Top 10 Business Phone Systems (VoIP): Features, Pros, Cons and Comparison

---

Introduction

Business phone systems (VoIP) let organizations make and receive calls over the internet instead of traditional phone lines. A modern VoIP platform usually includes cloud calling, mobile and desktop apps, call routing, voicemail, call queues, auto attendant, and admin controls to manage users and numbers at scale. The best VoIP tools do more than replace a desk phone. They support hybrid work, remote teams, multi-location operations, and sales or support workflows that need call tracking and reliable call handling.

Common real-world use cases include:

• Replacing a legacy PBX with cloud calling across one or many offices
• Setting up IVR, call queues, and routing for reception, sales, and support
• Giving remote teams a business number on mobile and desktop
• Logging calls into CRM and tracking outcomes by lead or account
• Enabling analytics for call quality, missed calls, and agent performance

What buyers should evaluate before selecting a business VoIP system:

• Call quality and reliability (network handling, uptime signals, jitter tolerance)
• Core calling features (IVR, call queues, ring groups, forwarding, voicemail)
• Admin and provisioning (user lifecycle, number management, permissions, policies)
• Mobile and desktop experience (speed, stability, call handoff behavior)
• Integrations (CRM, helpdesk, collaboration tools, reporting exports)
• Analytics (missed call tracking, call outcomes, call quality insights)
• Security expectations (SSO, MFA, encryption, audit logs, RBAC patterns)
• Global coverage (local numbers availability, regional calling, compliance needs vary)
• Hardware and device support (desk phones, headsets, softphone experience)
• Cost and operational effort (licenses, add-ons, implementation, training)

Best for: SMB to enterprise organizations that want a professional calling experience, stronger routing, and better visibility than personal phones or basic calling apps.

Not ideal for: teams with extremely complex telecom needs without internal ownership, or organizations that only need occasional calling and can rely on basic mobile calling without routing and analytics.

---

Key Trends in Business Phone Systems (VoIP)

• More demand for “phone system plus workflow” where calls connect to CRM and support tools
• Higher expectations for reliable mobile softphone performance for hybrid teams
• Increased use of call analytics to reduce missed leads and improve support response
• Stronger emphasis on admin governance, roles, and scalable provisioning
• More consolidation with meetings and messaging stacks in unified platforms
• More automation for routing, after-call workflows, and call disposition tracking (varies)
• Increased focus on call quality diagnostics and proactive troubleshooting
• More need for multi-location control with centralized policies and local presence
• Greater expectations for security controls aligned with identity providers (varies)
• More interest in flexible number management and quick onboarding for growth teams

---

How We Selected These Tools

• Strong adoption and credibility in business VoIP and cloud calling
• Coverage of core PBX replacement capabilities and day-to-day calling workflows
• Practical fit across different segments (solo, SMB, mid-market, enterprise)
• Evidence of ecosystem readiness for common business integrations (varies)
• Support for multi-device usage with mobile and desktop calling experiences
• Clear differentiation across telephony-first and collaboration-first approaches
• Tools that are commonly shortlisted in real buying cycles for VoIP platforms

---

Top 10 Business Phone Systems (VoIP)

1 — RingCentral MVP

RingCentral MVP is a widely used cloud phone system often chosen for multi-location calling and PBX replacement. It fits businesses that need mature routing, admin controls, and scalable number management.

Key Features

• Cloud PBX with auto attendant, ring groups, and call flows (varies)
• Call queues and routing for teams and departments (varies)
• Business numbers, extensions, and multi-location management (varies)
• Mobile and desktop calling apps (varies)
• Voicemail, call forwarding, and call handling tools (varies)
• Analytics and reporting for call activity (varies)
• Add-on capabilities vary / Not publicly stated

Pros

• Strong for multi-site business calling and structured call flows
• Mature admin tooling for provisioning and ongoing operations
• Good fit for organizations replacing legacy PBX systems

Cons

• Packaging and feature depth varies by plan
• Setup needs planning for call flows and governance
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

RingCentral is often evaluated on how well it connects calls into business workflows.

• CRM integrations (varies / Not publicly stated)
• Helpdesk and support tooling (varies / Not publicly stated)
• APIs and automation patterns (varies)
• Reporting exports and admin workflows (varies / Not publicly stated)

Support & Community

Varies / Not publicly stated.

---

2 — Zoom Phone

Zoom Phone is a cloud calling product commonly adopted by organizations already using Zoom for meetings. It fits teams that want calling consolidated into a meeting-first collaboration environment.

Key Features

• Cloud calling with business numbers and extensions (varies)
• Auto attendant and call routing patterns (varies)
• Call queues and ring groups (varies)
• Mobile and desktop calling within Zoom apps (varies)
• Voicemail and call handling features (varies)
• Call analytics and admin reporting (varies)
• Regional availability varies / Not publicly stated

Pros

• Smooth adoption for teams already standardized on Zoom
• Calling and meetings in one user experience reduces tool sprawl
• Practical option for hybrid teams using softphones heavily

Cons

• Telecom edge cases require careful validation
• Feature depth depends on plan and region
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Zoom Phone is commonly connected to scheduling, collaboration, and CRM workflows depending on usage.

• Calendar and productivity integrations (varies)
• CRM call logging patterns (varies / Not publicly stated)
• APIs and automation patterns (varies)
• Admin device and policy workflows vary / Not publicly stated

Support & Community

Varies / Not publicly stated.

---

3 — 8×8 Work

8×8 Work is a cloud calling platform often shortlisted for global teams and businesses that need calling plus admin visibility. It fits organizations that want calling operations supported by analytics and multi-location management.

Key Features

• Cloud PBX and business calling features (varies)
• Auto attendant, IVR, and call routing (varies)
• Call queues and departmental workflows (varies)
• Mobile and desktop calling experiences (varies)
• Analytics and call quality monitoring patterns (varies)
• Number and user management for multi-site operations (varies)
• Integration capabilities vary / Not publicly stated

Pros

• Good fit for distributed operations and structured call handling
• Analytics focus can help with call quality and performance
• Strong option for organizations migrating from legacy PBX

Cons

• Regional calling features and packaging can vary
• Setup requires clear queue and routing design
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

8×8 is typically evaluated by how smoothly it connects calls to customer systems and reporting.

• CRM integrations (varies / Not publicly stated)
• Support workflow integrations (varies / Not publicly stated)
• APIs and reporting exports (varies)
• Best results come from consistent call tagging and queue ownership

Support & Community

Varies / Not publicly stated.

---

4 — Nextiva

Nextiva is a business phone system often chosen for reliable cloud calling and operational simplicity. It fits SMB and mid-market teams that want PBX replacement without heavy complexity.

Key Features

• Cloud PBX with call routing and call flows (varies)
• Auto attendant and ring group configuration (varies)
• Call queues and department routing (varies)
• Mobile and desktop calling apps (varies)
• Voicemail and call forwarding tools (varies)
• Admin dashboards and reporting (varies)
• Add-on capabilities vary / Not publicly stated

Pros

• Practical for businesses that want a clear, manageable phone system
• Useful for multi-location calling with centralized administration
• Good for improving missed call handling and routing consistency

Cons

• Advanced enterprise governance needs deeper validation
• Feature depth varies by plan and telecom region
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Nextiva is often used where calling needs to connect to CRM and basic customer workflows.

• CRM call logging patterns (varies / Not publicly stated)
• Productivity tool integrations (varies / Not publicly stated)
• APIs and reporting exports (varies)
• Works best with standardized call flows and business hour rules

Support & Community

Varies / Not publicly stated.

---

5 — Vonage Business Communications

Vonage Business Communications is a VoIP platform centered on business calling and routing. It fits teams that want cloud telephony with flexibility for different calling scenarios.

Key Features

• Cloud PBX and core calling features (varies)
• Auto attendant and call routing rules (varies)
• Call queues and ring groups (varies)
• Mobile and desktop calling apps (varies)
• Voicemail, forwarding, and call handling controls (varies)
• Admin provisioning and policy management (varies)
• Integration options vary / Not publicly stated

Pros

• Strong for core business calling and routing workflows
• Useful for organizations standardizing numbers and extensions
• Works well when call flows are designed and documented cleanly

Cons

• Plan packaging and capabilities vary by region
• Complex telecom edge cases require careful validation
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Vonage is often assessed for integration strength and flexibility across business stacks.

• CRM and ticketing integrations (varies / Not publicly stated)
• APIs and extensibility patterns (varies)
• Reporting exports vary / Not publicly stated
• Best outcomes come from consistent call disposition and follow-up workflows

Support & Community

Varies / Not publicly stated.

---

6 — Dialpad

Dialpad is a modern VoIP platform often used by sales and support teams that want cloud calling with strong usability and coaching-friendly workflows. It fits organizations that rely heavily on softphones.

Key Features

• Cloud calling with business numbers and extensions (varies)
• Call routing, queues, and ring groups (varies)
• Mobile and desktop calling experiences (varies)
• Call recording and coaching patterns (varies / Not publicly stated)
• Admin dashboards and user provisioning (varies)
• Analytics and reporting patterns (varies)
• AI-related capabilities vary / Not publicly stated

Pros

• Strong fit for sales and support calling workflows
• Modern user experience that can reduce training effort
• Useful for teams that need consistent softphone performance

Cons

• Advanced features vary by plan and configuration
• Telecom coverage and number availability varies by region
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Dialpad is often shortlisted when call logging and workflow automation matter.

• CRM integrations (varies / Not publicly stated)
• Support and collaboration integrations (varies / Not publicly stated)
• APIs and automation patterns (varies)
• Works best when teams standardize dispositions and follow-up steps

Support & Community

Varies / Not publicly stated.

---

7 — GoTo Connect

GoTo Connect is commonly used by SMB and mid-market teams that want a practical cloud phone system with manageable setup. It fits organizations migrating from legacy PBX that need routing and reliability.

Key Features

• Cloud PBX with call routing and call flow tools (varies)
• Auto attendant and IVR patterns (varies)
• Call queues for departments (varies)
• Mobile and desktop calling apps (varies)
• Voicemail and forwarding controls (varies)
• Admin and provisioning workflows (varies)
• Reporting patterns vary / Not publicly stated

Pros

• Practical choice for PBX replacement without heavy complexity
• Good for small teams that still need real routing and queues
• Useful for multi-location calling with centralized control

Cons

• Deep enterprise governance may be limited for very large organizations
• Some features vary by plan and region
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

GoTo Connect typically integrates with calendars, CRM tools, and basic workflows depending on the business.

• CRM and productivity integrations (varies / Not publicly stated)
• Reporting exports vary / Not publicly stated
• APIs and automation options vary
• Best results come from well-defined call flows and queue schedules

Support & Community

Varies / Not publicly stated.

---

8 — Cisco Webex Calling

Cisco Webex Calling is often chosen by enterprises that need cloud calling aligned with structured IT governance and device ecosystems. It fits organizations with mature IT operations and standardized collaboration policies.

Key Features

• Cloud calling with enterprise routing patterns (varies)
• Auto attendant and call queue features (varies)
• Device and meeting room ecosystem support (varies)
• Central admin controls and policy management (varies)
• Diagnostics and analytics patterns (varies)
• Multi-location management patterns (varies)
• Integrations vary / Not publicly stated

Pros

• Strong enterprise fit for governance and standardized operations
• Useful when device ecosystems and meeting rooms matter
• Good for organizations with strict admin and policy needs

Cons

• Can be heavier than SMB needs
• Implementation success depends on strong planning and admin ownership
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Webex Calling is often evaluated for how well it fits into enterprise identity and admin workflows.

• Identity and access integrations (varies / Not publicly stated)
• Collaboration ecosystem connections (varies)
• APIs and extensibility vary / Not publicly stated
• Best outcomes come from consistent policy design across sites

Support & Community

Varies / Not publicly stated.

---

9 — Microsoft Teams Phone

Microsoft Teams Phone is a cloud calling option tightly integrated with Teams collaboration. It fits organizations that want business calling inside a single collaboration environment used daily by employees.

Key Features

• Cloud calling with business numbers and extensions (varies)
• Auto attendant and call queues (varies)
• Calling within Teams desktop and mobile apps (varies)
• Admin governance and policy controls (varies)
• Device support patterns (varies)
• Reporting and usage analytics patterns (varies)
• Telecom connectivity options vary / Not publicly stated

Pros

• Strong fit when Teams is already the communication hub
• Reduces context switching between chat, meetings, and calls
• Scales well for large organizations with governance needs

Cons

• Telephony setup can be complex depending on environment
• Advanced routing edge cases require careful planning
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / Windows / macOS / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Teams Phone often benefits from ecosystem alignment with identity and productivity workflows.

• CRM call logging patterns vary / Not publicly stated
• Admin provisioning and policy tooling (varies)
• Workflow automation patterns vary
• Works best with standardized number plans and queue ownership

Support & Community

Varies / Not publicly stated.

---

10 — Ooma Office

Ooma Office is often used by small businesses that want a simple, affordable business phone system with core VoIP features. It fits teams that need professional calling and routing without heavy admin overhead.

Key Features

• Business VoIP calling with numbers and extensions (varies)
• Auto attendant and basic call routing (varies)
• Ring groups and call forwarding (varies)
• Voicemail and call handling tools (varies)
• Mobile calling support patterns (varies)
• Admin management for small teams (varies)
• Advanced analytics varies / Not publicly stated

Pros

• Strong option for small teams that need core VoIP quickly
• Lower operational overhead than enterprise-focused platforms
• Useful for basic routing, extensions, and professional presence

Cons

• Enterprise governance and complex routing may be limited
• Advanced integrations may be limited compared to larger suites
• Security and compliance details are Not publicly stated

Platforms / Deployment

• Web / iOS / Android (varies)
• Cloud

Security & Compliance

Not publicly stated.

Integrations & Ecosystem

Ooma Office is usually evaluated for basic business workflow fit rather than deep enterprise integrations.

• CRM integrations vary / Not publicly stated
• APIs and automation options vary / Not publicly stated
• Reporting exports vary / Not publicly stated
• Works best when routing needs are straightforward and clearly defined

Support & Community

Varies / Not publicly stated.

---

Comparison Table

Tool Name	Best For	Platform(s) Supported	Deployment	Standout Feature	Public Rating
RingCentral MVP	Multi-location PBX replacement	Web / Windows / macOS / iOS / Android (varies)	Cloud	Mature admin and routing for scaled operations	N/A
Zoom Phone	Calling consolidated with Zoom meetings	Web / Windows / macOS / iOS / Android (varies)	Cloud	Calling inside a meeting-first environment	N/A
8×8 Work	Global teams and analytics-driven calling	Web / Windows / macOS / iOS / Android (varies)	Cloud	Call analytics and multi-site operations	N/A
Nextiva	Practical business VoIP for SMB to mid-market	Web / Windows / macOS / iOS / Android (varies)	Cloud	Operational simplicity with core PBX features	N/A
Vonage Business Communications	Flexible cloud telephony workflows	Web / Windows / macOS / iOS / Android (varies)	Cloud	Solid core calling and routing foundation	N/A
Dialpad	Sales and support teams using softphones	Web / Windows / macOS / iOS / Android (varies)	Cloud	Modern calling experience for daily usage	N/A
GoTo Connect	SMB PBX replacement with manageable setup	Web / Windows / macOS / iOS / Android (varies)	Cloud	Practical call flows and queues for SMB	N/A
Cisco Webex Calling	Enterprise governance and device ecosystem	Web / Windows / macOS / iOS / Android (varies)	Cloud	Structured enterprise calling operations	N/A
Microsoft Teams Phone	Teams-based calling for unified collaboration	Web / Windows / macOS / iOS / Android (varies)	Cloud	Calls, chat, and meetings in one hub	N/A
Ooma Office	Small business VoIP with quick rollout	Web / iOS / Android (varies)	Cloud	Simple business phone setup for small teams	N/A

---

Evaluation & Scoring of Business Phone Systems (VoIP)

The scoring model below is a comparative framework to help shortlisting and internal alignment. Scores reflect typical category positioning and common buyer feedback patterns, but real outcomes vary by plan, region, network conditions, and implementation quality. If security and compliance requirements are strict and details are Not publicly stated, treat them as mandatory validation items during vendor review.

Weights

• Core features – 25%
• Ease of use – 15%
• Integrations & ecosystem – 15%
• Security & compliance – 10%
• Performance & reliability – 10%
• Support & community – 10%
• Price / value – 15%

Tool Name	Core (25%)	Ease (15%)	Integrations (15%)	Security (10%)	Performance (10%)	Support (10%)	Value (15%)	Weighted Total (0–10)
RingCentral MVP	9	7	8	7	8	7	6	7.55
Zoom Phone	8	8	7	7	8	7	7	7.55
8×8 Work	8	7	7	7	8	7	7	7.40
Nextiva	8	8	6	7	8	7	8	7.55
Vonage Business Communications	8	7	7	7	8	6	7	7.25
Dialpad	8	8	7	7	8	7	7	7.55
GoTo Connect	8	8	6	7	8	7	8	7.55
Cisco Webex Calling	9	6	6	7	8	7	6	7.05
Microsoft Teams Phone	8	7	8	7	8	7	7	7.55
Ooma Office	7	8	5	7	7	6	9	7.05

How to interpret the scores:

• Core matters most for IVR, queues, routing complexity, and multi-location operations.
• Ease matters when adoption speed and minimal training are priorities.
• Integrations matter if call logging and workflow automation are business-critical.
• Security should be validated directly with vendor documentation when details are Not publicly stated.
• Use the weighted total to shortlist options, then confirm fit with a pilot using real call flows.

---

Which Business Phone System (VoIP) Is Right for You?

Solo / Freelancer

If you mainly need a professional number and reliable calling on mobile and desktop, prioritize ease and value.

• Practical fits: Ooma Office, Zoom Phone (if you already use Zoom), Nextiva
• Watch-outs: avoid overbuying advanced queue and IVR features you will not use

SMB

SMBs usually need a simple auto attendant, basic queues, business hours rules, and a smooth mobile app.

• Practical fits: Nextiva, GoTo Connect, Ooma Office
• Watch-outs: define business hours, voicemail handling, and after-hours routing early

Mid-Market

Mid-market teams need stronger routing, better reporting, and tighter integrations with CRM and support workflows.

• Practical fits: RingCentral MVP, 8×8 Work, Dialpad, Microsoft Teams Phone
• Watch-outs: standardize queue ownership and call tagging so reporting becomes meaningful

Enterprise

Enterprises typically need governance, centralized admin controls, multi-site consistency, and stable device support.

• Practical fits: Cisco Webex Calling, Microsoft Teams Phone, RingCentral MVP
• Watch-outs: success depends on rollout planning, network readiness, and clear ownership across IT and operations

Budget vs Premium

• Budget-leaning: Ooma Office
• Balanced: Nextiva, GoTo Connect, Dialpad
• Premium operations focus: RingCentral MVP, Cisco Webex Calling, Microsoft Teams Phone
  Choose premium when routing is complex, governance is strict, and multi-site administration must be standardized.

Feature Depth vs Ease of Use

• Deep PBX replacement operations: RingCentral MVP, 8×8 Work
• Meeting-first consolidation: Zoom Phone
• Sales and support calling workflows: Dialpad
• Collaboration-first calling hub: Microsoft Teams Phone
• Enterprise device and governance environment: Cisco Webex Calling
• Simple small business rollout: Ooma Office

Integrations & Scalability

Validate these in a pilot:

• CRM call logging accuracy and consistency across devices
• IVR and queue behavior during peak volume
• Mobile app reliability on real networks
• Admin provisioning flow for onboarding and offboarding
• Reporting clarity for missed calls, call outcomes, and team performance

Security & Compliance Needs

If calls involve sensitive information, validate governance early:

• SSO and identity alignment (varies / Not publicly stated)
• Role-based permissions for admins and supervisors (varies / Not publicly stated)
• Audit visibility for admin changes (varies / Not publicly stated)
• Retention and export controls (varies / Not publicly stated)
• Internal policies for recordings, voicemail, and data handling

---

Frequently Asked Questions

1. What is the biggest difference between VoIP and a traditional PBX?
   VoIP runs over the internet and is usually cloud-managed, while traditional PBX relies on physical phone lines and on-prem hardware. VoIP typically gives faster changes, better mobility, and simpler scaling.
2. How do we ensure call quality is good?
   Start with network readiness, stable Wi-Fi, and good headsets. During a pilot, test real calls from office and home networks and review call quality diagnostics if available.
3. Do we still need desk phones with VoIP?
   Not always. Many teams use softphones on mobile and desktop. Desk phones can still help reception areas, shared spaces, or users who prefer hardware.
4. What features matter most for sales teams?
   Fast dialing workflows, call logging into CRM, reliable mobile calling, and clear missed-call handling. Coaching features may also matter depending on your process.
5. What features matter most for support teams?
   Call queues, IVR routing, business hours rules, and clear reporting on missed calls and wait time. Good escalation and queue ownership rules reduce customer frustration.
6. How hard is it to migrate from a legacy phone system?
   Migration is manageable when you document call flows, extensions, business hours, and routing rules first. The biggest risk is moving without simplifying old call flows.
7. Do VoIP systems support multiple locations and regions?
   Many do, but coverage and local number availability can vary. Validate regional number support, emergency calling requirements, and admin controls for multi-site policies.
8. Should we consolidate VoIP with meetings and chat?
   Consolidation can reduce tool sprawl and training effort, but only if calling features meet your routing needs. If calling is mission-critical, validate the phone system depth first.
9. What is the most common mistake when choosing a VoIP platform?
   Choosing based on price alone. If call routing, mobile reliability, or integrations fail, the real cost becomes missed leads, unhappy customers, and wasted staff time.
10. What should we pilot before committing?
    Pilot real IVR and queue flows, mobile and desktop app reliability, CRM call logging, admin provisioning, and reporting. A real pilot with real call volume is the fastest way to confirm fit.

---

Conclusion

A business phone system (VoIP) becomes the front door of your company, so reliability, routing design, and day-to-day usability matter more than a long feature checklist. The best option depends on your context: simple calling for a small business, structured queues for sales and support, or enterprise governance across many locations. Start by shortlisting two or three platforms, build a pilot that mirrors your real call flows, validate mobile performance and call quality, and test integrations with CRM or support tools. Once you confirm fit, standardize routing rules, business hours, and reporting so the phone system stays consistent as your team grows.