Best VoIP Phone Service in 2022

A VoIP phone service is an internet-based alternative to a traditional landline telephone system. VoIP is an ideal option for small businesses because it:

  • Is an affordable and easy to set up business phone service
  • Can operate on a no-contract basis and isn’t subject to long-distance charges
  • Offers more options for business owners (e.g., meetings, call recording, etc.)

Our Best VoIP Phone Service in 2022 list will help you find a VoIP phone service for your small business.

Recommended: RingCentral.com offers reliable VoIP business phone services at reasonable rates.

Best VoIP Services

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RingCentral

4.9/5

Really Customizable

  • Advanced features in basic package
  • High number of third-party integrations
  • Unlimited calls in “essentials” plan
Visit RingCentral ($29.99/month)

Ooma

4.9/5

Best For Small Businesses

  • No-contract service
  • Exclusive business contact support
  • Unlimited minutes in basic package
Visit Ooma ($19.95/month)

8x8

4.8/5

Ideal for International Businesses

  • First month free
  • Unlimited domestic and video calling for $15/month
  • Scheduled reports and speech analytics
 

Phone.com

4.8/5

Highly Affordable

  • HIPAA and HITECH compliant
  • 20% discount available for users on annual plan
  • High number of basic features
Visit Phone.com ($12.99/month)

Talkroute

4.6/5

Most Scalable

  • Four packages including a custom service
  • BAA contracts available with pro package
  • 24/7 customer support
 

Nextiva

4.3/5

Great for Larger Businesses

  • Discounts available depending on length of contract and number of users
  • 99,999% uptime
  • 24/7 customer support
 

Grasshopper

3.9/5 

Optimum for NonProfits

  • Additional discounts can be offered for nonprofits
  • Very reputable, having served over 300,000 customers
  • Vanity numbers available
Visit Grasshopper ($26/month)

Our Approach:

To determine the best VoIP service providers for small businesses, we have used the following criteria:

  • Price: How much value does each service offer for its price?
  • Reliability: Customer support, ensuring VoIP system uptime, etc. 
  • Scalability: Number of packages, affordability, etc.
  • Security: Which VoIP service providers are HIPAA compliant? Are any additional measures taken to increase user safety?
  • Number of features: What features do you receive on each provider’s package? Are these necessary for small businesses?

Our best VoIP providers for 2022:

  1. RingCentral: High Customization
  2. Ooma: Ideal for small businesses
  3. Talkroute: The Most Scalable Service
  4. Phone.com: Best for Businesses that Need a Toll-Free or Vanity Number
  5. Nextiva: Best for Large Businesses
  6. Grasshopper: Best for Nonprofits

VoIP Services for Small Business

1. RingCentral: Best for High Customization

Even though RingCentral is by no means the “best” VoIP service option due to its relatively high pricing, its prolific features make it a great option for small businesses looking for a highly customizable option. 

For example, RingCentral offers a very large number of both general and industry-specific third-party integrations, like Microsoft 365, Google Workspace, and Slack.

Pros

  • Advanced, useful features in basic packages (e.g., document sharing, team messaging, etc.). Having said that, the basic package is relatively expensive compared to others. 
  • High definition voice quality: Opus Interactive code used to ensure HD voice.
  • Mobile apps for iOS and Android
  • HIPAA compliant
  • Unlimited calls in “Essentials” plan

Cons 

  • Can find cheaper alternatives
  • Phone rental is only available with a multi-year contract
  • Additional taxes and fees may apply

RingCentral Essentials ($29.99 per User per Month):

  • Free trial option
  • Up to 20 users
  • Toll-free number 
  • Unlimited calls within the US and Canada
  • Enhanced business SMS
  • Voicemail to text notifications 
  • Document sharing 
  • Team messaging

RingCentral Standard ($37.99 per User per Month):

  • Everything in RingCentral Essentials
  • Unlimited number of users 
  • Business phone numbers in over 100 countries
  • Unlimited internet fax and audio conferencing
  • Video meetings with up to 100 participants
  • Up to 24-hour meeting duration 
  • Quality of service reports 
  • Advanced features (e.g., integrations with Microsoft 365, Google Workspace, Slack, etc.) 
  • 24/7 customer support

RingCentral Premium ($44.99 per User per Month):

  • Everything in RingCentral Standard
  • Automatic call recording 
  • Hot desking option 
  • Video meetings with up to 200 participants
  • Real-time analytics 
  • Advanced features with Salesforce and Zendesk 
  • Industry-specific integrations with Canvas and Smarsh.

RingCentral Ultimate ($59.99 per User per Month):

  • Everything in RingCentral Premium
  • Device status reports
  • Unlimited storage
  • Device status alerts

For a more in-depth overview, see our RingCentral review

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Recommended: Looking for a highly-customizable service? Check out RingCentral.com.

2. Ooma: Ideal for Small Businesses

Ooma serves as an “everything you need” option when it comes to finding a VoIP phone service for small business

Even though it does not have as high a number of features and add-ons as other business VoIP phone service providers on this list, it does provide all of the “necessities” that you will need at an extremely affordable price. 

Price, convenience, and reliability tend to be the most important choice-making factors for businesses when it comes to VoIP providers, and these are all areas where Ooma shines. 

Pros

  • Great customer service, offering live chat, email, and phone number support. 
  • Exclusive business contact support via phone to ensure fast responses
  • Easy setup — Ooma’s auto-configuration technology can independently detect certain settings that your system will need
  • High mobility through mobile app (compatible with both Android and iOS)
  • Call blocking and unlimited minutes in the “basic” package
  • “Office” and “Office Pro” package are only $5 apart, making Ooma an extremely scalable option.
  • No contract and no full commitments — if users are not satisfied, they can change providers at no extra cost. 
  • Top-tier customer reviews
  • Even though it is not HIPAA compliant, Ooma uses the same encryption technology that governments use to protect classified information.

Cons

  • Limited features on the basic package compared to other providers (though other providers’ “basic packages” are more expensive than Ooma’s Pro option) 
  • WiFi is an add-on that requires the purchase of a separate WiFi adapter.
  • Not HIPAA compliant
  • One-time account activation fee of $50.

Ooma Office ($19.95 per User per Month):

  • Virtual receptionist
  • Call forwarding
  • Transfer music 
  • Voicemail service with audio email attachments
  • Call blocking
  • Smartphone app
  • Multi-device ring
  • SMS messaging
  • Overhead paging
  • Unlimited calling

Ooma Office Pro ($24.95 per User per Month):

  • Everything in Ooma Office
  • Video conferences 
  • Desktop app
  • Call recording 
  • Enhanced call blocking
  • Voicemail transcription

Awards and recognitions according to Ooma’s website:

  • Winter 2021 Business VoIP Leader
  • 2020 Business Phone Systems Shortlist
  • Most Recommended for Business VoIP in 2021
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Recommended: Try Ooma if you’re a small business needing reliable business phone service.

3. Talkroute: The Most Scalable Service

Talkroute classifies itself as a “virtual business phone system,” rather than a VoIP. 

Having said that, it operates in a similar way to other VoIP providers on this list, and provides similar features and benefits. This does mean, however, that users who choose Talkroute will be able to access their account via the phone even if their internet dies out. 

Pros

  • Does not need any specialized equipment 
  • Mobile and desktop app integration
  • Toll-free numbers, vanity numbers, 800 numbers, and local numbers available
  • Seven-day free trial option
  • iOS and Android compatibility
  • Great customer support — ability to book a live demo and discuss how services work 
  • Very scalable, with four distinct packages 
  • No hidden fees (e.g., federal taxes or fees, indicated prices are final).
  • “Basic” package includes features that are only found in other premium packages (e.g., video conferencing with up to 100 participants, etc.). 
  • Very secure — HIPAA compliant even in most basic packages, with BAA contracts available with “Pro” package
  • Improved quality of life —can set times and dates where your VoIP phone systems are contactable. 
  • Add-ons — can add extra phone numbers, users, and mailboxes for $5 per month per time. 
  • 24/7 support through email, also live chat and phone support between Monday to Saturday

Cons

  • Added features come at a very hefty price (e.g., $59 a month in comparison to $24.95, etc.), which may not be ideal for businesses on a tight budget.
  • Some features may be unnecessary for ordinary day-to-day use

Talkroute Basic ($19 per Month per User):

  • Local and toll-free numbers
  • Vanity numbers
  • 800 numbers 
  • Number porting 
  • Call forwarding
  • Ringing sequencing
  • SMS and MMS messaging (up to 500 per month)
  • Text to email notifications
  • Texting access permissions
  • Access to desktop, mobile, and web apps 
  • Video Conferencing with up to 100 participants
  • Voicemail mailbox
  • On hold music 
  • Custom greetings
  • Grant and customize permissions (e.g., account administrators, account user creation, etc.) 
  • Incoming and outbound caller ID display 
  • HIPAA compliance

Talkroute Plus ($39 per Month per User):

  • Everything in Talkroute Basic
  • Simultaneous ringing: All phones can be rung at once
  • Screen sharing 
  • Audio greeting menus (e.g., #1 for sales, #2 for support, etc.).
  • Forward calls to specific users
  • Send callers to voicemail 
  • Unlimited texting 
  • Transfer live calls 
  • Ability to dictate the dates and times that your phones are available to receive calls

Talkroute Pro ($59 per Month per User):

  • Everything in Talkroute Plus
  • Scheduled call forwarding 
  • Whiteboard service
  • File sharing 
  • Ability to record video meetings (this option will be introduced soon)
  • Use company directory to contact employees
  • Voice studio option: Talkroute’s in-house team record business greeting message
  • Ability to record all calls (this includes a custom message that informs your callers that this is happening)
  • Ability to store all of your voice recordings
  • Ability to export your data to a CSV file
  • Business associate agreements available: Increased security

Talkroute Enterprise (Quote Needed):

  • Everything in Talkroute Pro
  • Service level agreements (SLA)
  • Dedicated account manager
  • 10+ local and toll-free numbers (additional can be purchased at any time)
  • 20+ account users (additional can be purchased at any time)
  • 20+ voicemail boxers (additional can be purchased at any time)

For a more in-depth overview, see our Talkroute review

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Recommended: Choose Talkroute’s business phone service if you are looking to scale your small business.

4. Phone.com: Best for Vanity and Toll-Free Numbers

Phone.com can be a great option for users who are looking for a bit more diversity and customization than Ooma but who still want to stay at an affordable price range. 

Phone.com offers one of the largest vanity and toll-free number databases. Phone.com is our top choice for small businesses that need a vanity or toll-free number.

Pros

  • High transparency — offers long list of all supported hardware options
  • 20% discount option available for users on an annual plan
  • Discount available based on number of users
  • HIPAA and HITECH compliant 
  • Good scalability — the more users you have, the larger the discount in price you will be eligible for. 
  • Very affordable, with pricing as low as $8.99 per month per user depending on number of users and length of contract.
  • High number of basic features: Including conference calling, video meetings, transcription, etc.
  • Increased diversity (more package options than Ooma)
  • 30-day money-back guarantee for all plans 
  • Call blocking in “Basic Users” package
  • Great live chat customer service and email support
  • One-to-one appointments offered

Cons: 

  • Cannot be used with all hardware
  • $200 prepayment is required in order for international calling to be enabled (this is only the case for monthly accounts)
  • No “no-contract” option

Phone.com has three packages; all plans include:

  • SMS texting 
  • Call routing 
  • Voicemail transcription
  • Mobile and web apps
  • Video calling
  • Audio greeting menus (e.g., press 1 for customer support, etc.).
  • Call routing and call queues
  • Fax from phone (great for uploading documents from your computer and sending them over to clients, partners, or employees)
  • Conference calling 
  • Voicemail email notifications 
  • Call blocking

Phone.com Basic Users ($12.99 per Month per User):

  • 300 pooled minutes
  • One phone number per account (additional ones can be purchased for $4.99 per month)
  • 1,000 pooled text segments (these are charged per 160-character segment)
  • Video conferencing with up to 10 participants
  • Mobile and web apps

Phone.com Plus Users ($19.99 per Month per User):

  • Everything for basic users, plus:
  • Unlimited calling
  • One phone number per user
  • Business text messages: 
  • Video conferencing with up to 25 participants, HIPAA compliance, and video recording
  • IP desk phone compatibility

Phone.com Pro Users ($29.99 per Month per User)

Everything for Plus users, plus:

  • Call recording
  • Call analytics
  • CRM Integration
  • Video conferencing with 100 participants, HiFi Transcription, Whiteboard
  • Voicemail transcription

For a more in-depth overview, see our Phone.com review

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Recommended: Choose Phone.com for big business features when operating a low-budget business.

4. Nextiva: Best for Large Businesses

Nextiva offers four packages. Discounts can be offered based on the total number of users, as well as the length of the contract in question (e.g., monthly, annually, etc.). The price of each package lowers per person the more users added.

Pros

  • High reliability (99.999% uptime according to Nextiva’s website)
  • 24/7 customer support
  • Mobile app that supports both iOS and Android 
  • Easy to set up
  • Large number of integrations
  • Discounts available depending on number of users 
  • Discounts available depending on length of contract
  • HIPAA compliant

Cons:

  • A few of the areas where Nextiva shines are unlikely to benefit small business owners (e.g., unlimited video conferencing with 250 participants instead of 100, calls with up to 40 participants, etc.). 
  • Can be very expensive.
  • Much higher pricing unless operating with a high number of users and/or on a contract that exceeds one year (e.g., 24 months, 36 months, etc.). 
  • Not the best customer support reviews

Nextiva Essential ($30.95–$24.95 per User per Month):

  • Unlimited calling
  • Toll-free numbers 
  • Integrations with Outlook & Google contacts for increased customization
  • Voicemail transcription
  • Internet fax
  • Mobile and desktop app 
  • 24/7 customer support

Nextiva Professional ($35.95–$29.95 per User per Month):

  • Everything in Nextiva Essential
  • Unlimited conference calls with up to 40 participants 
  • Unlimited video conferencing, with up to 250 participants
  • Customer details summary through Call Pop (limited to 250 contacts)
  • Mobile SMS and MMS texts
  • Further integrations with Zendesk, Hubspot, and Salesforce.

Nextiva Enterprise ($45.95–$39.95 per User per Month):

  • Everything in Nextiva Professional
  • Unlimited participants on both voice and video conferencing 
  • Unlimited Call Pop contacts
  • Unlimited video conference and call recording
  • Voicemail transcription 
  • Further integrations with Microsoft Teams, Oracle Sales, Cloud, and ServiceNow

Nextiva Ultimate ($75.95–$60.95 per User per Month):

  • Everything in Nextiva Enterprise
  • Sales productivity management
  • Automated surveys 
  • Customer journey analytics

For a more in-depth overview, see our Nextiva review

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Recommended: Get Nextiva to facilitate large-scale company operations with ease.

6. Grasshopper: Best for Nonprofits

Grasshopper is a business-grade VoIP service that provides entrepreneurs with an affordable and easy way to set up a professional phone system. With Grasshopper, you can get a local or toll-free number, forward calls to your cell phone or another number, and access powerful calling features like voicemail-to-email and call screening.

Grasshopper offers three packages.

Did you know? You can pay additional fees to add extra features to your Grasshopper account (e.g., professional voicemail, additional phone numbers, etc.). 

Pros

  • Additional discounts may be offered for nonprofit organizations (i.e., federal, state, and local taxes)
  • 10% discount offered for users on annual plan
  • Simultaneous call handling 
  • Unlimited calling in least expensive plan
  • 30-day money-back guarantee
  • Very reputable — has served over 300,000 customers and has been around for almost 20 years (2003). 
  • Toll-free numbers, local numbers, and vanity numbers available
  • BAA contracts offered on request

Cons:

  • International calls not included (contact customer support to enable international calling) 
  • Professional voice recording greeting feature requires an additional fee of $75.
  • No “no-contract” option
  • Poor Trustpilot reviews, with 78% of reviews being at “Bad.” Having said that, most bad reviews relate to being unable to cancel a subscription, while acknowledging that the service itself was satisfactory. Strong reviews on other forums. 
  • No call recording
  • Not HIPAA compliant
  • No third-party software or integrations feature.

All Grasshopper plans include the following features:

  • Mobile app
  • Desktop app (i.e., softphone)
  • SMS texts 
  • Call forwarding and transfers
  • Virtual fax
  • Voicemail transcription
  • Instant response feature
  • Customized greetings
  • Simultaneous call handling 
  • Call control (e.g., call blocking, call screening, etc.).

Grasshopper Solo ($29 per Month per User):

  • One phone number (additional phone numbers can be added for $10 per month) 
  • Three extensions

Grasshopper Partner ($49 per Month per User):

  • Three phone numbers
  • Six extensions 

Grasshopper Small Business ($89 per Month per User):

  • Five phone numbers
  • Unlimited extensions 

Extra Features (Price Varies)

  • Call blasting ($10 per month)
  • Voice Studio ($75 per order)
  • Ruby Receptionist
  • International calling
  • Additional numbers ($10 per month per number)

For a more in-depth overview, see our Grasshopper review

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Recommended: Get Grasshopper for a feature-rich, low-cost, professional VoIP service.

What Is a VoIP Phone System?

In simple terms, a VoIP business phone system, or a Voice over Internet Protocol phone system, is an internet-based alternative to a "traditional" phone landline. It can be used to make and/or receive phone calls over the internet rather than over a landline. 

This is done by converting users’ voices into “digital signals,” which are then compressed and transferred over the web. These are then uncompressed on the receiver’s side to allow verbal communication to take place. 

Since a VoIP provider does not utilize the infrastructures necessary for a traditional landline, it is not subject to long-distance charges, making it an ideal option for businesses operating in more than one state.

How Do VoIP Systems Work?

In order to examine how a VoIP system works, it’s important to understand how it differs from a traditional landline.

Traditional Landline: Circuit Switching

A traditional landline works through a method known as "circuit switching." Circuit switching is very reliable and has actually been used for almost 100 years, but it is no longer the most efficient option. 

When you make a call through a traditional landline, the connection is maintained for the entire duration of the call — regardless of whether you are talking or taking breaks. 

Originally, each call was connected through a dedicated wire that stretched from one end of the call to the other for the entire duration of a phone call. 

In practice, this meant that when you would make a cross-state call with a traditional landline, you would be exclusively using wiring to send electrical signals from one state to the next.

Consequently, even a 10-minute call could result in you having to pay exorbitant fees because you essentially “owned” a 4,000-mile-long copper wire for 10 minutes. This type of connection is called a “circuit” and is the basis for the Public Switched Telephone Network (PSTN). 

Nowadays, telephone conversations have evolved (e.g., using single fiber optic cables, etc.) and have become significantly more affordable. 

Nevertheless, they remain inefficient in comparison to VoIP services because the “continuous” line of communication that is created in circuit switching is inherently wasteful (e.g., users taking breaks, not needing to be able to speak at the same time, etc.).

VoIP Service: Packet Switching

A packet-switched network is an “updated” alternative to the traditional circuit switching network. 

Unlike circuit switching, a packet-switched network does not create a “continuous” line of communication. This means that when one user talks, the other is listening, and vice versa — cutting the amount of data needed in half. 

This makes sense because users will rarely speak at the same time over the phone. Similarly, moments of pause or no communication (e.g., team breaks, pauses, etc.) do not need a constant line of communication. 

In a VoIP setting, a circuit-switching method would also make your internet speed significantly slower. 

This is because it would mean that you would need to maintain a constant connection to each web page you were viewing at any point during the day — rather than simply sending and receiving data when you need it (e.g., during a phone call, etc.). 

VoIP works by converting analog audio signals into digital signals. Digital signs are sent to your business phone service provider, who then routes your message to the receiver’s phone. 

Even though this may sound complicated or even slow, it happens virtually instantly. This is why (depending on your internet speed) a VoIP phone call can sometimes sound even better than a traditional landline phone call. 

VoIP services also commonly provide features that normal phone companies charge extra for, including:

  • Caller ID
  • Hold music
  • Repeat dial 
  • Call forwarding

There are also advanced caller ID-related features that can allow you to make decisions about how calls from a particular number are to be handled (e.g., direct a person to voicemail service, forward to a specific team member, etc.). 

You can use a VoIP in four different ways: 

Analog Telephone Adaptors (ATA)

This is one of the most common ways for small businesses to use VoIP technology. ATA allows users to connect “conventional” phones to desktops, laptops, or internet networks so calls can be made. 

VoIP Phones

These usually look virtually identical to traditional office phones, with the only real difference being that they plug directly into your internet router through an ethernet port rather than into a traditional phone connector. 

Mobile Phones

You will need to download your service provider’s mobile app and have an active internet connection in order to do this. You can use both WiFi and 4G, presuming that you can maintain a strong internet connection with both. 

Desktops and Laptops

This works by downloading an app on your desktop or laptop through which you will be able to make calls. This is also known as a “softphone” and requires a stable internet connection. 

If you are unsure about the quality of VoIP calls, you can check it by examining software that you likely use on a daily basis as a business (e.g., Microsoft teams, Google Voice, etc.).

Advantages and Disadvantages of a VoIP Phone System for Small Business

Like most products, a VoIP service comes with both advantages and disadvantages. We have broken down the most common ones below:

Pros

Low Cost

This is arguably the most significant advantage of VoIP — especially in comparison to the more expensive toll-free numbers. 

VoIP tends to be more affordable when it comes to both:

  • The initial investment and office equipment needed
  • The monthly and/or annual charges incurred

VoIP tends to also provide better “value for money”, since a lot of the “premium” features in a traditional phone system are offered on basic packages (e.g., hold music, forwarding calls, directory menus, etc.). 

High Mobility

Unlike a traditional phone line, a VoIP system can be incorporated into multiple devices (e.g., mobile apps, softphones, etc.). 

You can also add features such as simultaneous ringing to ensure that you or your employees never miss a call — even if one of you temporarily loses access to the internet. 

High Scalability

Most VoIP services offer anywhere between two and five packages — all coming with different benefits and features.

This can be very convenient if you want to maintain the same provider as your business grows and expands in the future. By picking the right business VoIP service, you will be able to ensure that your service’s features always match your requirements. 

Increased Flexibility

Most VoIP service providers allow businesses to add or remove phone numbers whenever they want — albeit at a price. This is the case even if your required number of phone numbers exceeds your package’s limit. 

The best VoIP business providers additionally offer no-contract options, allowing business owners to simply opt in and out at any time. This can be a great option for those who are “unsure” about whether VoIP works for them. Similarly, many VoIP services come with free trials. 

Improved Customer Experience

The best VoIP providers can offer features that improve your customers' experiences, including:

  • Video calling
  • Voice calls
  • Hold Music
  • Apps for mobile devices
  • Unlimited internet faxing

Even though some of these are also offered in a traditional phone line, they are usually much more expensive. 

Cons

Increased Risk of Cyber Attacks

Like any technology that is dependent on the internet, VoIP is more prone to cyberattacks. 

These can include:

  • Denial of Service (DOS) attack: This is where hackers attempt to make your business’s desktops or other devices unavailable by disrupting their normal functioning. This is usually done by over-saturating the capacity of the targeted machines and is very problematic because it can be carried out at a very low cost.
  • Vishing: This is the voice equivalent to phishing, the much more common practice of sending fraudulent emails from reputable companies in order to convince the receiving parties to reveal their personal information. 
  • Malware and viruses: These can destroy sensitive information, steal protected data, or even take over an entire desktop's and/or laptop's operating system. Most of these can easily be avoided by installing anti-virus software. 
  • Eavesdropping: Some hackers have been able to gain access to VoIP calls and “eavesdrop.” Even though this is extremely rare, it can be detrimental in a business setting. This is particularly the case if you have access to your employees’ or customers’ sensitive information. 

Having said that, business owners can “counter” these risks by purchasing cyber crime business insurance.

Dependent on Internet Speed

Since phone calls are carried entirely over the internet, your internet speed will play a key role in how good or poor your voice quality is. 

Since your internet connection will also be affected by other factors (e.g., the number of employees in your office, your location, etc.), you will need to take into account whether you will need to upgrade your internet connection speed in order to use a VoIP phone service effectively. 

If you do, you should take the extra cost of this into account before deciding whether moving to a VoIP business phone system is a time-worthy decision for your small business or not. 

No Alternative Phone Line

With a traditional phone system, you will still be able to make and receive calls if your internet connection happens to go down temporarily. 

With VoIP phone service, no internet connection means no phone, and — in practice — this can mean having downtime where your consumers are entirely unable to contact you. Depending on the type of business that you own and the reliability of your internet provider, this can be a significant disadvantage or almost entirely irrelevant. 

Dependent on Your Device

The quality of your VoIP connection will also depend on the power and specifications of the device that you are using. The slower and less updated your business desktop and/or laptop, the larger the effect this will have on your inbound calls. 

If your computer is very outdated, it may be unable to run calls sufficiently, or even crash during a business call, although this is very unlikely as the specs needed to operate essential VoIP features are satisfied in even the most basic computers.

How to Use VoIP for Business

There are several different ways that you can go about using VoIP for your business:

Adding a Business Line to Your Cell Phone

Adding a business line to your personal cell phone allows you to gain access to two separate numbers on the same phone. This can provide you with the following benefits:

Improved Brand Image

This is because your customers and prospective partners will receive calls from a designated business line rather than from a personal phone number. This ensures you look like a more legitimate business.

Increased Mobility

Having the ability to use your personal cell phone as a business phone number means that you will remain fully accessible even if you are not in the office. Of course, this can also be a disadvantage as it can “blend” your personal and professional life. 

Lower Price

This is especially the case in comparison to purchasing a second cell phone and a plan or setting up a traditional landline. 

Increased Privacy

Adding a business line to your cell phone ultimately means that your personal number will never have to be disclosed to your employees, partners, and customers. 

You can add a separate VoIP business line to your personal cell phone by following these steps:

  • Download a cell phone app: You will need to find one that is compatible with your specific business (e.g., number of features, price, etc.). 
  • Choose a business phone number: Most VoIP providers will offer business phone numbers in all area codes within the US and Canada, with the best ones allowing business owners to pick between different types of phone numbers (e.g., toll-free numbers, vanity numbers, etc.). 
  • Choose your desired subscription package: This will depend on the types of features you want and/or require, as well as on your budget. 

Using a VoIP Business Service

You can also use a VoIP service. These usually work through mobile apps, desktop apps (i.e., softphones, etc.), or traditional “telephones” that are linked to ATA devices.

Finding the best VoIP business service ultimately comes down to the following factors:

  • Price
  • Reliability
  • Security
  • Ease of use
  • Scalability
  • Number of Addons

As a small business, we recommend prioritizing price, reliability, and security as the three most important factors when finding a VoIP service. This is because the number of added features are unlikely to make a significant difference to your day-to-day operations, and scalability may not really be an issue as you can easily find a no-contract VoIP provider. 

After reviewing countless companies, we concluded these five as the best business VoIP services for 2022:

  • Ooma: Best VoIP provider for small business owners
  • Phone.com: Best for businesses on a tight budget
  • Talkroute: Best business phone service for security
  • Nextiva: Best for large businesses
  • RingCentral: Most customizable service

Recommended: See our guide on how to get a VoIP number for your business for more information. 

Using Google Voice for Business

Google Voice is a VoIP secondary phone number service.

It can be created by simply creating a Google Voice account for business. You will need a Google or Gmail account, as well as the following information:

  • Your area code
  • How you will complete your set up process (i.e., via Android, iOS, or over the web)
  • Whether you want a personal or business profile

This option is generally not recommended for small businesses, however, as it comes with quite a few disadvantages:

Limited Privacy

All of your information will be stored on Google’s services. Even though there are strict laws governing how this information can be used, it is still a factor that you should consider if you are planning to use Google Voice to disclose confidential business information.

No Toll-Free Numbers

Toll-free numbers can be very important for small businesses that operate all over the US.

This is because they ensure that customers will always be able to reach out without having to worry about paying exorbitant fees.

Phone Number Limitations

Google Voice does not allow business owners to have more than one business phone number. This can be very limiting for businesses that operate in multiple states and who consequently want to obtain more than one local number. 

Tip: Check out our How to Get a Business Phone Number guide for more information on finding the ideal type of VoIP business phone number for your company. 

Frequently Asked Questions

Which VoIP provider is best?

These are our best VoIP providers for 2022:

  1. Ooma: Best VoIP provider for small business owners
  2. Phone.com: Best for businesses on a tight budget
  3. Talkroute: Best business phone service for security
  4. Nextiva: Best for large businesses
  5. RingCentral: Most Highly-Customizable Service

Is a VoIP service secure?

Yes. Generally speaking, a VoIP service is a very secure option for businesses. 

Having said that, it is still riskier than a traditional landline since it is over the internet and can thus be prone to cyber fraud.

How secure business VoIP phone services are can also depend on the VoIP provider that you choose to work with. You should ideally choose ones that are HIPPA compliant. Some additionally offer SLA and BAA contracts, although this is rare and usually only available on the more expensive packages.

How much does VoIP cost?

How much VoIP costs will depend on the following four factors:

  • Your service provider: While some offer very cheap packages that start at just over $12 per month, others can start at over $30. 
  • Your subscription plan (e.g., basic, premium, etc.). 
  • The number of users in your business: Although this isn’t always the case, it can be a very common reason for providers to offer discounts. 
  • The length of your contract: Some providers offer discounts based on the length of your contract (e.g., 12 months, 24 months, 36 months, etc.). 

What equipment do I need for VoIP?

Since VoIP operates exclusively over the internet, you need a modem and a router — this can be the one used for your existing internet connection.

Depending on your provider, you will be able to make VoIP phone calls from any device (e.g., desktop, laptop, phone, etc.) that has a VoIP app downloaded. You can also use a VoIP phone. This can be purchased from your VoIP provider, but it’s not necessary.

Which VoIP phone services offer free trials?

From our list of top six VoIP phone services, three providers offer free trials:

  • Talkroute
  • RingCentral
  • Grasshopper

How do I make a business call through VoIP?

In order to make a business call through VoIP, you will need to find a VoIP business service. These are our top picks for 2022:

  1. Ooma: Best VoIP provider for small business owners
  2. Phone.com: Best for businesses on a tight budget
  3. Talkroute: Best business phone service for scalability
  4. Nextiva: Best for large businesses
  5. RingCentral: Most customizable service

After you have picked and subscribed to your preferred plan, you will be able to make a business call in one of the following ways: 

  • A VoIP phone: This usually looks virtually identical to a traditional office phone, with the only real difference being that it plugs directly into your internet router through an ethernet port, not into a phone connector. 
  • Your mobile phone: You will need to download your service provider’s mobile app and have an active internet connection in order to do this. You can use both WiFi and 4G, presuming that you can maintain a strong connection. 
  • Your computer or laptop: Most providers offer apps that allow you to make VoIP calls through your desktop or laptop. Keep in mind that you will need to connect to the Wi-Fi for this to work.
  • An ATA device: This can be used to connect your office telephones to your desktop or WiFi network.

How do I get good phone etiquette?

Good phone etiquette is pivotal for the following reasons:

  • It improves your customers’ experiences
  • It improves your brand image and credibility
  • It leaves lasting first impressions

Here are a few steps that you should consider before making any business phone call:

  • Know the purpose of your call
  • Schedule a time with the other party proactively
  • Send reminders before your scheduled call
  • Stick to your agreed time
  • Be friendly and polite
  • Schedule a follow-up call

At the same time, you will want to ensure that you avoid:

  • Using slang: This is particularly detrimental if you are working with persons from other cultures and/or areas who may not be accustomed to local slang and may thus be unable to understand what you are trying to say. 
  • Showing up unprepared: This will make you look extremely unprofessional, and can result in you having to reschedule your meeting. 
  • Recording without prior consent: This is illegal in the vast majority of states.

For a more in-depth guide, see our article on the best advice to follow when placing a business phone call

How good is the quality of VoIP systems?

This will ultimately depend on your internet connection speed. 

If your internet connection is subpar, the quality of your calls will be laggy and will unlikely be adequate to support your business’s operations. A fast internet connection, however, will lead to extremely high sound quality. 

Even though this may seem risky, it is actually much more convenient than a traditional landline since it is only really impacted by your internet’s speed and computer’s specifications. 

On the other hand, the quality of a phone call that is conducted on a traditional phone network can be affected by factors that you cannot control (e.g., bad weather, long distance, etc.). 

If you are curious about the quality of a VoIP phone call, you should know that you will likely already have used VoIP in some form or another in your business (e.g., Microsoft Teams, Skype, etc.). 

What is a vanity phone number?

A vanity phone number is a business phone number that is very memorable as a result of its sequencing or spelling. 

Here are a few examples of popular vanity phone numbers:

  • 1-800-FLOWERS (1-800-356-9377)
  • 1-800-TOYSRUS (1-800-869-7787)
  • 1-800-GOFEDEX (1-800-463-3339)

Vanity phone numbers can also be additionally memorable as a result of having a specific number sequence (e.g., 800-333-2222, 800-111-2222, etc.).

These are more expensive than traditional phone numbers, but are beneficial because they play a key role in building your business’s brand image and promoting brand loyalty among your customers. 

Check out our free Vanity Phone Number Generator to make your own vanity phone number for your business. 

Do I need a toll-free number?

You may not necessarily "need" a toll-free number, but it can be very beneficial if you are targeting consumers in more than one state.

This is because toll-free numbers can ensure that your consumers are always able to reach you without incurring extra charges.

Who is the most secure VoIP provider?

The most secure VoIP providers are the ones that are HIPAA complaints. These usually offer both SLA and BAA contracts. 

From our list of the best VoIP for business services, the following providers are HIPAA compliant: