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Best VOIP Business Phone Systems in 2020

Finding the best Business Phone System for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.

Table of Contents

What is Business Phone Software?

Every prosperous business is the result of seamless teamwork. A team can work efficiently if all information is shared and communicated well to each of the team members without any organizational silos.

Not only with employees, but efficient communication with all parties, whether customers, clients or suppliers is equally important. And such huge amounts of communications cannot be handled effectively through a traditional phone system. This is where a Business Phone System comes into the picture. Business Phone System is an advanced communication system that supports conference calls, multiple lines, voicemail, on-hold music or messages, and automated features like an auto attendant to answer the call or directing calls to appropriate extensions.

There are broadly three types of Top Small Business Phone Systems i.e; multi-line phone system, cloud-based or virtual business phone system - VoIP, PBX phone system.

The multi-line business phone system is basically a phone that can be used to connect to several lines through one single unit.

A multi-line business phone system is further classified into a Simple 2-line phone system and Complex 4-line phone system.

The simple 2-line phone system connects multiple lines through a single centralized connection. For eg. two of your employees can make or take calls simultaneously through one centralized number. Or even, they can together be on a conference call with a third party, if needed. And if one employee is unavailable to handle a customer’s call, then the other employee can be transferred with the call, or the call can be put on hold with a pre-set music or message or the customer can be asked to leave a voicemail in case no-one’s available to take the call. Also, the remote employees can converse among themselves through a separate extension number given to them.

A 4-line business phone system is one of the top small business phone systems, which is almost similar to a 2-line phone system, except that it can connect double the lines through one centralized connection, as compared to a 2-line phone system.

PBX can support 32 lines through one centralized connection, and thus suitable for companies which are expanding fast.

The most advanced version of the business phone system is the virtual business phone system, VoIP,  which supports the unlimited number of phone lines. In VoIP too, all employees get their individual handsets with unique extension numbers, but the calls are routed through your business’s internet connection and not through a centralized landline connection. It’s also way too cheaper than the landline connection.

What are The Features of a Business Phone System?

1. Automated Attendant:

The automated attendant directs the callers to the appropriate extensions or even informs them about your business hours.

2. Hunt Group:

It allows to set up a hunt group of the employees who will be allotted with their unique extension numbers.

3. Voicemail:

The voicemail feature in the business phone system allows your callers to leave a voicemail for your business without any length-related issues. Also, this feature helps you set up multiple pre-recorded messages for moments when you are busy on another call, or if you are not in the office. And, it allows you to choose the devices on which you want to receive the voicemails, whether on your cellphone or some other device.

4. Conferencing:

The phone conferencing feature enables connecting multiple extensions for a group discussion.

5. Hold Music Or Hold Message:

It allows setting up a call hold music or message, to keep your callers engaged when you are busy with something.

6. Caller ID:

In case you fail to answer a call, you can find out the number of the caller whose call you have missed, through this feature.

7. Microphone Muting:

This feature is very important during the conference to cut out the extra noise from people who are not speaking.

8. Supports Headset:

It supports headset so that the employee can easily talk on the phone while taking any notes.

9. Speed Dial And Redial:

Speed Dial comes handy when many calls have to be made. Redial can help to quickly resume the conversation with a customer, in case the call gets disconnected by mistake.

10. Call Forwarding:

Through call forwarding, calls can be forwarded to another phone such as a mobile phone or to a colleague’s phone.

How To Set Up a Small Business Phone System?

After choosing the office phone system suitable for your business, execute the following steps:

1. Sign-up And Add Users:

Complete the signup process with the internet business phone system, after which you will receive an account activation email. Click on the activate button in the email and you will be guided to a landing page where you will be asked to add all the users you want to connect with the business phone system. You can assign the users to the extension that best suits your business. After you have entered the names and email addresses of all users, you will be prompted to confirm the list of users. And when confirmed, each user will receive a welcome email that will inform them about their account details and instructions to operate it. After setting up the account the admin can log in with his/her username and password. To add or modify the user list, click on the Users’ tab.

2. Create Groups:

The next step is setting up ring groups for attending calls(for ex. “Dial 1 for Sales”. “Dial 2 for Support’, etc.). You can also create two groups in such a way that when one group has already taken lots of calls, another group can be allocated the remaining calls, so the former can be rested.

There are mainly two types of ring groups:

  • Simultaneous Ring:

All members of the group receive the call simultaneously, and the first one who answers it, takes the call.

  • Hunt Group:

All members of the group are called in the assigned sequence. If everybody in the sequence fails to answer the call, then the call is guided to voicemail.

According to your business’s needs, decide the best group option and then create groups by clicking on ‘Groups’ in Admin Portal and choosing ‘New Group’. Then enter the desired name of the group and the best-suited ring group. Now add users of the group by selecting them in the ‘Available’ tab and move them to the ‘In Group’ list. In the case of Hunt Group, choose the users in sequence in which you want them to take the call.

Now add extensions to the groups by clicking on ‘Extensions & Phone Numbers’ in the ‘Modify’ section. In the drop-down list of ‘Extensions’, enter the extension numbers for each group and press ‘Save’.

3. Create An IVR Menu:

Now it’s time to set up an auto-attendant to greet the callers and lead them to their preferred attendant groups through instructing them about the available extensions(“Dial 1 for Sales”, ‘Dial 2 for Support”..) For this, select ‘Apps’ from the Admin Portal, select ‘Create New App” and from ‘Attendant Menu’, select ‘Create A New Attendant Menu’.

Now, Give a name to your IVR menu, and then select a recording from the demo recordings or your personalized recordings, to welcome your callers. Then select a response timeout and then click on ‘Save’.

4. Create Business Hour Rules:

Set business hour rules to send calls to your phone menu during operating hours or to voicemail after operating hours. For this go to ‘Create New Apps’ in the ‘Apps’ page, select ‘Business Hour Rule’ and click on ‘Create a New Business Rule’ Now, enter a suitable name for the rule, select your time zone and set your business hour rules for each day of the week from the drop-down menu. Now finally, the specific destination to send the calls respective of ‘open hours’ of business and ‘closed hours’ of business. And now click ‘Save’.

5. Add A Phone Number:

The most important and final step to install a small business phone system, choose and register a phone number for your business to be provided to customers. It can be a toll-free or a chargeable number. For this, choose ‘Add New Resource’ from the ‘Resource’ tab, and then click on ‘New Phone Number’ and ‘Add New Phone Number’ consecutively. You will need to add some credits to your account before making a purchase of a new phone number.

You can also choose the Area Code of your phone number from the available drop-down menu and after checking all your ring group details, attendant details, and business hour details, make any changes if needed and you have successfully set up your internet business phone system.

How Does a 4-Line Business Phone System Work?

The 4-line business phone system is built with extensions to enable attaching multiple phone lines to it. These extensions are cordless and thus allow flexible placement of the handsets of the extended phone lines. The phone calls can be routed to unique extensions as needed to connect with the right employee.

If you are a small business or an expanding one, a business phone system proves very useful for seamless business operations. Check out the various curated business phone systems on our website and choose the best for your business.

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Frequently Asked Questions (FAQs)

    • Landline phone systems are slowly becoming obsolete, as nowadays everyone wants a communication network that boosts mobility. It is better to invest in business phone systems powered by VoIP technology as they have advanced features and are highly cost-effective.
    • Some major features to lookout for in business phone systems include:
    • Voicemail transcription
    • Three-way conferencing
    • Call planner
    • Call recording
    • Internet faxing
    • Interactive voice response
    • Automated virtual attendants
    • Since most companies opt for cloud-based systems, they are able to cater to a remote and scattered workforce. Employees will be able to login to the system from any location, as long as they have access to a high-speed internet connection.
    • This is an important decision for business organizations that decide to invest in office phone systems. On-premise solutions will require your internal IT staff to handle the installation, maintenance and up gradation of servers. On the other hand, an external service provider will manage cloud-based business phone systems; your organization will only have to give a monthly or annual subscription.
    • Yes, business phone systems are scalable in nature. This means that your organization will be able to add additional phone lines or purchase extra modules at a later stage, depending on business expansion and diversification.

Kiran BajpaiBy Kiran Bajpai | Last Updated: October 28, 2020

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