Self Made

Best VoIP for small business owners — whether you're WFH or not

Reliability is key and a VoIP can help you get there.
By Jennifer Allen  on 
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Overview

Best Voip For Most Small Businesses

Intermedia Unite

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Best Virtual Office Set Up

RingCentral

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Best Voip For International Businesses

8x8

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Best Budget Voip

Ooma Office

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Easiest To Use Voip

Vonage Business

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Best Voip For Video Conferencing

Lifesize

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Small businesses have to find ways to compete with the big box stores and companies with more resources and recognition. The best way is to stand out by developing a reputation for reliability and top-notch service. One of the keys to achieving that is by always being available and easy for your clients and customers to contact. There's a secret weapon that small businesses can utilize to stay connected: VoIP.

The best VoIP services (it stands for voice over internet protocol, in case you were wondering) go a long way to making this possible while keeping costs low.

So what is a VoIP, exactly?

Think of it like using FaceTime or Skype but as a professional service, or as a souped-up and internet-connected version of your standard landline connection. Everything businesses need from their phone system, VoIP can do better — and often cheaper.

But, how do you know what to look for when seeking out a great VoIP service for your small business? Don't worry. We've got you covered with a look at the best VoIPs for every kind of small business and every budgetary need.

Why does your small business need a VoIP service?

When it comes to running your business, there is perhaps nothing more fundamental to the operation than communication, from organizing your team to getting in touch with customers and clients. VoIP services provide an enhanced version of what you'd expect from a standard business phone provider. A VoIP service gives you crystal clear phone calls and video calls because you're connected to the internet and have a digital connection that can transmit more data at faster speeds. Even better, you can typically get service from a VoIP provider at a lower price than a landline service.

That makes it ideal simply if you're trying to communicate with other employees remotely, but it also offers so much more. Many VoIP providers offer services for small businesses that will give you toll-free numbers, automatic call recording, and even features like a switchboard feature or virtual receptionist assistant. All these capabilities make your business seem more professional to potential clients, as well as help you organize your work practices more effectively.

How does a VoIP work?

Essentially just a fancy term for making calls over your internet connection (rather than your landline or mobile network), VoIP services are simpler than you may imagine. Basically, VoIP systems connect to a server that lets you place calls to other telephone networks across your internet connection. It then converts your analog voice signal into a digital data packet by your VoIP service provider, compresses it, and transmits it over your internet connection — much like sending an email message or mp3 file. On the other end, the experience is nearly identical to placing a call over a mobile network or landline, but the cost is typically cheaper and the quality is typically better.

Why VoIP is ideal for the remote workplace

We already covered call quality and some of the additional features that you can get from a VoIP service, but there are other benefits as well. Key among them is the fact that VoIP systems can integrate seamlessly into your existing workflow. That is a big deal. Anyone who has ever been a part of an office that tries to switch over their CRM software knows just how big of a disruption it can be. The best VoIP services often offer options that allow you to use it with your existing software without any interruption.

It’s also the ideal tool for the modern workplace. As more and more companies are going remote — or staying remote after the pandemic — staying in touch with your team is as important as ever. So is making sure they have access to the tools that they need to do their job. VoIP services aren’t limited to the hard-wired connection of a landline. You’ll be able to set up conference calls and access the full suite of tools from your VoIP’s digital dashboard no matter where you’re working from.

What to look for in a small business VoIP

There are dozens of different VoIP companies out there, so it's crucial that you know what elements you most need. The smallest of small businesses may only need a cheap landline replacement and some basic collaborative features for remote workers. Still, it's likely you also want extra features, like being able to record calls or a virtual receptionist to handle multiple clients at once. 

Avoid overpaying for services you don't need. If your business doesn't rely on CRMs, then you shouldn't go out of your way to find a VoIP service that includes CRM integration. Make sure your VoIP can grow with you, such as by ensuring that you can upgrade your service as you develop. It's good to have a business plan for the future. 

Here are our top picks for a VoIP service for small businesses in 2022:

woman using laptop with white earpiece in

Intermedia Unite

Best Voip For Most Small Businesses

If you're a small business with eyes set toward future growth, Intermedia Unite is the VoIP service that you want. Even its base package offers some pretty extensive options, including unlimited calls within the US, Canada, and Puerto Rico, and unlimited texting. For an affordable price point of $27.99 per month, you'll get video calling for up to four people — great for any small team that needs to check in regularly. Upgrade to the premium package and you'll be able to expand your virtual boardroom to 30 participants.

When it comes to communicating with potential clients? You're more than covered. There's automatic call recording, spam protection, and the choice to keep your existing phone number. It's a reassuring bunch of features.

While the call features are great, where Intermedia Unite truly stands out is in its extended feature list. With either plan from this VoIP provider, you'll get cloud storage for file sharing purposes, as well as backups with 2GB per user for the lower plan and 100GB for the premium choice.

If you're already using a CRM software that feels familiar and you're not looking to switch, don't worry. Intermedia Unite works with just about everything. There are integration tools to make this service work with everything from GSuite to Slack, Office 365, Microsoft Teams, Zoho, and more. The premium plan also includes Salesforce support.

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woman using laptop and cell phone

RingCentral

Best Virtual Office Set Up

The world is going remote, and you can go with it. All you need is a subscription to RingCentral. For offices that are spread across multiple locations or have employees working from home, this VoIP service makes it simple to stay connected from afar.

The base plan offers unlimited calls within the US and Canada, along with unlimited texting. There's also team messaging and document sharing, which makes it easy to collaborate. If you're looking for more, you'll find just about anything you may need in the higher-end packages. They may cost more, but you'll be able to enjoy unlimited audio conferencing and video calls with up to 200 participants. There's also the ability to get quality-of-service reports and unlimited faxing. If you commit to an annual plan, rather than monthly, you could even slash costs up to 33%.

Need to integrate RingCentral into your existing workforce? No problem. This VoIP provider has extensive integration options. Support for Office 365, GSuite, and Slack are available, with the option to upgrade even further to include Zendesk and Salesforce. Even more industry-specific integrations like Canvas or Smarsh are supported in the higher-tier plans.

Bundling in automatic call recording, hot desking support, along with advanced call handling, makes it all the sweeter a package. It means that your employees can stay in touch easily while ensuring calls are followed up with clients, and you always know precisely where sales or tickets are in the system. It's an excellent service for scaling to your business needs. 

 

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hands holding cell phone with laptop, notebooks, and coffee in background

8x8

Best Voip For International Businesses

Modern business knows no borders. Luckily, with a VoIP service like 8x8, your work doesn't have to be restricted by region or time zone. Even in its basic package, 8x8 offers unlimited calls and texts to 14 countries. That can expand to 47 as you move up to some of the premium tiers. Each call that you make with 8x8 is saving you the charges that would typically accompany international calls, so this VoIP provider will justify its cost quickly.

On top of supporting worldwide communication, 8x8 also offers an extensive suite of features. This includes caller ID, call forwarding, call queues, and ring groups — all ideal for keeping on top of your calls while also appearing professional to your clients. An auto attendant also means that no one feels left hanging around for an answer.

For staying in touch with your staff, there's GSuite and Office 365 integration along with cross-platform team messaging and call quality reporting (on higher plans), so you can work through your business plan together appropriately.

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Great features don't have to break the bank, as Ooma proves. This VoIP provider is focused entirely on small businesses that need to take multiple calls, and it delivers the features that these workplaces need. For a low price on par with many other VoIP's basic packages, you get access to a virtual receptionist, the ability to park calls, arrange hold and transfer music, as well as provide extensions, and numerous other features.

Ooma Office isn't perfect for every scenario, though. If you're looking for workplace collaboration, Ooma might leave you feeling a bit disconnected. There's also limited CRM and other office package integration, so this isn't a great option for those looking for extensive inter-office communication features. It also strongly encourages the use of its own phones to get every feature, although there is a dedicated app available. Buying into the Ooma system fully can have more up-front costs, though the savings will come on the back end.

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Some VoIP providers pride themselves on offering a rich suite of features, but that is only useful if your team can make use of them all. Vonage certainly isn't short on capabilities, but it keeps things simple with a basic interface that just about anyone should feel comfortable using. If you have an office that has a wide range of tech experience, including some folks who aren't particularly tech-savvy, Vonage is a great option.

Vonage offers a simple web-based application that provides access to all of the available features in a single dashboard. An accompanying mobile app is equally easy to navigate and accessible for employees of all levels of expertise. This simple user interface is ideal for remote offices with people working all over and might not be able to get immediate tech support if troubles arise. Keep it simple, as they say!

Of course, Vonage does have plenty of features to offer, too. Most Vonage packages offer unlimited calls, SMS messaging, video conferencing, and team messaging. More advanced packages expand the service to include on-demand call recording, visual voicemail, and integration with every CRM imaginable. Some businesses won’t have an issue here but it could get expensive further down the line depending on what you need. Just something to keep in mind as your business scales.

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hands holding phone and using computer

Lifesize

Best Voip For Video Conferencing

There is only one VoIP provider on this list that offers an extensive free trial, and that is Lifesize. Call it confidence, because the company sure seems that it'll convince you to stick around with its unique, video-focused features. Lifesize offers a free service for single users to set up small meetings for up to 10 people, capped at 45 minutes. Give it a try, because if you like it, you can expand.

Once you start paying for Lifesize, you can really start packing people into the virtual meeting room. Go for up to 100 to 300 participants, all available to join in for video calls in high-resolution in up to 4K. Is it excessive? Maybe. Is it also great? Absolutely.

Lifesize is ideal for regular video calls between employees, but this isn't a service for dealing with clients who may wish to submit tickets or sales inquiries. That's pretty limited integration for CRM software. This VoIP service currently only supports Slack, Microsoft Teams, and email and calendar integration.

Still, if you simply want to keep in touch with your workers and have meetings regularly and remotely, then Lifesize is a great choice. It's well priced for what it offers and even allows for up to 24 hour-long meetings.

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