Running a small business means you're not always at your desk. You might be meeting a client, checking on a job site, or working from your living room in sweatpants. The old way of doing phones, with a landline bolted to your office wall, doesn't really fit how businesses work anymore.

That's why VoIP solutions for small business are commonplace nowadays. It stands for Voice over Internet Protocol, which is a fancy way of saying you make calls over the internet instead of traditional phone lines. The big wins? It's usually a lot cheaper, way more flexible, and lets you take business calls from anywhere with an internet connection. Your desk phone, your laptop, your cell phone while you're grabbing coffee - it all works.

But here's the problem: there are a lot of VoIP providers out there, and they all claim to be the best thing since caller ID. So how do you actually choose? We did the legwork and put together this list of 9 small business VoIP solutions that are actually worth your time.

The top VoIP solutions for small business

What to look for in a small business phone system

Before we get into the list, here's what actually matters when you're picking a business VoIP service.

Watch out for hidden fees. Some providers advertise a nice low price, then hit you with charges for setup, number porting, or features you assumed were included. That $15/month plan suddenly looks a lot more like $25. Always ask what the real monthly cost looks like.

Make sure it has the basics. You'll want call routing, voicemail, a mobile app, and call transfers at minimum. If you need video meetings, team chat, or CRM connections, make sure those aren't locked behind a pricier tier.

Reliability matters. Choppy audio and dropped calls make your business look unprofessional. Look for providers that promise at least 99.9% uptime, and check reviews to see if they actually deliver.

Keep it simple. If you don't have an IT person (and most small businesses don't), pick a system you can set up and manage yourself without spending half your week on hold with tech support.

Think ahead. Your business might grow. Choose a provider that makes it easy to add more users without jumping through hoops or renegotiating your entire contract.

Good support is worth it. When something breaks, you need help now, not next Tuesday. Read reviews about how fast and helpful their support team actually is. This one matters more than you think.

The 9 best VoIP solutions for small business

1. Upfirst - Best AI-powered answering service

Upfirst works differently than most business phone solutions. It’s not a true VoIP solution in a sense that you can’t make outgoing calls or texts with it. Some business owners looking for a small business VoIP solution actually just need a way to answer more calls and prevent potential clients from reaching voicemail. So, instead of just sending calls your way and hoping you’re available to pick it up, it actually answers them for you.

It’s an affordable AI virtual receptionist service that picks up your calls on the first ring, takes messages, answers questions, schedules appointments, qualifies leads, and more. If you’ve always wanted somebody to answer the phones for you, but couldn’t find a way to afford it, now you can.

Best for: Small businesses that miss calls, need coverage after hours or overflow reception, or don't have someone sitting by the phone all day.

Key features:

• AI answers your calls around the clock, 24/7
• Custom greetings that sound like your business
• Takes messages and transfers important calls
• Books appointments for you
• Qualifies leads before you call back
• Easy to setup
• No long-term contracts

Pricing: Starts at $24.95/month

Why it stands out: Here's the thing about VoIP that nobody talks about. It routes calls to you, but you still have to pick up. If you're with a customer, in a meeting, or elbow-deep in actual work, the call goes to voicemail. And let's be honest, most people don't leave voicemails anymore. Upfirst actually answers, talks to your callers, and handles things so you don't lose the opportunity.

2. Nextiva - Best overall traditional VoIP

Nextiva has been around for a while and built a solid reputation. It's a full cloud phone system with calling, video, messaging, and pretty much everything a small team needs to stay connected.

Best for: Teams that want phone, video, and messaging all in one place without juggling multiple apps.

Key features:

• 99.999% uptime, which is about as reliable as it gets
• Video calls and team messaging built in
• Contact management and basic CRM included
• Reports that show you call patterns and performance
• Support available 24/7

Pricing: Starts at $23/user/month

Why it stands out: Their customer support is actually good. That sounds like a low bar, but if you've ever been stuck on hold for 45 minutes with a phone company, you know it's not. When you have an issue, you can get someone on the phone who genuinely helps.

3. RingCentral - Best for integrations

If your business runs on software like Salesforce, HubSpot, or Slack, RingCentral connects your phone system to all of it. They have over 300 integrations, which is more than pretty much anyone else in the game.

Best for: Businesses that use a lot of different software tools and are tired of everything living in separate silos.

Key features:

• Over 300 app integrations
• Phone menus and call queues to route callers
• Tools to monitor calls and track performance
• Video meetings with up to 200 people
• Team messaging and file sharing

Pricing: Starts at $30/user/month for 100 toll-free minutes

Why it stands out: If you want your phone system to automatically log calls in your CRM, send notifications to Slack, or sync with your calendar, RingCentral does that without you having to duct-tape a bunch of workarounds together.

4. Zoom Phone - Best for existing Zoom users

Already using Zoom for video meetings? Adding Zoom Phone means you can handle calls, texts, and meetings from one app you already know how to use. No new learning curve required.

Best for: Teams that already live in Zoom and don't want yet another platform to learn.

Key features:

• Works seamlessly with Zoom Meetings
• Listen in on calls or jump in when needed
• Voicemails get transcribed automatically
• Set up phone menus and auto-attendants
• Record calls when you need to

Pricing: Pay-per-minute plans start at $15/user/month, unlimited plans available

Why it stands out: You can turn a phone call into a video meeting with one click. And since your team already uses Zoom, nobody has to sit through another software training. That alone is worth something.

5. Ooma Office - Best for easy setup

Ooma Office is made for people who don't want to deal with complicated tech. They send you equipment that's already set up. You plug it in and start making calls. That's it.

Best for: Business owners who want something that just works without calling IT or watching YouTube tutorials.

Key features:

• Unlimited calls in the US, Canada, Mexico, and Puerto Rico
• Virtual receptionist to greet callers
• Mobile app so you can take calls anywhere
• Forward calls to any phone or ring multiple phones at once
• Voicemails sent to your email

Pricing: Starts at $19.95/user/month

Why it stands out: The setup is genuinely easy. Ooma pre-configures everything before they ship it to you, so even if your tech skills stop at restarting the router, you can get this running in minutes.

6. Grasshopper - Best for solopreneurs

Grasshopper is a virtual phone system for people who work solo or have a tiny team. It gives you a professional business number without the complexity of a full VoIP platform. No desk phones, no complicated menus, just a business line that works.

Best for: Solo business owners and teams of 1-3 people who want to look more professional.

Key features:

• A real business number with extensions
• Calls forward to your personal cell phone
• Send and receive business texts
• Voicemails transcribed and sent to you
• Professional greetings so you sound established

Pricing: Starts at $18/month for one number and extension

Why it stands out: You use your existing phone. No new hardware, no complicated apps. You just get a business number that makes you look like a real company, even if you're working from your kitchen table.

7. 8x8 - Best for international calling

If you have customers or team members in other countries, 8x8 is hard to beat. You get unlimited calling to up to 48 countries included in your plan. No watching the clock, no surprise bills.

Best for: Businesses that make a lot of international calls or have remote teams scattered around the globe.

Key features:

• Unlimited calls to 48 countries
• Video conferencing included
• Team messaging
• Contact center features if you need them
• Analytics to see how calls are going

Pricing: Contact for pricing 

Why it stands out: Most VoIP providers charge you every time you call internationally, and those per-minute fees add up fast. With 8x8, calls to major countries are just part of your plan. If you're doing business globally, the math works out.

8. Phone.com - Best for budget flexibility

Phone.com lets you assign different plan levels to different people on your team. Your office manager who's on calls all day can have unlimited minutes, while field workers who rarely use the phone can stay on a basic plan with pooled minutes. You're not stuck paying the same rate for everyone.

Best for: Small businesses watching their budget who have different needs per employee.

Key features:

• Mix and match plans for each user
• Video conferencing included
• Voicemails sent to email
• Call routing and queues
• Apps for your phone and computer

Pricing: Starts at $18/user/month

Why it stands out: VoIP pricing usually means everyone pays the same whether they use 100 minutes or 1,000. Phone.com lets you save money by matching each person's plan to what they actually use. Your accountant will appreciate it.

9. Vonage - Best for growing businesses

Vonage is built to scale. Whether you have 5 employees now or 50 next year, adding users and features is straightforward. You won't outgrow it and have to switch systems right when you're busiest.

Best for: Small businesses that expect to grow and don't want the headache of switching systems later.

Key features:

• Over 50 calling features
• Connects with popular CRMs
• API access if you want to build custom stuff
• Team messaging
• Call recording and analytics

Pricing: Starts at $19.99/user/month

Why it stands out: You're not going to outgrow Vonage. They have plans for tiny teams and big companies, so you can stay on the same platform as you scale. One less thing to worry about when business picks up.

How to choose the right VoIP solution for your business

With nine good VoIP small business solutions, here's how to figure out which one actually fits:

Think about how many calls you make. If your team is on the phone constantly, get an unlimited plan. If calls are occasional, a metered plan could save you real money. Don't pay for minutes you won't use.

Ask yourself who's answering. VoIP sends calls to you, but someone still has to pick up. If you're missing calls because you're busy, closed, or just can't get to the phone in time, an AI phone answering service like Upfirst might solve the real problem.

Do the real math. That $15/user/month rate looks great in the ad. But multiply it by your team size and add taxes and fees. A 10-person team can easily hit $200/month or more. Know your actual number before you sign anything.

Consider what you already use. If your business depends on Salesforce, Microsoft Teams, or other tools, pick a provider that connects to them easily. Fighting with software integrations is not how you want to spend your afternoons.

Try before you buy. Most of these providers offer free trials. Use them. Click around, make some test calls, and see what the system actually feels like before you commit.

Conclusion

The right small business phone system depends on what you actually need. For a full-featured VoIP platform, Nextiva and RingCentral are solid picks. If you're watching every dollar, Phone.com gives you flexibility. Solo operators often do well with Grasshopper.

But here's a question worth asking: what happens when nobody can answer? VoIP is great at routing calls, but if you're busy with customers, stuck in meetings, or closed for the day, those calls still go to voicemail. And most people hang up.

That's where Upfirst is different. It doesn't just route your calls. It answers them, takes care of your callers, books appointments, and makes sure you never miss an opportunity. If missed calls are costing you business, it's worth checking out.

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Ready to answer every call? Try Upfirst today and start a free 14 day trial with no credit card required.

Frequently asked questions

How much does VoIP cost for a small business?

Most plans run between $10 and $35 per user per month. Basic plans with just calling and voicemail start around $10-15. If you want video, analytics, and integrations, expect to pay $25-35. And heads up: add another $5-10 per user for taxes and fees that aren't always shown upfront.

Can I keep my existing business phone number?

Yes. Almost every VoIP provider lets you port your current number over. It usually takes a week or two to complete, and some charge a small fee for it. But you won't lose the number your customers already know. The other option is to simply forward calls from your phone to a VoIP number.

What internet speed do I need for VoIP?

Not much. You need about 100 Kbps per phone line, which most business internet connections handle easily. If you have 10 people on calls at the same time, that's about 1 Mbps for voice traffic. Unless you're running on dial-up, you're probably fine.

What's the difference between VoIP and an AI answering service?

VoIP is the technology that makes your phone ring over the internet. Someone still has to answer it. An AI answering service like Upfirst actually picks up the phone, talks to callers, takes messages, and handles requests. Think of VoIP as the pipes that deliver the call. An AI answering service is like having someone there to pick up when you can't.