October 19, 2023

Best VoIP for Small Business in 2023

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At TechnologyAdvice, we assess a wide range of factors before selecting our top choices for a given category. To make our selections, we rely on our extensive research, product information, vendor websites, competitor research, and first-hand experience. We then consider what makes a solution best for customer-specific needs. By defining business needs, we can determine the essential features organizations in various sectors require and select platforms that will cover all bases. 

Reputable providers known for their ease of use and customer satisfaction are added to our compilation list for further analysis. We then evaluate each solution on the list based on the features they offer, considering the platform’s usability, integration capabilities, customization options, mobile access, and any other relevant functionalities. Price plans, hidden fees, customer reviews, and customer support are also assessed in the selection process. 

TechnologyAdvice writers will often take advantage of free trials and demos to get a first-hand user experience of available software. Finally, we curate a comprehensive list based on the previously stated factors, ensuring readers have the necessary tools to make an informed decision.

Voice over Internet Protocol (VoIP) has revolutionized the way small businesses communicate, offering flexibility and cost savings that traditional phone systems can’t match. As more businesses transition to remote and hybrid work models, the demand for reliable VoIP solutions has surged.

In essence, Voice Over Internet Protocol (VoIP) software, also known as IP telephony, is a technology that allows users to make voice calls using a broadband internet connection instead of a traditional analog phone line. It works by converting voice vibrations into digital data packets, which are then transmitted over the internet and converted back into sound at the receiving end.

In this article, we’ll explore the best VoIP systems for small businesses, so your business can achieve seamless communication without breaking the bank.

Based on our expert recommendations, the top VoIP software solutions for 2023 are:

RingCentral: Best comprehensive solution


  • Consistent and reliable service
  • Integrates with various third-party apps
  • Easy-to-navigate interface
  • Highly rated mobile app


  • Billing discrepancies reported
  • Complex initial setup

Intelligent phone solutions: RingCentral offers a cloud communication solution that integrates phone, video, and messaging.

Intelligent meetings: The platform provides AI-powered video conferencing and webinars.

Contact center solutions: RingCentral’s contact center is AI-enhanced, offering omnichannel customer experiences.

AI solutions: RingCentral recently introduced RingSense for Sales, which offers AI-powered conversation intelligence.

Open ecosystem: The platform supports a wide range of integrations, including with Microsoft Teams, Salesforce, and Zendesk.

Global and compliant platform: RingCentral boasts a 99.999% SLA uptime, supports 46 countries, and holds multiple third-party compliance certifications.

Free trial available

Core: $30/user/month (or $20/user/month if paid annually)


  • Unlimited domestic calling
  • SMS and MMS
  • IVR
  • Integration with Google, Microsoft apps, and access to APIs
  • Single sign-on
  • Analytics for IT administrators

Advanced: $35/user/month (or $25/user/month if paid annually)


  • Everything in Core plus:
  • Auto call recording
  • Advanced call monitoring and handling
  • Multi-site management
  • Access to Salesforce, Zendesk, and 300+ apps
  • Internet fax
  • Essential business analytics

Ultra: $45/user/month (or $35/user/month if paid annually)


  • Everything in Advanced plus:
  • Unlimited enterprise-grade HD video, whiteboards, and messaging
  • Customizable business insights
  • Unlimited file-sharing
  • Unlimited storage for files and recordings
  • Enhanced business analytic suite

RingCentral is as comprehensive as it gets. Its wide range of features include voice, fax, text messaging, video conferencing, and more. 

The platform is known for its reliability, with a 99.999% uptime SLA. Users appreciate its intuitive interface and the flexibility it provides in terms of integration with other apps. The system is highly scalable, making it suitable for both small businesses and large enterprises. However, remember that full functionality comes with a full price tag.

RingCentral is a cloud-based communication platform that has been serving businesses for several years. 

It offers a range of communication tools, including messaging, video, and phone services. In response to the changing demands of businesses, RingCentral has integrated AI solutions and other advanced features into its platform. Notably, it has added a “Push to Talk” feature and now integrates with tools like Microsoft Teams, Salesforce, and Zendesk. These updates aim to enhance its utility for businesses looking for a centralized communication solution.

Nextiva: Best for scalability


  • Cloud-based hosting
  • Unified collaboration tools
  • Detailed call metrics
  • Efficient mobile app


  • Customer support delays reported
  • Feature limitations compared to competitors

Advanced call management: Nextiva offers features like call forwarding, call waiting, and simultaneous ringing.

Unlimited calling: Users can make and receive calls without any limitations in the U.S. and Canada.

Auto attendant: This feature provides an automated system to guide callers through menu options.

Voicemail to email: Voicemails can be automatically sent to users’ email inboxes.

HD voice: Ensures clear and high-quality voice calls.

Free local number: Users can get a free local number for their business.

Essential plan: $18.95/user/month


  • Unlimited voice & video calling
  • Voicemail
  • Toll-free numbers
  • Outlook/Google contacts integrations
  • Unlimited internet fax

Professional plan: $22.95/user/month 


  • Everything in Essential
  • Unlimited conference calls (up to 40 participants)
  • Unlimited video conferencing
  • Screen sharing
  • Auto attendant (multi-level)
  • Mobile and Desktop SMS/MMS
  • Salesforce/HubSpot integrations

Enterprise plan: $32.95/user/month


  • Everything in Professional
  • Unlimited participants on voice & video conferencing
  • Call recording
  • Unlimited video conference recording
  • Voicemail transcription
  • Microsoft Teams/Custom integrations
  • Single Sign On

We are impressed by Nextiva’s comprehensive suite of communication and collaboration tools, positioning it as the central hub for businesses. It offers capabilities like video and audio conferencing, designated video meeting rooms, and intuitive one-on-one messaging. I even found that it can replace pricier premium versions of tools such as Slack, Zoom, and Google Calendar. What further stood out to me was the ease with which I could set up and navigate through Nextiva. Even if someone’s new to VoIP, Nextiva provides ample resources to smooth out the learning curve​.

Nextiva is a VoIP service founded in 2006. It has significantly evolved its offerings since then to support businesses of various sizes, becoming known for its scalable VoIP solutions.

It, among other services, provides unified communications with features like voice calls, video conferencing, and instant messaging. Over the years, Nextiva has added functionalities such as AI-powered analytics, CRM tools, and team collaboration features, solidifying its position as a comprehensive communication platform. Recently, it has further expanded its capabilities with enhanced integrations, advanced automation, and improved customer service tools.

Vonage: Best for API integrations


  • Versatility and convenience of features
  • Consistent call quality
  • Affordable pricing plans
  • International calling


  • Unresponsive customer support reported
  • Issues reported with SMS services

Scalable cloud contact center: Offers a comprehensive suite that aids in performance management, intelligent customer routing, and team optimization​.

Full CRM integration: Utilizes CRM data to facilitate personalized customer interactions​.

Real-time data: Custom dashboards for immediate access to customer engagement data​​.

Omnichannel support: Ensures customers are quickly connected via their preferred communication channels​.

Enhanced efficiency: Automated tools free up time for addressing intricate customer needs. 

Mobile: $19.99/month/line

Includes: Unlimited domestic calling, SMS and MMS, support for desktop and mobile apps.

Premium: $29.99/month/line

Includes all Mobile features, plus: Unlimited video meetings (up to 200 participants), virtual receptionist, integrations with business apps, analytics & reporting, support for VoIP desk phones.

Advanced: $39.99/month/line

Includes all Premium features, plus: Single-sign-on, on-demand call recording (15 hours/month), voicemail transcription, call group.

Vonage makes the list largely due to its standout Vonage App Center. Unlike many providers who leave you grappling with integrations, Vonage grants immediate, comprehensive access to all apps, facilitating more integrations than one might expect. 

Their service isn’t just about connectivity; it’s also about enhancing communications via automation and AI, features present across their various plan levels.

Vonage, initially established in 2001, transformed the telecommunications industry by pioneering the VoIP technology, allowing voice communications and multimedia sessions over the Internet. Originally focused on residential services, Vonage repositioned itself in the business sector, particularly after acquiring Nexmo in 2016, stepping into the Communication Platform as a Service (CPaaS) space.

This shift marked a new era, expanding their services beyond mere voice communication, integrating messaging, video, and verification into their platform. Recent features, as of 2022, include enhanced video APIs for customized video call experiences, improved security protocols like two-factor authentication, and advanced analytics for businesses to monitor and optimize communication strategies. These developments underscore Vonage’s commitment to adapting and evolving within the digital communication landscape.

Phone.com: Best for startups


  • Exceptional customer service and live chat support​
  • Simple and straightforward interface
  • Easy setup process
  • Affordability
  • Comprehensive services
  • Efficient provisioning of phones across organizations


  • Some users find the call quality inconsistent
  • Limited integrations with third-party applications
  • Mobile app experience needs improvement

Interactive voice response (IVR) system: Allows customers to navigate via voice prompts to reach the appropriate department or agent​​.

Call queuing and callback: Reduces wait times by informing customers of their queue status and offering callback options​​.

Call recording and quality monitoring: Captures customer calls for analysis, quality control, and agent training​.

Advanced call routing: Directs calls efficiently using criteria like skillset or time, enhancing customer service efficiency​​.

Virtual receptionist: Offers automated responses for common inquiries, providing constant, instant support​​.

Video conferencing and screen sharing: Facilitates immersive, real-time customer interaction, especially important in remote work contexts.

Basic Plan: $12.74/user/month (billed annually)

  • 500 pooled minutes
  • 1 phone number per account
  • Video conferencing: 10 participants
  • Mobile and web apps
  • 50 standard voice features

Plus Plan: $18.69/user/month (billed annually)

Includes all Basic features and:

  • Unlimited minutes
  • 1 phone number per user
  • Conversational text messaging
  • Video conferencing: 25 participants
  • HIPAA compliant
  • Video recording
  • IP desk phone compatible
  • Voicemail transcription

Pro Plan: $27.19/user/month (billed annually)

Includes all Plus features and:

  • Call recording
  • Call analytics
  • CRM integration
  • Video conferencing: 100 participants
  • HiFi transcription
  • Whiteboard
  • Live streaming (YouTube)

Phone.com harmonizes efficiency, flexibility, and cost-effectiveness—all crucial factors for emerging businesses. 

Its lower call costs compared to traditional systems, bundled with an array of features, provide substantial financial relief. The system’s reliable uptime prevents communication disruptions, while innovative features like virtual receptionists and mobile accessibility streamline operations. 

Additionally, the ease of setting up conference calls and the ability to send virtual faxes meet diverse business needs.

Phone.com has emerged as a key player in the VoIP industry, offering versatile cloud-based communication solutions tailored especially for small businesses. 

Since its inception in 2008, the company has focused on providing affordable, user-friendly options without sacrificing quality, a philosophy that continues to inform its regular updates and feature expansions. 

Recent enhancements include advanced video conferencing capabilities, accommodating up to 100 participants, and features like HiFi transcription and live streaming. They’ve improved CRM integration and call analytics and introduced Virtual Receptionist.

Ooma Office: Best for simplicity


  • Excellent customer support with distinct lines for business users
  • Easy setup
  • Comprehensive mobile app
  • Virtual receptionist
  • Unlimited calling within certain regions in all plans


  • Limited features in entry-level packages
  • Wi-Fi connectivity requires an additional adapter purchase
  • No desktop app available with the entry-level plan

Mobile app: The mobile app enables on-the-go employees to handle their business phone interactions directly from their smartphones.

Virtual receptionist: The Virtual Receptionist feature automates the management of incoming calls, efficiently routing and messaging callers, and setting up multiple menus.

Multi-ring: The Multi-Ring feature allows a business phone number to simultaneously ring the office phone, mobile app, and an external device.

Ring groups: Ring Groups simplify the process for callers to reach collective extensions such as Sales or Customer Service departments.

Virtual fax: The Virtual Fax feature allows users to send and receive faxes in a digital format

Unlimited calling: Ooma offers Unlimited Calling within the U.S., Canada, Mexico, and Puerto Rico, removing restrictions on call volumes.

Ooma Office Essentials: $19.95/user/month

Includes user extension, local number, and unlimited calling (US, Canada, Mexico, and Puerto Rico).

Ooma Office Pro: $24.95/user/month

Additional features like Ooma Meetings, Call Recording, and more.

Ooma Office Pro Plus: $29.95/user/month

Includes Pro features, plus Hotdesking, Call Queues, and CRM integration.

Ooma is ideal for small to mid-sized businesses, especially those without extensive IT support.

Its user-friendly setup requires no technical expertise, thanks to its auto-configuration technology, making the transition seamless even for traditional offices shifting from old systems​​. Ooma’s straightforward pricing and the ability to integrate with existing phone equipment without the need for extensive hardware changes add to its appeal for businesses seeking simplicity and ease of use.

Ooma, established in 2004, has made a name for itself in the VoIP industry by offering a simple, affordable alternative to traditional telephony, particularly for small to mid-sized businesses. 

Known for its easy setup and user-friendly interface, Ooma requires minimal technical knowledge, making it popular among businesses without extensive IT resources. Its features, such as the virtual receptionist and multi-ring functionality, streamline communication processes. 

Recent enhancements include Ooma Meetings for video conferencing, enhanced call blocking, and voicemail transcriptions.

Key components of VoIP software

VoIP software operates on several key components. The Signaling Gateway Controller is central, managing call control and connecting traditional and IP networks. The Media Gateway transmits voice packets, interfacing between network types. The Media Server adds functionalities like voicemail and IVR, while the Application Server introduces value-added services. Each component plays a distinct role, collectively ensuring the VoIP system’s efficiency and versatility.

advantages of voip telephony

Benefits of using VoIP phone systems for small business 

VoIP systems offer small businesses numerous advantages. They significantly reduce phone costs by utilizing the internet for calls​​. They ensure high call quality, contingent on a good internet connection​​, and provide advanced call features at no extra cost, unlike traditional systems​​.

VoIP enhances security through tools like end-to-end encryption and SPAM blocking​​, allows employees to work from anywhere, potentially boosting talent retention​, and offers comprehensive communication tools beyond voice calls, like video conferencing​.

Finding the right VoIP solution for your business

VoIP is a catalyst for operational efficiency, cost reduction, and enhanced communication — critical factors in the competitive business landscape. The highlighted VoIP providers — RingCentral, Nextiva, Vonage, Phone.com, and Ooma — each with their unique strengths, epitomize the versatility of VoIP solutions. Whether prioritizing comprehensive features, scalability, seamless API integrations, startup-friendliness, or simplicity, there’s a VoIP service tailored for every small business need. Embracing VoIP is more than adopting a technology; it’s strategically positioning for growth and resilience.

Looking for the latest in VOIP solutions? Check out our VOIP Software Buyer’s Guide.

Featured partners: VoIP software

Featured partners: VoIP Software

1 RingCentral Office

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RingCentral is a business VoIP provider that offers cloud-based communications including message, video, phone, and collaboration features. It offers a number of different tools that you can buy as standalone products or as part of a unified communications platform. Some features include call screening, internet fax, call forwarding, visual voicemail, multi-level Interactive Voice Response (IVR), video conferencing, and team collaboration.

Learn more about RingCentral Office

2 Grasshopper

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Grasshopper is a cloud-based virtual phone system that helps small businesses be more professional, responsive, and efficient. The platform provides all the communication tools to sound big and grow bigger. It equips growing businesses with a phone number plus all of the features of a robust phone system without the expense of additional devices.

Learn more about Grasshopper

3 Ooma

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Ooma is a business communication product that features voice over IP services, messaging via chat and SMS functions, and video conferencing. This VoIP product works over a multitude of devices for seamless access while working on-premises, remotely or on-the-go. Find out more about the features of Ooma to help you choose the right VoIP solution for your business.

Learn more about Ooma


VoIP, or Voice over Internet Protocol, is a technology that allows you to make voice calls using a broadband Internet connection instead of a regular phone line.

Small businesses should consider VoIP because it offers cost savings, advanced communication features, and flexibility, especially important for remote or hybrid work environments.

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