For small businesses, finding the right VoIP (Voice over Internet Protocol) solution can be a game-changer. VoIP uses the internet to make phone calls, offering a cost-effective and flexible alternative to traditional phone systems. With so many options available, it's important to choose a service that fits your specific needs. In this article, we'll explore the top VoIP solutions for small businesses in 2023, helping you make an informed decision.
Key Takeaways
- VoIP systems use the internet to make phone calls, offering a modern alternative to traditional phone lines.
- Choosing the right VoIP provider can save small businesses up to 50% on communication costs.
- Key features to look for include ease of use, customer support, and scalability.
- Top VoIP providers for 2023 include Intermedia Unite, RingCentral MVP, and 8x8 Experience Communications as a Service.
- VoIP systems are ideal for remote or hybrid work setups, keeping teams connected regardless of location.
Intermedia Unite
Intermedia Unite stands out as a top VoIP solution for small businesses due to its comprehensive features and flexibility. It offers a unified communications system that includes voice, video, chat, and file sync. This makes it a versatile choice for businesses of various sizes.
Pros & Cons
Pros:
- Unified communications with voice, video, chat, and file sync
- Many useful, standard VoIP features
- Robust integration with third-party services
- New Chrome compatibility
Cons:
- Mobile app required for importing and initial syncing of contacts
- Limited call monitoring features
- New Chrome web app doesn't support Microsoft Edge
Pricing
Intermedia Unite offers two straightforward pricing plans starting at $27.99 per user per month. While it may be on the pricier side, the features and reliability it offers can make it a good value for some businesses.
Features
- Voicemail Transcription
- Software Phone
- SMS Messaging
- Automatic Call-Back
- Call Monitoring
- Voicemail to Email
- Electronic Fax
- E911 Service
- SIP Phone Support
- Toll-Free Option
- Video Conferencing
Customer Reviews
Intermedia has received positive feedback for its reliable service and straightforward pricing. However, some users have noted minor issues such as language barriers and poor reception while traveling.
Intermedia Unite is a solid choice for businesses looking for a reliable and feature-rich VoIP solution. Its ability to integrate with third-party services and its comprehensive communication features make it a standout option.
RingCentral MVP
RingCentral MVP is a top choice for businesses that need enterprise-class call volumes. This platform, which stands for messaging, video, and phone, offers a unified communication solution that goes beyond basic voice services.
Pros & Cons
Pros:
- Much-improved video conferencing
- AI-backed transcription and call analysis
- Enhanced collaboration capabilities
- Numerous add-on apps
Cons:
- Limited report customization
- Tedious, wizard-based configuration
Why We Picked It
RingCentral MVP has long been a standout in the business VoIP market. Its reliability at high call volumes sets it apart from many competitors. The AI-backed transcription and call analysis features are particularly noteworthy. The platform also offers robust administration capabilities, making it easy for admins to navigate.
Who It's For
RingCentral MVP is ideal for small to midsize businesses that expect high call volumes. Even its mid-level pricing tiers allow for unlimited users, making it a cost-effective choice for growing businesses.
Specs & Configurations
- Voicemail Transcription
- Software Phone
- SMS Messaging
- Automatic Call-Back
- Call Monitoring
- Voicemail to Email
- Electronic Fax
- E911 Service
- SIP Phone Support
- Toll-Free Option
- Video Conferencing
Pricing
Additional Features
RingCentral offers local and toll-free business numbers, unlimited calling across the U.S. and Canada, and high-quality audio and video conferencing. Other features include carrier-compliant MMS and SMS, interactive voice response (IVR), and advanced call handling features like whisper or barge.
RingCentral MVP is a well-rounded platform that includes virtually every capability you'd want in a small to midsize business.
Customer Reviews
RingCentral MVP has received positive reviews for its quality of service and ease of use. Users appreciate the platform's ability to manage communication threads via its desktop application. However, some customers have noted that the report customization options are limited.
8x8 Experience Communications as a Service
8x8 Experience Communications as a Service (XCaaS) is a versatile VoIP solution that offers a range of features suitable for businesses of various sizes. It allows companies to route calls in any way they see fit, providing flexibility and control.
Pricing Plans
8x8 offers several custom-priced plans, each with its own set of features:
Advantages
- Mix-and-match plans for budget-friendly scalability
- Global toll-free and business phone number coverage
- Mobile device monitoring for activity metrics
Disadvantages
- Customer support lags behind some competitors
- Mobile app issues, especially after updates
- Fewer AI tools compared to rivals
User Reviews
- Trust Radius: 8.5/10
- Trustpilot: 2.2/5
8x8 is a solid choice for medium to enterprise-level businesses familiar with cloud-PBX and VoIP services. While it offers a wide range of features, its pricing and plan structure may not be ideal for very small teams.
Vonage Business Communications
Vonage Business Communications is a top choice for businesses seeking a unified communications hub. It offers a wide range of features for both administrators and users, including a new AI-based Virtual Receptionist, solid mobile and desktop apps, and good training and self-help materials. However, importing contacts can be a bit cumbersome, and the cost of add-on features can quickly add up.
Why We Picked It
Vonage is a VoIP pioneer with deep roots in both the business and residential markets. This long-standing presence has allowed it to build and refine many features that newer players are still working on. Vonage offers a good selection of third-party software integrations, including Salesforce, and supports companies that want to build custom applications that integrate with the platform.
Who It's For
If your organization needs a mature and established VoIP provider, Vonage is a great option. It's particularly suitable for businesses that require a reliable and feature-rich service. However, if you're looking for a VoIP solution with a better user interface and easier self-management, you might want to consider other options.
Specs & Configurations
- Voicemail Transcription
- Software Phone
- SMS Messaging
- Automatic Call-Back
- Call Monitoring
- Voicemail to Email
- Electronic Fax
- E911 Service
- SIP Phone Support
- Toll-Free Option
- Video Conferencing
Vonage stands out for its customization options, including a la carte features, pay-as-you-go APIs, and low-code or no-code design tools. This makes it easy to expand your capacity during peak seasons with just a few clicks.
Pros & Cons
Pros:
- Long list of features for admins and users
- New AI-based Virtual Receptionist
- Solid mobile and desktop apps
- Good training and self-help materials
Cons:
- Importing contacts requires multiple steps
- Add-on features cost extra and can quickly add up
Dialpad
Dialpad is a popular VoIP provider known for its reasonably priced service and great features. Customers appreciate the AI components, flexibility in day-to-day communication, and the ability to send and receive calls through PC and mobile devices. However, some users have reported call issues and language translation inaccuracies, as well as concerns about billing transparency and difficulty canceling the service.
Pricing
Dialpad offers a starting price of $15 per month, paid annually. The Standard and Pro tier prices are publicly available, but for the Enterprise plan, you must contact the sales team for a quote.
Mobile and Desktop Apps
Dialpad has apps for both desktop and mobile, compatible with Windows, Mac, iOS, and Android. These apps make it easy to communicate by voice or video across multiple devices.
Customer Service
Dialpad's support team is professional and thorough. However, some support options might not be available depending on your specific service plan. The AI bot is useful for straightforward issues but may not be as helpful for more complex problems.
General Features
Dialpad provides unlimited domestic calling, business texting, visual voicemail, and custom call routing. The call and video quality are good, and the software interface is modern and attractive.
Additional Features
Dialpad offers additional local, toll-free, or international phone numbers starting at $5 per month. A special conference line is available for $15 monthly. While there are fewer add-ons compared to some competitors, the existing options are reasonably priced.
Dialpad is best for businesses that need a comprehensive VoIP solution with excellent integrations and AI.
Microsoft Teams Phone
Microsoft Teams Phone is a top choice for businesses already using Microsoft 365. It integrates seamlessly with Microsoft Teams, making it a powerful tool for communication and collaboration. Here’s why it stands out:
Pros
- Deep integration with Microsoft Teams and Microsoft 365
- Detailed call quality metrics with deep insights
- Expanded range of local calling plans
Cons
- Calling plan limited to 3,000 minutes (50 hours) per month
- Some administration tasks require PowerShell scripting
Why We Picked It
Microsoft Teams Phone is the official VoIP add-on for Microsoft Teams, offering excellent integration with other Microsoft 365 tools. While it may not have the advanced call center features of some competitors, its familiarity and support from Microsoft make it a strong contender for businesses already invested in the Microsoft ecosystem.
Who It's For
If your business is already using Microsoft Teams for collaboration, Microsoft Teams Phone is a natural extension. It’s especially suitable for companies that prefer a unified communication platform with robust support from Microsoft. However, if you’re looking for a standalone VoIP system, you might want to explore other options.
Specs & Configurations
- Voicemail Transcription
- Software Phone
- SMS Messaging
- Automatic Call-Back
- Call Monitoring
- Voicemail to Email
- Electronic Fax
- E911 Service
- SIP Phone Support
- Toll-Free Option
- Video Conferencing
Microsoft Teams Phone is ideal for businesses that want to integrate their communication tools with Microsoft 365. It offers a familiar interface and strong support, making it a reliable choice for existing Microsoft users.
Nextiva
Nextiva is a robust VoIP solution offering a range of features suitable for small businesses. It provides unlimited voice and video calling, voicemail, and internet faxing capabilities. Customers also receive toll-free numbers at no extra cost. Upgrading unlocks additional features like unlimited conference calls, screen sharing, voicemail transcription, and an auto-attendant.
Nextiva's vFAX service starts at $7.95 per month for 500 pages, making it an affordable online fax tool. This service is also HIPAA-friendly, which is beneficial for healthcare companies.
Pricing
Nextiva's pricing starts at $20 per user per month when billed annually. While it is designed for scalability, it is best suited for medium to large organizations. Smaller businesses might find more budget-friendly options with providers like Google Voice or Grasshopper.
Customer Reviews
Nextiva is well-regarded among users, who find the software easy to use. However, experiences with the support team are mixed. Some users report positive interactions with sales and support agents, while others have faced challenges, particularly when trying to cancel the service.
Additional Features
Nextiva offers several advanced features, including Acoustic Echo Cancellation, which eliminates echoes during calls. However, access to third-party integrations requires an upgrade, with the standard tier primarily supporting Microsoft Outlook and Google Contacts.
Advantages and Disadvantages
Advantages:
- Hands-on implementation support and 24-hour customer service.
- NextivaONE app centralizes conversations and files.
- 24/7 phone support for all users.
Disadvantages:
- Voicemail transcriptions are only available to Enterprise users.
- Long-term contracts are required for the lowest rates.
- Fewer AI tools compared to some competitors.
Nextiva's eight redundant data centers across North America ensure ultra-high reliability and superior call quality. The network is actively monitored to maintain seamless communication.
User Scores
- Trust Radius: 9.2/10
- Trustpilot: 4.6/5
Users appreciate the user-friendly platform and advanced technology for calling needs. One user mentioned, "We have been using the new Nextiva One platform for several months and really enjoy it. The ability to have access to your ‘phone’ on any device has been great. Customer service has been very responsive."
Ooma Office
Ooma Office is a solid choice for small businesses looking for a no-contract VoIP service. It offers a range of features and plans to suit different needs and budgets.
Pricing
Ooma Office has three main plans:
- Ooma Office Essentials: $19.95 per user/month
- Ooma Office Pro: $24.95 per user/month
- Ooma Office Pro Plus: $29.95 per user/month
Advantages
- Ooma’s Express Setup Assistant guides small businesses through a simple three-step process.
- A redesigned desktop client shows texts, video meetings, and voice conversations.
- Faxing, both virtual and analog, is included in all plans.
Disadvantages
- Companies cannot mix and match VoIP service plans.
- The Essentials plan does not include video conferencing and SMS.
User Scores
- Trust Radius: 7.5/10
- Trust Pilot: 2.0/10
Ooma Office is a good option for small businesses with limited phone budgets. It offers low prices, ease of adding extensions, and useful phone functionalities like forwarding and digital reception.
Additional Features
- International and “pay-as-you-go” calling
- Personal phone number
- Voice-to-text
- Number porting
Customer Reviews
Customers generally appreciate Ooma Office’s phone quality and features. The customer support team is also praised for being helpful. However, some users feel that older reviews do not reflect the current state of Ooma Office’s product or service, and there are concerns about a loss of quality. Some users also mentioned that Ooma might not be suitable for sole proprietors.
Mitel MiCloud Connect
Mitel MiCloud Connect is a robust VoIP solution designed with the needs of midsize to large businesses in mind. Its focus on replicating traditional PBX features makes it a standout choice for companies with centralized offices. While it may be more complex to set up compared to other VoIP services, the benefits in call quality can be significant.
Why We Picked It
Mitel has a long history in business voice communications. The MiCloud Connect system is built to replicate the features of traditional, on-premises PBX systems, making it easy to interconnect remote offices. This approach can offer real advantages in call quality, especially when leveraging a robust LAN.
Who It's For
Mitel MiCloud Connect is best suited for midsize to large businesses, particularly those with centralized offices. Small businesses or highly distributed workforces might not find as much benefit from this system. However, if you're bringing employees back into a central office and want to leverage a well-managed LAN for optimal call quality, Mitel's offering is worth considering.
Specs & Configurations
- Voicemail Transcription
- Software Phone
- SMS Messaging
- Automatic Call-Back
- Call Monitoring
- Voicemail to Email
- Electronic Fax
- E911 Service
- SIP Phone Support
- Toll-Free Option
- Video Conferencing
Mitel MiCloud Connect is a solid choice for businesses looking to replicate traditional PBX features in a cloud-based system. Its focus on call quality and centralized office setups makes it a unique option in the VoIP market.
Freshdesk Contact Center
Freshdesk Contact Center is a unique VoIP solution that focuses on supporting call centers, such as customer help desks. It integrates seamlessly with various e-commerce, help desk, and CRM systems, including those from Freshdesk itself. This makes it an excellent choice for businesses that handle high call volumes and need robust call monitoring and management features.
Why We Picked It
Freshdesk's VoIP offering stands out because it is tailored for call centers rather than general business communications. It provides an impressive collection of call metrics, which helps administrators manage and optimize large-scale calling operations effectively.
Who It's For
If your business doesn't rely on constant phone communication or direct phone marketing, Freshdesk Contact Center might not be the best fit. However, for organizations with high call volumes and a focus on customer support, this solution is ideal. Its advanced call monitoring and management options ensure a high-quality customer experience.
Pros & Cons
Pros:
- Easy to configure
- Great feature set for a low-cost call center solution
- Call transcription support
Cons:
- Limited support for desktop phone equipment
- Lacks external syncing, so contacts must be imported using a CSV file
- Transcription only available at the Enterprise pricing tier
Specs & Configurations
- Voicemail Transcription
- Software Phone
- SMS Messaging
- Automatic Call-Back
- Call Monitoring
- Voicemail to Email
- Electronic Fax
- E911 Service
- SIP Phone Support
- Toll-Free Option
- Video Conferencing
Freshdesk Contact Center is best suited for businesses that need a reliable and feature-rich call center solution without breaking the bank. Its focus on call metrics and integration capabilities makes it a strong contender in the VoIP market for 2023.
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Conclusion
In summary, finding the best VoIP solution for your small business in 2023 boils down to understanding your specific needs and matching them with the right provider. VoIP technology offers a cost-effective, flexible, and feature-rich alternative to traditional phone systems, making it an essential tool for modern businesses. Whether you prioritize customer service, seamless integration, or multilingual support, there's a VoIP service out there that fits your requirements. By carefully considering the options and features discussed, you can enhance your business communication, improve team collaboration, and ultimately drive growth. Embrace the future of communication with VoIP and set your small business up for success.
Frequently Asked Questions
What is VoIP?
VoIP stands for Voice over Internet Protocol. It's a way to make phone calls using the internet instead of traditional phone lines.
Why should a small business use VoIP?
VoIP can save small businesses money on phone bills, offer flexibility for remote work, and provide advanced features like call forwarding and voicemail transcripts.
How do I choose the best VoIP service for my small business?
Consider factors like service quality, ease of use, customer support, and cost. Look for features that match your business needs, such as mobile apps and call forwarding.
Is VoIP reliable?
Yes, VoIP is reliable as long as you have a stable internet connection. Many businesses use VoIP for their primary communication needs.
Can I keep my current phone number with VoIP?
Most VoIP providers allow you to port your existing phone number to their service. Check with the provider to make sure.
What equipment do I need for VoIP?
You typically need a high-speed internet connection, a VoIP phone or a computer with a headset, and sometimes an adapter if you're using traditional phones.
