5 Best Virtual Phone Systems for Small Businesses

In the fast-changing world of business, communicating well is super important. With more companies working remotely and connecting with people worldwide, picking the right virtual phone system really matters. A good virtual phone system makes communication smoother and helps a business look more professional, grow quickly, and connect better with customers. This article will explore the best virtual phone systems for businesses. It doesn’t matter if you’re a small startup or a big company – having the right communication setup isn’t just useful; it’s indispensable.

What is a virtual phone system?

A virtual phone system (VPS) is a cloud-based phone system that uses VoIP (Voice over Internet Protocol) technology to make and receive calls. This means that you can use your existing internet connection to make and receive calls instead of having to install and maintain traditional phone lines.

Benefits of a virtual phone system

There are many benefits to using a virtual phone system, including:

• Cost savings: Virtual phone systems are typically much more affordable than traditional ones. This is because you don’t have to pay for a traditional phone system’s hardware or installation costs.
• Flexibility: Virtual phone systems are very flexible and can be used by businesses of all sizes. You can easily add or remove users as needed and use the system from anywhere with an internet connection.
• Scalability: Virtual phone systems are scalable, so you can easily grow your system as your business grows. You can add more users, lines, and features as needed.
• Features: Virtual phone systems offer a wide range of features, including call forwarding, voicemail, and video conferencing. This can help you improve your customer service and productivity.
• Security: Virtual phone systems are secure and reliable. Your calls are encrypted, so they are protected from eavesdropping.

If you are looking for a cost-effective, flexible, and scalable phone system for your business, then a virtual phone system is a great option.

Features to look for in a virtual phone system

As we understand about virtual phone systems. Now, let’s discuss the features any business looks for in a virtual phone system before purchasing. 

• Call routing – A good virtual phone system should allow you to route calls to the right people or teams easily. This includes options like call forwarding, call queues, auto attendants, and ring groups.
• Voicemail and messaging – The system should have voicemail capabilities for each user and options for SMS/text messaging. Voicemails should be easy to access and manage.
• Mobility and remote usage – Look for a system that offers apps and softphones so employees can make/receive calls remotely or from their mobile devices. This allows for flexibility.
• Reporting and analytics – A robust reporting suite will allow you to track call volume, wait times, missed calls and more. This kind of data can help improve customer service. 
• Integration and scalability – Choose a system that can integrate with your CRM, email marketing tools, calendar systems, etc. It should also be scalable to support your changing business needs.

Top 5 best virtual phone systems for you  1. Dialpad

Dialpad is a cloud-based business communications platform that combines voice, video, messaging, and contact center capabilities. It offers a wide range of features that can help businesses of all sizes improve their customer service, productivity, and collaboration.

Here are some of the key features of Dialpad:

1. AI-powered call center: Dialpad’s AI-powered contact center features make it easy to provide excellent customer service. With features like automatic call routing, live chat, and predictive dialing, you can ensure that customers get the help they need quickly and easily.
2. Virtual phone system: Dialpad’s virtual phone system lets you make and receive calls from anywhere with an internet connection. You can also use features like call forwarding, voicemail, and video conferencing to improve your communication with customers and colleagues.
3. Cloud-based messaging: Dialpad’s cloud-based messaging system makes staying connected with your team easy. You can send and receive messages, files, and images and create group chats.
4. Live coaching: Dialpad’s live coaching feature lets you listen in on calls and provide feedback to your team in real-time. This can help them improve their communication skills and provide better customer service.
5. Video conferencing: Dialpad’s video conferencing system makes it easy to hold online meetings with customers, colleagues, and partners. You can see each other face-to-face, share your screens, and collaborate on documents.
6. Dialpad GPT: Dialpad GPT is a powerful AI tool that can help you improve your customer service and productivity. It can transcribe calls, generate summaries of conversations, and even answer customer questions.
7. Integrations– Besides these features, Dialpad offers a wide range of integrations with popular business apps, such as Salesforce, Google Calendar, and Slack. This makes it easy to use Dialpad to power your entire business.

Dialpad offers a variety of plans depending on your services and features, including Business communications, AI Meetings, AI Contact Centers, and AI Sales Centers.

If you are looking for a powerful and versatile business communications platform, Dialpad is a great option. It offers a wide range of features that can help businesses of all sizes improve their customer service, productivity, and collaboration. 

Try Dialpad

Also Read: Claude AI – Better than GPT-4?

2. 800.com

800.com is a cloud-based virtual phone system that specializes in 800 and vanity phone numbers. With 800.com’s platform, you pick your unique 800 number and instantly get access to a wide range of tools to help your business close every lead. 

Here are some of 800.com’s key features:

SMS marketing – Allows businesses to conveniently automotive their sms messaging to customers. 

Call tracking – This lets businesses monitor and track exactly which marketing campaigns are driving leads, to help adjust marketing tactics. It is beneficial for PPC/paid advertising campaigns.

Call Analytics – Allows businesses to analyze call data, and record valuable key insights on calls. This can help optimise the sales process and improve customer experience.

Call forwarding –  Allows businesses to forward calls to personal, and external dynamically.  This increases call-answering rates tenfold. 

800.com offers plans for as little as $23 monthly. 

800.com overall is a solid option for your business phone system, especially if you’re looking for a number with a little more marketing potential. 

3. RingCentral 

Ringcentral is the world’s most popular cloud phone system, with over 400,000 customers in 46 countries. RingCentral offers a range of features that can help you improve your productivity, customer experience, and collaboration. 

Here are some of the key features of RingCentral:

• Cloud Phone System: Ringcentral’s cloud phone system lets you make and receive unlimited calls and texts within the U.S. and Canada, as well as international calls at low rates. You can also get a local or toll-free number for your business, or transfer your existing number to Ringcentral. 
• Call customization: You can also customize your phone system with advanced features like automatic call recording, call flip, call forwarding, call screening, voicemail-to-email, and more.
• Video Meetings: Ringcentral’s video meetings feature lets you host or join HD video conferences with up to 200 participants. You can also share your screen, chat with other attendees, record your meetings, and use AI-powered transcription and captions. 
• Integrations: You can also integrate Ringcentral with popular apps like Microsoft Teams, Google Workspace, Salesforce, and more.
• Team Messaging: Ringcentral’s team messaging feature lets you communicate with your colleagues and external partners in real-time. You can create team chats, group chats, or direct messages and share files, images, videos, and links.

In terms of pricing, you can choose from different plans and pricing options that suit your business size and needs. You can also try Ringcentral for free for 15 days and see how it works for you.

Ringcentral is the ultimate virtual phone system for your business. It gives you everything you need to communicate effectively with your customers, employees, and partners. It is easy to set up, use, and manage. It is also reliable, secure, and scalable. With Ringcentral, you can take your business communication to the next level.

Try Ringcentral 4. 8×8

8×8 is a leading cloud communications platform that provides businesses with a unified experience for voice, video, chat, and contact centers. With 8×8, businesses can delight customers, empower employees, and improve productivity.

Here are some of the key features of 8×8:

• Intelligent Customer Assistant: The Intelligent Customer Assistant is a powerful AI-powered tool that can help businesses create effortless, conversational self-service interactions. The assistant can answer customer questions, resolve issues, and even make recommendations.
• Supervisor Workspace: Supervisor Workspace is a personalized workspace for supervisors that provides them with the tools, intelligence, and insights they need to ensure their teams deliver excellent customer experiences. Supervisors can use Supervisor Workspace to track agent performance, identify trends, and make informed decisions.
• Integrated Contact Center: 8×8’s integrated contact center platform brings together all of the tools businesses need to manage customer interactions, including voice, video, chat, and email. This makes it easy for businesses to provide a consistent and seamless customer experience across all channels.
• Business Phone: 8×8’s business phone service provides businesses with local numbers and global connectivity from one easy app. Businesses can also use 8×8’s business phone service to set up call forwarding, voicemail, and other features.
• Video Meetings: 8×8’s video meeting service makes it easy for businesses to hold high-quality video conferences with customers, partners, and employees. 8×8’s video meeting service also includes features like screen sharing and recording.
• Intelligent Customer Assistant: The Intelligent Customer Assistant uses artificial intelligence to understand customer requests and provide personalized responses. The assistant can answer questions, resolve issues, and even make recommendations. The Intelligent Customer Assistant can be used to improve customer satisfaction, reduce costs, and free up agents to focus on more complex tasks.
• Supervisor Workspace: Supervisor Workspace is a personalized workspace for supervisors that provides them with the tools, intelligence, and insights they need to ensure their teams deliver excellent customer experiences. Supervisors can use Supervisor Workspace to track agent performance, identify trends, and make informed decisions.

8×8 is a powerful cloud communications platform that can help businesses of all sizes delight customers, empower employees, and improve productivity. If you are looking for a cloud communications platform that can help you achieve your business goals, then 8×8 is a great option.

Try 8×8 5. Grasshopper

Grasshopper is a virtual phone system that helps small businesses of all sizes look and sound more professional. With Grasshopper, you can get a dedicated business phone number, voicemail, and call forwarding, all without having to install any hardware or software. Grasshopper services only avaliable on USA and Canada.

Here are some of the key features of Grasshopper:

• Desktop + Mobile Apps: The Grasshopper desktop and mobile apps are easy to use and offer all of the features you need to manage your calls and voicemails. You can also use the apps to make and receive calls over WiFi, even if you don’t have a cellular connection.
• Business Texting: Grasshopper’s business texting feature lets you send and receive text messages from your business number. This is a great way to stay in touch with customers and clients, even if you’re not in the office.
• Call Forwarding: Call forwarding is a great way to manage your calls when unavailable. You can forward calls to different numbers, depending on the time of day or your availability. This can help you save time and ensure that your calls are always answered.
• VoIP + WiFi Calling: Grasshopper uses VoIP technology so that you can make and receive calls over the internet. This means that you can make calls from anywhere with an internet connection, even if you’re not in your office. This is a great way to save money on your phone bill.
• Voicemail Transcription: Grasshopper transcribes your voicemails into text so you can read them instead of listening to them. This is a great way to save time and stay on top of your messages.
• Integrations: Grasshopper integrates with various popular business apps, such as Salesforce, Google Calendar, and Zendesk. This makes it easy to keep track of your contacts, appointments, and customer support tickets.

Overall, Grasshopper is a great option for small businesses that are looking for a reliable and affordable virtual phone system. It offers a wide range of features that can help you improve your customer service, productivity, and collaboration.

Try Grasshopper

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6. Aircall

Aircall is a cloud-based phone system that helps businesses of all sizes communicate more effectively.

Here are some of the key features of Aircall:

• Phone system features: Aircall provides all the essential features of a traditional phone system, such as call forwarding, voicemail, and caller ID. It also offers more advanced features, such as call recording and analytics.
• Collaboration features: Aircall makes it easy to collaborate with your team members. You can use features like video conferencing and screen sharing to have productive conversations.
• Productivity features: Aircall helps you save time and improve your productivity. You can use features like call routing and auto-attendant to automate your calls.
• Analytics features: Aircall provides insights into your phone calls so you can track your performance and improve your customer service.
• Integration features: Aircall integrates with popular sales apps, such as Salesforce, Zendesk, and HubSpot. This makes it easy to manage your calls and keep your data organized.
• Admin & Security: Aircall is easy to manage and secure. You can easily add or remove users and set up security features like two-factor authentication.
• Live chat: Aircall lets you chat with your customers in real-time. This is a great way to answer questions and support your customers without picking up the phone.

Aircall offers flexible plans depnds on your region and your needs. Click here to know more about pricing.

Overall, Aircall is a powerful and versatile cloud-based phone system that can help businesses of all sizes communicate more effectively. If you’re looking for a reliable and affordable phone system, Aircall is a great option to consider.

Try Aircall 7. Openphone

OpenPhone is a cloud-based phone system that provides businesses with all the features they need to stay connected and productive.

Here are some of the key features of Openphone:

• Unlimited calling and texting: With OpenPhone, you can make and receive unlimited calls and texts in the US and Canada.
• Custom phone numbers: You can choose from various local and toll-free phone numbers to match your business’s needs.
• Team collaboration: OpenPhone makes it easy for team members to collaborate on calls and texts. You can share call logs, transcripts, and voicemails with your team members so everyone is on the same page.
• Mobile app: OpenPhone has a mobile app that lets you make and receive calls and texts from anywhere.
• Integrations: OpenPhone integrates with various popular business apps, such as Salesforce, Google Calendar, and Slack.

Openphone offers a 7 day free trial period after that you can purchase from their list of plan which is suitable for your business.

If you are looking for a modern business phone system that is affordable, easy to use, and secure, then OpenPhone is a great option.

Try OpenPhone Conclusion

The world of business communication has undergone a remarkable transformation with the introduction of virtual phone systems. Companies like OpenPhone, Dialpad, 8×8, and Aircall have stepped up to offer a range of services that make connecting with colleagues and customers easier than ever before. From OpenPhone’s user-friendly setup to Dialpad’s versatility, 8×8’s comprehensive features, and Aircall’s customer-focused approach, these platforms each bring something special to the table. As businesses continue to adapt to remote work and the need for flexible communication, these virtual phone systems provide tailored solutions that boost professionalism, streamline operations, and create more satisfying customer interactions. No matter the size or type of business, the diverse options available ensure a perfect match, enabling companies to thrive in the digital age and stay ahead in today’s ever-changing market.

Frequently Asked Questions What is a virtual phone system?

A virtual phone system (VPS) is a cloud-based phone system that uses VoIP (Voice over Internet Protocol) technology to make and receive calls over the internet instead of traditional phone lines. 

What are the benefits of a virtual phone system?

Key benefits include cost savings, flexibility, scalability, advanced features like call forwarding and voicemail, and enhanced security. VPSs make it easy to connect remote teams and provide a professional image.

What features should I look for in a virtual phone system? 

Key features to look for include call routing, voicemail, mobility, integrations, analytics, custom service plans, reliability, video conferencing, and text messaging. Choose a system that matches your business needs.

What are some top virtual phone systems for businesses?

Top systems include RingCentral, Dialpad, 8×8, Grasshopper, Aircall, and OpenPhone. Each provides features like unlimited calling, customized call flows, collaboration tools, call analytics, and integrations.

How does Grasshopper’s call forwarding feature work? 

Grasshopper’s call forwarding routes calls to different numbers based on time of day or availability. This ensures calls are answered even when you’re away. You can forward calls to cell phones or landlines.

What is Aircall’s call analytics feature?

Aircall provides insights into your calling activity such as number of calls, average duration, and popular call times. This helps you identify areas to improve your call strategy and customer service.

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