The Ultimate Guide for Choosing the Best Business VoIP Provider (Updated)
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There are many business VoIP options available online, but the best ones give users access to a lot more features than just inbound and outbound calling.
In this article, KnowInsiders will explain what is business VoIP, and how to choose the best business VoIP provider for your company.
What is VoIP?
VoIP refers to a type of business phone service that enables you to make phone calls directly from your computer or mobile device while utilizing sophisticated call management tools.
Business VOIP is the ideal phone solution for small businesses, as opposed to the outdated, cumbersome phone setup. While upgrading to a more robust business phone system, you can reduce your traditional phone costs.
We will also share our comparison of the top VoIP phone providers for small and growing businesses since we had to select a VoIP provider for our own company.
Internet phone service is referred to as VoIP, or voice over IP. VoIP services, in contrast to traditional phone services, receive and make calls over your wired internet connection or Wi-Fi.
Benefits of using VoIP
Following are just some of the benefits of using a business VoIP phone system:
Incoming calls can be received on your computer (desktop app), VoIP phone systems, and even your mobile device (Android / iOS).
To receive incoming calls, multiple team members and employees can use the same number.
Voice call duration, hold times, wait times, and usage can all be easily tracked.
Call forwarding, caller ID, call waiting, call routing, call queues, unlimited extensions, and other features are typically included with business VoIP services.
You can use the same business phone number wherever you want because business VoIP services are cloud-based.
You don't have to give clients your personal cellphone number because it gives you a business number.
When compared to a traditional landline phone, business VoIP offers more affordable local and international calling rates.
Popular business VoIP providers also offer features like team messaging, workflow automation, business SMS text messaging, and video conferencing.
The availability of a business phone number has become simple for organizations of all sizes thanks to the flexibility and freedom that business VoIP technology offers. You can use business VoIP whether you run a one-person startup, a growing 10 person team, or a well-established company with more than 100 employees.
You could face some major difficulties if you don't pick the best business VoIP provider, though.
For instance, your internet connection's (bandwidth) quality and the service provider you're using both affect the voice quality of VoIP calls.
Unlike landlines, VoIP connections will be lost during a power outage or internet outage, but if you're prepared, this shouldn't affect the majority of small businesses.
After that, let's talk about when it's appropriate to begin considering a business VoIP solution.
Business Need VoIP Business Phone Solution
Giving customers a way to get in touch with you helps any business establish credibility and increase sales.
Most business owners include a contact form when they launch a website, making it simple for visitors to email you.
However, customers may occasionally prefer more immediate communication depending on the industry.
For this reason, a lot of companies provide live chat or phone numbers on their websites. Providing users with multiple channels for communication with your company can enhance customer support and increase sales.
A VoIP-based business phone service can help you expand your company without incurring significant costs, regardless of whether you operate an online store to sell goods or a business website to sell services.
Calling you is a simple option for website visitors who want to get a quote, ask a pre-sale question, or even get support.
In short, a business VoIP phone gives you the ability to better manage and track your calls, gather customer data, and forge closer bonds with your clients.
How to Choose The Best VoIP Service Your Business
It's a very crowded market with many big businesses providing business VoIP services. It can be challenging for business owners to select the best VoIP provider for their operation because of the wide range of options and the fierce competition in the advertising industry.
You might be looking for the least expensive VoIP business phone service if you're just starting out. Going this route, though, requires caution because they might be missing some calling features that you later realize are crucial for your company.
There are also some business VoIP systems that are either too expensive, difficult to transfer, or both.
We compared business VoIP providers in search of a good balance between features and affordable price. Here is a quick list we used:
Local versus international call prices. Different plans are typically available for outgoing international calls with business VoIP services. Based on where your customers are located, you must select a provider.
Features offered by VoIP plans. Each business offers a unique selection of VoIP features, and some sell them as extras that will raise your costs.
Shareable mobile features and apps for multiple users.
You can connect your VoIP service to other tools like your CRM program, email marketing service, other APIs, and more by using third-party integrations.
network efficiency. Make sure the business VoIP provider you select has a dependable, scalable network and real-time, round-the-clock customer service. This guarantees that both your audio and video conference calls will have excellent call quality.
Top Best Business VoIP Providers
The top business VoIP provider available is Nextiva. We can say this with confidence because Nextiva was the VoIP service we ultimately chose while looking for one for our own company.
With regard to call routing, auto-attendant, interactive voice response (IVR) systems, free domestic calling, voicemail to email and text, online fax, and other features, their business VoIP service offers all the crucial features required by an expanding company.
Additional features include caller ID, call forwarding, customizable greetings, hold music, free number porting, unlimited calling, and more.
Along with their plans, they provide a free local or toll-free number.
To help our small business compete with the big players, we were able to quickly set up professional-sounding welcome messages with directory and phone routing.
We really appreciated how helpful Nextiva's support staff was, from pre-sales all the way through onboarding and setup.
They gave us a full demonstration and demonstrated how we can easily use Nextiva with conventional analog desk phones, conference phones, and even in a call center or contact center environment as our business grows, even though we didn't need any fancy desk phone sets, on-premise softphone, or PBX (private branch exchange) system.
The best part was that they went above and beyond even though we were only a small client of theirs—considering that they work with Taco Bell, Ashley Furniture, Conan, and other major corporations.
We have been using Nextiva as our unified communication platform for the past two years, and during that time we have grown to really value some of their other cutting-edge features, including voicemail transcription, video meetings for conference calls, and audio conferencing.
The high call quality, nearly 100% uptime, and the ability to receive calls while on the go from our iPhones (iOS), Google Android phones, tablets, and laptops are all things that our team really appreciates about Nextiva.
Price: $18.95 per user, per month, to start. They don't demand yearly contracts, in contrast to other business VoIP providers. However, pre-paid package purchases qualify for discounts, and adding more users to your plan will result in lower rates as well.
Another top-notch VoIP system for businesses is RingCentral. All the standard features you would anticipate from a reputable business VoIP phone service, such as call forwarding, advanced routing, call waiting, caller ID, hold music, and more, are included with RingCentral.
With third-party services like Dropbox, G Suite, Salesforce, Microsoft Outlook, Microsoft Teams, Zendesk, and others, they provide simple integrations.
Online meetings, video calls, screen sharing, conferencing, and an intuitive web-based administration panel are additional noteworthy features.
Due to their widespread recognition and sizeable presence in the business VoIP market, RingCentral was first discovered by us organically. For several months, we used their phone system, and we discovered that the calls were consistently of a high standard.
Although they have a great selection of features, unless you sign an annual contract, their prices are a little on the high side.
Pricing: The Core plan has a monthly fee of $20 per user (billed annually). The Advanced and Ultra plans offer extra features like automatic call recording, multi-site management, unlimited file sharing, unlimited storage, and more, but they have different pricing structures.
3. Ooma Office Phone
Popular VOIP phone service Ooma provides 1-800 toll-free phone numbers at reasonable rates. To any Ooma office plan, you can add a toll-free number. They will pre-select a toll-free phone number for you by default, but you can also select a different one.
All the powerful features you would anticipate are included in the Ooma office platform, including extension dialing, music-on-hold, shrewd mobile phone apps, a virtual receptionist for handling calls after business hours, call logs, and more. The setup is incredibly simple and only takes a few minutes to complete.
Pricing: With no contracts and starting at $19.95 per month per user, this service offers 35+ business phone features in addition to a free toll-free number.
Additionally, they offer the Ooma Office Pro plan for $24.95 per month, which offers extras like video conferencing, voicemail transcription, improved call blocking, call recording, a desktop app, and more.
Popular business VoIP provider GrassHopper is ideal for new and expanding companies.
Through voice over internet protocol (VoIP), they provide virtual phone numbers that enable call forwarding to any numbers or gadgets. The drawback is that making outgoing calls will require a phone line.
They provide all the standard telephone features, including voicemail to email, call waiting, call forwarding, hold music, and advanced routing. It can be controlled from a computer using a web browser or applications for mobile devices.
You can select from US, Canadian, or UK-based vanity numbers that are local, toll-free, and work with this service.
Pricing: One number and up to three extensions are available for $29 per month. If you sign an annual contract, you'll receive a 10% discount.
Another well-liked option among providers of VoIP services for small businesses is Phone.com. They count Canada and numerous European nations among their local call minutes. It might be a cheap business VoIP service for your needs if you operate in those areas.
They offer call forwarding, routing, waiting, personalized greetings and music, conferencing, among other things. Additionally, you can integrate your VoIP plan with well-known CRM programs like Salesforce or Zoho.
Pricing: A monthly plan with 300 minutes starts at $12.99. Their unlimited plan costs $29.99 per month for each additional user.
Although Vonage is best known for its residential VoIP services, they also provide business VoIP services for large corporations as well as small and medium-sized businesses. In addition to VoIP, they provide a variety of business communication tools.
It features all the standard features, including caller ID, call monitoring, call forwarding and routing, and more. They additionally provide group messaging and chat, conference calling, CRM integration, an automatic call attendant, call recording, visual voicemail, and more.
They provide various plans, each with unique features and restrictions.
Pricing: Their entry-level plan costs $19.99 a month for each line.
No matter the size of your team, OpenPhone's business VoIP service can help you work more productively. It is jam-packed with automation features, such as text auto-replies and IVR capabilities that enable call routing automatically when customers dial your number. Additionally, you can incorporate your preferred business apps, such as Slack, Gmail, Zapier, and (with an upgrade) a few CRMs, to gain additional context without switching between platforms.
You can expand your business into international markets with the aid of OpenPhone. Each plan offers inexpensive rates for international calls in addition to free domestic and Canadian calls and texts. Additionally, each member of your team receives a free US, Canadian, or toll-free number.
As an alternative, unlimited users can pool their phone numbers to coordinate calls and texts and divide ownership of incoming messages. In comparison to other business phone solutions, this also makes it much simpler for managers to review conversations and coach your team.
If you want to keep your current phone number after switching to OpenPhone, free phone number porting is also supported.
Do you need any more justifications to call OpenPhone the best VoIP service available? Every plan includes as standard call recording, voicemail transcriptions, business hour settings, and other crucial features. Additionally, you can use the desktop, web, or mobile apps to access OpenPhone from any device.
Standard: $13 per user per month
Premium: $20 per user per month
Enterprise: Contact for custom pricing
A business VoIP service provider called Dialpad provides limitless VoIP calling, texting, and video meetings in the US and Canada. It is best known for providing call centers with integrated artificial intelligence (AI) features. This includes automated post-call summaries, real-time call transcriptions, and speed coaching, which notifies you if you're speaking too quickly or slowly.
Dialpad offers users a less than ideal selection of phone numbers, though. Each toll-free number requires a monthly fee of $15 to $17, and you can only port in one number for no cost. You can only use one phone number per user on a standard plan, and you can't even send international texts.
Standard: $15 per user per month
Pro: $25 per user per month (three-user minimum)
With every plan, the contact center solution 8x8 offers basic auto-attendants, team messaging, and unlimited calling in the US and Canada. With more advanced plans, you can access interactive video conferencing and live streaming capabilities as well as make unlimited international calls to more nations.
8x8 might be the ideal VoIP provider for your team if your company conducts lots of conference calls, webinars, and sales demos. But it lacks the texting and calling capabilities that the majority of businesses require. Until you upgrade, you won't even have access to MMS or SMS messaging.
x2: $24 per user per month
x4: $44 per user per month
magicJack originally appeared as a well-liked infomercial product, but its more recent magicJack for Business version is a VoIP service for businesses that enables unlimited calls to the US and Canada. You can obtain a second phone number that supports call forwarding and extensions using its desktop, iOS, or Android VoIP app.
But magicJack for Business has numerous extra costs. Your monthly costs will go up if you add auto-attendant, virtual fax, toll-free numbers, and even phone number porting, which is $19.95.
While text messaging is only available on their mobile app, magicJack can be the best VoIP service for teams that just need a business phone number to make calls with.
Pricing: $15.99 per line per month
Aircall is among the best VoIP services available if you're looking to set up a remote call center. It provides a number of features that large-scale contact centers require, including call recording and the capacity to make multiple calls at once. Managers can monitor calls and obtain more in-depth analytics with more sophisticated plans.
Aircall does have higher subscription costs than the majority of VoIP service providers. Businesses that don't require a full-fledged call center will wind up paying a premium for features they don't require.
Essentials: $30 per user per month (three-user minimum)
Professional: $50 per user per month (three-user minimum)
Small Business VoIP FAQs
We have addressed a good deal of inquiries after assisting thousands of business owners in finding the best business VoIP system for their requirements. Some of the most frequently asked questions about VoIP business phone service providers are addressed below.
Why should small businesses choose a VoIP phone system?
Affordableness and accessibility to features like call recording, auto-attendant, call routing, interactive voice response (IVR), call blocking, voicemail to email, call monitoring, and more are the main reasons why small businesses should choose a VoIP phone system over a traditional landline.
For the majority of business VoIP platforms, these features are standard.
How does VoIP work?
Your VoIP service converts your voice messages into digital data when you place a call on a VoIP phone. This information is divided into smaller units in less than a second (referred to as "packets"), which are then transmitted over the internet and assembled once they arrive at their destination. Your voice will be the only thing your clients and customers hear.
Unlike traditional landline calls, VoIP calls don't rely on physical wiring or circuits. You don't need a specific piece of hardware to make crystal-clear calls as long as you have a strong internet connection.
How much do VoIP services cost?
Typically, VoIP service fees range from $10 to $40 per user per month. The more expensive pricing tiers frequently provide more adaptable solutions suitable for larger teams.
The price of minutes, extensions, additional phone numbers, and other add-ons may not always be included in the cost of your VoIP subscription, depending on your provider.
VoIP services: are they safe?
If you choose a VoIP service provider that takes numerous security measures to protect your data, VoIP services can be very secure. For instance, OpenPhone encrypts data and regularly backs it up to protect the privacy and security of your communications. In the event of any discrepancies, account changes are also recorded.
VoIP services are immune to physical security problems like wiretapping and line cutting, in contrast to traditional phone systems.
Do most businesses use VoIP?
Yes, according to research, over one-third of all businesses now use VoIP phone systems because they are more effective and more reasonably priced, especially if they employ fewer than 50 people.
Even big call centers cut costs without sacrificing quality by utilizing business VoIP solutions like Nextiva and RingCentral.
What’s the best business VoiP system for small business?
Based on our expert research, the best business VoIP system for businesses are Nextiva, RingCentral, and Ooma.
Is it worth switching to a business VoIP provider?
Yes, you can reduce your monthly business phone costs by up to 50% or more by switching to a business VoIP provider like Nextiva because it enables you to share the same phone number among multiple team members with intelligent call routing.
We sincerely hope that this article was helpful in your search for the top business VoIP provider. To increase your sales, you might also want to check out our comparison of the top push notification and AI chatbot programs.
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Can I set up a caller ID for my VoIP service?
If you want to let your clients know who is calling when you reach out to them, you can still set up caller ID for local phone numbers when you switch to a VoIP service. No matter what kind of phone system you have, keep in mind that toll-free numbers do not support caller ID. Since their databases aren't automatically updated, some Canadian carriers won't show your caller ID right after setup.
You don't have to be concerned about having a finite number of physical phone lines when using business VoIP services.
Small business owners adore the numerous benefits that VoIP services provide. One of these is the capability to use your VoIP phone number to make VoIP calls from your desktop or mobile device. The caller ID will display your business phone number when you call rather than your cell phone number or whatever other number you are using to make the call, which is especially fantastic. This also applies to incoming calls. They will call the VoIP number, and you can respond on any phone of your choosing.
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