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6 Best Small Business Phone Services

Written by:

Howard Tillerman is the Chief Marketing Officer for Step By Step Business and an award-winning marketing professional.

6 Best Small Business Phone Services

Did you know that small and mid-sized businesses miss about 62% of calls? In an age where every customer interaction counts, this is a staggering number. Ignoring the criticality of a robust phone service is no longer an option for aspiring businesses.

This article sheds light on the best phone services tailored especially for small enterprises. If ensuring every call is answered is on your priority list, read on. We’re about to guide you through the top choices in the industry.

Business Phone Services Overview

RingCentral

4.3/5

  • 3 plans, $20, $25, $35 per user per month
  • Many advanced capabilities and integrations
  • Different AI solutions to analyze business conversations

Mint Mobile

4.2/5

  • 4 plans, $15 – $30 per month per line
  • Flexible plan options
  • Employees have their own data allotment (bill wouldn’t vary month to month)

AT&T

4.1/5

  • 3 plans, $40, $45, $55 per line per month
  • Solutions for different industries
  • Variety of services likes: IoT, Cloud connectivity, cybersecurity

Nextiva

4.1/5

  • 3 plans starting at $17.95 per user per month
  • Good system of security protocols and policies
  • Built-in business apps and tools

Ooma

4/5

  • 3 mix-and-match plans, $19.95 – $29.95
  • Over 50 features that can help your business
  • Easy do-it-yourself setup

Phone.com

3.9/5

  • 3 mix-and-match plans, starting at $12.74 per month per user
  • Easy to use system for business owners and employees
  • Advanced features without complexity or tricky implementation

1. RingCentral

  • Value: Good
  • Help and Support: Good
  • Customer Satisfaction: Average

Pricing and Features

RingCentral is a comprehensive cloud-based communication service tailored for businesses, emphasizing support for remote and hybrid teams. The platform offers an intuitive interface, mobile apps for seamless collaboration, team chat, and advanced file-sharing capabilities. To guarantee optimal uptime and call quality, it utilizes 32 global data centers and partnerships with numerous carriers and ISPs. RingCentral stands out with its myriad integrations, advanced video conferencing tools, including RingCentral Video and the recent acquisition, Hopin Events, catering to extensive multi-day conferences.

Plans & Pricing:

  1. Core Plan ($20/user/month):
    • Unlimited domestic calls, SMS, and MMS.
    • Interactive voice response.
    • Integration capabilities with Google and Microsoft.
    • Analytics tools to assess performance.
  2. Advanced Plan ($25/user/month):
    • All features of the Core Plan.
    • Automatic call recording and advanced call monitoring.
    • Internet fax option.
    • Integration with CRM apps like Salesforce.
  3. Ultra Plan ($35/user/month):
    • Builds upon Advanced features.
    • Unlimited HD video, whiteboards, and messaging.
    • Unlimited file sharing and storage capabilities for files and recordings.

Each plan comes with a 14-day free trial, ensuring businesses can test and evaluate the services before a full commitment.

Pros and Cons

Pros

  • Comprehensive feature set catering to diverse business needs
  • Competitive pricing offers good value for money
  • Positive reputation with an A+ rating from the BBB
  • Commendable customer support, as evidenced by user reviews and personal experiences
  • Seamless integrations with major platforms like Google, Microsoft, and Salesforce

Cons

  • A few scattered negative user reviews
  • Annual contracts may be a commitment some businesses are hesitant about

Why We Choose It

RingCentral_logo

RingCentral offers a comprehensive communication solution for businesses, combining essential features with proactive customer support. Its reliability and robust features make it a top recommendation for SMBs seeking an all-in-one phone system.

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2. Mint Mobile

  • Value: Excellent
  • Help and Support: Good
  • Customer Satisfaction: Good

Pricing and Features

Mint Mobile has entered the telecommunication space as an affordable and reliable mobile service provider. While they may not boast the extensive feature set of some competitors, their simple and cost-effective offerings cater especially to small businesses. Let’s explore what Mint Mobile brings to the table for small business owners.

Mint Mobile offers four distinct plans, all with a commitment to connectivity:

  1. 5GB Plan ($15/line/month): Basic usage ideal for minimal data consumers.
  2. 15GB Plan ($20/line/month): Mid-tier offering for moderate data users.
  3. 20GB Plan ($25/line/month): For those requiring more frequent data access.
  4. Unlimited Plan ($30/line/month): Best for businesses requiring heavy data use without constraints.

All plans feature:

  • Unlimited talk and text.
  • Nationwide coverage, ensuring connectivity in most areas.
  • 5G or 4G connections, with the system optimizing for the stronger signal.

Additionally, there’s a promotional offer where all plans are available at $15/line/month with a three-month commitment. This flexibility also extends to choosing varied plans for each of the lines, tailoring to individual requirements.

Pros and Cons

Pros

  • Highly competitive pricing structure
  • Consistent positive customer reviews highlighting their service reliability
  • Prompt and helpful customer service
  • Nationwide coverage ensures connectivity in most regions
  • Availability of both 5G and 4G connections, maximizing data speed potential

Cons

  • Lack of specialized features tailored for business operations
  • Commitment to a contract may not appeal to all businesses

Why We Choose It

Mint Mobile_logo

Mint Mobile provides straightforward, cost-effective plans emphasizing reliable connectivity and strong customer service. Ideal for small businesses with basic communication needs, it offers a simple yet dependable mobile solution.

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3. AT&T

  • Value: Good
  • Help and Support: Good
  • Customer Satisfaction: Average

Pricing and Features

AT&T isn’t just a mobile plan provider; it’s an ecosystem of diverse telecommunication solutions. Their offerings span a wide spectrum, from mobile and broadband services to advanced cloud solutions and cybersecurity measures. This versatility allows businesses from various sectors to find services that align with their specific needs.

Furthermore, AT&T demonstrates a deep understanding of different industries, from healthcare and retail to finance and manufacturing. This insight allows them to tailor their services, ensuring industry-specific requirements are met, be it in terms of compliance, security, or operational efficiency.

The brand’s ability to merge their vast array of services with industry-specific solutions sets them apart in the crowded telecom market. Whether you’re a startup looking for basic connectivity or a large corporation in search of an integrated communication solution, AT&T offers the scalability and expertise to cater to your needs.

Plans & Pricing:

  1. Business Unlimited Starter ($40/line/month):
    • Offers unlimited talk, text, and data.
    • Suitable for businesses seeking basic connectivity without extra frills.
  2. Business Unlimited Performance ($45/line/month):
    • Enhanced security features ensure your business’s digital safety.
    • Increased hotspot data for more on-the-go connectivity.
    • Enhanced video streaming quality suitable for meetings and presentations.
  3. Business Unlimited Elite ($55/line/month):
    • Further increments in hotspot data and video quality.
    • Unique feature to prioritize your business applications, ensuring smooth operations.
    • Price drops to $50 per line when opting for six or more lines.

Pros and Cons

Pros

  • Flexibility to avail more lines than many competitors, facilitating larger businesses
  • 24/7 support ensures businesses aren’t left stranded during non-business hours
  • Advanced security features act as a protective shield against digital threats
  • Strong nationwide coverage ensures consistent connectivity
  • Tiered plans offer a range of features to cater to varying business needs

Cons

  • A noticeable volume of negative customer reviews
  • The pricing structure may be steep for some businesses, especially smaller entities

Why We Choose It

AT&T_logo

Given this blend of extensive service offerings, industry-specific solutions, and our personal positive experience with their services, we believe AT&T should be at the forefront of considerations for business owners looking for comprehensive telecommunication solutions.

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4. Nextiva

  • Value: Good
  • Help and Support: Good 
  • Customer Satisfaction: Average

Pricing and Features

As the corporate world continues to lean into digitalization, Nextiva emerges as a trusted provider of VoIP solutions tailored to businesses of all sizes. The platform’s offerings span beyond just call functionality; they delve into integrated communication solutions.

Plans & Pricing:

  1. Essential Plan ($17.95/user/month for 100+ users):
    • Unlimited voice & video calling ensures constant connectivity.
    • Voicemail, toll-free numbers, and internet fax cater to varied communication needs.
    • Seamless integrations with essential platforms like Outlook and Google Contacts.
  2. Professional Plan ($21.95/user/month for 100+ users):
    • Expands on Essential with unlimited conference calls, accommodating up to 40 participants.
    • Video conferencing and screen sharing capabilities boost collaboration.
    • Auto attendant (multi-level) offers a more professional touch.
    • Enhanced integration capabilities with platforms like Salesforce and HubSpot.
    • Mobile and Desktop SMS/MMS for more diversified communication.
  3. Enterprise Plan ($31.95/user/month):
    • Scales up with unlimited participants for voice & video conferencing.
    • Call and video conference recording for auditing and referencing purposes.
    • Voicemail transcription and Single Sign-On for added convenience.
    • Integration capabilities extend to Microsoft Teams and allow for custom integrations.

Features and Benefits:

  • Security Protocols and Policies: Nextiva places a premium on data security with a comprehensive system of protocols and policies ensuring data protection and compliance.
  • Built-in Business Tools: Beyond just communication, Nextiva is equipped with an array of built-in apps and tools designed to bolster business operations and productivity.

Pros and Cons

Pros

  • Comprehensive feature set, tailored for diverse business needs
  • Competitive pricing structure, providing value for money
  • Scalability with plans that cater to businesses, from startups to enterprises
  • Strong security infrastructure, ensuring data safety and compliance
  • Integration capabilities with popular platforms enhance operational fluidity

Cons

  • Pricing tends to be higher for businesses with fewer users
  • Some reviews highlight inconsistencies in customer support

Why We Choose It

Nextiva_logo

Nextiva offers integrated business solutions with extensive features, competitive pricing, and a focus on security. Despite occasional support hiccups, our positive experience suggests it’s a top choice for businesses seeking a comprehensive communication platform.

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5. Ooma

  • Value: Good
  • Help and Support: Good
  • Customer Satisfaction: Average

Pricing and Features

Ooma positions itself as a robust VoIP Business Phone System, rivaling industry stalwarts like Nextiva and RingCentral. With its tiered offerings, businesses can choose a plan that best aligns with their operational needs and budget constraints.

  1. Essential Plan ($19.95/user/month):
    • Beyond standard phone features, this plan boasts a virtual receptionist, ring groups, and music on hold, enhancing customer experience.
    • Other features like digital fax, mobile app, and email audio attachments further extend its versatility.
  2. Pro Plan ($24.95/user/month):
    • A step up from Essential, the Pro plan introduces a desktop app, text messaging, and video conferencing for improved communication.
    • Enhanced call blocking, voicemail transcription, and dynamic caller ID offer more control to businesses.
    • Integration with popular platforms like Google and Office 365, as well as a comprehensive analytics dashboard, ensure seamless operations.
  3. Pro Plus Plan ($29.95/user/month):
    • Tailored for businesses with advanced needs, features like Salesforce and Microsoft Dynamics 365 integrations allow for seamless CRM solutions.
    • Advanced call management, Ooma meetings recording, and call queuing ensure businesses can manage higher call volumes effortlessly.
    • Unique offerings like “Find Me, Follow Me” and digital call deflection provide added flexibility.

Pros and Cons

Pros

  • Competitive pricing
  • No binding contracts, ensuring flexibility
  • A treasure trove of over 50 features catering to various business needs
  • Simplified setup process, making it accessible for businesses with limited tech knowledge
  • Comprehensive VoIP solutions suitable for a range of industries

Cons

  • Some technological features seem slightly outdated compared to competitors
  • A few reviews allude to unforeseen fees and potential inconsistencies in service offerings

Why We Choose It

Ooma_logo

Ooma offers a user-friendly VoIP Business Phone System packed with features. Despite some technical and review concerns, its value for small to medium-sized businesses is clear. Based on our experience and its capabilities, Ooma is a strong contender for businesses seeking a dependable VoIP solution.

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6. Phone.com

  • Value: Excellent
  • Help and Support: Good
  • Customer Satisfaction: Average

Pricing and Features

Phone.com stands out as a modern, straightforward phone service tailored to meet the demands of contemporary businesses. With its tiered plans, it ensures businesses of all sizes and budgets can benefit from its services.

  1. Basic Plan ($12.74/user/month):
    • This plan offers a balanced bundle with 500 pooled minutes, a phone number per account, and video conferencing for up to 10 participants.
    • The inclusion of mobile and web apps and 50 standard voice features makes it an attractive choice for startups or smaller businesses.
  2. Plus Plan ($18.69/user/month):
    • Scaling up, this plan offers unlimited minutes, a dedicated phone number per user, and a bolstered video conferencing capability accommodating 25 participants.
    • Features like HIPAA compliance, video recording, IP desk phone compatibility, and voicemail transcription cater to businesses with an increased focus on security and versatility.
  3. Pro Plan ($27.19/user/month):
    • A premium solution, this plan brings in advanced tools like call recording, CRM integration, high-fidelity transcription, and video conferencing with a substantial 100-participant limit.
    • Unique offerings such as whiteboarding and YouTube live streaming capability make it ideal for dynamic businesses looking to make a mark.

Pros and Cons

Pros

  • Cost-effective solutions tailored to various business needs
  • Comprehensive foundational features even in the basic plan
  • Scaled discounts incentivize growth and larger user bases
  • An intuitive, user-friendly system ideal for both business owners and employees
  • Offers advanced features without the intimidating complexity or cumbersome setup

Cons

  • A sprinkling of negative reviews hints at potential areas for improvement
  • A somewhat limited range of integrations compared to some industry counterparts

Why We Choose It

Phone.com_logo

Phone.com offers an easy-to-use business solution with competitive pricing and robust features. Despite not matching some rivals’ technical depth, its straightforward approach and 24/7 support provide excellent value, making it a top pick for budget-conscious businesses.

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Business Phone System Cost

The investment in a business phone system goes beyond just monthly or yearly subscription costs. It’s about striking the right balance between quality of service, the range of features offered, and the price point. Here’s a comprehensive breakdown:

  1. Initial Setup & Installation:
    • Traditional landline systems, particularly those with on-site PBX (Private Branch Exchange), can incur substantial initial setup fees. These can range from hundreds to several thousand dollars.
    • VoIP (Voice over Internet Protocol) services, like Phone.com, Nextiva, and Ooma, often have minimal setup fees, especially for cloud-based options. Physical VoIP phone handsets might add to the cost, although many businesses nowadays opt for software-based phones (softphones) on computers or mobile devices.
  2. Monthly or Annual Subscription:
    • The cost varies greatly depending on the provider and plan. For instance, Phone.com offers plans starting from $12.74/user/month, whereas competitors might be slightly higher or lower.
    • Typically, as observed with many providers, the more users you have, the cheaper the per-user cost becomes. This is beneficial for larger companies or those with growth trajectories.
  3. Additional Features & Integrations:
    • Providers frequently offer a base set of features in their standard packages. However, more specialized features like CRM integrations, advanced analytics, or whiteboarding might come at extra costs or in premium tiers.
    • It’s crucial to differentiate between ‘nice-to-have’ and ‘must-have’ features. Integrations, for instance with Salesforce or Microsoft Dynamics 365, might be pivotal for sales-driven companies but not for all.
  4. Equipment Costs:
    • For VoIP systems, businesses might need to invest in IP phones, which can range from $50 to $500 or more depending on the sophistication.
    • Other hardware, such as headsets, conferencing equipment, and specialized handsets, also add to the costs. It’s recommended to get hardware that’s certified to work seamlessly with your chosen phone system.
  5. Maintenance & Upgrade Fees:
    • Traditional systems might incur periodic maintenance fees, especially if there’s on-premises equipment involved.
    • Cloud-based solutions often include upgrades in their subscription model, ensuring users always access the latest features and security patches.
  6. Training & Onboarding:
    • While many modern phone systems pride themselves on ease of use, there’s always a learning curve. Training sessions, webinars, or workshops might have associated costs. However, this investment is invaluable, ensuring all employees can make the most of the system’s features.
  7. Support & Downtime Costs:
    • Most providers offer a range of support options, from basic ticketing systems to 24/7 phone support. Premium support might come at an additional cost.
    • Remember, downtime can be costly. Systems with high uptime guarantees, backed by robust infrastructures like RingCentral’s 32 data centers, can offset potential losses from system outages.

How to Choose a Business Phone System

Choosing the right business phone system is essential for ensuring seamless communication, both internally and with customers. The best systems offer flexibility, scalability, and a robust set of features that cater to your specific business needs. Here’s a comprehensive guide to help you make an informed decision.

Understand Your Business Needs

Before diving into the myriad of options available, assess what you truly need. Are you a small business looking for basic voice services, or a larger enterprise requiring advanced features like CRM integration? Do you expect to grow rapidly in the next few years? Answering these questions will help you zero in on systems that align with your operational needs.

Cloud-based vs. On-Premises

Cloud-based or VoIP systems, like those offered by Nextiva or Phone.com, operate over the internet. They are generally easier to set up, scalable, and come with a host of integrated features. On the other hand, on-premises systems might offer more control and customization, though they usually involve higher upfront costs and maintenance responsibilities. Decide based on your budget, technical expertise, and preference for control versus convenience.

Features and Integrations

Modern phone systems offer more than just voice services. Features like video conferencing, voicemail transcription, and advanced call analytics can enhance business operations. Moreover, integrations with popular business tools like Salesforce or Microsoft Office 365 can streamline workflows. Make a list of the essential features and integrations that will truly benefit your operations.

Scalability and Flexibility

The business landscape is ever-evolving, and your phone system should be able to adapt. Opt for systems that can easily scale up or down based on your requirements. Whether you’re hiring more staff, expanding to new locations, or simply expecting a spike in customer calls, your phone system should be able to handle the change without requiring a complete overhaul.

Quality and Reliability

At its core, a phone system should offer clear voice quality without lags or drops. Providers with robust infrastructures, such as multiple data centers, usually offer higher uptimes. Consider the provider’s reputation, read reviews, and maybe even test the system during peak business hours to ensure quality and reliability.

Cost and Support

While cost is always a factor, it shouldn’t be the sole deciding point. Consider the value offered: does the system offer features and reliability that justify its price? Also, factor in potential training and setup costs. Lastly, a robust support system, preferably 24/7, is crucial. When issues arise, you want to ensure minimal downtime and quick resolutions.

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6 Best Small Business Phone Services