Top 10 Best VoIP Services 2024

What Is VoIP?

A VoIP (Voice over Internet Protocol) system serves as a communication platform utilizing devices such as computers, smartphones, VoIP phones, or WebRTC-enabled browsers for making phone calls and transmitting information across different locations. This is achieved through an internet connection. Its operation contrasts with that of a conventional landline phone, which relies on copper wires to transmit analog signals.

In contrast to landlines, VoIP employs a broadband internet connection to transfer data. The original analog data is converted into digital form for transmission and then reverts to an analog signal to facilitate comprehension.

VoIP systems often function as comprehensive office solutions, providing features like voicemail, call recording, custom caller ID, and voicemail-to-text. Many offices leverage VoIP technology to establish a unified communications system, facilitating seamless interaction between teams and enhancing communication with both customers and internal collaborators.

SIP vs. VoIP

SIP and VoIP are two acronyms frequently encountered in the realm of phone systems:

• SIP, short for Session Initiation Protocol, serves as a technology that facilitates numerous VoIP sessions. This open-source communications protocol is known for its speed between two points, enabling various data transfers such as voice, file sharing, instant messaging, video conferencing, and multimedia sessions.
• VoIP, technically representing the voice component of a system’s capabilities, is the protocol responsible for enabling voice telephone calls over an internet connection. Its usage is not confined to specialized VoIP phones; you can make calls from a computer or mobile device with an internet connection.

VoIP technology can operate independently when only phone call capabilities are required. On the other hand, for additional data-sharing functionalities, a SIP system is necessary. However, the market often labels more comprehensive solutions as VoIP solutions, leading to potential confusion among consumers.

How To Choose the Best VoIP Provider

Are you having difficulty finding a reliable VoIP service provider? The abundance of competing VoIP service providers can be confusing. With many options available, it can be difficult to discern the most suitable choice, especially considering that some providers even offer free VoIP services. Here are the key factors to consider when evaluating the best business VoIP services.

VoIP Cost

VoIP expenses can vary based on several factors, encompassing service type, user quantity, and included features. Providers may employ flat-rate pricing, usage-based charges, or a fee structure related to the number of required phone lines.

Key cost-influencing factors include:

• Service Type: Cloud-based VoIP systems are often more cost-effective than on-premises solutions.
• Number of Users: Service costs tend to rise with an increasing user count, although negotiating bulk pricing might be possible with certain providers.
• Additional Features: Some providers levy extra charges for features like call recording, call forwarding, and voicemail.

To mitigate costs, consider these strategies:

• Negotiate Pricing: Engage in negotiations with your provider to explore potential cost reductions.
• Opt for Flat-Rate Pricing: Choose a VoIP service that offers a straightforward, flat-rate pricing model.
• Explore International Calling Options: Seek providers offering free or cost-effective international calling plans.
• Avoid Unnecessary Features: Forego features and services that aren’t essential for your business needs.

When deciding between costlier and more economical options, assess the following:

• Feature Requirements: Consider whether a pricier option includes features beyond your necessities, while a cheaper alternative might lack critical functionalities.
• Budget Constraints: Evaluate whether a higher-priced option exceeds your budget, and if a more affordable alternative is financially viable. Consider potential cost-saving measures to afford your preferred choice.
• Service Quality: Cheaper alternatives may compromise on reliability and customer service compared to their more expensive counterparts. Researching consumer reviews can provide insights into real user experiences with VoIP services.

Call Quality and Uptime

Several factors can affect the quality of calls and the uptime of VoIP services. These factors include:

• Network Congestion: Slow or unreliable internet connections can lead to delays, jitter, and dropped calls.
• Quality of Service (QoS): QoS is a method that prioritizes internet traffic, ensuring that VoIP calls receive priority over other types of traffic.
• Codecs: Codecs are responsible for compressing and decompressing audio data, and the choice of codecs can impact call quality.
• Hardware: The quality of the user’s hardware, such as their microphone and speakers, can also influence call quality.
• Service Provider’s Network: The Quality of Service and reliability of the service provider’s network are crucial for maintaining call quality and uptime.

To evaluate a provider’s call quality and uptime during the selection process, consider the following steps:

• Request References and Case Studies: Ask the provider for references and case studies from current customers.
• Read Online Reviews: Check online reviews and ratings of the provider to gather insights from other users.
• Inquire About Network Architecture: Ask the provider about its network architecture and the measures it employs to ensure call quality and uptime.
• Utilize Free Trial: Test the service using a free trial period to assess its performance firsthand.
• Review Service Level Agreements (SLAs): Inquire about the provider’s SLAs, which outline guaranteed levels of uptime and call quality—often, providers offer a 99.99% uptime guarantee.

Popular VoIP Phone Service Features

Consider the following key features when selecting a VoIP phone provider:

1. Customer Support: Assess the availability of 24/7 support, as some providers may offer it only during business hours or charge extra for phone support. Choose based on your business needs.
2. Toll-Free Numbers: Verify whether the providers under consideration offer toll-free numbers, a feature valuable to certain businesses.
3. Automated Attendant: Streamline call transfers without a receptionist using an automated system. This may include an Interactive Voice Response (IVR) system.
4. Caller ID: Set the tone for calls by identifying the caller, particularly crucial in sales and service industries.
5. Call Holding: Enable the placing of callers on hold to address other matters before attending to their needs.
6. Call Queuing: Automatically places callers on hold, organizing them in a queue based on the order of their initial call, also known as Automatic Call Distribution (ACD).
7. Music on Hold: Retain caller interest during holds with background music, enhancing the waiting experience.
8. Custom Ringback: Customize what inbound callers hear while waiting, typically a message or jingle.
9. Hot Desking: Allow employees to sign in to any connected device for access to messages and calls.
10. Call Flipping: Also known as call pulling, this enables switching calls from one device to another while maintaining the connection.
11. Conferencing Tools: Facilitate audio or video conferencing with employees or custom groups.
12. Call Monitoring: Empower managers to listen to calls for training purposes, often accompanied by a notification of monitoring for quality assurance.
13. Call Whispering: Technology enabling managers to provide real-time coaching by whispering into the ear of a phone representative during a call.
14. Call Barging: Allows managers to take over a call if the representative struggles to meet customer needs.
15. Transcriptions: Provide written records of calls for training or evidentiary purposes.
16. Call Recording: Allow managers to review not just the content but also the tone and inflection of calls.
17. Speed Dial: Time-saving functionality enabling employees to quickly dial frequently called numbers.
18. Call Forwarding: Redirect calls to another device, facilitating communication from locations beyond the office.
19. Digital Faxing: Eliminate the need for traditional fax machines, enabling faxing from computers.
20. Integrations: Evaluate the compatibility of VoIP systems with other software, such as CRM platforms, to enhance business functionality.
21. Call Analytics: Provide managers with essential data on call times and insights for improved decision-making.
22. Live Chat: A contemporary alternative preferred by many consumers, offering real-time communication without the need for callbacks.

Selecting VoIP Phone Features for Your Business

Beyond the twenty popular features mentioned earlier, there are numerous other considerations when selecting a VoIP system. Therefore, thorough research is crucial in determining the most suitable service plan and features for your organization.

When deciding on the VoIP system features to include in your service plans or as add-ons, it’s advisable to consider the following:

• User Accessibility: Determine how many individuals will have access to the service tool.
• Collaboration and Communication: Assess whether the feature facilitates collaboration and communication within your organization.
• Value for Money: Evaluate if the feature provides good value for the investment made.
• Productivity and Efficiency: Consider whether the feature enhances overall productivity and efficiency.
• Business Impact: Determine if lacking the feature would adversely affect your business operations.
• Feedback from Clients or Staff: Gather insights from clients or staff who may have suggestions or feedback regarding the use of specific features.

Once you can address similar considerations regarding which VoIP features to invest in, proceed with selecting the options that best align with the needs and goals of your business.

Benefits of VoIP

In our assessment, VoIP stands out as a reliable system, utilizing a robust infrastructure of fiber optic and broadband cables for transmitting internet data. In contrast, the utilization of copper wire in traditional landline phones frequently results in reduced efficiency, leading to numerous instances of dropped calls or line interference.

Upon embracing a VoIP phone system, users gain access to a plethora of features. It’s important to highlight that many of these benefits stem from SIP (Session Initiation Protocol) technology but seamlessly integrate into VoIP systems.

Despite their extensive functionality, VoIP systems often offer a more cost-effective solution compared to acquiring a landline for an equivalent number of phones.

Drawbacks of VoIP

VoIP offers numerous advantages, but it comes with certain drawbacks that warrant consideration before making the transition. A primary disadvantage is the system’s dependence on internet connection quality—call quality is directly proportional to the strength of the internet connection. If the internet connection fails for any reason, your phone will also be non-functional. Lower-speed internet connections may lead to call issues such as dropped calls or jitter on the line.

Another concern with VoIP is that the connection is not always secure, potentially allowing unauthorized access to calls. It is crucial to inquire with the VoIP service provider about the use of high-level encryption to safeguard both personal and company data.

A final drawback of the VoIP system pertains to its handling in emergencies. Numbers may not always be local, as businesses expand their presence across specific regions while callers may be in different locations. In emergencies, responders typically rely on the telephone number to locate the caller for prompt assistance. Without an E911 emergency address linked to the VoIP line, the response time for aid may be prolonged.

How Does VoIP Work?

VoIP relies on an internet connection to operate, requiring specific hardware to support data transmission. This hardware typically includes a personal computer and a cable modem. If making calls from a traditional phone, a phone adapter is required or a VoIP-enabled phone can be used. The converter converts analog signals into digital signals, facilitating transmission over the internet. During the call, the data is converted back into an analog signal for the other party to understand.

When using VoIP from a mobile phone, a wireless internet connection allows data transmission. Data is stored in the cloud and can be accessed through a dashboard on a computer or mobile device. This stored data may include contacts and business phone numbers.

Types of VoIP Services

Many business owners assume that all VoIP systems are identical, but there are variations in the types of VoIP services available.

Hosted VoIP

Distinguishing between a hosted VoIP service and an on-premises VoIP solution is crucial. In an on-premises setup, the company deploying the system is responsible for installing and maintaining everything, including equipment and connections. Conversely, with a hosted VoIP system, the provider takes on the maintenance responsibilities, and the business deploying the phone system only needs to provide phones and an internet connection. The provider covers all other significant hardware costs.

Cloud-Based VoIP

Cloud-based VoIP phone systems utilize the internet for making calls and host all data on the provider’s server network. Opting for this phone system type means businesses can forgo managing hardware; they only need to plug in the phones and start dialing.

UCaaS

Unified Communications as a Service (UCaaS) is a cloud-based communications technology that relies on six essential functions:

• Telephone capacity
• Audio, video, and web conferencing
• Unified messaging
• Instant messaging
• Mobility
• Business processes enabled by communications

UCaaS extends beyond traditional VoIP solutions by incorporating SIP (Session Initiation Protocol) solutions. These systems can be tailored to meet specific business requirements, and top UCaaS providers contribute to enhancing processes and optimizing daily operations for businesses.

CPaaS

Communications Platform as a Service (CPaaS) delivers personalized, cloud-based communication services for unified communications systems. Its adaptable nature allows seamless customization to suit any business and its specific needs. All components are integrated to operate in real-time within the platform, eliminating the necessity to access external systems.

Fixed vs. Non-Fixed VoIP Services

According to our research and evaluation, fixed VoIP services use a dedicated Internet connection, such as DSL or cable, providing enhanced reliability, consistent call quality and uptime. They provide a more secure environment because the internet connection is not shared with other users. Examples of fixed VoIP services include residential VoIP services, business VoIP services, and hosted PBX services.

In contrast, non-permanent VoIP services operate through a shared internet connection, such as Wi-Fi or cellular networks. These services tend to be less reliable, with the possibility of dropped calls or reduced call quality due to network congestion. They are also less secure due to the shared nature of the internet connection. Examples of non-stationary VoIP services include mobile VoIP services, WebRTC services, and SIP trunking.

From the above analysis, we conclude: Fixed VoIP services are very suitable for businesses that require high reliability and security, while non-fixed VoIP services are more suitable for individuals. or businesses that prioritize mobility and flexibility.

VoIP Hardware and Equipment

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:

• IP phones: These are specialized phones that connect to the internet and work with VoIP systems. They often have similar features to traditional phones, such as a keypad and display.
• Adapters: These devices allow traditional analog phones to work with VoIP systems. They plug into the phone and convert the analog signals into digital signals that can be transmitted over the internet.
• Headphones: Some VoIP services require the use of a headset or headphones with a built-in microphone. This allows for hands-free operation and better sound quality.
• Conference phones: Some VoIP services also support conference calls, in which case a conference phone is needed.

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.

Setting Up Your VoIP System

Setting up a VoIP system involves several key steps, starting with the selection of the right VoIP provider. Opt for a provider that not only offers the necessary hardware support, such as office phones but also provides E911 calls, which furnish emergency responders with the caller’s callback number and location.

Determine the number of lines required for your business and address additional needs, such as porting over an existing number to the new system. If maintaining consistent numbers is crucial, communicate this requirement to the provider during the service sign-up process.

Once you’ve selected a provider and they’ve completed the initial setup on their end, the next step is to plug in the system. This involves connecting the communication device (phone or computer) to the internet. The provider will guide you through the configuration steps to ensure proper call transfer across the network. Conduct tests to identify and troubleshoot any issues that may arise during the setup process.

VoIP Use Cases

VoIP technology offers a range of applications and advantages across various industries and business scenarios. Some prevalent use cases include:

• Remote Workers: VoIP enables remote workers to conduct calls as if they were in the office, fostering productivity and collaboration. This proves especially valuable for companies with employees dispersed across different locations or working remotely.
• Customer Service Centers: VoIP facilitates the establishment of virtual call centers, allowing customer service representatives to operate from any location with an internet connection. This can lead to cost reduction and enhanced service quality.
• Healthcare: VoIP technology connects doctors and nurses with patients, enabling remote consultations and reducing the necessity for in-person visits.
• Education: VoIP supports the creation of virtual classrooms, enabling students to attend classes remotely. This proves beneficial for students in remote areas or with mobility challenges.
• Retail and E-commerce: Virtual call centers powered by VoIP technology efficiently handle customer inquiries and support, contributing to cost reduction and improved service quality.

Beyond these, VoIP technology finds applications in industries such as construction, finance, nonprofits, government agencies, and more. As the technology continues to advance, the potential use cases for VoIP will expand further.

VoIP Regulatory Concerns

According to our research, VoIP is subject to various regulations, especially in the United States, where the Federal Communications Commission (FCC) has established regulations to govern VoIP services. These regulations are intended to ensure consumers have access to reliable and affordable VoIP services while promoting market competition. Key legal concerns with VoIP include:

• Emergency Services: The FCC requires VoIP providers to provide the same emergency services as traditional telephone companies. This includes the ability to dial 911, access emergency services, and provide the caller’s location information to responders.
• Accessibility: The FCC requires VoIP providers to provide services that are accessible to people with disabilities, incorporating features such as text-to-speech and translation services. Phone service with subtitles.
• Number portability: The FCC requires VoIP providers to allow customers to retain their phone number when switching to another provider.
• Interoperability: The FCC actively promotes the interoperability of various VoIP networks and services.
• Call records: The FCC requires VoIP providers to maintain records of all calls made and received, providing these records to law enforcement under request.

It is important that companies stay up to date on these regulations and ensure compliance to avoid possible penalties or fines. The FCC provides detailed information and guidance on its website, and companies should regularly check for updates because regulations may change over time.

Best VoIP Services of 2024

1. RingCentral: Best for Comprehensive Features

RingCentral earns our top recommendation for the best VoIP phone service due to its excellent combination of features and pricing. With a starting point of $20 per user per month (or $30 per user for monthly payments), the basic plan provides unlimited calling in the U.S. and Canada, along with features like voicemail-to-text, call log reports, document sharing, and team messaging.

For users requiring additional features such as international calling or toll-free numbers, there are higher-priced plans available for upgrade. RingCentral also offers various add-ons, including extra vanity numbers for a one-time fee of $30 and high-volume SMS at 0.0085 cents per message sent/received.

During our testing of RingCentral, our expert was notably impressed with its user-friendly interface and seamless usability across multiple devices. The service stood out for its simplicity and had an interface suitable for users with varying levels of familiarity with VoIP and UCaaS service providers.

Features:

• Audio Conferencing
• Business SMS
• Seamless Device Switching and One-Click Call-to-Video
• Call Logs and History
• Call Screening and Blocking
• Caller ID
• Multi-Site Management
• Hot Desking

2. Zoom Phone: Best Budget VoIP Service

While Zoom is commonly associated with video conferencing, it also provides cost-effective phone calling solutions for businesses. Its three budget-friendly plans cover calling and texting in the U.S. and Canada, and users can opt for an upgrade for affordable unlimited domestic and international calling. By combining Zoom Phone with the already free-to-use Meetings, businesses can enhance communication and collaboration without concerns about exceeding their budget.

Zoom seamlessly integrates with numerous popular apps, including Slack, HubSpot, Google Workspace, and Salesforce. Additionally, Zoom Phone offers Hardware as a Service, starting as low as $5.99 per device per month.

For those requiring toll-free numbers, Zoom provides them as an add-on starting at $60 per year. However, if you prefer this to be included in your service plan without additional charges, you may want to explore other service providers. While there are VoIP service options with a broader range of features, we believe that very small teams could derive significant savings from Zoom Phone’s service plans.

Features:

• Standard capabilities like call forwarding, call hold, call transfers, shared contact directory, incoming call notifications, caller information, and voicemail options.
• Customizable call parameters for selective U-M number notifications.
• Bring Your Own Device (BYOD) for U-M number calls on chosen devices, eliminating the use of personal cell phone numbers.
• U-M Presence on softphones indicating online, offline, busy, or in a meeting status for effective communication within the university community.
• Effortless conference calls with easy participant addition and call merging.
• Quick call switching between devices using the softphone application.
• Seamless transition from voice calls to Zoom Meetings without manual participant joining.
• E911 Emergency calling through Zoom Phone Mobile App, Desktop App, or deskset.
• Customized business, closed, and holiday hours.
• Unique call handling options for busy, on another call, unanswered calls, with the ability to forward to internal numbers, external numbers, or voicemails.
• Call Delegation allows another user to handle calls on your behalf, such as administrative assistants managing calls for executives.

3. Dialpad: Best for Artificial Intelligence (AI)

Coming in at number 3 on the list is Dialpad – a cloud based VoIP service that offers unlimited calling, customizable voicemail greetings, unlimited SMS and MMS, transcription voicemail, call forwarding, and seamless integration with Google Workspace and Microsoft Office.

The Pro plan includes CRM integration with Salesforce or HubSpot and support for integration with Zapier, Zendesk, and Slack. For advanced customization, users can take advantage of its API and webhooks. The dial pad features Voice Intelligence, actively listening to calls, taking notes, and managing tasks. Voice intelligence can create call highlights and videos as well as identify unknown numbers.

In addition to its comprehensive VoIP features and user-friendly software, our expert highlighted Dialpad’s unique sense of humor and meta approach to its service. Despite the growing use of AI, Dialpad maintains a human touch that customers can appreciate.

Features:

• Voicemail: Voicemail with accurate transcriptions and custom greetings
• Business Phone App: A versatile business phone app compatible with iOS, Android, PC, and Mac
• Porting Numbers: Retain your phone numbers seamlessly when transitioning to Dialpad
• Visual Voicemail: Save time with Dialpad Ai transcribing your voicemails
• Local Presence: Utilize a local number to target prospects outside your region effectively
• Caller ID: Safeguard your personal number with custom caller ID on your cell phone
• Simultaneous Ring: Direct incoming calls to all connected devices simultaneously
• Virtual Phone Number: Obtain a virtual phone number for your business within minutes
• Business Phone Number: Set up a local number for work quickly and easily
• Business Text Messaging: Communicate via SMS, MMS, and group messaging for business purposes

4. Nextiva: Best for Ease of Use

Ranked 4th in the list of Best VoIP Services is Nextiva. It stands out as the best VoIP service in terms of ease of use. The company offers a range of features, such as unlimited calling in the US and Canada, a toll-free number, unlimited internet faxing, and seamless Outlook/Google contacts integration, along with the ability to share screen sharing.

What sets Nextiva apart is its user-friendly interface, which offers a dashboard that simplifies account management and user adjustments. With an impressive 99.999% uptime, users can count on the reliability of their calls. Nextiva’s plans start at $23.95 per user per month.

However, it’s worth noting that during testing we observed differences in Nextiva’s feature availability between desktop and mobile. Specifically, certain team collaboration features accessible on desktop computers are not available when using the app on smartphones.

Features:

• Call Screening: Evaluate incoming calls to filter spam and prioritize customer needs.
• Auto Attendant: Streamline call routing with instant automated greetings for quicker connections.
• Anonymous Call Rejection: Enhance privacy by rejecting calls from blocked or private numbers.
• Conversational AI: Improve caller experience with advanced IVR and natural language interaction.
• Nextiva Chat Widget: Enable real-time interactions, and swift responses, and gain insights into customer experience.
• Convert Chats to Cases: Streamline support by converting chat interactions into unified “Cases” for efficient management.

5. Intermedia Unite: Best All-in-One UCaaS

Ranked 5th is Intermedia Unite. It goes beyond standard VoIP service, providing a comprehensive solution for businesses. The Unite Pro plan includes unlimited calling, business SMS, group messaging, HD audio/video conferencing, and web fax, making it an all-in-one hub. With just two plans, Unite Pro and Unite Enterprise, customers have access to a variety of collaboration and phone system features without upgrading. While the standard plan lacks some features included by competitors, Intermedia Unite’s upfront price and efficient UCaaS setup make it a worthy option.

Features:

• Contact Management: Organize and manage your contacts efficiently.
• Call Recording: Capture and store audio recordings of phone conversations.
• Call Center Management: Tools for effectively managing and optimizing call center operations.
• Call Monitoring: Supervise and assess live phone calls for quality control and training.
• Inbound Reporting: Receive detailed insights and analytics on incoming call data.
• IVR / Voice Recognition: Implement Interactive Voice Response for automated call handling.
• Outbound Reporting: Obtain comprehensive analytics on outgoing call activities.
• Voice & Data Integration: Seamlessly integrate voice communication with data systems.
• VoIP: Make phone calls over the internet, enhancing communication flexibility.
• Encryption: Secure communication by encrypting voice data for privacy.
• Auto Dialer: Automate the dialing process for increased efficiency.
• Call Parking: Temporarily hold calls in a virtual parking space for later retrieval.
• Unified Communications: Integrate various communication tools for streamlined collaboration.
• Ring Groups: Group incoming calls to specific numbers for efficient call distribution.
• Voice Quality Enhancement: Implement features to enhance the clarity and quality of voice communication.

6. 8×8: Best for Medium Businesses and Up

In recent years, 8×8 has undergone significant evolution while maintaining high scalability. The X2 plan boasts a comprehensive set of business phone essentials, featuring unlimited chat, content sharing, video conferencing, visual voicemail, unlimited domestic calling, A/V conferencing for up to 500 participants, and meeting recording and transcription. Notably, users can now stream meetings publicly or privately on YouTube.

Initially recommended for small businesses on a budget, our recent review positions 8×8 as particularly well-suited for medium to enterprise-level companies. While smaller businesses could still utilize 8×8, our list includes more cost-effective options with simpler setups that align well with smaller team dynamics.

The standout feature noted by our expert reviewer was 8×8’s exceptional customer service, ranking as the best among all tested products. The sales team facilitated a smooth sign-up process, and when assistance was later required, the support representative exhibited friendliness, expertise, and efficiently guided the expert back on track.

Features:

• Key Calling Features
• Call Analytics
• Unlimited Calling
• HD Voice
• Setup of Virtual and Toll-Free Numbers
• Conference Calling
• Auto Attendant
• Mobile and Desktop Apps
• Voicemail-to-Email Transcription
• Online Faxing
• Video Meetings
• SMS Messaging
• CRM Integrations
• Team App Integrations

7. Ooma Office: Best No-Contract VoIP Service

Offering over 50 features in its standard tier, Ooma Office provides competitive pricing without any contract requirements. Enjoy unlimited calls within the United States, Puerto Rico, and Canada, with the added benefit of free calls to Mexico. Whether you opt for a toll-free number or choose to port an existing business phone number, Ooma Office caters to your communication needs.

With Ooma’s app, you can seamlessly receive calls on any device. The service also includes a virtual receptionist and the flexibility to ring multiple extensions. Despite these impressive phone system features, Ooma Office falls lower on our ranking because its standard tier lacks video conferencing tools and several popular integrations. Other competitors typically include these features as standard, setting Ooma apart in this aspect.

Features:

• Record Calls: Capture and save phone conversations.
• Advanced Ring Groups: Organize and manage incoming calls with sophisticated grouping options.
• Video Conferencing on Any Device with an Internet Connection: Conduct video meetings seamlessly across various devices with internet access.
• Caller Info Match: Match incoming calls with relevant caller information.
• Dynamic Caller ID: Display dynamically changing caller IDs for enhanced identification.
• Hot Desking: Facilitate shared workspaces with flexible desk assignments.
• Enhanced Call Blocking: Strengthen the ability to block unwanted calls.
• Voicemail Transcription: Convert voicemail messages into text for easy review.
• Call Queuing: Efficiently manage and organize incoming calls in a queue.
• Call Analytics: Access detailed insights and analytics related to call activities.
• Salesforce Integration: Seamlessly integrate the system with Salesforce for enhanced workflow.
• Find Me, Follow Me: Enable a feature that ensures calls reach you wherever you are by following your designated locations.

8. Google Voice: Best Free VoIP Service

Google Voice is a user-friendly VoIP service that comes at no cost and is accessible to anyone with a Google account and an existing phone number. While this setup is suitable for entrepreneurs and very small businesses aiming to conceal personal contact information, the premium business phone plans offered by Google Voice address certain limitations. The Starter tier, starting at per user per month, provides unlimited calling and texting within the U.S., as well as covering calls to Canada and most of Europe.

It’s essential to note that Google Voice is primarily a phone plan and lacks the direct inclusion of video and chat features found in comprehensive plans offered by competing VoIP providers. Despite this, Google Voice’s free and budget-friendly plans can serve well for businesses seeking a cost-effective means of communication, particularly when establishing connectivity on a tight budget.

However, it’s crucial to be aware of some drawbacks associated with Google Voice. These include a notably brief window of time to answer calls and the occasional occurrence of dropped calls.

Features:

• Applications for Desktop, Mobile, and Web: Access the service through dedicated applications on desktop computers, mobile devices, and web browsers for a versatile user experience.
• Voice Calling: Make and receive voice calls using the provided communication platform.
• SMS Texting: Send and receive text messages through the service.
• Ring Groups: Organize and manage incoming calls by grouping them based on predefined criteria.
• Auto Attendant: Employ an automated system to handle incoming calls and direct them to the appropriate extensions or departments.
• Local Phone Numbers: Acquire phone numbers with local area codes to establish a local presence.
• Integrations with Google Meet and Google Calendar: Seamlessly connect and synchronize with Google Meet for video conferencing and Google Calendar for scheduling and organization.
• Voicemail Transcription: Convert voicemail messages into text for easy review and retrieval.

9. Aircall: Best for Enterprise-Level Companies

Coming in at number 9 on the list is Aircall, which offers access to over 100 integrations and includes unlimited calling within the US and Canada. However, it boasts the highest starting price of the VoIP options we reviewed for this list, and it lacks access to popular UCaaS features like video conferencing; Its audio conferencing feature is limited to five participants.

For companies operating at the enterprise level or close to a flexible budget, Aircall can be a valuable investment. However, for smaller teams looking for essential features without a significant budget commitment, Aircall may not be the most suitable choice.

Features:

• Phone Numbers: Aircall offers business numbers in 100+ countries.
• Call Routing: Utilize intelligent routing for efficient call management.
• IVR (Interactive Voice Response): Enhance customer service with self-guided call menus.
• Queueing and Callbacks: Manage wait times with call queuing and automated callbacks.
• Agent Collaboration Tools: Ensure teamwork for seamless call queue operation.
• SMS Business Texting: Two-way messaging in the US, UK, Australia, and France.
• After-Call Work: Provide agents dedicated time for post-call tasks.
• Real-Time Modifications: Adapt to changing scenarios instantly.

10. Grasshopper: Best for Small Businesses

Ranked last in the list of Best VoIP Services is Grasshopper. This tool uses a flat monthly fee structure of (when billed annually), avoiding per-user fees, which is beneficial for small businesses and the self-employed. This service includes business messaging, call forwarding, custom greetings, extensions, call forwarding, and virtual fax.

During the testing of the Grasshopper, the speed of sending and receiving calls impressed us, minimizing the risk of missed calls. User-friendly interface on both desktop and mobile enhances navigation. Although call quality was a bit blurry, the audio was clear enough to support effective communication.

Notably, since plans are categorized based on quantity, users will receive the complete feature set regardless of payment tier. However, it lacks the integration and video features found in our top two picks, making it especially suitable for smaller teams.

Features:

• Call Routing: Direct incoming calls efficiently to designated extensions or numbers.
• Call Recording: Capture and store audio from phone conversations for later reference.
• Call Monitoring: Supervise and assess ongoing calls for quality and training purposes.
• IVR / Voice Recognition: Implement an Interactive Voice Response system for automated call interactions.
• Call Logging: Record and track details of incoming and outgoing calls.
• Mobile Access: Enjoy access to Grasshopper’s features on mobile devices for on-the-go management.
• Call Transfer: Seamlessly transfer calls between different extensions or team members.
• Employee Directory: Maintain an organized listing of team members for quick reference and connectivity.

Common VoIP Add-Ons

As VoIP is a holistic solution commonly provided by most service providers, additional features are available for customization to tailor your business communication system to its specific requirements.

Virtual and Vanity Phone Numbers

When inquiring about a phone number, you have the option to request either a virtual phone number or a vanity phone number. A virtual phone number enables you to possess a number from a geographic region outside your current location, facilitating enhanced customer service worldwide. On the other hand, a vanity phone number is memorable as it incorporates letters with the numbers, often reflecting a segment of the company name or slogan.

Video Conferencing

Businesses have the option to utilize video conferencing for internal meetings or to facilitate virtual face-to-face interactions with customers. This practice has become an integral aspect of the evolving business model, especially in the post-pandemic landscape, and is increasingly considered a desirable addition for most businesses. VoIP seamlessly incorporates top-notch video conferencing software alongside essential calling functions.

Conference Calling

Conducting conference calls is a crucial method for organizing virtual meetings or seminars. Leading VoIP providers employ state-of-the-art conference call technology to ensure a smooth and seamless experience.

CRM

Many businesses seek phone systems that seamlessly integrate with their customer relationship management (CRM) software. This integration ensures that phone representatives can access relevant client details and purchase information during calls, offering an efficient way to equip your team with valuable data. Leading VoIP providers collaborate with top-tier CRM systems to facilitate this integration.

2024 VoIP Trends

Unified Communications as a Service Is on the Rise

VoIP technology stands as the cornerstone for models like Unified Communications as a Service (UCaaS), gaining popularity, particularly after the upheaval caused by the COVID-19 pandemic. The transition to remote work has underscored the significance of VoIP-based systems, facilitating efficient communication among employees through diverse channels, and eliminating the need for a physical connection.

UCaaS has evolved to encompass a spectrum of communication tools—voice calls, instant chat, video calling, email integration, and file sharing. These functionalities are pivotal in global communication, and VoIP technology underlies them all. In a competitive environment, UCaaS providers offering an array of connection methods to partners and customers position themselves for future success.

Our analysis indicates the UCaaS market is poised to sustain its growth trajectory into 2024 and beyond. In 2020, the market value reached approximately $38.74 billion, with forecasts pointing to a substantial surge to $210.07 billion by 2028.

Integration Into Existing Tech Stacks

Integrating VoIP systems into established business operating systems and tech stacks has become more seamless than before. Cloud-based systems enable the addition of extra components to the current system with minimal effort. VoIP tools that are easily adaptable and complement existing systems will hold a clear advantage in the years to come.

Smarter VoIP Assistants

Advances in language processing and machine learning have led to more intelligent and efficient voice assistants. AI quickly classifies and redirects incoming messages, provides accurate responses to basic customer queries, and decodes user behavior and emotions based on conversation content and tone . The assistant automatically transmits interaction data back to the system for analysis, enhancing future interactions. The development of AI voice assistants is expected to continue to improve in 2024 and beyond.

Increased Focus on Security

Similar to any internet-based entity, VoIP faces susceptibility to cyber threats and attacks, posing significant risks to the businesses it serves. Security breaches can disrupt business operations and potentially lead to litigation from affected parties. Common risks to VoIP systems encompass phishing, 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 lacked systems for managing cybersecurity threats, and around 46% of illegal calls originated from VoIP systems. In 2024, we anticipate companies leveraging VoIP technology to allocate increased resources to secure the networks crucial for business operations. This proactive approach ensures uninterrupted business functionality and the continued protection and service to customers.

Here’s a guide to ensure your security:

• Encryption: Opt for VoIP providers using encryption methods like AES or SSL to safeguard voice and data transmissions.
• Authentication: Ensure VoIP providers employ authentication methods, such as usernames, passwords, digital certificates, or biometric authentication, for authorized system access.
• Firewall: Utilize a firewall to prevent unauthorized access to your VoIP system, either through providers offering firewall services or allowing the use of your firewall.
• Antivirus and Antimalware: Safeguard your VoIP system from malware and viruses by choosing providers offering antivirus and antimalware protection.
• Network Monitoring: Detect security breaches and issues with network monitoring; select providers offering monitoring and reporting capabilities for enhanced security tracking.
• Regular Software Updates: Opt for VoIP providers that regularly release software updates, addressing security vulnerabilities and providing automatic updates for easy system maintenance.

Frequently Asked Questions (FAQs)

What is the best business VoIP service?

The leading VoIP phone services for businesses in the current market are RingCentral, Dialpad, and Zoom Phone. These providers deliver sought-after VoIP features like toll-free numbers and voicemail transcription at budget-friendly rates starting from as low as $10 per month.

What do I need for a VoIP phone system?

For VoIP usage, a dependable and high-speed internet connection is essential. As a cloud-based tool, the absence of online service would impede its functionality.

Is VoIP the same as Wi-Fi calling?

VoIP and Wi-Fi calling share similarities. VoIP transmits digital data packets over the internet, which are then transformed into analog phone signals at the recipient’s end. Wi-Fi calling establishes a phone call through the internet instead of relying on a cell tower.

Are VoIP phones secure?

In general, using a VoIP phone, including a VoIP cellphone, is highly secure. However, there are measures you can implement to further enhance security. These include ensuring your VoIP provider offers an encrypted connection, deploying a Session Initiation Protocol (SIP)-capable firewall to filter all incoming calls for potentially risky content, and having your Information Technology (IT) staff create a Virtual Local Area Network (VLAN) for internal calls, safeguarding them from external threats. It’s crucial to maintain staff vigilance in using VoIP phones to mitigate risks such as voice phishing, also known as vishing.

Are all phones VoIP compatible?

Not every phone is compatible with VoIP. Some phones might necessitate an adapter to function with VoIP service. If you use a conventional landline phone, it’s essential to inquire with your VoIP provider about the necessity for an adapter or whether it offers IP phones that align with its service.

How do I get VoIP phone service?

To obtain VoIP phone service, you must locate a VoIP provider that extends service to your area and complete the sign-up process. You can conduct an online search, seek recommendations, or inquire with your internet service provider. After selecting a provider, they will dispatch the required equipment along with instructions for setting up and utilizing the service.

Can I fax over VoIP?

Faxing over VoIP is achievable using a fax machine or a computer equipped with a fax modem. Certain VoIP providers provide fax-to-email services, enabling the sending and receiving of faxes through email. Nonetheless, it’s crucial to verify with the provider for any extra costs or prerequisites associated with this service.

Can I port an existing number to VoIP?

The majority of VoIP providers permit you to transfer your current phone number to their service. This enables you to retain your existing phone number when transitioning to a VoIP service, offering convenience for both businesses and individuals. Consult the provider for any additional costs or requirements associated with the number porting process.

Do VoIP phones work without the internet?

VoIP phones rely on a steady and reliable internet connection. In the absence of a web connection, placing or receiving calls becomes impossible. Therefore, it is imperative to have a fast and stable internet speed to prevent any hindrance to VoIP performance—an essential factor in ensuring seamless communication between your business and its stakeholders every time.