemail transcription with summaries and call screening
- Digital fax support via the vFax Portal
- Auto attendant (IVR) call routing
- Call recording and voice analytics
- Prebuilt dashboards and reporting templates
- Microsoft Teams integration
- Desktop and mobile apps for voice, SMS, video, and chat
- 10 group inboxes for social media, email, review sites, and live chat
- 99.999% uptime service level agreement
- Visual call-flow builder with intuitive admin controls
Vonage
Best for those looking for an affordable base package with a range of features.
- Pros
- 40+ capabilities across all packages.
- 99.999% uptime guarantee.
- Full mobile and desktop app support for seamless remote collaboration.
- 24/7 dedicated customer support.
- Cons
- The wide range of features may overwhelm new users of VoIP.
- 99.999% uptime guarantee. Add-ons (e.g., call recording, toll‑free numbers) require additional fees, and these can quickly add up.
Although based in New Jersey, our next pick, Vonage, has offices throughout the US, Europe, and Asia. This international reach stretches to their customers as they power the telecommunications for more than 100,000 businesses in over 40 countries. If you’re looking for an affordable basic package but still want a host of features, Vonage is for you.
Why Choose Vonage?
Comprehensive Unified Communications: Delivers voice, team messaging, SMS/MMS, toll-free and local numbers, video conferencing, and more, all from one centralized platform.
Large Number of Features: 40+ features even at entry-level systems. These features include all routing, call forwarding, auto-attendant, and 3-way calling, among others.
Enterprise-Level Uptime: Benefit from uninterrupted communications with a 99.999% uptime guarantee.
Multi-Device Capability: Enjoy full-functioning apps on iOS, Android, Windows, and macOS systems. No matter where you and your team are and what devices you’re using, you’re always connected.
Collaboration Tools: Includes video meetings (up to 200 participants), team messaging, SMS, and toll‑free calling. This can help streamline your communications both internally and externally, promoting a more cohesive workplace and better customer satisfaction.
Wide Range of Integrations: Seamlessly integrate with software you already use, including CRM systems (Salesforce, Microsoft Dynamics, and Zoho) and productivity tools (Slack and G Suite).
Broad International Reach: Supports operations in 40+ countries with local numbers available in many regions. This can help you establish a presence in new regions without being there physically.
Package Highlight: Premium Plan
Price: $20.99 per user/per month (plus taxes & fees)
- VBC Mobile App access
- VBC Desktop App access
- Unlimited calling within the US and Canada
- Unlimited SMS/MMS messaging
- Main local company number
- Voicemail with voicemail-to-email
- Access to the VBC Admin Portal
- Basic team messaging and collaboration tools
- Support for IP desk phones
- 40+ built-in unified communications features
- IP desk phone functionality included
- Unlimited Vonage Meetings (video conferencing for up to 200 participants)
- Persistent team messaging with file sharing
- Access to Vonage App Center for integrations (e.g., Salesforce, Microsoft 365, Slack)
- Single Sign-On (SSO) support
- Enhanced real-time analytics and dashboards
- Improved app experience across desktop and mobile platforms
- 99.999% uptime SLA
- 24/7 customer support
8x8
Best for more technically minded businesses looking for customizable packages and systems.
- Pros
- Unified platform with voice, video, chat, and contact center features.
- Strong core features like auto-attendants, call queues, and voicemail transcription.
- Accessible across desktop, mobile, and web without app installation.
- Built-in video conferencing and team messaging.
- 24/7 support and a comprehensive help center.
- Cons
- Pricing is custom-only, with no transparent public rates.
- Some advanced tools require setup or higher tiers.
Forming way back in 1987 and beginning life as Integrated Information Technology, 8×8, as they’re now known, is today’s fourth pick. They offer a unified cloud communications platform that includes voice, video, chat, contact center, and APIs. With a focus on simplicity and global scalability, 8×8 supports modern workforces through desktop, mobile, and browser-based apps.
Why Choose 8×8?
- Unified Platform: 8×8 brings together voice, video meetings, team chat, SMS, and contact center capabilities in a single solution, simplifying internal and external communication.
- Cross-Device Accessibility: Flexibility is all part of their solutions. Use the 8×8 Work app across desktop, mobile, or directly in your browser.
- Range of Advanced Features: Includes auto attendants, ring groups, call queues, extension dialing, call forwarding, voicemail transcription, and call recording.
- High-Definition Video Meetings: Known for their crystal-clear video calls, these systems also include screen sharing and team collaboration built into the same platform.
- Enterprise-Ready Reliability: Patented technology ensures call quality and performance, supported by an SLA that covers voice quality and 99.99% uptime.
- Support and Learning Resources: On top of their 24/7 support, 8×8 also has a library of resources so you can train you and your team and troubleshoot in-house. Resources include: user guides, admin help, and training articles.
Package Highlight: N/A Custom Plans Only
Price: N/A
8×8 does not offer preset pricing tiers or packages. Instead, they work with your business to build a tailored solution to meet your specific needs. Custom plans may include:
- Unlimited calling, SMS, and team chat
- Auto-attendants, call queues, ring groups
- Call recording, analytics, and reporting tools
- Video meetings with screen sharing
- 8×8 Work apps (desktop, mobile, and browser-based)
- CRM and productivity integrations
- Support for hybrid and global teams
- Pros
- AI features come as standard.
- Includes over 100 features, even at lower levels.
- Full access across desktop, browser, and mobile devices.
- AI-assisted contact center features, including digital channels and real-time analytics.
- Cons
- You have to fully close the app to stop notifications pinging.
- Includes over 100 features, even at lower levels. Limited analytics for smaller teams.
Last but certainly not least, we have GoTo. Leading the way with AI technology in the VoIP world, they offer tools for voice, chat, meetings, contact center, and developer APIs. At the heart of everything they do is their core values of reliability, customer-centric design, and zero-trust security.
Why Choose GoTo?
All-in-One Platform: Combines cloud phone, meetings, messaging, contact center, and AI capabilities in one unified product.
100+ Features: Loaded full of features, GoTo includes auto attendants, call routing, voicemail with transcription, ring groups, call queues, and more.
Multi-Device Capabilities: Desktop, mobile, or web without hardware. Whatever your device of choice is, GoTo has you covered.
Integrations: Easily integrate with other systems, including Salesforce and Google. It, however, does not integrate with Zendesk or Office 365.
Built-in Video Conferencing: Meetings are fully integrated within the platform, with screen sharing and team collaboration tools coming as standard for a more cohesive team both in the office and working remotely.
Robust Contact Center Tools: Digital channel support (SMS, web chat, email, social, and WhatsApp), AI receptionist, call distribution, analytics, and quality monitoring.
Reliability & Security: GoTo guarantees 99.999% uptime and enterprise-grade security features to help protect sensitive data.
Easy to Use: Their systems are built with simplicity in mind. Drag-and-drop call routing builder, unified admin console, and fast onboarding with intuitive setup.
Package Highlight: Connect CX Plan
Price: $34 per user/per month (billed annually)
- Auto attendants.
- Call routing.
- Ring groups.
- Call queues.
- Voicemail-to-email and voicemail transcription.
- Unlimited US calling.
- International calling support.
- Call forwarding.
- Conference bridging.
- Team messaging.
- Virtual fax.
- Third-party integrations.
- Number porting.
- Admin tools and dashboard access.
Tips on How to Choose a VoIP Phone System
Tip 1
Feature Needs
Your business is unique, and so are your VoIP needs. If you’re a local plumber taking neighbourhood calls, then you’re only going to need a basic package. If you’re calling colleagues in Texas, customers in Tokyo, and suppliers in Toronto, then you’re going to need a much more extensive deal with all kinds of additional features.
This is why identifying what you need your VoIP system to do should be your first step. This way, you won’t end up overpaying for a bunch of features that, no matter how cool they are, you won’t use.
Ideally, your provider will offer a trial period.
This way, you can test the system in a real-world setting to see whether it meets your needs, and equally important, if your team likes it. If they find it difficult to use, then it’s time to look for another system.
Tip 2
Contract Length
VoIP phone providers often offer different contract options, and both long- and short-term deals come with trade-offs.
Longer contracts are usually cheaper and great for a “set it and forget it” mindset. One less plate to keep spinning in your already busy life, running a business. But if you find that the service isn’t fit for purpose or you find a better deal later on, you may struggle to get out of your contract without paying any hefty exit fees.
Shorter contracts give you the flexibility to pivot if things aren’t working or if a better option comes along. That said, you will have to go through the process of sourcing, assessing, and implementing a new system (as well as migrating all of your data) on a much more regular basis.
Tip 3
Cost and Fees
We shouldn’t really have to say this, but if it’s not within your budget, then find something else. You may have found the best VoIP system on the market with all the bells and whistles, but if you can’t afford it, then it’s not worth stretching your finances too thin.
Always always look beyond the advertised monthly fee and dig into the fine print: Are there setup charges? How are domestic and international calls billed? Does customer support cost extra? If something seems vague, ask for clarification to avoid any nasty surprises when your first bill comes in.
It’s also worth asking about upgrade and downgrade policies so you know what it will cost to scale. Can you easily add or remove users or features? Or will that trigger additional charges?
Tip 4
Support
If everything is sunshine and rainbows when things are going great, that’s one thing. But what happens when things go wrong? Do they offer 24/7 support where you can directly contact someone in the US, or are you stuck with a less-than-helpful chatbot?
If your service cuts out, every second you’re not able to take or make calls is costing you time, money, and your reputation. Look for providers that offer SLAs for restoring connectivity and clarify what compensation you’re due if they fail to meet these.
Nothing beats a dedicated account manager. They learn your business, offer tailored advice, and who knows, if you strike up a good enough rapport with them, they may even be able to pull some strings and get you perks and discounts down the road.
Tip 5
Integrations
Chances are, you already rely on tools like CRMs, helpdesk platforms, or live chat software. The right VoIP system should integrate seamlessly with these tools to create a smoother workflow.
Whether it’s syncing call data with your CRM, launching calls from within your email platform, or automatically logging interactions, solid integrations eliminate double work and improve your team’s efficiency.
Tip 5
Check Reviews
Salespeople will tell you all day long how great their service is. But how can you be sure?
The best way is to check out sites like Trustpilot and Google Reviews. Here you’ll find customers giving their honest, real-world opinions. One or two bad reviews are to be expected. But if you see the same thing come up time and time again (both good and bad), then this is probably a true indication of their service.
How Can I Get a VoIP System for My Business?
Now you’re a bit more clued up on business phone systems and how they can benefit your business, there’s only one thing left to do: find one for your business!
Here at Commercial Experts, we’ve already helped countless US businesses like yours find the best VoIP phone system provider for them, and we’d love for you to be next!
All you have to do is tap the button on this page and answer a few quick questions about your business. Then, based on your responses, get a range of business telephone quotes tailored to meet your specific needs.
Don’t like what you see? No problem: this service is 100% no-strings-attached, so you can walk away with zero obligation.
So what are you waiting for? Tap the button and get comparing now!
FAQs
What is a VoIP phone system?
A VoIP (Voice over Internet Protocol) phone system is a type of telecommunications device that uses your internet connection to make voice and multimedia calls. It replaces traditional landlines, offering greater flexibility, advanced features, and cost savings.
What are the main advantages of switching to VoIP?
VoIP offers cost savings, easy setup, remote accessibility, and advanced features like video calling, voicemail-to-email, and CRM integration. It supports clearer call quality and allows businesses to scale quickly without the need for extensive infrastructure or expensive long-distance fees.
What should I consider when choosing a VoIP provider?
Consider your feature needs, contract length, pricing structure, support availability, and integration options. Check for hidden fees, review contract terms, and ensure compatibility with your existing tools. Read customer reviews to assess service quality and provider reliability.
Which is the best VoIP provider for my business?
It depends on your business size, feature requirements, and budget. RingCentral is great for scalability, Nextiva for remote teams, Vonage for affordability, 8×8 for customization, and GoTo for AI features. Compare plans carefully to find the best fit for your needs.
How can I get a VoIP system for my business?
Just tap the button on this page and answer a few quick questions about your business. Then you’ll receive a range of tailored VoIP quotes from some of the US’s leading suppliers. All quotes are 100% free with no obligation to commit.
