The Best Business VoIP Services for 2025

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Cloud-based voice over IP (VoIP) has long been the go-to solution for business telephony. But that doesn't mean choosing the right VoIP service is easy. Modern VoIP systems offer not just voice calling but also sophisticated call management, text chat, and video conferencing. Moreover, the AI explosion has increased the competition between VoIP vendors to a fever pitch. If you want to set up a basic business calling system, we're here to help. We've been testing VoIP services for more than a decade and can point you in the right direction. Our Editors' Choice winners, Intermedia Unite and RingCentral RingEX, are good places to start, but there are plenty of other worthwhile options. Read on for our evaluations of the leading business VoIP services and what to consider before you choose one.

What Is a VoIP Phone System?

Traditional landline phones are a form of analog telephony. VoIP, on the other hand, brings voice calling to the digital age. VoIP systems convert voice calls into network packets and transmit them over the internet or other IP-based networks. Most also include a bridge to traditional phone systems, so the people you call don't need to use VoIP themselves (nor do the people who call you). In addition, they typically emulate the functions of traditional PBX (private branch exchange) business phone systems, such as conference calling, call routing, and call monitoring.

How Much Does a Small Business VoIP System Cost?

Modern small business VoIP systems bill on a subscription basis. You'll pay based on the number of users (phone extensions) you need on either a monthly or yearly basis. Some vendors require you to commit to a specific term. That said, you usually receive a discount by paying for a full year of service in advance.

How much a given service costs per month can vary widely. Most offer multiple pricing tiers based on the types of features, the number of users you need to support, and how much you expect to use the service. Among the products we tested, pricing ranges from $15 per user per month at the low end all the way up to $65 per user per month for an advanced, enterprise-grade product. Most small businesses can expect to pay about $20 per user per month.

What's the Advantage of a VoIP Phone System?

VoIP phone systems supplanted traditional PBX phone systems because they are less expensive and more versatile. Even today's residential VoIP offerings include features far beyond those of conventional telephone systems. In addition to voice calls, most modern VoIP systems integrate other channels and features, including conference calls, call recording, mobile communications, video conferencing, team collaboration, and even social media, earning them the classification of unified communications-as-a-service (UCaaS)—we discuss this concept in more detail below.

Most VoIP solutions have evolved into managed, cloud-based services—and with good reason. Moving to the cloud helps reduce costs, increase reliability, and lift the management burden off your organization's staff.

How to Choose a Business VoIP System

Whether this is your first time switching to business VoIP or you're upgrading an existing system, the sheer number of options can be dizzying. It's important to remember that while we've evaluated the VoIP systems in this roundup based on factors like features, ease of use, and cost, the solution that's right for your business might not necessarily be the one that looks best on paper.

Your first order of business should be to consider just how your company plans—or needs—to use its phones. For example, if your goal is to upgrade an existing PBX, replacing it outright might not be a viable option, if only because some parts of the system aren't easy to convert to softphones or even desktop VoIP handsets.

For example, suppose you're operating a heavy manufacturing environment with outdoor activities, such as a steel fabrication yard or a landscaping company. In that case, your rugged old outdoor phones may be just what you need there, and you should only deploy VoIP for office and remote workers.

Even for less extreme environments, you should consider the features you actually need—now and in the future. Without careful planning, it's easy to end up paying for capabilities you'll never use, not to mention unnecessary complexity that makes your phone system hard to manage.

A critical step in this process is to sit down with all of the stakeholders who your eventual decision will affect. Naturally, this includes the IT staff and the data security folks since your voice calls will now be data communications. However, department heads and employees who use the system to get work done should also have their say, especially those whose work drives revenue and engages customers.

You don't want to hamstring anyone's activities by skimping on features, but you also don't want to overwhelm them with options they don't understand. The best VoIP system for your business will always be one that doesn't just technically meet your employees' needs; your workers should feel comfortable using it, too.

What Are Softphones?

Traditional VoIP systems use dedicated VoIP phone equipment that sits on your desk and establishes calls via the Session Initiation Protocol (SIP). But VoIP has come a long way since these humble beginnings.

Softphones are among the most important innovations that modern VoIP systems bring to business communications. In a nutshell, a softphone is an app that replicates all of the features of a traditional desktop business phone and often much more. What you lose in plastic hardware, you gain in functionality, including video conferencing and text chat.

At their most basic, softphones let you use the speakers and microphone on your PC, laptop, or other devices to mimic the capabilities of a desktop phone. They also help convey many additional VoIP advantages. Their screen-based interfaces make it easier to switch between communications channels, even mid-call, and they also help the system integrate with other software, such as help desk and customer relationship management (CRM) systems.

Mobility adds another wrinkle. These days, most workers are accustomed to taking calls on the go. However, using a mobile phone's built-in calling features means sacrificing VoIP's productivity-enhancing features, such as call monitoring, logging, transferring, and integrations with other apps. Many VoIP systems offer softphone apps that run on Android and iOS devices, and in some cases, these apps have full feature parity with their desktop versions. Make sure to investigate these options thoroughly if your staff includes a significant number of road warriors.

Can My Network Handle VoIP?

Networking issues have always been a primary concern for any VoIP implementation. VoIP traffic is much more sensitive to network bumps and potholes than most general office traffic, such as web browsing. A VoIP system that doesn't have enough bandwidth leads to connection difficulties, dropped and lost calls, or garbled conversations.

Further complicating matters is the ad hoc design of many modern small-business networks. Chances are your small office network might consist of a few wireless routers rather than dedicated Ethernet jacks at workers' desks, making monitoring and maintaining traffic quality more difficult.

At least some of your staff are almost certainly working from home. Your internal IT staff will have little to no control over these staffers' home networks.

Finally, the business VoIP systems in this roundup are all managed cloud services rather than on-premises products that mimic a traditional PBX. That's a good thing: Cloud VoIP services can potentially offer greater reliability, easier management, and more features, all at a lower cost than first-generation VoIP systems. But they also increase your reliance on the public internet for the most basic communication needs.

The upshot is that, unlike your local LAN, your company can do little to control networking conditions on the public internet. Managing your connectivity is almost entirely the province of your network provider—or multiple providers if your workforce is widespread. Often, the most you can do is to hope for the best.

Fortunately, the internet bandwidth available to homes and small businesses today is far greater than in the early days of VoIP. Check out our roundup of the best internet service providers (ISP) to see which might be able to offer you the most bandwidth, and consider subsidizing high-speed connections for your remote workers.

What Is UCaaS?

So far, we've talked about replacing traditional PBX systems with VoIP, but simply switching from analog voice to digital offers only marginal cost savings. Instead, the real value of modern VoIP comes from flexibility and integration features that only software-based communications can bring. That's where the fast-evolving field of unified communications-as-a-service (UCaaS) comes in.

The features of any particular UCaaS solution vary widely from vendor to vendor. Still, most include options for video conferencing, shared meeting and online collaboration tools, integrated faxing, and mobile VoIP integration.

However, UCaaS really starts to become a game changer when it lets your VoIP system integrate with other systems your business uses. For example, it might integrate with your CRM system to recognize a customer's phone number or some other identifier and automatically pull up the customer's record for the technician or salesperson answering the call. It could even alert a manager to monitor the call if it's a critical client.

Other popular UCaaS integrations include help desk software and marketing automation tools. Some vendors even offer industry-specific features for specific verticals, such as healthcare. These backend software integrations explain the significant growth in the UCaaS market over the last several years. The concept is constantly evolving to include more communication and collaboration technologies.

What's Next for Business VoIP?

VoIP makes the most sense for the vast majority of SMBs, and not just because the costs are lower; VoIP is the only way to keep up with evolving communication trends. Software integration lies at the heart of VoIP and UCaaS, so you can't make a purchasing decision without thinking about the future.

On the one hand, consider each vendor carefully to see what they've done over the last half-decade in product development and keeping up with VoIP and UCaaS trends. On the other hand, think about what you'll need in the next five years.

We've noticed three trends among vendors:

• Network Mobility. Although some VoIP services still offer mobile handsets, these devices seem to be on the downslope. After all, if talking while walking is your goal, why carry a clunky handset when you can speak on your smartphone? Seamless voice switchover based on geofencing is one approach. With it, your smartphone detects that it's inside your company's wireless network and seamlessly engages your VoIP client over Wi-Fi, not your cell service. You'll typically make and receive calls from your calling plan and your business's VoIP service, in addition to texts, voicemail-to-email, and collaborative online meetings.

• 5G Integration. A little further down the road is ubiquitous 5G. When that happens, several VoIP vendors will connect their services to 5G. Workers will then be able to access their business VoIP service wherever they are and on any 5G-compatible device. Although some vendors do this with current mobile technology, 4G's latency limits often deliver a sub-optimal experience for VoIP traffic, video, and collaboration. 5G is the first mobile service that promises the bandwidth necessary to make true mobile UC a reality.

• Artificial intelligence (AI). If your current phone system uses an automated menu to help route customer calls, or even if it extends its tendrils to your website's e-commerce features, expect UCaaS vendors to pitch you on artificial intelligence. In addition to the chatbot features we discussed earlier, your vendor can also use AI to detect security issues. It can also work on the reporting and analysis side, so you'll have a much more granular understanding of call and network quality, call volume, and the apps most affected by your VoIP service.

Just be sure to fully understand what's on offer and how the vendor will deliver it. For example, is a 5G implementation truly standards-based, or are there some proprietary hardware or software components? How will new security measures affect overall voice performance, and does the vendor fully support the changing security requirements for industry regulations like HIPAA and Sox?

If all this seems like a lot to ponder, remember it's well worth the effort. A hosted VoIP solution can deliver almost anything a business needs from a phone or collaboration system at a more affordable price than purchasing and maintaining an on-premises PBX. It's just a matter of selecting the right solution for your business.