The best phone systems for small business depend on how your calls work, not on one overall winner. For most offices of 1 to 20 people, 8×8 sits first, with happy customers and strong support, though it sells by quote. Nextiva suits a business that can’t miss a call, RingCentral suits private or regulated work, and Zoom Phone has the lowest month-to-month price. The top four are close, so let your business decide. Before you sign anything, find out the full monthly bill and how you get out of the contract, because that’s where small businesses get caught.
10 systems comparedPlans with the basics from $15 to $30 per user2 of 10 priced by quote122 needs checked per company
Prices checked October 31, 2026 on each company’s own website.
Nobody buys a rank here. We place every company using our own scoring system, built on many factors, from what real customers tell us to what the contract asks of you. That’s our verdict, but yours is the one that counts. The best choice is the one that fits your company, and we’re here to help you find it.
Just startingNew business?
Start with what a phone system actually does for you, what the words mean, what you need to buy and how a normal day works.
Phone systems for small business give you a real business number that rings on your cell phone, your computer or a desk phone, with a greeting that answers when you can’t. If you run a small business, you already know what that’s worth. The phone rings while you’re under a sink, in with a patient, at the register or driving to the next job, and the person calling may be your next customer or someone who needs you right now.
You probably aren’t looking for a telecom project. You want calls to stop slipping away, your personal cell number to stay yours, and a bill that matches what you were promised. Finding a phone system isn’t the hard part. Finding one that fits how your calls work, at a price you can trust, with a contract you can get out of, takes more digging, and that’s the digging we’ve done for you.
A dentist needs a signed privacy agreement, a plumber can’t miss an emergency at 9 PM, and a restaurant has to get through the dinner rush. So this guide compares ten systems for businesses with 1 to 20 people by fit, with the monthly bill, the contract terms and the plain answers you’d want before signing. If a word sounds like phone company talk, we explain it where it appears, and our list of phone words in plain English is there whenever you need it.
The 5-minute brief on phone systems for small business
Among phone systems for small business, 8×8 sits first for an everyday office, with happy customers and strong support, Nextiva is the best fit when you can’t miss a call, RingCentral is the best fit for private or regulated work, and Zoom Phone has the lowest month-to-month price at $18. The top four are close, so the “Best for” column matters more than the rank. Eight of the ten publish prices, while GoTo Connect and 8×8 sell by quote. Quo appears only as a second number, because its help pages state that 911 isn’t available.
Watch the real billThe price on a website leaves out taxes and often several fees. Only a written quote that shows every line gives you the true monthly total.
Read the exit firstOn annual plans, leaving early usually means paying for the rest of the term. Check that before you fall for a feature.
Move your number firstYour number is how customers know you. On several plans, canceling before it has moved can cost you the number.
Our grades for an everyday office
Star ratings tell you whether people like a phone system. They don’t tell you what the bill looks like in month three, or what happens the day you try to cancel. So we graded each company on the seven things that decide whether you’ll be glad you signed or sorry you did, the way a report card would.
These grades are for an everyday office of 1 to 20 people, the kind of business that needs good basics at a fair price. A Good doesn’t mean perfect, and a Poor doesn’t mean a bad company. It means this is where you should slow down and look closer before you sign. “Not enough information” means we don’t have enough from small businesses to grade that item yet, so we leave it out instead of guessing. A company we can’t grade on most of the card sits after the ones we can. “Fewer reviews so far” under a name means fewer recent small business reviews stand behind that company’s grades, so its place could move as more come in. If your business is more specialized, such as a dental office or a plumbing company, our picks by business type will suit you better.
What you’ll payHow the price compares once the fees a company publishes are added in. A custom quote counts as a real price, so selling by quote doesn’t lower this grade.
Happy customersWhether people are still pleased after they’ve lived with the system for a while, not only on the day they signed up. Everything customers wrote counts here, from the calls to the bill.
Reliable callsWhether calls connect, sound clear and stay connected, day in and day out.
Easy to manageHow easily your team learns the system, and how easily you can add a person, change a greeting or update your hours without calling for help.
Reach supportWhether you can get a real person when something breaks, and when they’re open.
Canceling fairlyHow long you’re tied in, what it costs to leave early, and whether your number comes with you.
Meeting your needsHow much of what a small business needs is confirmed by the company itself, from voicemail and business hours to 911 and texting.
The report card: everyday office, 1 to 20 people
GoodA strengthOKFine for most officesPoorLook closer firstNot enough informationToo little to grade fairly
SystemWhat you’ll payHappy customersReliable callsEasy to manageReach supportCanceling fairlyMeeting your needs
18×8Fewer reviews so far
What you’ll payOK
Happy customersGood
Reliable callsOK
Easy to manageGood
Reach supportGood
Canceling fairlyOK
Meeting your needsGood
2Nextiva
What you’ll payOK
Happy customersGood
Reliable callsOK
Easy to manageGood
Reach supportGood
Canceling fairlyPoor
Meeting your needsOK
3RingCentralFewer reviews so far
What you’ll payOK
Happy customersOK
Reliable callsOK
Easy to manageOK
Reach supportOK
Canceling fairlyOK
Meeting your needsGood
4Zoom PhoneFewer reviews so far
What you’ll payOK
Happy customersOK
Reliable callsOK
Easy to manageGood
Reach supportOK
Canceling fairlyOK
Meeting your needsOK
5AircallFewer reviews so far
What you’ll payGood
Happy customersOK
Reliable callsPoor
Easy to manageGood
Reach supportOK
Canceling fairlyPoor
Meeting your needsOK
6GoTo ConnectFewer reviews so far
What you’ll payPoor
Happy customersGood
Reliable callsOK
Easy to manageGood
Reach supportPoor
Canceling fairlyOK
Meeting your needsOK
7VonageFewer reviews so far
What you’ll payGood
Happy customersNot enough information
Reliable callsOK
Easy to manageOK
Reach supportGood
Canceling fairlyOK
Meeting your needsOK
8DialpadFewer reviews so far
What you’ll payOK
Happy customersOK
Reliable callsPoor
Easy to manageOK
Reach supportOK
Canceling fairlyOK
Meeting your needsGood
9Ooma OfficeFewer reviews so far
What you’ll payOK
Happy customersNot enough information
Reliable callsPoor
Easy to managePoor
Reach supportOK
Canceling fairlyPoor
Meeting your needsPoor
10QuoSecond number onlyFewer reviews so far
What you’ll payGood
Happy customersOK
Reliable callsPoor
Easy to manageGood
Reach supportOK
Canceling fairlyPoor
Meeting your needsOK
Scroll inside the card to see all 10
Grade details
8×8
What you’ll payOK
8×8 Work is priced by quote, so no price is published for a small business to compare. Get every fee in writing.
Happy customersGood
Small business owners who use it are pleased with what they get, especially its broad features.
Reliable callsOK
Calls hold up for most offices from day to day.
Easy to manageGood
It’s easy to manage, including across several locations.
Reach supportGood
A support line and chat run seven days a week, and small business owners say help comes quickly, though phone help can depend on your contract.
Canceling fairlyOK
You can end it within 30 days if the service doesn’t meet requirements. After that, you buy out the remaining months.
Meeting your needsGood
Its pages confirm direct 911 dialing with alerts, call queues, faxing and tools for several locations, and it connects to HubSpot and Salesforce.
Grade details
Nextiva
What you’ll payOK
NEXT Core is $15 a user on annual billing or $23 monthly, and published per-line fees of $3.95 and $1.50 may add to it, so confirm whether they apply to your plan.
Happy customersGood
Small businesses that live on their calls are pleased with it.
Reliable callsOK
Calls hold up for most offices from day to day.
Easy to manageGood
It’s easy to manage, with one place for several locations.
Reach supportGood
You can call support at 800-285-7995 at any hour on every NEXT plan, and live chat runs on weekdays.
Canceling fairlyPoor
Under a term, you owe the rest of it plus a disconnect fee with no published amount.
Meeting your needsOK
It confirms after-hours routing, call queues and an automatic reply when you miss a call, and it lists ServiceTitan, Square and Clover. Call recording and faxing are add-ons on Core.
Grade details
RingCentral
What you’ll payOK
RingEX Core is $20 a user on annual billing or $30 monthly. Fee types are named, but their amounts aren’t published, so ask for the full monthly bill.
Happy customersOK
Small business owners like having so much in one app.
Reliable callsOK
Customers find the calling dependable, and RingCentral states 99.999% uptime, though its terms show no credit for outages.
Easy to manageOK
The website where you change users and settings takes some learning, so it suits an office with someone willing to spend time on it.
Reach supportOK
A help line is open at any hour.
Canceling fairlyOK
A policy allows a pro-rata refund within 30 days of purchase. After that, leaving early owes the rest of the term.
Meeting your needsGood
It confirms most of what a small business needs, including an AI assistant on RingEX Core.
Grade details
Zoom Phone
What you’ll payOK
US & CA Unlimited is $18 a user month to month, the lowest monthly price here, or $16 on annual billing. Taxes aren’t priced up front, and payments aren’t refunded.
Happy customersOK
Small business owners like how easy it is and how well it works with Zoom’s other tools. Add-on costs are the thing to watch.
Reliable callsOK
Calls hold up well from day to day, and the connection gets good marks.
Easy to manageGood
Setup is simple if you already use Zoom, because calls, meetings and chat share one app.
Reach supportOK
The help center and a virtual agent are open around the clock, and response targets are published. Live phone help comes with Premier Support, priced by quote.
Canceling fairlyOK
You choose monthly or annual renewal and no cancellation fee is listed, but payments aren’t refunded.
Meeting your needsOK
Phone menus, call queues and after-hours handling come with the plans, and each site can keep its own hours. International calling is metered on every plan.
Grade details
Aircall
What you’ll payGood
It has the highest published plan price here, $30 a user with a 3 user minimum, but the price is published and a 7-day free trial lets you test it first.
Happy customersOK
Small business owners like the easy setup and the connections to the software that keeps their customer records.
Reliable callsPoor
Call quality is the one to test during the 7-day free trial, before you commit.
Easy to manageGood
It’s quick to get running, and connecting tools like Salesforce and HubSpot is simple.
Reach supportOK
Customers mention fast support and a helpful chatbot.
Canceling fairlyPoor
You give 30 days’ notice before renewal, refunds aren’t offered, and Aircall’s pages disagree on recovery fees.
Meeting your needsOK
It suits small sales and support teams and logs every call in your customer records. Video meetings aren’t listed.
Grade details
GoTo Connect
What you’ll payPoor
Phone System is priced by quote, so no price is published and you get it from sales.
Happy customersGood
Small business owners often praise how easy it is to live with every day.
Reliable callsOK
Calls hold up for most offices, and you can test yours during the 14-day free trial.
Easy to manageGood
It’s a simple daily system that doesn’t need much help to run.
Reach supportPoor
Support is listed as 24/7, but no support phone number or response time is published, so ask how you reach a person.
Canceling fairlyOK
You give 30 days’ notice before the term ends. Ending early makes the remaining fees due, with no refund.
Meeting your needsOK
Automatic texts after a missed call, faxing and 24/7 support cover a lot of ground.
Grade details
Vonage
What you’ll payGood
Prices and fees are published, so a small business can work out the bill: Mobile is $19.99 a line for 1 to 4 lines, plus a $3.50 recovery fee and a $0.99 emergency fee a month. Extras cost more.
Reliable callsOK
A public status page shows past incidents, and Call Continuity rings a backup number you choose when your phones can’t take calls.
Easy to manageOK
Admins add users in the Admin Portal and choose from set roles, such as billing or call queue manager, and live training sessions are offered.
Reach supportGood
Support answers by phone at 1-866-901-0242, weekdays 8 a.m. to midnight and weekends 9 a.m. to 9 p.m. Eastern, with an after-hours emergency line.
Canceling fairlyOK
Monthly service ends with 30 days’ written notice. Annual plans can owe the rest of the contract.
Meeting your needsOK
You can build what a small business needs piece by piece, though basics such as ring groups and call queues are paid extras.
Grade details
Dialpad
What you’ll payOK
The Standard plan is $15 a user on annual billing, or $27 month to month, with a 14-day free trial. Taxes and the E911 fee show only on the invoice.
Happy customersOK
Small business owners like how much time the AI call notes save.
Reliable callsPoor
A public status page shows live status and past incidents, but an uptime promise comes only on Enterprise, outage credits are case by case, and no backup for outages is described.
Easy to manageOK
Admins add and remove users themselves and control access by office or user, and Dialpad University has free video courses.
Reach supportOK
Web, email and chat help are open to everyone, and its help center runs around the clock. Phone support starts on the Pro plan.
Canceling fairlyOK
Monthly plans can cancel any time. Annual plans owe the rest of the term.
Meeting your needsGood
Real-time transcripts, call summaries and 250 U.S. texts a month come on the entry plan.
Grade details
Ooma Office
What you’ll payOK
Most offices need Pro at $24.95, and a $29.95 activation charge appears at sign-up.
Reliable callsPoor
No uptime promise or status history is published, and its terms say no credits are given for interruptions. Calls can forward to a cell phone when your devices are offline.
Easy to managePoor
An administrator manages user extensions, but staff roles, audit logs, live training and video lessons aren’t published.
Reach supportOK
You can call support for free at 1-866-939-6662 at any hour, and live chat runs 5 a.m. to 8 p.m. Pacific, seven days a week. Response times aren’t published.
Canceling fairlyPoor
Month-to-month plans have no listed fee, but prepaid time isn’t refunded and neither is the first month of service.
Meeting your needsPoor
A phone menu, ring groups and digital fax come on every plan, but call queues start on Pro Plus, and 911 can’t be dialed from the mobile app.
Grade details
Quo
What you’ll payGood
Business is $23 a user on annual billing or $33 monthly, with a 7-day trial, plus a small texting registration fee.
Happy customersOK
Small business owners love how easy it is and how helpful its AI assistant can be.
Reliable callsPoor
A public status page shows its uptime, but its terms promise no figure and no credit, and calls don’t move by themselves in an outage. With no 911, it can only be a second number.
Easy to manageGood
It’s simple to set up and run from your own cell phone.
Reach supportOK
AI chat runs around the clock, live chat comes on Business from 7 a.m. to 4 p.m. Pacific, and phone support starts on Scale. Response times aren’t published.
Canceling fairlyPoor
You can cancel in the app, but payments aren’t refunded, and Quo’s pages disagree on how long your number is held.
Meeting your needsOK
It covers a business number and shared texting, but with no 911 it can’t be your only business phone.
Each of these phone systems for small business earns its place for a different kind of owner, so read the “best for” line before you read the rank. Ratings on each card come from G2 and TrustRadius, two independent sites where verified customers rate business software (G2 out of 5, TrustRadius out of 10). Prices are per person, per month.
A strong all-around choice for an office that wants calls, texts and video in one place. It has a 30-day refund window and the fullest set of confirmed features here, though someone on your team will need to learn the settings.
$20 a user, annualCustomer reviews: 4.2 out of 5 on G2 · 8.8 out of 10 on TrustRadius
The lowest month-to-month price here, inside the app many small teams already open for meetings. It’s an easy way to get a business number without a long commitment.
$16 a user, annualCustomer reviews: 4.6 out of 5 on G2 · 7.5 out of 10 on TrustRadius
Your calls turn into written transcripts and summaries on the entry plan, at one of the lowest annual prices here. It’s handy if you’re always trying to remember what a customer asked for.
$15 a user, annualCustomer reviews: 4.4 out of 5 on G2 · 8.3 out of 10 on TrustRadius
Our order comes from many factors, and what customers tell us and how fairly you can cancel count the most. Here are a few highlights that shaped where each company sits for an everyday office. The top four are close, so treat those places as a group and let your business decide.
#1 8×8: small business owners are happy, find it easy to manage and praise its support, and it covers a lot. It’s priced by quote with long contract terms and built with bigger teams in mind, and it has fewer reviews so far, so this place could move.
#2 Nextiva: strong for businesses that live on their calls, with happy customers and support you can call at any hour, but its fees and rules for canceling aren’t clear.
#3 RingCentral: it confirms most of what a small business needs, with a stated 30-day refund window and dependable calling. It has fewer reviews so far.
#4 Zoom Phone: the lowest month-to-month price, and small business owners find it easy to manage, especially if they already use Zoom. It has fewer reviews so far.
#5 Aircall: excellent with customer records and easy to manage, with a published price and a 7-day free trial, but reliable calls and canceling are poor on the card.
#6 GoTo Connect: small business owners are happy and find it easy to use day to day, but you can’t see a price without talking to sales, reaching support is poor on the card, and it has fewer reviews so far.
#7 Vonage: prices and fees are published and support answers seven days a week, so you can build what you need piece by piece. Happy customers isn’t graded yet, and it has fewer reviews so far, so this place could move.
#8 Dialpad: written call notes on the entry plan at a low annual price, but reliable calls are poor on the card, and phone support starts on Pro.
#9 Ooma Office: simple, with no contract on standard plans and a person to call at any hour, and best for five people or fewer. Reliable calls, managing it and meeting your needs are poor on the card.
#10 Quo: well liked, but with no 911, it can only be a second number.
Every small business needs the same basics: a number, a greeting, voicemail and a way for customers to reach you. After that, what you need depends on what a phone call means to your business. Find the step below that sounds like you. Some picks need a higher plan than the one we show, so check the company’s section before you buy.
One or two phonesSolo owners and new businesses
What a call means to you: every call is your whole business, and you’re the one answering it, usually while you’re doing something else. You want to sound established without handing strangers your personal cell number.
What matters most: a business number on your own cell phone, a low monthly price and no long contract. A simple greeting and voicemail will do most of the work. If you only want a second phone number for business, you may not need a full system yet.
Start with:Zoom Phone at $18 monthly, or Ooma Office if you want no contract and a person to call for help. Quo works as a second number, as long as your regular cell phone stays your 911 phone.
Which one for you?
Consultants and freelancers:Zoom Phone keeps your calls and client video meetings in one app, which helps when you’re the whole company.
Home-based and brand-new shops:Ooma Office needs no contract, and you can call a person for help at any hour.
Tradespeople working alone:Quo texts back when you miss a call, and it lists Jobber and Housecall Pro, the job software many trades use.
What a call means to you: calls are steady and rarely an emergency, right up until tax season or a deadline, when the phone doesn’t stop. What hurts is a client who gets bounced around or never hears back.
What matters most: a clear greeting, an easy way for callers to reach the right person, voicemail you can check from anywhere, and conference or video calls for client meetings. If your calendar lives in Microsoft or Google, the phone system should work alongside it. You don’t need extras you won’t use.
Accountants and bookkeepers:RingCentral‘s call queue can hold up to 25 waiting callers during tax season, and it states that online faxing is built in.
Consultants:Zoom Phone puts client calls and video meetings in one app, and it names both Microsoft 365 and Google Workspace.
Nonprofits:Dialpad offers approved U.S. and Canadian nonprofits 30% off annual billing on their first 50 seats.
Private or regulated workDental, medical, legal, finance
What a call means to you: someone is telling you something private, such as a diagnosis, a legal problem or their finances. Here, a lost record or the wrong person hearing a recording is a bigger problem than a missed call.
What matters most: a signed HIPAA business associate agreement where you need one, which is the contract that holds your phone company responsible for protecting patient information. You’ll also want call recording, a log of who did what, and control over who can open recordings. Standard texting isn’t automatically private, so confirm what’s allowed under your agreement.
Start with:RingCentral, Dialpad and Zoom Phone, which confirm these needs. Zoom’s healthcare page lists the agreement on a higher plan than the entry plan, so check that before you buy.
Which one for you?
Dental and medical offices:Dialpad offers a one-click agreement for healthcare customers, and RingCentral offers one on request, which may require its HIPAA package.
Dental offices with a busy front desk: This list covers general phone systems. Weave is built for practices, with business phones and patient texting in one app, so compare our Weave pricing guide. If you want AI to answer for you, see our AI dental receptionist guide.
Law firms, finance and insurance:Zoom Phone lets admins choose who can open recordings and keep them from 1 to 4,000 days. RingCentral lists storage of up to 90 days, so check that against your own record rules.
Can’t miss a callPlumbers, HVAC, real estate, sales
What a call means to you: a customer with water on the floor or a furnace that quit will call the next name on the list if you don’t pick up, and a home buyer’s interest goes cold fast. For you, a missed call is a lost job.
What matters most: calls that follow you after hours, a text that goes out by itself when you miss someone, and a connection to the software you run your jobs on, such as ServiceTitan, Jobber or Housecall Pro. If you keep customers in a CRM, which is software for your customer list and notes, calls should land there too. Your numbers also shouldn’t show up as spam.
Start with:Nextiva, Zoom Phone and RingCentral. Nextiva is the best fit because it has automatic replies to missed calls and lists ServiceTitan.
Which one for you?
Plumbers and HVAC on ServiceTitan:Nextiva is the one to look at first, because it’s the only company here we could confirm lists ServiceTitan.
Trades on Jobber:Ooma Office and Aircall both list Jobber, and Ooma Office includes phone support at any hour.
Trades that want a text back:GoTo Connect can also send a text by itself when you miss a call.
Real estate agents:RingCentral and Zoom Phone can both send photos by text, so you can share a listing from the driveway. None of the ten names Follow Up Boss, so check first if that’s your CRM.
Sales teams:Aircall lists HubSpot on Essentials and Salesforce on Professional, so your calls land in your customer records.
Rush hour and locationsRestaurants, shops, franchises
What a call means to you: the phone rings hardest when you’re busiest. At 6 PM on a Friday nobody has a free hand, and the caller wants to place an order or find out if you’re open.
What matters most: a call queue, which is a waiting line that holds callers in order until someone is free, plus separate hours for each location and one place to manage them all. If you run more than one store, you don’t want to log in five times to change your holiday hours.
Restaurants and cafes:Nextiva lists Square and Clover, so your phones and your register can work together. Toast isn’t listed, so check first if that’s what you run.
Shops:Ooma Office lists Square, with call queues on its Pro Plus plan.
Franchises and several locations:Zoom Phone sets business and holiday hours for each site from one portal, and 8×8 ties each location’s phone menu to its own schedule and time zone.
Safety and placesSchools, factories, warehouses
What a call means to you: when someone dials 911 from your building, help has to find the right room, and the people in the front office need to know it’s happening.
What matters most: dialing 911 directly with no extra digit first, a location sent with the call, and an alert to staff when someone calls 911, so a person can meet responders at the door. Your local fire authority has the final word on fire alarm lines.
Schools:Zoom Phone can send the building, floor and room with a U.S. or Canadian 911 call, and it can alert staff by email list.
Factories and warehouses:RingCentral supports rugged handsets and paging devices for loud floors. Nextiva also lists rugged handsets, from $249.
Big buildings with a front desk or security desk:8×8 can alert a reception or security desk when someone calls 911, in the U.S. and Canada.
How your phone needs change as your team grows
Your kind of business is only half the picture. A two-person shop and a twenty-person office live very differently, even in the same line of work. Here’s what tends to change as you add people, so you buy for the team you have today.
1 to 2 peopleYour cell phone is the systemYou need a number, a greeting, voicemail and business hours. You can skip the phone menu and the desk phone, because the app on the phone in your pocket does the job. Customers see your business number, and your personal number stays yours.Start with:Zoom Phone, Ooma Office and Quo
3 to 5 peopleEverybody shares the main numberNow the question is who picks up. A ring group makes the main number ring on several phones at once, so the first person free answers it. You’ll want easy transfers, and one person who knows how to change the greeting. Aircall‘s 3 user minimum starts to make sense here.Start with:Nextiva, Aircall and Ooma Office
6 to 10 peopleCallers need help finding the right personThis is where a phone menu earns its keep: “Press 1 for scheduling, press 2 for billing.” Give people a direct number if customers ask for them by name, and decide who covers the front desk at lunch. Ooma Office sends teams this size to sales, so the quick online signup ends at 5.Start with:Nextiva, RingCentral and Dialpad
11 to 20 peopleSomeone needs to own the phonesPick one person to look after the system, even if it’s only an hour a week. Reports on missed calls become worth having, and the higher plans start to matter for things like automatic recording and customer record connections. See what each size pays in our cost by team size table.Start with:RingCentral, 8×8 and Vonage
Find your situation
Your kind of business and your team size tell you what you need. Where you are right now tells you what to do first. Most small business owners are in one of these four spots.
Brand newYou’re starting from nothingYou have no phone number to move and no contract to get out of, which makes this the easy spot to be in. Pick a number, record a greeting and start on a monthly plan if you can, because you don’t know yet how your calls will run. Our Phone systems 101 walks you through the words and the basics.Start with:Zoom Phone, Ooma Office and Vonage
Established, staying putYou like your location, not your phonesYour biggest risks are your old contract and your phone number, not the new system. Find your notice period and renewal date first, then follow our steps to switch without losing your number. Keep your old service running until the move is finished.Start with:RingCentral, Aircall and Ooma Office
Established, movingYou’re changing your addressA cloud phone system isn’t tied to a building, so your number can come with you. Update the 911 address for every person before the first day at the new place, and check the internet there before you move. If you have alarms or card terminals on old lines, see our POTS line replacement guide.Start with:8×8, Nextiva and RingCentral
Established, branching outYou’re opening another locationNow you want each location to keep its own hours, with one place to manage them all. Zoom Phone sets hours by site, Nextiva gives each location its own schedule, and RingCentral‘s multi-site tools start on Advanced at $25. Each location also needs its own 911 address.Start with:Zoom Phone, Nextiva and RingCentral
Not sure which phone system fits your small business?
Tell us how many phone users and locations your system needs to support, along with your call volume, equipment needs, must-have features and timeline. Our telecom consultant can help you compare business phone systems before you commit.
What small businesses really use a phone system for
Small businesses use a phone system to catch new customers, sound established, keep a personal number private and make sure no call falls through the cracks while everyone is busy. Few owners care about the technology itself. They care about what happens when the phone rings and nobody has a free hand.
Catching new customersFor many small businesses, the phone is the front door. Someone finds you online, calls, and either reaches you or moves on to the next name.
Sounding establishedA greeting with your business name and a local or toll-free number helps a one-person shop sound as steady as a bigger company.
Keeping your cell privateBusiness calls ring through an app on your own phone, so customers see your business number, and you can quiet work calls at dinner.
Answering from anywhereTake a call in the truck, at home or between appointments, on the same number your customers already know.
Sharing the phonesThe main number rings on several phones, whoever is free picks up, and they can hand the call to a coworker without losing the caller.
Handling after hoursWhen you close, the system plays your closed greeting, takes a message, or sends true emergencies to whoever is on call.
Texting customersAppointment reminders, “on my way” messages and quick answers. Some customers would simply rather text, so it helps to offer both.
Keeping trackVoicemail you can check anywhere, a list of who called and when, and recordings where you need them, so nothing depends on memory.
Meeting and trainingConference and video calls with clients, plus recorded calls you can use to help someone new learn the job.
An ordinary day on a small business phone system
Here’s what all of that looks like in practice, using a made-up five-person heating and cooling company. The details change from one business to the next, but the day may feel familiar.
7:45 AM, in the truckA customer calls the business number and it rings on the owner’s cell phone. The screen shows it’s a work call, so the owner answers with the company name.
9:00 AM, the office opensThe system switches to the daytime greeting by itself. The main number rings at the front desk and on the owner’s phone, and the first one free picks up.
11:20 AM, everyone is busyA new customer calls while the front desk is on another line and the crew is out. The call goes to voicemail, the message shows up in writing, and on systems that offer it, a text goes out to let them know someone will call back.
1:30 PM, a question for the techThe office transfers a caller to a technician out on a job. The call reaches the technician’s cell, and the customer never sees that personal number.
5:00 PM, closing timeCalls move to the closed greeting. Callers hear your hours, and they can press 1 if it’s an emergency.
8:40 PM, no heatA family with a dead furnace presses 1, and the call rings the technician on call. Everyone else leaves a message for the morning.
Most of this works on any system in this guide, but some pieces, such as automatic texts, depend on the company and the plan. Each company’s section below tells you what’s included.
A small business phone system usually runs over your internet connection and not over copper wires. You pay monthly per person, your number rings on the devices you choose, and you change your greeting, hours and users yourself on a website. The industry calls this VoIP or a cloud phone system, and all ten companies here work that way, so there’s nothing to install in a closet.
Hardware systems with physical desk sets and a one-time purchase still exist, and they suit offices that want desk phones and few changes. You don’t have to choose one or the other, though. You can add desk phones to most cloud systems if your front desk likes having a real handset.
How a call moves through a small business phone system
A customer callsThey dial your main number, which can be local or toll-free, and can be the number you already have.
The greeting answersA recording welcomes them and checks your hours. A phone menu can offer choices, like “Press 1 for scheduling.”
Routing decidesThe system sends the call where you told it to: one person, or a group of phones.
Someone picks upOn a cell phone, a computer or a desk phone, wherever that person happens to be.
Nobody free?Voicemail, an answering service or an AI receptionist takes over, so the caller isn’t left hanging.
Phone words in plain English
Phone companies have their own language, and they don’t all use the same words for the same thing. These are the ones you’ll see most often when you compare small business phone systems.
Phone menuThe recording that offers choices, like “Press 1 for scheduling, press 2 for billing.” You may see it called an auto attendant, a virtual receptionist or an IVR.
Ring groupSeveral phones that ring for the same call, all at once or one after another, so the first person free can answer.
Call queueA waiting line for calls. Callers stay on hold, in order, until someone is free.
Call routingThe rules you set for where calls go, based on the time of day, the caller’s menu choice or who’s available.
VoIPCalling over the internet rather than copper phone lines. It’s also called a cloud phone system.
User, seat or licenseOne person on the plan. Prices are usually per user, so five people cost five times the listed price.
Annual billingA lower monthly rate in exchange for committing to a full year.
Month to monthA higher rate with no long commitment, so you stay freer to leave.
PortingMoving your existing phone number from your old company to a new one. It’s how you keep your number.
E911The internet phone version of 911. It uses the address you register, so responders know where to go.
CRMSoftware that keeps your customer list and notes. Some phone systems log calls in it by themselves.
BAAA business associate agreement, the signed contract a health care office needs from a company that handles patient information.
What every small business phone system should cover
Whatever you buy, and however small you are, these eight things should be there. If a plan is missing one, you’re looking at the wrong plan.
A mobile appYour business number on your own phone, so you can leave the office and keep your personal number private.
Call routingVoicemail, business hours, a phone menu and several phones ringing at once.
TextingCustomers often want to text, and U.S. business texting needs registration before you start.
911 that worksInternet phones need a registered address, so 911 can find you.
Your numberYour number should move with you, on the way in and on the way out.
A fair contractA clear term, clear rules for canceling and no surprises at renewal.
A person to reachReal help, by phone, when something breaks and your customers can’t get through.
A plan for outagesCalls that move to cell phones when your internet goes down.
How many users do you need?
Count the people who need their own line, not the number of calls you get. Years ago, a multi line phone system meant paying for a physical line for every call. On an internet system, several calls can happen at once and you pay by the person. Add any shared phone, such as a front counter, plus any fax line. A helper who never takes calls doesn’t need to be on the plan. If your calls bunch up at certain hours, think about the most calls happening at the same moment, because that tells you whether you need a call queue.
Buy for the team you have today. Adding a person is easy on every system here, but taking one away isn’t always. Aircall’s contract license counts can’t be reduced during the term, and removing a line inside a Vonage term can trigger early termination charges.
How to switch without losing your number
If customers already know your number, keeping it matters more than almost anything else in this guide. The move is routine when you do it in this order.
List what you haveWrite down every phone number, every person, your greeting, your menu choices and your hours, plus anything else on a phone line, such as a fax machine, alarm or card terminal.
Check your contractFind the notice period and any exit cost before you do anything else, and note the date your contract renews.
Set up and testBuild the new system on a temporary number. Then call it yourself and try every option the way a customer would.
Confirm 911Set the right address for every user and device, and decide who keeps it up to date.
Move your numberAsk your new company to start the move, and choose a quiet time. Depending on the company, it can take a few days to about four weeks. Test it right away.
Cancel lastEnd your old service only after the move is complete and calls are reaching the new system.
Equipment, internet and rules for small business phones
Most small businesses need very little equipment for a small business phone system, and many start with what they already own. The monthly plan is only one piece, though, and a few rules apply no matter how small you are. Here’s what to buy, what to skip and what you can’t ignore.
What you need to buy
Free to startYour cell phone and computerAll ten systems here have mobile and computer apps, so what you already own can work on day one. No desk phone is required.
Most officesA headsetA comfortable headset helps anyone who spends hours on calls, and it keeps both hands free for typing or writing things down.
Front desksDesk phonesThey’re useful at a reception counter, where people expect a handset. Check that your provider supports the model before you buy one.
Older buildingsLine adaptersAlarms, card terminals and fax machines on old copper lines may need a replacement line. Our POTS line replacement guide walks through them.
Every officeA steady routerPoor networks often cause poor calls, so check your router and internet first. If calls sound choppy, that’s the first place to look.
RecommendedA backup planSet up a cellular backup, or rules that send calls to cell phones if your internet drops, so customers still reach you.
Rules and must-dos for small business phones
Register your 911 addressInternet phones need a registered address, and many won’t reach 911 in a power or internet outage. Federal rules cover direct 911 dialing and location for multi-line systems.
Register before you textU.S. carriers can block business texts from unregistered numbers, and marketing texts need written consent.
Know the recording rulesConsent rules differ by state, so announce that a call may be recorded.
Health care? Get a BAAMedical and dental offices need a business associate agreement for HIPAA. Dental offices can also compare dental answering services.
AI can answer routine and after-hours calls for a small business, but people still want a way to reach a person. In a 2026 Gartner survey of 3,566 customers, 87% called access to a human agent essential when a company uses generative AI.
An AI receptionist is software that picks up the phone and talks with your caller. It can give your hours, take a message and catch the 2 AM call nobody was going to answer. For a one-person business, that can mean fewer lost customers. The worry isn’t the AI itself. It’s a customer with a real problem getting stuck with it, so you want an easy way out to a human being.
Most companies here sell an AI receptionist, usually as an extra. RingCentral’s starts at $39, Nextiva’s XBert AI is $99 a month with 100 interactions included, and Ooma’s AI Answering Service starts at $14.99 a month. None of the ten states that its AI automatically tells callers it’s AI, so confirm how it handles emergencies and how a caller reaches a person. Compare options in our AI receptionist for small business guide.
The cheapest plan doesn’t always include what a small business needs. To keep this fair, the table compares each company’s lowest plan that has voicemail, business hours, a phone menu (the “press 1 for scheduling” recording), ring groups (several phones ringing at once) and texting. “AI notes” means written transcripts or summaries of your calls.
Phone systems for small business pricing at a glance
Small business phone system prices with the basics included run from $15 to $30 per user per month on annual billing, before taxes and fees. Eight of the ten publish prices. GoTo Connect and 8×8 price by quote, so they sit under Other plans.
Prices are per person, so a $20 plan for five people is $100 a month. The annual price is what you pay for committing to a year, and the monthly price is what it costs to stay free to leave. Then come taxes and fees, which is why a website price is never your bill. Take Vonage Advanced for five people: $26.59 a line plus $4.49 in listed fees is $31.08 a line, or $155.40 a month, and that’s before a federal fee and taxes. Companies that publish their fee amounts can look more expensive than companies that don’t, so only a written quote shows your true bill.
What the plan with the basics costs, per user per month
Showing the 8 systems that publish prices, for the lowest plan with the basics. Ooma Office is a monthly price. All others are annual billing.
Dialpad Standard
$15
Nextiva NEXT Core
$15
Zoom Phone US & CA Unlimited
$16
RingCentral RingEX Core
$20
Quo Business
$23
Ooma Office Pro
$24.95
Vonage Advanced, 5 to 19 lines
$26.59
Aircall Essentials
$30
Nextiva NEXT
Core$15 annual / $23 monthly
Calling, video, 100 texts per user and AI notes for 50 conversations. Nextiva lists $5.45 in per-line fees, and no page confirms they apply to this plan.
Engage$25 annual / $50 monthly
Adds 500 texts per user, single sign-on and 200 AI conversations.
RingCentral RingEX
Core$20 annual / $30 monthly
Domestic calling, 25 texts per user each month and the AI Virtual Assistant. Fees apply, with amounts not published.
Advanced$25 annual / $35 monthly
Adds CRM connections and multi-site management, which many growing offices need.
Zoom Phone
US & CA Unlimited$16 annual / $18 monthly
U.S. and Canada calling, texting and post-call summaries. Federal and other fees apply, with amounts not published.
Monthly plans$24 and $29
Zoom’s higher monthly plans add more of Zoom Workplace, for teams that use it daily.
Aircall
Essentials$30 annual / $40 monthly
Calls, texting, call recordings and many integrations, with a 3 user minimum.
Professional$50 annual
Adds AI call summaries, listening, whispering and call joining for managers.
Vonage Business Communications
Advanced, 5 to 19 lines$26.59 promo / $37.99 monthly
The promotion is for new annual contracts through December 31, 2026. Vonage lists $4.49 in fees, plus a federal fee.
Advanced, 1 to 4 lines$27.99 promo / $39.99 monthly
The same plan for the smallest offices.
Dialpad Connect
Standard$15 annual / $27 monthly
Calling, 250 U.S. texts a month, real-time transcripts and call summaries. An E911 fee applies, with no published amount.
Pro$25 annual / $35 monthly
Adds phone support, 24/7 customer support and CRM connections.
Ooma Office
Pro$24.95 monthly
Adds 250 texts a month and call recording to Essentials. A $29.95 activation charge and an E911 fee apply.
Pro Plus$29.95 monthly
Adds AI transcripts, CRM connections and call queues.
Quo
Business$23 annual / $33 monthly
Adds phone menus, AI call summaries and live chat support to Starter. 911 isn’t available.
Starter$15 annual / $19 monthly
A business number with calling and texting, but no phone menu.
Other plans
GoTo ConnectPriced by quote Phone System and its higher plans, with AI features as add-ons.
8×8Priced by quote 8×8 Work, built as a custom package with a term contract.
Enterprise tiersPriced by quote Dialpad Enterprise, Aircall Enterprise and larger plans from other companies.
Small business phone system cost by team size
Here is what the plans with the basics cost per month at three small team sizes, before taxes and fees. Ooma Office sends teams of 6 or more to sales. Vonage’s prices are promotional, and they change by line tier.
Plan
5 users
10 users
20 users
Nextiva NEXT Core (annual)
$75
$150
$300
RingCentral Core (annual)
$100
$200
$400
Zoom Phone US & CA Unlimited (annual)
$80
$160
$320
Aircall Essentials (annual)
$150
$300
$600
Vonage Advanced (promo)
$132.95
$265.90
$489.80
Dialpad Standard (annual)
$75
$150
$300
Ooma Office Pro (monthly)
$124.75
Ask sales
Ask sales
Quo Business (annual)
$115
$230
$460
Free personalized guidance
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Customer ratings for these small business phone systems come from G2 and TrustRadius, two of the best-known business software review sites. A rating gives you a quick feel, but it can’t tell you how a system fits your business, so each company below also gets a full write-up, plain answers on contracts and canceling, and cards that sum up, in our own words, what small business reviewers wrote recently. Each company has six review cards from the past year. Most pair Google Maps reviews with one other review site, and each card links back to where the review was posted.
Who is G2?Founded in 2012, G2 hosts more than 3 million verified reviews. It confirms each reviewer’s identity and moderates every review before it goes live.
Who is TrustRadius?Based in Austin, Texas, TrustRadius is known for in-depth reviews from verified users. It is independent of G2.
Customer review ratings for phone systems for small business
G2, out of 5TrustRadius, out of 10
3.54.04.55.0
678910
8×8
G2
4.2 (941 reviews)
3.54.04.55.0
TrustRadius
8.7 (988 reviews)
678910
Nextiva
G2
4.5 (3,683 reviews)
3.54.04.55.0
TrustRadius
8.5 (398 reviews)
678910
RingCentral
G2
4.2 (1,515 reviews)
3.54.04.55.0
TrustRadius
8.8 (547 reviews)
678910
Zoom Phone
G2
4.6 (2,682 reviews)
3.54.04.55.0
TrustRadius
7.5 (146 reviews)
678910
Aircall
G2
4.4 (1,680 reviews)
3.54.04.55.0
TrustRadius
8.0 (144 reviews)
678910
GoTo Connect
G2
4.4 (1,422 reviews)
3.54.04.55.0
TrustRadius
8.0 (504 reviews)
678910
Vonage
G2
4.3 (504 reviews)
3.54.04.55.0
TrustRadius
8.6 (103 reviews)
678910
Dialpad
G2
4.4 (4,216 reviews)
3.54.04.55.0
TrustRadius
8.3 (578 reviews)
678910
Ooma Office
G2
4.5 (134 reviews)
3.54.04.55.0
TrustRadius
6.4 (86 reviews)
678910
Quo
G2
4.7 (3,423 reviews)
3.54.04.55.0
TrustRadius
8.2 (27 reviews)
678910
3.54.04.55.0
678910
Bars start at 3.5 on the G2 scale and at 6 on the TrustRadius scale, so small differences are easy to see. The number in parentheses is how many customer reviews each rating is based on. Ratings checked October 24, 2026, and refreshed every 30 days.
#1
8×8: best for buyers comfortable with a term contract
Broad features, sold by quote
Our pick in this guide forRestaurants, shops, franchisesSchools, factories, warehouses
8×8 Work suits offices that call other countries often and are ready for a term contract. Its pages confirm direct 911 dialing, location and staff alerts, and they confirm call queues and tools for managing several locations too. Faxing is listed, and 8×8 names HubSpot and Salesforce among its connections.
Prices are by quote, so a small business should get every term in writing. 8×8’s own pages also state that automatic texts after a missed call aren’t a feature, which matters if you can’t always pick up.
Not the best fit if: you’re a new business or you’re not sure where you’ll be in a few years. 8×8’s help pages state that month to month isn’t offered, and the term is 36 months if your order doesn’t name one.
Ideal phone users10 to 20 here, and larger
Best matched toOffices calling abroad
Plan to start with8×8 Work
Customer review ratingsG2 4.2 out of 5 · TrustRadius 8.7 out of 10
Straight answers
Is there a contract?Yes. 8×8 doesn’t offer month to month, and the term is 36 months if your order names none.
Can you cancel easily?You can end it within 30 days of the start date if the service doesn’t meet requirements. After that, you buy out the remaining months.
Setup fees?Not published, and implementation is optional paid work.
Trial or guarantee?Not published.
Discounts or perks?No promotion listed.
8×8 customer reviews
From G2, TrustRadius and Google Maps, all from the past year. Each card opens the review where it was posted.
8×8
Both sides, one customerRated 5 out of 5
Easy, Reliable Calling Right From Our CRM
+What they like bestI like that 8×8 Work is easy to set up and use. The call quality is good, with no interference or calls breaking up. It sits within my CRM, so I can make calls directly without having to leave it. I also had good support from the tech people during setup.
−What they dislikeFor what we use it for there is nothing we could possibly dislike
JFJayne F.Director Small-Business (50 or fewer emp.)
How they use itpreviously, we could not tell if a coworker was on the phone or not. 8×8 allows us to see the status of our team so we do not waste the caller’s time by sending them to a busy line. We can transfer directly to VM or give them the option to take a message. We can transfer to outside numbers as well – which is handy when you have out of state business relationships. The interface is extremely user friendly and allows for use on mobile phones, laptops or desktop computers so continuity is awesome!
+Pros
Continuity
Connectivity – connection is rarely lost
Ease of use
−Cons
Clear all calls button from call log would be nice
Deletes Messages button
VUVerified UserAdministrator in Professional Services Insurance Company, 1‑10 employees
How they use itIt is very good. It allows you to answer multiple calls, which is helpful, as we are a legal firm that handles immigration and criminal cases and sometimes receives calls from inmates who may not have the option to call again until the next day or so. So we can answer many calls as they come in, and we don’t lose clients or important messages due to a limit.
+Pros
Answering multiple calls.
Transferring
Conference Calls.
−Cons
I’d love it if call recording were allowed, or I’m not sure, but our plan doesn’t have it.
Call transcription, it’d be amazing so that no details are missed.
Transcription of voicemails.
VUVerified UserRepresentative in Customer Service Legal Services Company, 11‑50 employees
In their wordsOur company had 8×8 for many years. Customer service was horrible to non-existent. We tried emailing their customer support only to get emails bounced back. Other emails never received a response. We tried calling customer service multiple times and could not get help. They direct you to their automated attendant "auto" or "otto", but it was of no use. They gladly take your money each month for their software, but have absolutely poor customer support services. As a business we found their customer service unsatisfactory.
In their wordsWe started with 8X8 in 2017 and we were very impressed with the desktop app for the PC. It was way easier to check voice mail and return voice mails and they recorded our calls. About two years ago, 8X8 made it impossible to log into our account without first receiving a text message every time. Very annoying but no big deal. 8X8 also does not have a feature, that I am aware of, to automatically delete really old call recordings. It’s a chore to go in and manually delete recorded calls so, of course, it never gets done. Our most recent bill was $170 for one line. Last summer, 2024, we wanted to add text messaging capabilities. We went through hell, multiple calls into customer service each lasting an hour or more and it became obvious the guy we were working with was new. We finally got the text messaging working but then we lost our ability to update the vacation greeting and switch to a vacation greeting. We finally had to switch to a competitor, and we have figured out just about every phone company now days has a similar app, all record calls, all offer text messaging. 8X8 made things even worse by requiring 30 days advance notice to cancel. I’m sure we agreed to it in 2017 but it leaves a really bad taste in our mouth when we leave. As a small business owner, we simply could not conduct ourselves the way 8X8 does. Talk to computers for 5 minutes pressing buttons before you can talk to a human who is probably new and has no idea how to solve our problems. There is no reason to stay with 8X8 any longer so we are gone. Good luck guys, I am shorting your money losing stock.
Our pick in this guide forPlumbers, HVAC, real estate, salesRestaurants, shops, franchises
Nextiva fits businesses that live on their calls. NEXT Core covers calling, video, 100 texts per user and AI notes, phone support runs at any hour, and it confirms after-hours routing, call queues and one place to manage several locations. For a service business, two things stand out: it can send an automatic reply when you miss a call, and it lists connections with ServiceTitan, Square and Clover.
Two things need a close look. Nextiva lists a $3.95 recovery fee and a $1.50 E911 fee per line, which would make the bill $20.45 or $28.45 if they apply to Core, and no page confirms that either way. Its published rules for canceling are also among the least clear here.
Not the best fit if: you need call recording or faxing on the entry plan. Both are add-ons on Core and included from Engage at $25. Health care offices should also know that Nextiva’s rules don’t allow protected health information in text messages.
Ideal phone users2 to 20 here, and far larger
Best matched toCall-driven businesses and several locations
Plan to start withNEXT Core
Customer review ratingsG2 4.5 out of 5 · TrustRadius 8.5 out of 10
Straight answers
Is there a contract?The annual price needs a 12-month minimum term. Monthly agreements are also available.
Can you cancel easily?Give 30 days’ notice. Under a term, you owe the rest of it plus a disconnect fee with no published amount.
Setup fees?The terms mention them, with no amounts published.
Trial or guarantee?A 30-day money-back guarantee with limits. A free trial isn’t published.
Discounts or perks?Up to 12 months free for switching, with conditions not shown.
Nextiva customer reviews
From TrustRadius and Google Maps, all from the past year. Each card opens the review where it was posted.
Nextiva
Both sides, one customerRated 10 out of 10
Amazing Product and Features.
How they use itWe are a smaller organization with a high sales volume. Before that, only the owner’s cell phone was used for company business. Obviously, as the company grew rapidly, one person couldn’t handle all the call inquiries. At one point, we added Google Voice; however, the features were much more limited and more expensive than Nextiva. After many demos for other providers, Nextiva was the natural choice. We set up 3 lines, and the system works seamlessly. Setting up and managing the system and lines is very easy to navigate.
+Pros
Call Forwarding.
Ring On All Lines.
Changing calls between devices.
−Cons
AI Support – Difficult to Bypass.
VUVerified UserManager in Corporate Farming Company, 11‑50 employees
How they use itWe are trucking company, everyday use. All departments using Nextiva for more than 10 years. We use calls, Fax, Text messages. We use VOIP phones , Cell phone apps, and Desktop apps. We schedule call by working hours , holydays , weekends. There is not problems with product, almost never downtime. Just happy with Nextiva .
+Pros
No downtime
Fast customer support
Easy setup
Not expensive
−Cons
Maybe better looking app
Easier app setup
Sometime is not easy to setup username
VKVladimir K.Operations Manager, MGR Freight Systems INC Transportation/Trucking/Railroad, 51‑200 employees
In their wordsOur small business started with Nextiva in early 2021 and since that time have been pleased with the service, pricing and support. We moved from a legacy system and have never looked back!
In their wordsI signed up with this company with the promise of better service and to lower our costs. It was lower for about a year before they started increasing the price beyond what we could have locked in elsewhere. I have contacted them, they don’t care. Now we have switched companies and they are trying to hold us to an evergreen clause an demanding $14,000 to buy out our contract. They did not notify us of the automatic 3 year contract renewal, they originally baked into the contract which will nullify the evergreen clause but it doesn’t stop them from lying about it and trying to bully us. Not to mention the sales rep originally said that after the 3 years the billing would go month to month. This is a horrible company, and I would look towards other more cost effective providers such as GOTO or basically anyone else.
In their wordsI have Nextiva for 5 years for my business phone needs. I have been a good customer and paid them every month on time. I called them recently telling them I am closing my business and I have to close my account, and I was told I need to pay $2000 to close my account. I could not believe, how could a company can ask $2000 to close a customer account. They keep telling e that my account was on auto renewal every 2 years and it was renewed in February of 2026, so they have to charge me $2000. They won’t understand that my business is simply closing, I am not changing carrier, I am not doing this for pleasure, I am just closing the business. They never send me email in February about auto renewing my contract, are not they supposed to do so. Is it really legal what they are doing? Please stay away from this company. NOONE should ever do business with them.
In their wordsWe’ve been using Nextiva for about a year. The phone service works well, but the service is terrible. I’m writing this as I’ve been sitting on hold for 26 minutes waiting for anyone in support to answer. I tried calling last week 3 separate times. All three times I sat on hold for 20 minutes without reaching a person before I had to disconnect. Funny thing, if you call the sales line, they pick up immediately. Good thing my issue isn’t an emergency I guess.
Strong calling, a clear set of features and a real refund window
Our pick in this guide forAccountants, consultants, nonprofitsDental, medical, legal, financePlumbers, HVAC, real estate, salesSchools, factories, warehouses
RingCentral’s RingEX confirms most of what a small business needs, which makes it a strong fit for private or regulated work. Picture an office of five to twenty people who want one app for calls, texts and video meetings, with a help line that’s open at any hour. RingEX Core covers that, along with an AI assistant, and it’s one of few companies here with a stated 30-day refund window, which gives you a real chance to try it with your own staff.
The trade-off is managing it. Small business reviewers like the dependable calling and how much sits in one app, but many find the admin portal, the website where you change users and settings, hard to work with. It works best when someone in the office is willing to learn it. Automatic call recording and customer record connections start on the Advanced plan at $25, so a growing office should price that plan too.
Not the best fit if: you’re on your own and never want to open a settings page. A solo owner will likely be happier with something simpler, such as Zoom Phone or Ooma Office.
Ideal phone users5 to 20 here, and far larger
Best matched toOffices, regulated work and safety needs
Plan to start withRingEX Core
Customer review ratingsG2 4.2 out of 5 · TrustRadius 8.8 out of 10
Straight answers
Is there a contract?Yes. Each order sets a term, and monthly payment is offered.
Can you cancel easily?A policy allows a pro-rata refund within 30 days of purchase. After that, leaving early owes the rest of the term. Give 30 days’ notice before renewal.
Setup fees?None listed, though RingCentral doesn’t state there are none.
Trial or guarantee?A free trial for new subscribers, without texting.
Discounts or perks?Not published for this plan.
RingCentral customer reviews
From TrustRadius and Google Maps, all from the past year. Each card opens the review where it was posted.
RingCentral
Both sides, one customerRated 10 out of 10
RingEX Review
How they use itWe are a large Dental Support Organization. We have deployed RingEX across 180 sites so far. RingEX is a solid product and easy to deploy and rarely has voice quality issues if the network is setup correctly. We use Advanced Support as the level one support is less than desirable.
+Pros
Voice Quality
Deployment
Faxing
−Cons
Service
Built in Analytics
Keymaps
MMMatthew M.Telecommunication Specialist, Specialty1Partners Health, Wellness and Fitness, 1001‑5000 employees
How they use itAll employees have a desk phone that we utilize to make and receive internal and external calls. Some users are familiar with the sms features. Others are still learning. We are trying to learn as much as possible about RingEx to fully utilize its abilities. Learning how to navigate the AI features and whether we would like to use them as a company.
+Pros
logging all internal and external calls
providing how to videos
managing user profiles
−Cons
We would like to see the ability to add a contact list to our entire team without the contacts being RingEX users
VUVerified UserEmployee in Legal Law Practice Company, 11‑50 employees
Powerful communication tool with seamless calling and messaging tools
How they use itRingEX provides seamless business calls, messaging and team collaboration under one secure platform that is easy to use. I can conveniently use RingEX on the desktop application, desk phone and mobile apps with simple set up process. The platform is able to record each conversation for future reference and for efficient record keeping.
+Pros
Texting and messaging customers.
Call center for all our communication operations.
Conversation analysis.
−Cons
The monthly text limit leads to extra charges when reached which can be sometimes overwhelming for my team.
VBValerie B.Network Engineer, Tateeda Global Computer Software, 51‑200 employees
In their wordsWe use RingEX to reach out to warm leads, keep clients updated on their status and gather required information. Ring Central fits into our ecosystem so well. We love the security and ease of use. The multi-device ability lets us word from our office AND anywhere we happen to be without leaving clients guessing.
JNJack N.Account Executive, The Ryan Insurance Group Insurance, 1‑10 employees
In their wordsI’ve had a great experience with RingCentral and their customer support team. Even when I had some account and setup issues on my end, they stayed responsive, professional, and willing to help me get everything back on track. I especially appreciate the follow-ups and the effort they put into making sure my account is taken care of. It really makes a difference when a company stays engaged with their customers. Overall, a reliable service with a supportive team behind it. Highly recommend! Thanks RingCentral 😊
In their wordsUntil today I was very happy with this company. They have changed their phone to an AI-voiced extremely long automated answering system which takes 3 1/2 minutes to get through then hangs up on you. They need to go back to their previous system. I hope they fix it so I can update this review. I was happy with their services for 2 years. Why did Ring Central decide their customers’ time is trash?
Our pick in this guide forSolo owners and new businessesDental, medical, legal, financePlumbers, HVAC, real estate, salesRestaurants, shops, franchisesSchools, factories, warehouses
Zoom Phone suits the smallest offices best, because its US & CA Unlimited plan has the lowest month-to-month price here at $18 a user, and setup is simple if you already use Zoom. Calls, meetings and chat share one app, so a two-person business can answer the phone and run a client video call from the same place, and post-call summaries are included.
It also grows further than you might expect. Phone menus, ring groups, call queues and after-hours handling all come with Zoom Phone’s plans, and if you open a second location, each site can keep its own hours. Small business reviewers praise how easy it is and how well it works with Zoom’s other tools. Add-on costs are what reviewers bring up most.
Not the best fit if: a phone number for support is a must-have. Zoom’s pages disagree on whether live phone support is included, so confirm that before you count on it.
Ideal phone users1 to 20 here, and far larger
Best matched toSolo owners and teams on Zoom
Plan to start withUS & CA Unlimited
Customer review ratingsG2 4.6 out of 5 · TrustRadius 7.5 out of 10
Straight answers
Is there a contract?You choose monthly or annual renewal.
Can you cancel easily?No cancellation fee is listed. Zoom’s terms ask for 30 days’ notice before renewal, and other pages differ. Payments aren’t refunded.
Setup fees?None listed.
Trial or guarantee?Trial buttons appear, with no published length or terms.
Discounts or perks?No promotion listed.
Zoom Phone customer reviews
From G2 and Google Maps, all from the past year. Each card opens the review where it was posted.
Zoom Phone
Both sides, one customerRated 4.5 out of 5
Reliable Calls and Easy Mobility, with Room to Improve IVR
+What they like bestI like that Zoom Phone makes it easy to talk with colleagues when I’m away from the office or traveling. The connection is usually very good, quick, and efficient, and I don’t normally have connection problems unless it’s something on my end. I also like that it works on different phones, not just iPhones, and on desktop, so I can move a conversation from one device to another without friction. It worked better on mobile than Microsoft Teams and was more portable. Call forwarding is useful when I need to pass a client’s question to my manager, and I find the desk phone support options helpful when something goes wrong. Setup was very easy and took about 10 minutes.
−What they dislikeI find the auto receptionist and IVR responses aren’t always as accurate as we’d want, and they aren’t always helpful in explaining to clients what they need to do. That could be improved.
TMThomas M.Software Engineer Small-Business (50 or fewer emp.)
Easy, Trustworthy Calling Abroad When You’re Out of the Country
+What they like bestThat I can use it to call when I’m out of my country when I can’t use my regular line and it’s easier than other options out there and more trustable.
−What they dislikeJust that I have to pay for it and it depends on a good and strong internet connection but I understand that it’s necessary to provide a good service.
LOLilian O.Account Executive Small-Business (50 or fewer emp.)
Easy Setup, Reliable Scaling, and Smart AI Call Summaries
+What they like bestZoom Phone is good as its easy to set up, its very reliable and its easily scaleable. I like how you can integrate it into meetings and team chat. I like its call summary AI feature. and with no on prem hardware it can be quite cost effective.
−What they dislikeThe add on costs can get quite expensive and the support can sometimes be quite slow. For the normal user the UI is very friendly especially if already using zoom, the trouble does come from admin portals are quite annoying to try and achieve complex tasks.
RPRhys P.Secops Engineer Small-Business (50 or fewer emp.)
Seamless Zoom Ecosystem Calling With Reliable Quality and Time-Saving Features
+What they like bestWhat I like best about Zoom Phone is how seamlessly it ties into the rest of the Zoom ecosystem. I can start a call, jump into a video meeting, and send a chat message all from the same app, so I’m not juggling separate tools. The interface is clean and easy to learn, and call quality has been consistently clear and reliable, even when I’m working remotely or switching between my laptop and phone. Features like voicemail transcription, call forwarding, and call history synced across devices save me time every week, and the AI-powered call summaries make follow-ups much easier. Setup was quick for our team, and the pricing is competitive compared to traditional phone systems, which has been a real cost saver.
−What they dislikeMy main frustration with Zoom Phone is that the admin settings can be hard to navigate. Options like call queues, auto attendants, and user permissions are spread across several menus, so even small changes take longer than they should. The desktop app also uses a lot of system resources when I’m on a call while screen sharing or running a meeting, and I’ve occasionally had call quality dip on weaker Wi-Fi. Customer support can be slow to respond on more technical issues, and I’d like to see more detailed, easier-to-read call analytics built in. Some of the more advanced features, like AI summaries and extra calling plans, also feel like pricey add-ons, which makes the cost harder to justify for smaller teams. A simpler admin dashboard and clearer pricing tiers would go a long way.
CBCaro B.Sales & Marketing Coordinator Small-Business (50 or fewer emp.)
In their wordsCustomer support with Zoom has been pretty nonexistent. I set up a Zoom Phone VoIP system and have been dealing with issues with SMS campaign verification after porting my business phone number. Unfortunately, communication and support from Zoom have been extremely disappointing.
I’ve tried reaching out through email, phone, and chat support, but I still haven’t received meaningful assistance or a resolution. It has now been months without this issue being resolved.
The phone system itself has potential, but the lack of responsive customer support and follow-through has made the experience incredibly frustrating. For a business relying on its phone system, having an issue remain unresolved for months is unacceptable.
On Google, every review in the past year that described Zoom’s service was a complaint. The 4- and 5-star ratings left no comment, apart from one about the office.
Ask before you sign: whether phone support is included, and what fees appear on the bill.
Aircall fits small sales and support teams who want to be running quickly and need every call logged in their CRM, the software that keeps customer records. Reviewers love the easy setup and integrations, with Salesforce, HubSpot, Zendesk and Zoho all mentioned often.
Call quality is what reviewers bring up most, along with numbers showing as spam on outbound calling. Tools for managers, such as listening in on a call or joining one, start on the Professional plan at $50.
Not the best fit if: you’re watching every dollar or you’re a team of one or two. It’s the highest published plan price here at $30 a user, with a 3 user minimum.
Ideal phone users3 to 20 here, and larger
Best matched toSales and support teams
Plan to start withEssentials
Customer review ratingsG2 4.4 out of 5 · TrustRadius 8.0 out of 10
Straight answers
Is there a contract?Monthly billing or a 12-month annual term.
Aircall customer reviews
From G2 and Google Maps, all from the past year. Each card opens the review where it was posted.
Aircall
Both sides, one customerRated 5 out of 5
Easy-to-Use Calling, Though Performance Could Improve
+What they like bestI find Aircall very easy to use, user-friendly, and straightforward. When I dial a number, a name shows up right away, which gives me confidence that I’m contacting the right person and makes it worry-free, especially in recruitment. I find it useful to see the person’s right number when I dial, so I don’t end up discussing an application with the wrong candidate. The setup was pretty easy, like logging into a social media account. Aircall also provides the communication services we need.
−What they dislikeI think the mobile and web applications could be downloadable programs for my phone or computer. That might help them perform properly, with less lag and better stability and performance after updates.
RNRedge N.Mobilisation Coordinator, Human Resources Mid-Market (51‑1000 emp.)
Easy to Navigate, Usable, and Integrates Well with monday
+What they like bestIt works well and is easy to navigate. It integrates decently with the monday service. There are fairly constant updates, but there are also consistently minor bugs. Overall, it’s very usable.
−What they dislikeit is unfortunate that you cant receive video messages.
Aircall’s Pricing Feels Unjustified and Keeps Getting Worse
+What they like bestHonestly, I don’t have much positive to say about Aircall. The one bright spot has probably been my dialogue with our Account Manager — who’s fighting a losing battle, though, since Aircall is an expensive solution and simply isn’t worth the money for us.
−What they dislikeThe pricing plan. It makes no sense at all for a company like ours. But since porting numbers can be a real hassle, we’ve stuck with them. Now they also want us to pay just to see who’s missing our calls. It’s completely fucked up. So the hunt is on to get away from them.
BPBrian P.Co-Founder and Head of Retention at Hello Retail Small-Business (50 or fewer emp.)
Poor Connectivity, No cancellation process, Overpromised, and Unresponsive Support
+What they like bestNothing
−What they dislikeAircall’s connectivity was bad, no matter what audio device or wireless network or a 5G network, including in different cities. Call quality was poor, and callers could not hear us. Warning: two-factor authentication texts from six-digit phone numbers don’t reach Aircall, preventing me from logging into government websites. Customer service was slow to confirm this problem and unresponsive when I tried to cancel my account. I had to involve the legal department because my account was not canceled, and I couldn’t remove my payment card. Instructions provided for cancellation are inconsistent. I first requested cancellation over 4 months ago and am unable to cancel myself through my owner account, billing me for 3 more months. Aircall overpromised on its capabilities and partnership with Monday.com integration. The Aircall setup process over promised and under delivered, even with customer service assistance.
MCM. C.Immigration Attorney Small-Business (50 or fewer emp.)
In their wordsMisleading Billing and Unresponsive Support – Do Not Recommend Aircall charged my account for additional users that I did not have. I reviewed my dashboard carefully and confirmed the actual number of active users. I contacted their support team multiple times, provided explanations and evidence, but they refused to acknowledge or remediate their billing error. I would strongly caution other businesses to monitor their invoices closely and be aware that resolving billing disputes with Aircall may be difficult.
GoTo Connect: best for buyers happy to get a quote
Easy to run day to day, priced by quote
GoTo Connect suits offices that want a simple daily system and don’t mind asking for a price. Phone System is priced by quote, 24/7 support is listed, and GoTo offers a 14-day free trial. It can also send a text by itself when you miss a call, and faxing is included, so it covers a lot of ground for a small office.
Small business reviewers often praise how easy it is to use. Some report calls or messages that didn’t arrive. Ending a term early makes the remaining fees due, with no refund, so read your order closely.
Not the best fit if: you want to compare prices at your kitchen table tonight. You’ll need to speak with sales to find out what it costs.
Ideal phone users5 to 20 here, and larger
Best matched toOffices comfortable with a quote
Plan to start withPhone System
Customer review ratingsG2 4.4 out of 5 · TrustRadius 8.0 out of 10
Straight answers
Is there a contract?Each order sets the term, and term lengths aren’t listed.
GoTo Connect customer reviews
From TrustRadius and Google Maps, all from the past year. Each card opens the review where it was posted.
GoTo Connect
Both sides, one customerRated 10 out of 10
GoTo is all you need
How they use itGoTo Connect handles all incoming calls, faxes, and call metrics for my organization. The ease of use with the mobile app allows our users to be on the go and answer crucial incoming calls without a drop in call quality. Faxing is also done with ease directly through the desktop or mobile app.
+Pros
Call Quality
Easy User Interface
Easy Admin Interface
Quick edits to Dial Plan
−Cons
API Connections with EMR Systems
More API Connections in Marketplace
BGBrandon G.CEO, UHS Consulting Health, Wellness and Fitness, 1‑10 employees
How they use itGoTo is primarily used by my Customer service agents. We also utilize the AI receptionist for after hours phone calls, as well as the email fax option. The addition of the AI receptionist was a game changer for us! We previously used an after hours service, which was expensive. GoTo’s AI Receptionist saved our company a lot of money.
+Pros
AI Receptionist
Call Queue
Virtual Fax
−Cons
Difficult to switch devices to another extension
Notifications when agent not logged into a call queue
LMLisa M.VP of Administration, Maxijet Machinery, 11‑50 employees
How they use itWe use GoTo Connect as our main hub for all calls, video meetings, and client messages to keep everything under one roof. It completely wiped out the headache of losing track of client requests across different apps since everything now feeds into a single shared screen. Our entire team runs on it daily, and those automatic AI call notes honestly save us hours of busywork.
+Pros
First is the call routing. They have this visual drag-and-drop tool that lets you build out what happens when someone calls the agency
Second is the mobile app. My team is constantly on the move, running between client offices or working remotely.
Having all our texts, voicemails, and the AI-generated call notes feed directly into one single inbox is a massive lifesaver.
−Cons
The initial backend setup for user permissions can be incredibly clunky, making it surprisingly painful to just give a new team member access to a specific shared inbox without accidentally messing up their general calling settings.
The platform native dashboard reporting feels pretty basic when you need to dig into deep productivity metrics, so it forces you to spend way too much time exporting CSV files just to build a simple custom report for the week.
I would love to see a much more fluid, deeply integrated task manager built right into the chat threads, because right now you still have to leave GoTo Connect and log into a separate project tool just to assign a simple follow-up action to a teammate.
How they use itWe use GoTo Connect for all phone communications, such as calls, text messages, and voicemails. Use the dial plan and shared voicemail features. We have shown interest in other parts of their platform, such as AI receptionist and AI call summaries, and have had a lot of communication with customer service over the years.
+Pros
Easy phone app.
Voicemail
Recording calls.
−Cons
Horrible customer service in my opinion
I feel the sales team will say anything to get you to sign
Phones are down all the time.
MWMatt W.Managing Partner, A Homemade Plan Health, Wellness and Fitness, 51‑200 employees
In their wordsNot being able to cancel a subscription from my account setting on a website should be illegal. Having to wade through a support call just to cancel is obsurd. Tell whoever can change to change it
In their wordsA slick salesperson will make you sign up for their service. After three weeks, still no call from their on-boarding team. Not worth the hassle.
Vonage Business Communications suits buyers who want to build a system from add-ons and pay only for what they choose. Monthly plans are available, and support is open seven days during set hours.
It had the highest published cost here once fees were added. Advanced for 5 to 19 lines is $26.59 on a promotional annual rate or $37.99 monthly, plus $4.49 in listed fees and a federal fee. Too few recent reviews exist to show a clear pattern.
Not the best fit if: you want the basics included in one price. Pieces many companies include are extras here, such as ring groups at $4.99 a month per group and call queues at $14.99 a month per queue, plus 3 cents a minute of wait time.
Ideal phone users2 to 20 here, and larger
Best matched toBuyers who want many add-ons
Plan to start withAdvanced
Customer review ratingsG2 4.3 out of 5 · TrustRadius 8.6 out of 10
Straight answers
Is there a contract?Monthly plans, or a minimum 1-year contract on annual.
Vonage customer reviews
From G2 and Google Maps, all from the past year. Each card opens the review where it was posted.
Vonage
Both sides, one customerRated 5 out of 5
Wonderful Voice Quality and an Easy-to-Use UI with Reliable Reports
+What they like bestThe voice quality and the UI is wonderful, easy to use and reports are reliable
−What they dislikeMore customisation is needed, bring more tools to enhance the UI
SSShiv S.Account Manager Small-Business (50 or fewer emp.)
Great for Calling Offshore Candidates and Managing Employee Contacts
+What they like bestCalling off shore candidates and some of its features like parking a call and merging lines. Also it maintains a distinguished contacts book for employees as well.
−What they dislikeText messages does not provide read notifications. There is no way to know if the message has been read by the receiver or not.
+What they like bestVery helpful in one-to-one texting and calling. This can be easily used on both phones and desktops/Laptops. Very easy to use in day-to-day life. Vonage offers text, calling, team messaging, and video calls, as well as group texting, which helps us coordinate within the organisation. We can use this app anywhere, anytime, just with a good internet connection.
−What they dislikeTake a lot of time to open in the system. The internet connection is slow, it gives intermittent issues in calling.
In their wordsThis is an awful company. Please beware. I tried to transfer my phone service to Vonage. After a month they were not able to transfer my existing phone numbers over from Comcast. So I had to cancel the service. However they keep billing me as if I had their service. So every month I have to fight with them to reverse the charges.
Our pick in this guide forAccountants, consultants, nonprofitsDental, medical, legal, finance
Dialpad Connect fits small teams who want their call notes written for them. The Standard plan includes real-time transcripts and call summaries at $15 a user on annual billing, with 250 U.S. texts a month. If you’ve ever hung up and tried to remember what a customer asked for, that’s the appeal: the conversation turns into text you can look back on.
Reviewers often mention how much time the AI saves. Some find the screens slow or awkward, and phone support starts on the Pro plan, which matters if you’re running things yourself. Recording on Standard is a button you press during the call, while automatic recording starts on Pro.
Not the best fit if: you want to stay month to month. The $15 rate needs annual billing, and the monthly rate is $27, which takes away much of the saving.
Ideal phone users2 to 20 here, and larger
Best matched toTeams that want AI call notes
Plan to start withStandard
Customer review ratingsG2 4.4 out of 5 · TrustRadius 8.3 out of 10
Straight answers
Is there a contract?Monthly or annual.
Can you cancel easily?Monthly plans can cancel any time. Annual plans owe the rest of the term, and a disconnection fee has no published amount.
Setup fees?None listed, though the terms mention initiation charges.
Trial or guarantee?A 14-day free trial.
Discounts or perks?No promotion listed.
Dialpad customer reviews
From G2 and Google Maps, all from the past year. Each card opens the review where it was posted.
Dialpad
Both sides, one customerRated 4.5 out of 5
Reliable Cloud Phone Solution with Exceptional AI Call Summaries
+What they like bestDialpad Connect has completely transformed our business communication. The built-in Voice Intelligence (Ai Recaps) is a standout feature, providing quick call summaries, action items, and real-time transcriptions. The call audio quality is consistently clear, and the interface is incredibly clean and intuitive across both desktop and mobile apps. Setting it up took very little effort, and integrating it into our existing workplace workflow was seamless.
−What they dislikeWhile the overall platform is solid, the mobile app can occasionally take a few seconds to connect calls when switching between Wi-Fi and mobile data. Additionally, some of the advanced reporting metrics in the admin dashboard take a bit of time to learn, but customer support usually clarifies things quickly.
+What they like bestDialpad is a darn solid call management system for teams who interact with public facing customers, internally, and for outbound calling too. My team is pretty small but the AI transcription tool is fairly accurate, the at a glance reporting is solid, and the features agents have access to are a nice quality of life.
−What they dislikeThe transcription accuracy isn’t always the best, only being accurate like ~80% of the time. And I wish I had more versatile options for reporting by default.
In their wordsVery glitchy even with wifi. Don’t matter if with iPhone or Android. Signed a year contract. Can’t stay with them if connection is bad. Asked to cancel contact they tell me I signed it. Yes I did. Not my problem that I am having bad connections. This is not good for my business. They won’t cancel contract. Really?
Our pick in this guide forSolo owners and new businesses
Ooma Office fits very small offices that want no contract and a real phone number to call for help. Standard plans are month to month, and phone support runs at any hour. A phone menu, ring groups and digital fax are on every plan, so a small shop gets a lot of the basics without much fuss.
Essentials has no texting allowance, so most offices need Pro at $24.95. There’s no annual option, and a $29.95 activation charge appears at sign-up. 911 can’t be dialed from the mobile app, so keep another way to call 911 close by. Too few recent reviews exist to show a clear pattern.
Not the best fit if: you expect to grow past five people soon. Teams of 6 or more go to sales, and call queues start on Pro Plus at $29.95.
Ideal phone users1 to 5 online
Best matched toVery small offices
Plan to start withPro
Customer review ratingsG2 4.5 out of 5 · TrustRadius 6.4 out of 10
Straight answers
Is there a contract?No contract is needed on standard plans.
Can you cancel easily?Month-to-month plans have no listed fee. If you want your number, give 30 days’ notice before ending service.
Setup fees?A $29.95 activation charge.
Trial or guarantee?A 30-day money-back guarantee on hardware. The first month of service isn’t refundable.
Discounts or perks?Free-phone offers, which need a 1-year or 3-year term.
Ooma Office customer reviews
From G2 and Google Maps, all from the past year. Each card opens the review where it was posted.
Ooma Office
Both sides, one customerRated 3 out of 5
Great Call Quality and Easy Setup, but Missing Real-Time Analytics and Smooth Support
+What they like bestThe Clear call quality was great, the software itself is very easy to navigate. Set up can be done with minimal effort.
−What they dislikeIt was lacking realtime dashboard analytics features that we need for our day to day operations. Calling support was sometimes an issue, there is a language barrier and at times I would have to explain my issue multiple times so they could understand my inquiry. We were not able to easily integrate it with our other software.
JAJesus A.Customer Service Representative Small-Business (50 or fewer emp.)
+What they like bestI love how intuitive and easy to use Ooma Office is. It provides a great user experience, especially when working remotely. The initial setup was very easy too.
In their wordsWe were looking to get divorced from CenturyLink at our condo association due to their horrific customer service so we went with Starlink and it was a great solution, however, then we needed a VOIP office phone and after some research and bad experiences with other VOIP providers we found Ooma and had a great experience with Alex Anderson. He Answered all my questions got us all set up with a new voip office phone even took care of my onslaught of email questions. Ooma combined with Starlink ended up being a far better option than CenturyLink!
In their wordsThis company ranks right up there with Comcast. They are horrible! Their service was terrible and the cancellation process bordered on harassment. I will never do business with this company again. One of the biggest business mistakes of my career!
A well-liked business number for your own cell phone
Our pick in this guide forSolo owners and new businesses
911 warning: Quo’s help pages state that emergency services aren’t available through Quo. Use it only as a second number, and keep your regular cell phone for 911.
Quo, formerly OpenPhone, is a business number and shared texting on your own cell phone. It’s popular with owners who want something simple, and it can send an automatic reply when you miss a call. Its AI agent, Sona, comes with 1,000 free credits on every plan. Reviewers love how easy it is and how helpful that assistant can be. A smaller group reports serious call or service trouble.
Starter is $15 a user on annual billing or $19 monthly. Business adds the phone menu at $23 or $33.
Not the best fit if: it would be your only business phone. Anyone who might need to call 911 from work needs another phone that can.
Ideal phone users1 to 5
Best matched toA second number for owners
Plan to start withBusiness
Customer review ratingsG2 4.7 out of 5 · TrustRadius 8.2 out of 10
Straight answers
Is there a contract?Monthly billing is sold, and each order sets the term.
Can you cancel easily?You can cancel in the app, and payments aren’t refunded.
Setup fees?None listed. U.S. texting registration is $19.50 once, plus $1.50 a month for most businesses.
Trial or guarantee?A 7-day trial, with a card required.
Discounts or perks?Annual billing savings.
Quo customer reviews
From G2, all from the past year. Each card opens the review where it was posted.
Quo
Both sides, one customerRated 5 out of 5
Amazing Transcripts That Make Conversations Easy to Remember
+What they like bestThe transcripts! It’s very helpful for me to be able to remember conversations and what we talked about.
−What they dislikeHonestly nothing. It’s been amazing so far.
CLChris L.Estate Liquidator Small-Business (50 or fewer emp.)
Ideal for remote work and maintaining contact with clients and collaborators
+What they like bestI work remotely and it helps me stay in touch with the clients for the company I work for, as well as with my colleagues.
−What they dislikeSometimes the windows can be confusing, you have to make sure to mark the calls taken and messages sent, etc. It takes a while to update and sometimes my colleagues call the numbers I am calling, and the search bar doesn’t work.
BMBeatriz M.Administrative assistant Small-Business (50 or fewer emp.)
Useful Call Transcripts, but Unreliable Sona Transfers and Slow Bug Resolution after 26 days
+What they like bestThe ability to have Sona screen calls, answer common questions, and transfer customers to our business phone app is what attracted us to Quo. Having recordings and transcripts available is useful for reviewing customer conversations. However, the ongoing transfer failures have prevented us from getting the main benefit we switched for: reliably connecting customers with our team.
−What they dislikeThe biggest problems are unreliable Sona transfers and the time it has taken to resolve a confirmed bug affecting customer calls. When Sona transfers customers to our Quo app, it rings briefly and sends them to voicemail before we can answer. Calls are marked “You rejected the call,” even though nobody declined them. We reproduced this on iPhone, Android, and desktop, including with only one device signed in. We opened a ticket on September 19, 2026. On September 25, Quo confirmed in writing that this was a backend bug, not our settings, devices, or network. As of October 15, 26 days after opening the ticket, it remains unresolved with no fix date. We have provided screenshots, specific call examples, and extensive troubleshooting. I also copied the CEO and a VP. Support acknowledges the issue, but I have to repeatedly chase updates, and we still lack a working resolution. Meanwhile, customer calls continue going to voicemail, leaving us to return calls that should have connected directly. Some AI summaries say calls were successfully transferred even when the conversation shows a missed call and voicemail. For a business phone service, reliable call delivery and timely resolution of critical bugs are essential. This experience has made me regret porting our business number to Quo.
Great product, but pricing is unclear and confusing
+What they like bestSona is great. Being able to upload a knowledge center document is awesome. I love the app, very ux friendly!
−What they dislikeThe pricing is very unclear. I thought that I would initially be paying $15-19 a month with texting and AI natively included. Instead, Sona is not a part of the packaging, and there are credits associated with it which makes billing fluctuate. Also, I didn’t like the free trial. It didn’t feel like a period of time to actually use the software; it was more of a waiting period until my number was ported over. I get that it’s marketing & business development, but it felt dishonest.
CSChrista S.CEO & Founder Small-Business (50 or fewer emp.)
+What they like bestI like how Quo makes communication and collaboration easier. Its organized interface and convenient features help streamline daily tasks, keep conversations in one place, and make it easier to stay connected with the team.
−What they dislikeSometimes, notifications and updates can be delayed, and navigating certain features could be more intuitive. Improving these areas would make the overall experience smoother and more efficient.
Other phone systems for small business we considered
These small business phone systems came up in our research, and we haven’t graded them yet. If none of the ten feels right, or you already pay for Google or Microsoft, one of these may be worth a look.
Google VoiceSimple calling and texting for very small teams already on Google Workspace.
GrasshopperA virtual number for solo owners rather than a full office system.
Phone.comA budget-minded choice for very small offices with simple needs.
Microsoft Teams PhoneA natural add-on for small offices that already run on Microsoft 365.
Hardware systemsDesk phone systems with a one-time purchase, for offices that want few changes.
VirtualPBXA flat-plan option from a smaller company with fewer reviews.
There is no single best phone system for every small business, but there is a clear way to choose. Start with what a call means to your business, not with the price. An everyday office should look first at 8×8, as long as you’re comfortable getting a quote and signing a term. A business that can’t miss a call should look at Nextiva, as long as the fees and the rules for canceling work for you, private or regulated work should look at RingCentral, and an owner who wants the lowest monthly price should look at Zoom Phone. Dialpad is the low-cost choice for teams who want AI call notes.
Whichever you choose, try it before you trust it. Use the free trial or refund window to call your own number from a cell phone, try every menu choice and see what your customers will hear. Then get the full monthly bill and the rules for canceling in writing. Small businesses rarely get hurt by a missing feature. They get hurt by a contract they didn’t read.
What small business phone systems do well
Your business number works on your own phone, so you can leave the office and still look professional.
A greeting and business hours answer calls when nobody is free.
Adding a person takes minutes, not a technician visit.
What to plan for
Taxes and fees are added to every advertised price.
Annual plans usually owe the rest of the term if you leave early.
Move your number before you cancel, or you can lose it.
Quick math: what annual billing saves 10 users in a year
Showing the plans that publish both a yearly and a monthly rate.
Dialpad Standard ($15 vs $27)
$1,440
RingCentral Core ($20 vs $30)
$1,200
Aircall Essentials ($30 vs $40)
$1,200
Quo Business ($23 vs $33)
$1,200
Nextiva NEXT Core ($15 vs $23)
$960
Zoom Phone Unlimited ($16 vs $18)
$240
Savings compare the published annual and month-to-month rates for 10 users over 12 months. An annual plan usually ties you to the term, so weigh the saving against the commitment.
What is the best phone system for a small business?
The best phone system for a small business depends on what a call means to you. Zoom Phone suits an everyday office or one or two phones, RingCentral suits private or regulated work, Nextiva suits businesses that can’t miss a call, and Dialpad suits teams who want their call notes written for them.
How much does a small business phone system cost?
Published plans with the basics run from $15 to $30 a user on annual billing, before taxes and fees. A five-person office typically pays about $75 to $150 a month for the plan itself, and the final bill will be higher once taxes and fees are added.
What is a phone menu, and do I need one?
A phone menu is the recording that offers callers choices, like “Press 1 for scheduling, press 2 for billing.” A solo owner can usually skip it. Once you have several people or departments, it saves your staff from passing calls around and helps callers reach the right person.
How many lines does a small business need?
Count each person who needs their own line, plus shared phones and fax lines. Busy offices should also think about the most calls happening at the same moment, because that shows whether you need a call queue, which holds callers in order until someone is free.
Can two people share one business phone number?
Yes. A ring group makes one number ring on several phones, all at once or one after another, so whoever is free can answer. Nearly every system here includes it. Vonage sells it as an add-on.
Do I need a landline for my business?
Many small businesses use internet phone systems with no landline. Older alarms, elevators and card terminals may still need a replacement line, so check what’s plugged into your phone jacks before you make the change.
Can I keep my business phone number?
Usually, yes. Moving a number to a new company is called porting. Keep your old service active until the move is complete, because canceling first can cost you the number. Depending on the company, it can take a few days to about four weeks.
What happens if my internet goes down?
Internet phones stop working at your office when your internet does, so plan ahead. Set rules that send calls to cell phones, and consider a cellular backup. Your cell phone app can keep working on its own data connection while the office is down.
How does 911 work on internet phones?
Internet phones need a registered address, and many won’t reach 911 in a power or internet outage. Mobile apps often hand 911 calls to your phone’s regular dialer. Update your address whenever you move, and make sure your staff knows the limits.
Can I use my cell phone as a business phone?
Yes. Most of these systems add a business number to an app on your own phone, which keeps your personal number private. Customers see your business number when you call them, and you can quiet work calls when the day is over.
How do I get a second phone number for my business?
A cloud phone app adds a business number to your existing cell phone, often for less than a full office system. You keep one phone and get two numbers. Keep your regular phone service for 911.
What is a multi line phone system for a small business?
A multi line system lets several calls happen at once. Cloud systems do this without physical lines, and you pay per user rather than per line. Five people on the plan can all be on calls at the same time.
Do I need a contract for a small business phone system?
Not always. Most companies here sell month-to-month plans, and Ooma Office needs no contract on standard plans. 8×8 is the exception, with term contracts only. The lowest prices usually need an annual term, so weigh the saving against your freedom to leave.
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Tell us how many phone users and locations your system needs to support, along with your call volume, equipment needs, must-have features and timeline. Our telecom consultant can help you compare business phone systems before you commit.
