Howard Tillerman is the Chief Marketing Officer for Step By Step Business and an award-winning marketing professional.
Published on October 2, 2023 Updated on October 18, 2023
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
Best for Small-to-Medium Sized Businesses
3 plans, $20, $25, $35 per user per month
Many advanced capabilities and integrations
Different AI solutions to analyze business conversations
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:
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.
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.
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 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.
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:
5GB Plan ($15/line/month): Basic usage ideal for minimal data consumers.
15GB Plan ($20/line/month): Mid-tier offering for moderate data users.
20GB Plan ($25/line/month): For those requiring more frequent data access.
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 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.
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:
Business Unlimited Starter ($40/line/month):
Offers unlimited talk, text, and data.
Suitable for businesses seeking basic connectivity without extra frills.
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.
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
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
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.
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:
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.
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.
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 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.
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.
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.
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.
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 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.
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.
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.
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.
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 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.
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:
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.
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.
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.
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.
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.
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.
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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