Best Business Phone Systems 2025

Frequently Asked Questions (FAQ)

What is a business phone system?

A business phone system is a communication platform designed for companies to manage calls, video meetings, voicemail, and messaging. Modern solutions are cloud-based (VoIP), offering more flexibility, integrations, and cost savings than traditional landlines.

Why should I upgrade to a modern business phone system?

Upgrading ensures crystal-clear calls, lower costs, and advanced features like call routing, analytics, and CRM integration. It helps teams stay connected whether they’re in the office, remote, or on the go.

As you don’t need to buy costly hardware such as work phones for every worker or install extensive landline systems VoIP can also save you considerable money. All this from a solution that is instantly scalable with the size of your business. Need to onboard a new employee? No need to provide them with a work phone, they can do everything from their computer.

What Features Should I look for When Choosing a VoIP?

With so many benefits over a traditional system, it’s no wonder so many businesses are now turning to VoIP as a superior solution. All the jargon can seem a little confusing at first, so here are some of the key features/benefits to consider before making the transition:

Automated Attendant - Love them or loathe them, automated attendants are an integral part of the modern world. This is the friendly voice on the other side that prompts you to press 1 for X or press 2 for Y. For a larger business, this can save a lot of time by directing a caller to the department they need without any human intervention.

Call holding/Queuing - If you work in a fast-paced environment with lots of inbound calls, you may need to put them on hold or in a queue to make sure everyone is seen to quickly and efficiently.

Call monitoring/analytics - VoIP offers exceptional control and oversight for a company. Managers can jump into calls unobtrusively and monitor performance. Analytics offers an additional metric to performance management by providing insight into call times, disconnection rates, etc

Business texting/Support chat - Some customers prefer to use messaging than phone calls. This can also help customer management as a single employee can handle multiple queries simultaneously.

Voicemail reminder - Sometimes it’s not possible to answer a call then and there. It’s also possible to forget to check all voicemails at the end of the day. With VoIP, you can have a reminder sent to your email or text so you never miss a follow-up again.

What is the Call Connection Quality Like?

Call quality was one of the biggest concerns when VoIP was first adopted. In many instances, the call was of a lower quality than a traditional landline. This is no longer the case. As internet connections have improved in terms of speed and reliability VoIP has actually outperformed landline and mobile methods and, with the right internet connection, can now provide the highest quality of calls.

How do I choose the best business phone system?

Consider your company size, budget, and must-have features. Look for providers that offer scalability, integrations with your tools (like Salesforce or HubSpot), reliable support, and flexible pricing.

Look for essentials like call forwarding, call recording, voicemail-to-email, IVR (interactive voice response), and analytics. Advanced systems also offer video meetings, SMS/MMS, call whispering for training, and CRM integrations.

The best business phone systems also include features like call queues, ring groups, auto-attendants, and smart routing to ensure calls go to the right team or agent quickly. Most are cloud-based and come with mobile apps, letting employees take calls, join meetings, and access voicemail from anywhere in the world.

What’s the difference between VoIP and a business phone system?

VoIP is the technology that powers most modern business phone systems. But a complete business phone system offers more — including team collaboration tools, advanced analytics, and customer experience features.

Do I need special hardware for a business phone system?

No. Most cloud-based providers let you use your existing devices — desktop, mobile, or tablet. Some also support desk phones if your team prefers traditional hardware.

Can I keep my existing business number?

Yes. Most providers allow you to port your current number, or you can choose a new local, toll-free, or vanity number.

Disclaimer

The aim of this website is to help you find the perfect software for your needs in an easy-to-view comparison list. You can read more about how we review and about our background in the About Us section of this website. Software.fish does not feature all of the software available in the market, we cherry-pick what we consider to be the leaders in each vertical. We try to keep this site updated and fresh, but cannot guarantee the accuracy of the information as well as the prices featured at all times. All prices quoted on this site are based on USD so there could be slight discrepancies due to currency fluctuations. Although the site is free to use, we do earn commissions from the software companies that we have partnered with. If you click on one of our links and then make a purchase, we will get paid by that company. This has an impact on the ranking, score, and order in which the software is presented in our list and elsewhere throughout the site. Software listings on this page DO NOT imply endorsement.