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Expert Reviewed
As technology advances and companies adapt to ever-changing environments, many are ditching traditional landlines in favor of voice-over-internet-protocol (VoIP) services. These cloud-based utilities can help cut costs, improve remote collaboration and increase efficiency by integrating with other software.
Hundreds of VoIP providers exist, each with its own features and pricing. Matching your business with the right service can be a challenge. For this article, I researched and tested the best VoIP services on the market to create a comprehensive rankings list.
Featured Partners
1
RingCentral
$20 per user, per month (paid annually)
Yes
Yes
2
Zoom Phone
Starts at $10 per user, per month
Yes
Yes
3
Nextiva
$18.95 per user, per month
Yes
Yes
| Company | Forbes Advisor Rating | Pricing from | Toll-free numbers | Voicemail transcription | LEARN MORE | ||||
|---|---|---|---|---|---|---|---|---|---|
| Google Voice |  |
4.9 |  |
$0 per user per month | No | Yes | Learn More | Read Forbes' Review | |
| RingCentral |  |
4.8 |  |
$20 per user per month if paid annually | Yes | Yes | Learn More | On RingCentral's Website | |
| Dialpad |  |
4.8 |  |
$15 per user per month, if billed annually | Yes | Yes | Learn More | Read Forbes' Review | |
| Intermedia Unite |  |
4.7 |  |
$27.99 per user per month | Yes, add-on | Yes | Learn More | On Intermedia's Website | |
| Nextiva |  |
4.6 | |
$23.95 per user per month, if billed annually | Yes | Yes | Learn More | On Nextiva's Website | |
| Grasshopper |  |
4.4 | |
$14 per month for one line, if billed annually | Yes | Yes | Learn More | On Grasshopper's Website | |
| Zoom Phone |  |
4.2 |  |
$10 per user per month | Yes, add-on | No | Learn More | On Zoom's Website | |
| 8x8 |  |
4.2 | |
No longer publicly available; contact for a quote | Yes | Yes | Learn More | Read Forbes' Review | |
| Aircall |  |
4.0 | |
$30 per license per month, if billed annually | Yes | Yes | View More | ||
| Ooma Office |  |
4.4 | |
$19.95 per user per month | Yes | Yes | Learn More | On Ooma's Website |
In determining the best VoIP service, we weighed dozens of components across several key factors. The details are featured in the table below.
| Decision Factor | Scoring Weight | Description |
|---|---|---|
|
Expert Score
|
30%
|
This is the average score the VoIP reviewer gives the product based on a combination of considerations, including available service features, pricing, value for money, ease of use and customer service.
|
|
Service Features
|
20%
|
This score is based on a combination of what VoIP industry-standard features come with service plans and the number and quality of available add-ons.
|
|
Customer Reviews
|
10%
|
This takes into account past customers’ verified experiences and how they used and experienced the product, along with whether past or current customers would recommend the service.
|
|
Pricing
|
20%
|
The pricing score weighs the monthly and yearly starting prices and how they compare to competitors. It also considers whether the product is good value for the money compared to competing systems.
|
|
Mobile and Desktop Apps
|
10%
|
As it is very common to access VoIP services by phone, the availability of mobile apps contributes significantly to the final overall score.
|
|
Service and Support
|
10%
|
This is based on how well the company responds to customer concerns and their ability to resolve issues. It also factors in the efficiency and courteousness of support team members and the time it takes to connect with agents.
|
Although I settled on the 10 VoIP services I think are the best options currently available, I recognize there are other VoIP providers worth considering. Here are some additional recommendations below.
In addition to unlimited local and domestic long-distance calling, its service plans include auto-attendants, call waiting and forwarding, six-way conference calls, visual voicemail and more. Calling customers also get access to Webex Free, a no-cost conferencing solution that lets them hold meetings with a maximum of 100 attendees for up to 40 minutes.
Overall, I believe Webex Calling could be a cost-effective option for companies seeking both virtual phone and collaboration tools.
Openphone provides unlimited calling and texting to customers throughout Canada and the U.S. Accounts come with a local or toll-free number and features, such as voicemail transcripts, call recording and AI message responses. With a starting price of $15 per month, I believe Openphone falls within the budget of most businesses seeking a reliable VoIP provider. That said, it does lack video conferencing capabilities so if that is essential, you’ll have to try a different service.
Line2 provides unlimited calls and texts to customers in the U.S. and Canada, like other VoIP services. But when reviewing the product, I found it also provides the convenience of call blocking and caller ID. While it may not have collaborative tools like video conferencing, chat and internet faxing, it is a serviceable cloud phone service. Line2 starts at $13.75 per month when billed annually.
A VoIP system is a communications system that uses a computer, smartphone, VoIP phones or WebRTC-enabled browsers to make telephone calls and transfer information from one location to another. It accomplishes this through an internet connection. It differs from a traditional phone, also called a landline, in how it sends information and data.
VoIP uses a broadband internet connection to transmit data, which is transformed from the original analog data, transmitted as digital data and then turned back into an analog signal so that you can understand what is being said.
VoIP systems are often comprehensive office solutions offering voice mail, call recording, custom caller ID and voicemail-to-text features. Many offices use VoIP technology to create a UC system for the office that makes it easy for teams to communicate with customers and among themselves.
SIP and VoIP are two acronyms that you will see when considering phone systems:
VoIP technology can exist independently of more comprehensive SIP systems when all you need is phone call capabilities. When you need other data-sharing abilities, you need a SIP system. However, the marketplace often refers to more comprehensive solutions, such as VoIP solutions, creating confusion among consumers.
There are many VoIP service providers vying for your business. It can be hard to distinguish the best VoIP service for you. There are even some free VoIP providers. Here are some key things to look for in the best business VoIP services.
VoIP costs can vary depending on several factors, including the type of service, the number of users and the features included. Some providers offer flat-rate pricing while others charge based on usage or the number of phone lines needed.
Factors that impact cost include:
To reduce costs, you can:
When choosing between a more expensive and cheaper option, consider the following:
Several factors can impact call quality and uptime when using VoIP services. These include:
To assess a provider’s call quality and uptime during the buying process, you can:
Key VoIP phone features to consider as you select a provider include:
There are many other features to consider when selecting a VoIP system beyond the popular features we’ve noted above. As such, it’s essential to do your research in deciding what service plan to sign up for and what features will work best for your organization.
When selecting which VoIP system features to purchase through service plans or add-ons, you should consider the following:
Once you can answer a similar list regarding which VoIP features to invest in, you should move forward with choosing the best options for your business.
Featured Partners
1
RingCentral
$20 per user, per month (paid annually)
Yes
Yes
2
Zoom Phone
Starts at $10 per user, per month
Yes
Yes
3
Nextiva
$18.95 per user, per month
Yes
Yes
VoIP is reliable because it uses your high-speed internet alongside back ISPs for redundancies. Traditional copper wire networks lack this level of flexibility or reliability, leading to more dropped calls or noise on the line.
When you get a VoIP phone system, there are a lot of features that come with it. As a reminder, many of these benefits are the result of SIP technology but are packaged as part of your VoIP system.
For everything that it does, VoIP systems are still usually cheaper than getting landlines for the same number of phone numbers.
There are many advantages of VoIP, but there are also some disadvantages that you should consider before making the switch. One of the main disadvantages is that the phone system, thus the quality of calls, is completely reliant on the premises network/firewall settings and on the internet connection quality—the better the connection, the better the calls.
However, if your internet connection goes down for any reason at any time, it’s possible VoIP or business desktop phones could also go down. Lesser-speed internet connections can also lead to call problems with dropped calls or jitter on the line.
As with other devices connected to the internet, a VoIP connection may not always be secure. This means that the calls could be breached with others listening to calls. It is important to check with the company you are contracting for VoIP services to see if they use high-level encryption to protect you and your company data. With proper network security, TLS protocols, etc., VoIP can be safer than mobile or landline.
VoIP needs an internet connection to work. You’ll need certain hardware to transfer the data. The hardware includes a personal computer and cable modem. If you are calling from a telephone, you’ll need a phone adapter or you’ll need to use a VoIP-ready phone. The adapter converts analog signals into digital signals that allow them to be transferred over the internet. During the call, the data is transferred back to an analog signal so that the other party can understand what is being said.
If you’re using VoIP from a mobile phone, you can connect to the internet wirelessly to transmit the data. Data is stored in the cloud and accessed via a dashboard on the computer or mobile device. Data may include contacts and business phone numbers.
Most business owners think that all VoIP systems are the same. There are some differences in the types of VoIP services that you can get.
A hosted VoIP service is different from an on-premises VoIP solution. When things are on-premises, everything from the equipment to the connection is installed and maintained by the company deploying the system. When hosted, the VoIP system is maintained by the provider of the system. The business deploying the phone system only needs to supply the phones and internet connection. The provider assumes all other expensive hardware costs.
Hosted, cloud-based VoIP phone systems use the internet to make calls and host everything on the provider’s server network. When a business chooses this type of phone system, they don’t have to manage hardware―they plug the phones in and dial.
UCaaS is a more robust VoIP platform able to supply a full end-to-end solution and feature set that’s more than simple calls and mobile apps. It relies on six key communications functions. The six communications functions are:
The UCaaS goes beyond the VoIP solutions and incorporates SIP solutions as well. Systems can be customized to serve particular business needs. The best UCaaS providers help businesses improve their processes and streamline daily operations.
Communications platform as a service (CPaaS) offers cloud-based, customized communications services for UC systems. Most often, you will encounter CPaaS when UCaaS is integrated into CRM services. As with standard UCaaS, CPaaS is fully adaptable to any business and its needs. Everything is integrated to work in real time on the platform and doesn’t need to access outside systems.
Fixed VoIP services are provided through a dedicated internet connection, such as a digital subscriber line (DSL) or cable line. They are typically more reliable and consistent in terms of call quality and uptime. They are also more secure, as the internet connection is not shared with other users. Examples of fixed VoIP services include:
Nonfixed VoIP services, on the other hand, are provided through a shared internet connection, such as a Wi-Fi or cellular network. These services are typically less reliable and may be subject to dropped calls or poor call quality due to network congestion. They are also less secure, as the internet connection is shared with other users. Examples of nonfixed VoIP services include:
Fixed VoIPs are best for businesses that operate in a single physical location and require a high level of reliability and security; non-fixed VoIP services suit individuals and teams that operate on the go or need additional flexibility.
VoIP hardware and equipment refers to the devices and peripherals needed to make and receive VoIP calls. While this varies by provider, there are four main types of equipment.
The types of equipment needed for VoIP typically include:
Service providers typically offer a variety of equipment options and some providers include the cost of the equipment as part of their plans while others may charge extra for the equipment or require the customer to purchase it separately.
Companies can also use their existing equipment, such as analog phones, with an adapter. However, the quality of the call may not be as good as it would be with an IP phone designed specifically for VoIP systems.
A lot of the work to set up the VoIP system starts with choosing the right VoIP system. Choose a provider that offers the hardware support, such as phones that you will need for your office.
Decide how many lines you will need. As you select a provider, you will also want to address needs such as porting over an existing number to your new system. If your business has been around for a while, maintaining the consistency of numbers is important. Be sure to let the provider know this as you sign up for the service.
Once you have chosen a provider and allowed them to do the initial setup on their end, the next item of business is to plug the system in. This means connecting the communications device (phone or computer) to the internet. Your provider will walk you through the configuration steps to ensure that your calls are transferring across the network properly. Test the system to see if any issues need troubleshooting.
Because VoIP is a comprehensive solution that most providers offer, there are add-ons that you can request to customize your business and serve its unique needs.
When requesting a phone number, you can ask the provider for a virtual phone number or a vanity phone number. A virtual phone number allows you to have a number from a geographic region that you are not residing in, helping you better serve customers from anywhere in the world. A vanity phone number is easy to remember because it associates letters with the numbers, often representing part of the company name or slogan.
Businesses can use video conferencing to host internal meetings or to have a virtual face-to-face with customers. This is part of the new business model, particularly post-pandemic and is something most businesses will want as an add-on to their business model. VoIP integrates the best video conferencing software with call functions.
Hosting conference calls is an important way to hold a virtual meeting or seminar. Top VoIP providers use the best conference call technology and make it a seamless experience.
Most businesses want their phone system to integrate with their CRM software. This means that your phone representatives have access to pertinent client details and purchases as they make the call. It’s an efficient way to provide your people with data. Top VoIP providers work with the best CRM systems.
VoIP technology has many uses and can be beneficial for various industries and business scenarios. Some of the most common use cases include:
VoIP technology can also be used for other industries such as construction, finance, nonprofits, government agencies and many more. As the technology continues to evolve and improve, the possibilities for VoIP use cases will continue to expand.
VoIP is subject to a variety of regulatory concerns. In the U.S., the Federal Communications Commission (FCC) has established regulations for VoIP services. These regulations are intended to ensure that consumers have access to reliable and affordable VoIP services and promote market competition. Some key regulatory concerns for VoIP include:
It’s important for companies to be aware of these regulations and to comply with them to avoid any potential penalties or fines. The FCC provides detailed information and guidelines on its website. Check them frequently, as the regulations may change over time.
Get Started With The Leading Cloud Phone System
There are a number of burgeoning 2024 VoIP trends, and being aware of them will help your business remain competitive in our rapidly evolving digital world.
VoIP technology is the cornerstone of UCaaS models. These systems and cloud-based service packages have been gaining traction in recent years, especially following the events of the COVID-19 pandemic. Remote working mandates highlighted the usefulness of VoIP-based systems, allowing employees to maintain effective communication through various methods without relying on a physical connection.
UCaaS now includes a wide variety of communication tools, including voice calls, instant chat, video calling, email integration and file sharing. These functions are critical to communication on a global scale and VoIP technology is the basis for all of them. UCaaS companies that offer more ways to connect with their partners and customers will be more competitive in the future.
we expect to see the UCaaS market continue to grow in 2024 and beyond. In 2020, the market value of UCaaS was around $38.74 billion and this number is projected to reach $210.07 billion by 2028.
Adding VoIP systems into existing business operating systems and tech stacks is becoming easier than ever. With cloud-based systems, it is possible to add additional components to a current system without much effort. Easily modifiable VoIP tools that work well alongside existing systems will be at a distinct advantage in the coming years.
Advancements in language processing and machine learning have resulted in smarter and more effective voice assistants. AI can classify and redirect incoming messages quickly, answer basic customer questions accurately and interpret user behavior and sentiment from conversation content and tone. The assistant sends data about the interaction back to the system automatically for analysis so that future interactions can be optimized further. AI voice assistants will continue to improve in 2024 and beyond.
As with any internet-based entity, VoIP is vulnerable to cyber threats and attacks that can have major consequences for the businesses they serve. Breaches in security can lead to disruptions in business operations and potentially risk litigation from affected parties. Some of the most common risks to VoIP systems are phishing, distributed denial-of-service (DDoS) attacks, call tampering, malware and viruses, voice over misconfigured internet telephones (VOMIT) and spam over IP telephony (SPIT).
In 2019, 38% of small businesses had no systems in place for managing cybersecurity threats and about 46% of illegal calls were made through VoIP systems. In 2024, I expect companies utilizing VoIP technology to devote more resources into securing the networks that businesses rely upon. This way, businesses can function without issue and continue to protect and serve their customers.
Here’s how to ensure you’re staying protected:
The top three VoIP phone services for business available today include RingCentral, Dialpad and Zoom Phone. These providers offer toll-free numbers, voicemail transcription and other popular VoIP features at affordable pricing from as low as $10 per month.
To use VoIP, you’ll need a reliable and fast internet connection. Because it’s a cloud-based tool, a lack of online service means you wouldn’t be able to use it.
VoIP and Wi-Fi calling are similar. VoIP sends digital data packets over the internet that are converted to analog phone signals at the recipient’s end. Wi-Fi calling connects a phone call through the internet rather than a cell tower.
In general, using a VoIP phone, including a VoIP cellphone, is very secure. However, there are steps that you can take to increase the security levels even more. These include verifying that your VoIP provider offers an encrypted connection, implementing a SIP-capable firewall that filters all incoming calls for any content that puts your system at risk and having your information technology (IT) staff create a virtual local area network (VLAN) for all of your internal calls to take place, keeping them from being put at risk from outside sources. Make sure that your staff remains diligent when using their VoIP phones so that they can avoid risks such as voice phishing, also known as vishing.
To get VoIP phone service, you will need to find a VoIP provider that offers service in your area and sign up for service. You can search online, ask for recommendations or check with your internet service provider. Once you have chosen a provider, it will send you the necessary equipment and instructions for setting up and using the service.
Yes, most VoIP providers allow you to port your existing phone number to their service. This means that you can keep your current phone number when switching to a VoIP service, which can be convenient for businesses and individuals. Check with the provider for additional costs or requirements for the number porting process.
Yes, it is possible to fax over VoIP using a fax machine or a computer with a fax modem. Some VoIP providers offer fax-to-email services, which allow you to send and receive faxes via email. However, it’s important to check with the provider for any additional costs or requirements for this service.
It is possible to fax over VoIP using a fax machine or a computer with a fax modem. Some VoIP providers offer fax-to-email services, which allow you to send and receive faxes via email. However, it’s important to check with the provider for any additional costs or requirements for this service.
VoIP phones depend on having a consistent, reliable internet connection. Without the web, you won’t be able to place or receive any calls with them. For this reason, your internet speed must be fast and stable enough so as not to impede VoIP performance—critical for ensuring communication between your business and its stakeholders runs smoothly every time.
