Cloud phone (VoIP) systems give your team business numbers that work on desk phones, laptops and mobiles, with call routing, voicemail-to-email and analytics. They have largely replaced on-premise phone systems for small and mid-sized businesses.
Call quality depends on your internet connection as much as on the vendor. Ask for a trial, test from your real locations and confirm number porting timelines before you sign.
What to look for
- Auto-attendant and call routing
- Mobile and desktop apps
- Call recording and voicemail transcription
- Business SMS
- CRM and helpdesk integrations
- Call analytics and queues
How pricing works
- Per-user, per-month plans; call recording and analytics often in higher tiers
- International calling and toll-free minutes may be metered
- Hardware desk phones are bought or leased separately
- Regulatory fees and taxes are added on top of the plan price
Model three-year cost with our total cost of ownership calculator.
Commonly evaluated Business Phone & VoIP providers
Selected by our editors as a starting point — not ranked, and not paid placements. Ratings appear only after genuine reviews pass moderation.
RingCentral
Nextiva
Dialpad
8x8
Zoom Phone
Vonage Business
Questions to ask every vendor
- How long does porting our existing numbers take?
- What taxes and regulatory fees will appear on the bill?
- Is business SMS registered for compliance (e.g., A2P 10DLC in the US)?
- What is the uptime guarantee?
- Are there contract minimums on users?
Red flags
- Long contracts with user minimums
- Number porting fees or delays
- Surprise regulatory surcharges
- No trial on your own network
Frequently asked questions
Can I keep my current business number?
Related guides
- How to choose business software: a 7-step buying framework
- CRM buyer's guide for small and mid-sized businesses
- The hidden costs of SaaS: total cost of ownership explained
Editorial content written by the BusinessReviews.com team following our editorial policy. Vendor names are trademarks of their owners. Verify current pricing and features with each vendor.