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 purposes.
With virtual phone services, businesses can have a professional presence and easily manage calls from anywhere, at any time.
But with so many options on the market, it can be overwhelming to choose the best virtual phone service for your business. 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.
According to a survey by Multicom, 31% of businesses in the United States use virtual phone services. The main reasons cited for using these services include cost savings, flexibility, and having a professional phone presence without a physical location.
- One example of a virtual phone service is Google Voice, which allows users to choose a phone number and use it to make and receive calls and texts through the internet.
- Another example is Vonage, which offers a variety of virtual phone plans for businesses and individuals, including features like voicemail, call forwarding, and conference calling.
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.
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.
Consideration #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'll be able to select a budget-friendly option that works for your business.
Consideration #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.
To find the best provider for your needs, you must ensure they have proper accreditations or certifications and positive reviews. Also, you'll want to make sure that the provider offers reliable uptime and quality customer service with a strong track record.
Consideration #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.
Consideration #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.
Consideration #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.
Consideration #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.
4 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 four best virtual phone systems on the market today.
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.
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.
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 does allow you to choose a phone number from a variety of 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.
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'll be able to 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.
3 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:
Ringy CRM
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.
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.
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.
FAQs
What is the Best Virtual Phone Service for Small Businesses?
The best virtual phone service for small businesses depends on your needs. Some popular options include Ringy CRM, Nextiva, and CallHippo. These services offer features like VoIP services, team messaging, analytics tools, and international numbers that can help businesses improve productivity.
What Is the Best Virtual Phone Service?
The best virtual phone service depends on your needs. Some providers offer a complete suite of virtual phone services, while others specialize in providing a single number or type of service. The best provider for you will depend on the features and benefits you’re looking for.
What are the Benefits of Having a Virtual Phone Service?
Virtual phone service can provide various benefits, including the following:
|
Benefits |
Impact |
|
Cost savings |
Virtual phone services cost significantly less than physical landlines. As a result, you can save money on installation and maintenance fees. |
|
Convenience |
With virtual phone services, your business can be accessed anywhere with an internet connection. This makes it easier for customers to reach you no matter where they are. |
|
Flexibility |
Virtual phone services allow you to add or remove features as needed. This makes it easier to stay on top of changing customer needs and demands. |
|
Security |
Virtual phone services offer enhanced security features, such as encryption, that can protect sensitive customer information. |
Conclusion
Whether you’re looking 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 no matter where they are 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!