Choosing the correct VoIP service is critical if you want a scalable system to reach clients. The top VoIP services can help you achieve your goals by providing crystal-clear calls and features. I selected and reviewed the top 10 VoIP companies in this guide so you can choose the best one for you.
What is VoIP, and how does it work?
Let’s begin with the fundamentals. Voice over Internet Protocol, or VoIP, is a technology that allows voice communications to be sent over the internet rather than over a traditional phone network.
VoIP functions similarly to a traditional phone system, although it is usually less expensive and easier to grow. Conventional phone systems lack several advantages that VoIP technology provides. For example, if you have an internet connection, you can make or receive calls from almost any device in virtually any location. To stay in touch at all times, use your smartphone, tablet, PC, or even dedicated VoIP hardware.
Many VoIP systems have extra features, like simple call routing, advanced on-hold messages, and multiple phone numbers. Many VoIP packages with integrated components, including online fax, integrated email marketing, and video conferencing, are available at the higher end of the spectrum.
How much does VoIP cost?
The price of a VoIP system varies greatly. There are many free essential solutions, and businesses with high-end needs can pay anywhere from a few dollars per year to hundreds or even thousands of dollars per month for premium services.
Most VoIP service providers allow unlimited phone and video calling and unlimited SMS to numbers in specific parts of the world. Subscriptions are often supplied per user, so if you need help for additional team members, you should expect to spend more.
Although this payment model isn’t widely used, some suppliers offer all-in-one solutions for many users at a fixed price. Advanced functionality, interactions with third-party systems, and international calling possibilities will cost more.
The benefits of VoIP
These are a few of the most common features that VoIP services provide. Most come with the package, but some are available in more expensive packages.
1. Video and audio conferencing
Many VoIP handsets include built-in screens and cameras, allowing video conferencing to be conducted without laptops. Audio conferencing can be a far more practical option when not everyone at the conference can access a camera-enabled phone.
2. Voicemail
Voicemail has become a crucial component of our professional lives, whether we use a regular phone system or VoIP. The beauty of VoIP voicemail is that it can be accessed from any supported device, such as a cell phone or a laptop. You’ll never have to worry about missing an important call again.
3. Screen sharing
Screen sharing is ideal for collaborating with a colleague by watching (and managing) their computer and assisting a customer with a technical or sales issue. The process is easy, and the person sharing doesn’t need to get any extra software.
4. Working from home/mobile
Because VoIP is based on the internet, you can use any supported device to access your VoIP phone account, often a phone, laptop, or tablet app. Whether working from home or visiting a client, you may make and receive calls to and from your VoIP number.
5. CRM integration is number five.
CRM has become a critical tool for firms to track customer and client interactions. VoIP CRM integration can help you manage client relationships more efficiently, analyze customer behavior for marketing objectives, and deliver a better customer experience by allowing you to log calls in real time.
6. Call tracking
Voice (and fax) exchanges can be preserved as digital data packets using VoIP, making call monitoring simple and efficient. Call monitoring helps managers keep the company’s standards high by letting them track performance and compliance, limit their liability, and make training fit the company’s needs.
7. Intelligent call routing
Thanks to VoIP’s robust call routing, real-time inbound calls can be routed to any individual or group. This means you can easily share your business hours, reduce lengthy wait times by allowing people to leave a voicemail, and grow your call center as your staff grows.
8. Call recording 8
You can record any call with VoIP, eliminating the need for taking notes. Incoming and outgoing calls are saved in the cloud and viewed. You don’t have to start recording from the beginning to obtain the full call; you can start recording at any point during the conversation.
9. On-hold music and messaging
No one likes waiting in silence, so choosing appropriate on-hold music can assist in reassuring individuals in line while also providing an opportunity for you to advertise specials and provide service advice. Usually, a VoIP service will give you on-hold music, but you can also use plug-ins from other companies to get more music.
Do you need VoIP provider services or VoIP hardware?
When you’re just starting your search, it’s easy to mix the two up, but answering this question early on will help you locate the best VoIP provider for your business faster. VoIP service providers set up and route calls over a high-speed internet connection. VoIP hardware, on the other hand, refers to the phones themselves.
Additional phone services are available from several VoIP service providers. These characteristics can frequently transform a standalone business VoIP solution into a unified communications (opens in a new tab) platform with functionality tailored to business communication.
The 10 Best VoIP Providers of 2023:
1. RingCentral
It’s difficult to argue with RingCentral whether you have 20 users or 1,000. RingCentral’s four MVP (message, video, and phone) subscriptions include unlimited calls in the United States and Canada and unlimited business SMS, team messaging, and voicemail transcription.
If you choose one of the more expensive plans, you may also use video meetings with 200 participants, automated call recording, and international calling in over 100 countries. These more advanced options include integrating Slack, Office 365, other workflow tools, and Salesforce CRM.
RingCentral isn’t the cheapest VoIP service, but it is not the most expensive. RingCentral also offers a free trial so that you may try it out. Up to 20 people are included in the pricing. Larger groups can benefit from volume savings.
Who Should Use It?
Regardless of the size of your company, RingCentral has a package for you.
2. Nextiva
Nextiva offers a single solution for both internal and external calls. The basic plan includes everything you need. In the United States and Canada, you get unlimited calls, unlimited video calling, and a single-level auto attendant. Like RingCentral, Nextiva doesn’t limit the number of users, so you can use the cheapest plan with as many people as you want.
Upgrading unlocks a slew of collaborative features. A sophisticated internal communication system with private group chat, screen sharing, a team calendar, and even a vote system is included in the productivity suite. The advanced designs also include a multi-level auto attendant for easy call routing. Pricing is based on a five-to-nine-user annual plan. As you add more users, you’ll be eligible for volume discounts.
Who Should Use It?
Nextiva is an excellent fit for small businesses searching for a communication system focusing on productivity.
3. Grasshopper
Grasshopper is a virtual internet phone service for small business owners and entrepreneurs. Grasshopper offers three options with up to five phone numbers and unlimited extensions rather than charging per user. You can add as many additional phone numbers as you wish to your package.
You get the entire package of features regardless of how much you spend because the plans are divided by numbers. Voicemail transcription, business texting, call forwarding, and simultaneous call handling are all included in this package. However, it’s perfect for smaller teams because it lacks our top two selections’ integration and video capabilities.
Pricing is for a one-year membership with three extensions and one phone number.
Who Should Use It?
Grasshopper is a great and affordable solution for businesses that only need to call and text.
4. 808
808 is one of the most affordable VoIP services available, and it’s also entirely scalable. The most basic 808 Express plan includes unlimited calling in the United States and Canada, an auto-attendant, and video conferencing for up to 100 people. 88% does not require special gear and operates monthly, making starting simple.
Other subscriptions include unlimited calling and SMS messaging to up to 47 countries. All options are built on XCaaS (any communications service), which unifies video and phone conversations, team chat, meetings, and your call center into a single location.
Who Should Use It?
88% is ideal for everyone, from a remote small business with five users to a large corporation with hundreds, and it’s challenging to get that versatility elsewhere.
5. Dialpad
Dialpad is a VoIP service that uses artificial intelligence to help you be more productive. All options include Voice Intelligence, which takes notes and follows up on tasks while you’re on the phone. Voice Intelligence can also identify unknown numbers and provide call highlights and clips.
Dialpad also has Google One and Office 365 connectors and unlimited calling and SMS. Dialpad is slightly lower in our ranking because it separates video conferencing and call center functions into distinct programs. However, for meetings under 45 minutes, there is a free video-calling alternative.
Who Should Use It?
Owners of small businesses are looking for a VoIP solution that helps them increase productivity through integrations and artificial intelligence.
6. Google Voice is number six.
Because it originates from Google, Google Voice is a fantastic VoIP service. This lets you easily link your calls to the rest of the Google suite while providing world-class spam detection and filtering. Standard VoIP features are also included, such as unlimited SMS and free calls to the US and Canada.
However, as part of the Google suite, voice is excellent for internal calling. The voice has no call center option, and the automated attendant is only available on the Standard plan and higher. But if you already use other Google products, Google Voice is one of the most affordable and easy-to-use VoIP services you can use.
Who Should Use It?
If you already use Google Apps in your workflow, Google Voice is for you and requires a simple VoIP solution.
7. Freshdesk Help Desk
Freshdesk Contact Center (previously Freshcaller) is a platform for managing and directing inbound calls. Even though it doesn’t have all of the tools for internal communication that our top picks do, it’s an excellent choice for companies that want to set up a sales and support team.
Freshdesk Contact Center, to be more precise, exchanges those functionalities for more call center control. Supervisors have access to a real-time dashboard with the option to “barge into” calls, and agents can use the “Warm Transfer” feature to offer background information during transfers. Although Freshdesk Contact Center does not provide unlimited calling, you may get started for free and pay per minute. A limited free version of Freshdesk Contact Center is available. Annual plans begin at $15 per month per user.
Who Should Use It?
Call centers and help desks seeking a simple, scalable VoIP solution
8. Mitel
Mitel is dedicated to making your organization more efficient with various internal communication tools. You get video conferencing with up to 100 users, Outlook integration, and telephony for Microsoft compatibility with all three services, so you can quickly call through Teams.
Voicemail transcription, always-on-call recording, archiving, and an automated operator are all included in the more expensive subscriptions. You communicate on the Mitel Teamwork platform, regardless of your plan. This collaboration-focused network makes it simple to track tasks and follow up on calls, whether at your desk or train.
Who Should Use It?
Mitel is an attractive solution for internal communication systems with remote workers, thanks to its handy integrations and functionality.
9. Office of Ooma
Ooma is a feature-rich VoIP service that is relatively affordable. Every subscription includes SMS, virtual fax, call records, multi-extension dialing, and a free toll-free number. Even though the most basic plan has everything you need, most people will probably need to upgrade to the Office Pro plan.
Call recording, video conferencing, and voicemail transcription are included with this somewhat more expensive package, which is all standard features in our top picks. This package also includes Ooma’s desktop application. Surprisingly, the most affordable option excludes the desktop app. You’ll have to pay extra for a toll-free number as well. This is one of the reasons why Ooma is ranked lower on our list.
Who Should Use It?
Ooma is a mobile-first VoIP solution perfect for remote teams and on-the-go employees.
10. Vonage
Vonage supplies you with a communication platform. Vonage’s communication (application programming interface) APIs enable developers to create tools, businesses to call as often as they like, and support teams conveniently route calls and track customer satisfaction. Vonage has a service for anything that includes a phone or a message.
As a result, it can be costly. Although the basic VoIP service is affordable, several benefits, such as on-demand call recording, are only accessible on the more expensive plans. The most basic package provides unlimited calls, SMS messages, and group messaging. The price ranges from $5 to $19 per user. As you add more users, you’ll be eligible for volume discounts.
Who Should Use It?
Vonage is an excellent VoIP solution because it’s simple enough for small enterprises yet powerful enough for custom-built communication apps.
People also asked
Do you want to learn more about VoIP? Our list of frequently asked questions can help you understand why VoIP solutions are suitable for businesses of all sizes.
What equipment do I need for VoIP?
A good internet connection and a device that can connect to the internet are the only requirements for a VoIP system.
Most service providers include mobile and desktop software that you may use to control your incoming and outgoing calls and messages. Also, many VoIP platforms have a robust online interface that lets customers access their accounts from any device with an internet connection. On the other hand, many organizations choose to invest in additional VoIP hardware. Specialized phone systems, headsets, and even PC handsets can help you get the most out of your VoIP and improve how your business works.
Speak with your VoIP service provider to learn more about the available hardware alternatives.
Is VoIP free?
Many free VoIP options are available, but most are geared toward individuals rather than businesses and tend to have restricted functionality. Free VoIP services like WhatsApp, Skype, Viber, and others are famous examples of free VoIP services.
Many users prefer free VoIP apps since they are simple, quick to download and install, and more than suitable for personal use. However, when it comes to complex commercial capabilities, they are often limited, so we constantly advocate a premium solution. One of the primary disadvantages of free VoIP apps is that everyone must use the same program. For example, you can’t call Skype from WhatsApp or vice versa. In most circumstances, you’ll need to pay for a service if you wish to contact phone numbers directly.
Most free solutions lack basic business capabilities like call recording, simple data collection, and on-hold messages, which will undoubtedly be a significant problem for many corporate users. Even though there are free VoIP services, most businesses will be better off with a paid solution.
How does a VoIP phone number work?
A VoIP phone number is functionally identical to a traditional landline or cell phone number. You can call any landline or mobile phone, send SMS messages, and use other advanced functions.
A VoIP number is distinct from a regular phone number because it is not associated with a specific phone line or SIM card. It belongs to a particular person and can be accessed from any device with an internet connection.
What are the disadvantages of VoIP?
Despite its fast use as a business phone system, VoIP has some drawbacks compared to traditional phone systems. These are usually small with a solid VoIP setup, but it’s still necessary to be aware of them.
For starters, all VoIP systems necessitate a reliable internet connection. Your phone system will most likely suffer if your relationship is slow or inconsistent. You may have problems making or receiving calls, influencing your business activities.
You must also ensure that your connection has minimal latency. This means that sending and receiving VoIP data shouldn’t take long. If it does, your system will be slowed down.
Another minor point is that your VoIP devices require a stable power supply. Many classic phones do not require constant mains power; most use little energy. But VoIP devices won’t work if the power goes out, so you might want to get a backup power supply.
Finally, not every VoIP system is safe. Be sure you’re using a reputable service provider to lessen the chance of hacking, malware, and significant data loss.
What are the advantages of VoIP?
Even though there are some problems with using VoIP, the pros usually outweigh the cons.
Compared to a traditional corporate phone network, the cost savings of setting up and using a new VoIP system are definitely at the top of the list. Infrastructure and recurring service expenses both significantly reduced.
Another obvious benefit is the flexibility that VoIP provides. Imagine you had to leave the office early due to unforeseen circumstances. As long as you are connected to the internet and have VoIP software on your phone, you can keep making and receiving important calls. Similarly, you can access your VoIP interface from your computer if necessary. Team members can also work from home without using hardwired phone systems. This makes the business much more flexible.
Furthermore, VoIP systems are very scalable, making them an excellent choice for rapidly expanding businesses. Adding extra users without investing in costly hardware is pretty simple, a feature many organizations will appreciate.
Finally, most VoIP systems have more complex functionality than traditional phone lines. Call forwarding and automated attendants, for example, are simple to set up. You’ll often be able to use modern video conferencing and messaging tools, and you’ll be able to choose local phone numbers for almost any place on Earth.
What do you call a VoIP number?
Follow the same steps as calling a landline or mobile phone to contact a VoIP number. VoIP phone systems work the same way as traditional phone systems, allowing users to make and receive calls and send and receive SMS messages.
The country and area codes of VoIP numbers are worth noting. To begin with, simply because someone or a business has a phone number with a specific area code doesn’t guarantee they live or operate in that area. Many firms have local phone lines worldwide to make it easier for customers to contact them.
Furthermore, you must be cautious whether contacting a VoIP number from a landline or a cell phone. Otherwise, you may be forced to make an international call, which can be pretty pricey.
Can I text a VoIP number?
Yes, you can send a text message to a VoIP phone. Texting them works just like texting on a regular phone. Your texts will be delivered to the VoIP user via their user interface, which could be a smartphone, tablet, PC, or specialized gear.
Which type of VoIP service is best for you?
Consider your genuine needs before picking which of the top VoIP providers to choose. For example, someone who only wants to talk to a few people casually may discover that a less expensive alternative is the most cost-effective while still providing all the necessary capabilities. Suppose you use a VoIP provider for professional or commercial purposes, especially with many people regularly. In that case, you’ll want to look at the higher-end options for the more complex capabilities that come with them.
VoIP technical terms explained.
Bandwidth
The bandwidth of your VoIP system refers to the maximum quantity of data that transferred at any given time. It commonly measured in bits per second and gives you valuable information about your network’s capabilities. More extensive networks with more users will, of course, necessitate more bandwidth.
The software used to compress and decompress VoIP data is a codec. Different systems use different VoIP codecs, and these play a significant influence in defining the bandwidth and audio quality of your system.
DSL
One of the most common methods of VoIP installation is DSL or Digital Subscriber Line. It sets up a broadband internet connection over the existing copper telephone lines. It sends audio and video data through a DSL router or modem.
IP
Internet Protocol (IP) telephony refers to the various technologies forming modern VoIP solutions’ basis. These used to send voice, faxes, and other data types from a VoIP device to a regular phone network and back again.
IVR
IVR, or Interactive Voice Response, is software that delivers callers’ automatic audio information. With this, you can set up keypad-controlled menus, enabling callers to connect with the most appropriate team members with minimal fuss.
Latency
The terms “latency” and “lag” are often used interchangeably. In layman’s terms, it refers to the time it takes to transmit data. Slow internet connections generally have high latency, decreasing as your relationship gets faster.
PBX
A PBX or Private Branch Exchange manages the internal phone systems of a corporation or organization. In the context of VoIP, the term IP PBX often used. IP PBX is a way to manage extensions, fax systems, and every other part of your phone system.
RTP
The Real-Time Transfer Protocol (RTP) is a protocol for the real-time sending of audio and video data. Its primary purpose is to give all data a sense of time and ensure that audio and video broadcasts are always in sync.
SIP Trunking
The Session Initiation Protocol (SIP) trunking protocol sends voice and other data over the internet. It lets people who use VoIP talk to people who use regular phones, bridging the gap between the two systems.
softphone
Any app or program that allows you to utilize a mobile device or computer as a phone system is a “softphone.” Softphone interfaces usually have everything you need to manage incoming and outgoing calls and messages.
VoIP
The foundation technology underlying internet phone systems are VoIP, or Voice over Internet Protocol. It allows users to make and receive calls from nearly any device with access to the internet. VoIP systems are often less expensive than traditional ones, appealing to companies worldwide.
Conclusion
Landline services are rapidly becoming obsolete. Whether you like it or not, VoIP systems may soon be your only option for business communication. Also, VoIP phone systems may be the best way to adjust to a more home-based work environment.
Fortunately, there are more VoIP home phone and business phone systems to select from, with more digital features and inexpensive pricing. Even so, it’s a crowded industry, so don’t sell yourself short—do your research before committing to a small-business VoIP system.
