Virtual phone services have recently become a game-changer for businesses, offering a cost-effective and convenient way to handle calls and communications. Gone are the days of being tied to a physical phone system or relying on personal cell phones for work.
With virtual phone services, businesses can have a professional presence and easily manage calls from anywhere, anytime.
But with so many options on the market, choosing the best virtual phone service for your business can be overwhelming. That's where we come in!
After a thorough search, we've identified the best virtual phone services and are excited to bring them to you.
Whether you're a solopreneur looking for a simple solution or a larger business needing advanced features, we've got you covered.
So sit back, relax, and let us guide you to the best virtual phone service for your business.
What is a Virtual Phone Service?
Virtual phone service is a cloud-based system that allows businesses to make and receive calls without relying on physical hardware. Virtual phone services offer features like voicemail, caller ID, text messaging, forwarding, and conference calling.
The best virtual phone systems also provide various numbers, such as toll-free, local, and virtual numbers, that can be used for international customers.
These services provide businesses with cost efficiency, flexibility, and scalability for growing companies. They also offer features like automated attendants, call recording, analytics and reporting, and even CRM integration.
Some common benefits of virtual phone services include:
- Flexibility: Virtual phone service is a gift of convenience and flexibility. Conveniently have access to your communication line from virtually any device connected to the internet, such as smartphones, tablets, and even laptops!
- Cost-Effective: Virtual phone services are often more cost-effective than traditional phone lines. Because they do not require physical phone lines or equipment, users can save money on installation fees and ongoing monthly costs.
Additionally, virtual phone services often offer pay-as-you-go pricing or monthly subscription plans, allowing users to choose a plan that fits their needs and budget.
Overall, virtual phone services offer a convenient and cost-effective alternative to traditional phone lines, allowing users to make and receive calls and texts from any device with internet access.
So, it is a great option for businesses and individuals looking for a professional phone presence without needing a physical phone or phone line.
How Does a Virtual Phone Service Work?
A virtual phone service (VPS) is a cloud-based phone system that provides businesses with a local or toll-free phone number and various features such as auto attendant, call forwarding, voicemail transcription, and more. VPS works by routing calls over the internet, eliminating the need for traditional phone lines and hardware.
To use a VPS, you must create an account with a provider and choose a phone number. Once you have a number, you can configure the service to meet your needs.
For example, you can set up call forwarding to send calls to your cell phone, home phone, or another number. You can also create an auto attendant to greet callers and direct them to the appropriate person or department.
Benefits the Best Virtual Phone Systems Offer
VPS offers several benefits for businesses of all sizes, including:
- Affordability: VPS is typically much more affordable than traditional phone service, especially for small businesses. There are no upfront costs for hardware or installation, and monthly fees are generally lower.
- Scalability: VPS is easily scalable to meet the needs of your growing business. You can add or remove users and features without worrying about upgrading your hardware.
- Flexibility: VPS can be used on any device with an internet connection, so you can work from anywhere. This is ideal for remote workers and businesses with multiple locations.
- Features: VPS providers offer many features, such as auto attendant, call forwarding, voicemail transcription, and more. These features can help you improve customer service, productivity, and efficiency.
Virtual Phone Systems vs. Traditional Phone Systems
Below is a comparison table that highlights the main features and differences between Virtual Phone Systems and Traditional Phone Systems. Let's dive in:
|
Features |
Virtual Phone Systems |
Traditional Phone Systems |
|
Cost |
Typically cost-effective, especially for small businesses. |
Can be costly due to hardware, installation, and maintenance expenses. |
|
Setup |
Quick and easy setup process with no need for complex hardware. |
Involves complex hardware installation and configuration, often requiring professional assistance. |
|
Scalability |
Highly scalable, allowing easy addition or removal of lines as per business needs. |
Scalability can be limited and may require significant investment for expansion. |
|
Mobility |
Offers high mobility, allowing users to make and receive calls from anywhere with an internet connection. |
Tethered to physical locations, limiting mobility and remote work capabilities. |
|
Features |
Provides various modern features such as call forwarding, voicemail, and virtual receptionists. |
Features are limited compared to virtual systems and may not include advanced call management options. |
|
Maintenance |
Minimal maintenance is required, with updates and maintenance handled by the service provider. |
Regular maintenance is necessary for hardware, which can lead to additional costs and downtime. |
Traditional Phone Systems
Key Service Utility (KSU) and Private Branch Exchange (PBX) are the stalwarts of traditional phone systems. They've been around for a while and have served businesses well. KSU, or Key Service Utility, is a basic phone system suitable for small-scale operations. It's affordable and straightforward, making it a popular choice for many small businesses starting out.
On the other hand, PBX, or Private Branch Exchange, caters to larger enterprises with its capacity to manage many phone lines. While these systems have been reliable, they often lack the flexibility and advanced features modern businesses require.
Virtual Phone Systems
Virtual phone systems, such as Voice over Internet Protocol (VoIP) and Unified Communications as a Service (UCaas), have revolutionized how businesses communicate. VoIP leverages the internet to transmit voice data, allowing cost-effective and seamless communication across various devices. It's known for its scalability and flexibility, making it a popular choice for businesses of all sizes.
With VoIP, businesses can enjoy features like virtual phone numbers, call routing, and voicemail-to-email transcription, all of which contribute to a more efficient and professional communication experience.
UCaas, or Unified Communications as a Service, takes virtual phone systems to the next level. It integrates various communication channels, such as voice, video, and messaging, into a single platform, enabling teams to collaborate effectively regardless of location. UCaaS enables seamless and productive communication with advanced features like video conferencing, instant messaging, and file sharing for businesses and clients.
What to Look For in a Virtual Phone Service Provider
There are several factors to consider when looking for the best virtual phone service provider for your business.
1. Service Costs
When selecting a virtual phone service provider, it is essential to consider the associated costs. This includes any regular fees and potential extra charges for features like voicemail, call forwarding and global dialing.
Evaluating the pricing structure of a service is essential, so it's wise to investigate multiple providers and analyze their cost plans. Is it pay-per-use, or do they offer tiered packages? By doing your due diligence, you can select a budget-friendly option that works for your business.
2. The Credibility of the Provider
Ensuring the reliability and security of your communication is paramount, making the credibility of a virtual phone service provider an absolute must.
You must ensure they have proper accreditations or certifications and positive reviews to find the best provider for your needs. Also, you'll want to ensure that the provider offers reliable uptime and quality customer service with a strong track record.
3. Installation
Another critical element to consider is the installation process of a virtual phone service. Depending on your provider, you may be able to self-install or require professional assistance.
It is essential to determine the level of resources and technical proficiency needed for installation and if there will be any downtime during setup. Knowing this information beforehand can help you choose a provider and plan that will ensure a smooth, successful transition.
4. Scalability
As your business flourishes and advances, the requirements for your call center will undoubtedly follow suit. Hence, selecting a virtual phone service provider that can accommodate these modifications with grace is essential.
A reliable, scalable provider allows you to conveniently add or remove phone lines and adjust your plan in accordance with your company's development. This ensures that all your communication requirements will be fulfilled no matter how much your business grows.
5. Management
The management and maintenance of virtual phone service is also an essential factor to consider. This includes the availability of customer support and technical assistance, as well as the service's ease of use and customization.
A provider with a user-friendly interface and responsive customer support can make it easier to manage and troubleshoot any issues with your virtual phone system.
6. Quality of Calls
The quality of voice calls is a fundamental factor in virtual phone services. This includes clearness and consistency of the connection, as well as any potential for dropped or echoed conversations.
Ultimately, conversations with customers and colleagues must be clear. For this reason, selecting a provider that ensures the best call quality is imperative for your business's success.
5 Best Virtual Phone Systems
You understand the benefits of a virtual phone system and what to look for in a provider. Here is an overview of the five best virtual phone systems on the market today.
1. MightyCall
MightyCall is a virtual phone system designed to help businesses improve their communication and customer service.
It works by routing calls to a designated phone number or extension through the internet, allowing companies to have a virtual office accessible from anywhere.
Features:
- Phone Numbers: With MightyCall, businesses can select from various phone numbers to match their goals and needs. From local, toll-free, and vanity numbers - you'll be able to choose one that your customers easily remember for an overall professional image.
- Extensions: By using MightyCall, businesses can quickly and easily create extensions for individual employees or departments. As a result, customers can get in touch with the right person by routing their calls accurately, so they don't waste time trying to contact someone who isn't available.
- Mobile App: MightyCall's mobile application provides businesses the convenience of managing their virtual phone system from any smartphone, including call forwarding, voicemail, and making/receiving calls - all in one app! With its user-friendly interface and easy setup process, MightyCall is an ideal solution for companies looking to optimize their communication efforts.
- Integration with CRM: MightyCall seamlessly integrates with Zapier CRM to allow businesses to closely monitor customer interactions while optimizing their sales & marketing initiatives.
- Local and Toll-Free Numbers: If you want to gain a local presence and make it easier for customers to reach you, MightyCall should be your go-to. With both localized and toll-free numbers available, every business can find the right solution that best suits their needs.
MightyCall can help businesses in several ways, including:
- Improving customer service: By routing calls to the correct department or individual, businesses can ensure that their customers receive timely and accurate responses to their inquiries.
- Increasing flexibility: With a virtual phone system, businesses can work from anywhere and still be accessible to their customers.
- Reducing costs: By using a virtual phone system, businesses can avoid the costs associated with traditional phone systems, such as hardware, installation, and maintenance fees.
- Enhancing professional image: A virtual phone system can help businesses establish a professional image, as it allows them to choose a phone number that is easy for customers to remember and reach.
2. Grasshopper
Grasshopper is the ideal virtual phone system for businesses, offering a suite of features that help manage calls and leverage personal phones as professional lines. Its comprehensive services include:
- Phone numbers: With Grasshopper's virtual phone system, you can select a local or toll-free number for your business that allows customers to call without additional costs. This means that regardless of where they are located, customers can easily reach the company!
- On-hold music: Grasshopper allows businesses to customize the music that plays when a call is placed on hold. This can help to create a more professional and polished experience for customers.
- Call forwarding: By utilizing Grasshopper, businesses can stay linked and reachable even when away from the office. Its call-forwarding technology enables them to transfer calls to any cell phone or landline for an uninterrupted customer connection.
- Mobile app: Grasshopper enables companies to take control of their virtual phone system from any smartphone or tablet with its mobile app. The benefits are endless, from call forwarding and voicemail retrieval capabilities to audio recording features!
- Local and toll-free numbers: Grasshopper offers businesses the ability to choose between local and toll-free numbers. If you pick a local number, it will have an area code unique to your location; if you opt for a toll-free one, callers can connect with your business from any part of the country without paying costly long-distance fees!
Grasshopper can help businesses as a virtual phone system by providing a professional and organized way to manage calls. This can help businesses to stay connected and accessible to customers, even when they are away from the office.
3. Google Voice
With its virtual phone service, Google Voice enables users to stay connected through incoming and outgoing calls and text messages without needing an actual number. It is available as a free service for personal use and a paid service for businesses.
When you sign up for Google Voice, you can choose a phone number from a list of available numbers. This phone number will route calls and messages to your phone or other devices.
You can set up your Google Voice account to route calls and messages to your cell phone, home phone, or any other phone you want to use. You can simultaneously forward calls and messages to multiple phones with your account. This way, regardless of your phone, you won't miss any important calls or messages again!
Some of its features include:
- Multi-level auto attendant: You can construct a customized automated system to take incoming calls with Google Voice. Guide your callers through a menu of options with an array of prompts so they can get in touch with the correct person or division within your company quickly and easily.
- Advanced reporting: Get insider insights into your call and text message activity with the help of Google Voice. Reports include caller ID, conversation length, and much more - all available in a straightforward format on their website or mobile app that can be downloaded for further review.
- Unlimited SMS in the US: For businesses whose communication depends on text messages, Google Voice offers an incomparable service: the ability to send and receive unlimited amounts of texts within America. This feature allows companies to better connect with their customers or clients without worry or cost.
Google Voice does not offer local or toll-free numbers at this time. However, it allows you to choose a phone number from various area codes, so you can select a number that is local to your business or customers.
As a virtual phone system, Google Voice can be a valuable tool for businesses of all sizes. It allows companies to establish a professional phone presence without needing expensive hardware or phone lines.
The advanced reporting and multi-level auto attendant features can help businesses streamline their communication processes and improve customer service.
4. RingCentral
RingCentral is a virtual phone system that provides businesses with various features designed to streamline communication and improve productivity.
The platform allows businesses to make and receive phone calls, send and receive text messages, and engage in team messaging, all from a single, cloud-based platform.
Here is a breakdown of the key features offered by RingCentral:
- Unlimited business SMS: With RingCentral, businesses can make the most of their communication by sending and receiving unlimited text messages to customers, workers, and other stakeholders. It offers a range of tools for managing SMS conversations, including custom template creation and scheduled messaging, and tracks campaign success rates! This way, you can take your communications game one step further.
- Local and toll-free numbers: This system allows businesses to craft a professional and dependable image in their local market by selecting from an array of toll-free and local numbers. On top of that, the platform allows companies to route calls to various departments or devices effortlessly so customers can always get through to someone on your team.
- Unlimited calls: With RingCentral's unlimited calling plans, companies of every size can receive as many calls as needed without being concerned about additional charges. Additionally, the platform provides plenty of features to help enhance call clarity, such as voicemail, call forwarding, and transfer.
- Team messaging: Another great feature of RingCentral is its team messaging system. This allows users to collaborate, share documents, and assign tasks in one place without switching between apps.
RingCentral can help businesses in several ways as a virtual phone system. Some of the key benefits include:
- Cost savings: RingCentral can help businesses save money on traditional phone systems by eliminating the need for expensive hardware and maintenance costs.
- Increased productivity: RingCentral's team messaging feature allows employees to communicate with one another in real-time, reducing the need for meetings and improving collaboration.
- Flexibility: RingCentral is a cloud-based platform that can be accessed from anywhere with an internet connection.
- Scalability: RingCentral is designed to accommodate businesses of all sizes, making it easy to scale up or down as needed. This means that companies can add or remove users and change calling plans as their needs change.
5. Ooma Office
Ooma Office is a cloud-based phone system that's perfect for small businesses of all sizes. It offers a variety of features, including:
- Virtual phone numbers: You can get a local phone number in any US city or a toll-free number.
- Auto attendant: This feature can answer your calls and direct them to the right person or department.
- Call forwarding: You can forward calls to your cell phone, another landline, or voicemail.
- Conference calling: You can host conference calls with up to 25 participants.
- Voicemail transcription: Get your voicemail messages transcribed and delivered to your email inbox.
Benefits of Ooma Office:
- Affordable: Ooma Office is very affordable, with plans starting at just $19.95 per month.
- Easy to use: Ooma Office is very easy to use, even for non-tech-savvy users.
- Scalable: Ooma Office can scale to meet the needs of any size business.
- Reliable: Ooma Office is a very reliable service, with uptime of over 99%.
5 Best Virtual Business Phone Services
Considering the factors mentioned above should be your top priority if you're looking for a wholesome virtual phone service for your business.
To help you make the right decision, we have put together a list of the three best virtual business phone services available on the market:
1. Ringy CRM
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That's right. With Ringy, you can manage all your incoming calls and SMS conversations in one place for more efficient communication.
Our built-in cloud VoIP softphone is a virtual phone system that allows users to make and receive phone calls, send text messages, and manage their schedules using an internet connection.
It works by routing calls and messages through the cloud, eliminating the need for physical phone lines or hardware.
|
Features |
Purpose |
|
Call |
The softphone allows users to make and receive phone calls using their computer or mobile device. They can also transfer calls to other users, hold calls, and use features like call waiting and caller ID. |
|
Text messaging |
Users can send and receive text messages, including group and multimedia messages. |
|
Schedule |
The softphone includes a calendar and scheduling feature that allows users to set appointments and reminders and see their colleagues' availability. |
|
Track |
The software tracks communication activity, including call duration, missed calls, and read receipts. |
|
Report |
Users can generate reports on their call and message activity, including call logs and text message logs. |
As a CRM that offers virtual phone services, Ringy CRM's built-in cloud VoIP softphone can help businesses in several ways.
- It can help streamline communication and make it easier for teams to stay connected, even when they are working remotely.
- It can also help reduce costs by eliminating the need for physical phone lines and hardware.
- The scheduling and tracking features can help businesses manage their time and resources more efficiently.
If you're looking for a comprehensive virtual phone service that can help your business stay connected and efficient, Ringy CRM is a perfect choice.
2. Nextiva
Nextiva is an all-in-one communications platform that offers cloud-based VoIP services, team messaging, task management, and analytics tools.
It provides a virtual phone system that allows users to make and receive calls from any device with an internet connection.
It also includes caller ID, call forwarding, voicemail, and IVR for a more efficient workflow.
Features:
- Voice: The virtual phone system allows users to make and receive calls using their computer or mobile device.
- Team Messaging: Nextiva's team messaging feature allows users to communicate in real-time, reducing the need for meetings and improving collaboration.
- Analytics: The platform includes tools that allow businesses to track call volume, customer behavior, and more.
- Task Management: Nextiva also includes features that help businesses organize tasks and keep track of progress.
Nextiva's virtual phone system can be a great choice for businesses that need an all-in-one communications platform.
It offers features like team messaging, analytics, and task management in addition to its VoIP services, making it perfect for businesses that want to streamline their workflow.
3. CallHippo
CallHippo is a cloud-based virtual phone system that provides users with features like call forwarding, caller ID, voicemail, and IVR. It also includes analytics tools to help businesses track their calls and customer behavior.
The platform allows users to make and receive calls from any device with an internet connection using its virtual VoIP phone service. It also includes various features to help businesses manage their time and resources more efficiently, such as call forwarding, voicemail, and IVR.
Features:
- Voice: The platform allows users to make and receive calls using their computer or mobile device.
- Analytics: CallHippo provides tools that allow businesses to track and analyze call volume, customer behavior, and more.
- International Numbers: CallHippo offers international virtual numbers that allow businesses to set up a local phone presence in different countries.
- Call Scheduling: The platform also includes a call scheduling feature that allows users to manage their time and resources more efficiently.
CallHippo is a top virtual phone service for businesses that need international numbers and advanced analytics tools. Its VoIP services make it easy to stay connected, while its features help companies manage their time and resources more efficiently.
4. Vonage
Vonage is a popular virtual phone service that offers a wide range of features, including:
- Auto attendant: Greets callers with a custom message and directs them to the appropriate person or department.
- Call forwarding: You can forward calls to another phone number, such as your cell phone or a colleague's desk.
- Call recording: Records all incoming and outgoing calls, which can be helpful for training or resolving customer disputes.
- Voicemail transcription: Transcribes voicemail messages into text so that you can read them at your convenience.
Vonage is a good option if you're looking for a basic virtual phone service with all the essential features.
5. eVoice
eVoice is another great option for businesses of all sizes. It offers a similar set of features to Vonage, plus a few extras, such as:
- International calling: Allows you to make and receive calls to over 100 countries at competitive rates.
- Virtual receptionist: Answers your calls and takes messages, even when you're not available.
- Call analytics: Provides detailed insights into your calling habits, so you can see how your business is performing.
If you need more advanced features, such as international calling or a virtual receptionist, eVoice may be a better choice.
Conclusion
Whether you want to add a virtual number or an entire suite of virtual phone features and services, the best provider will depend on your needs. At Ringy CRM, we understand how important it is to have reliable communication with customers anywhere in the world.
That's why our built-in VoIP softphone offers all these advantages and more to stay connected without breaking the bank. Try out Ringy CRM today and enjoy all the benefits of having a virtual phone service!