Quick answer
For most small businesses, a cloud phone system is the best fit. Microsoft Teams Phone or Zoom Phone make sense if you already use those platforms; RingCentral, 8x8, Nextiva and Dialpad are strong standalone options. An on-premises or hybrid PBX still suits sites with existing handsets, strict control requirements or unreliable internet.
Disclosure: Technology Beyond Tomorrow installs and supports business phone systems. No vendor paid for inclusion, and we do not earn commissions from any provider listed here.
Key takeaways
- If your team already lives in Microsoft Teams or Zoom, adding their phone service can simplify tools and licensing.
- Standalone cloud providers often bundle SMS, video, contact center and AI features in per-user tiers.
- On-premises or hybrid PBX systems still fit sites with existing hardware or strict control needs.
- Call quality depends heavily on your network: cabling, switching, PoE and QoS settings matter as much as the provider.
- Plan number porting early; it can take days or weeks and should be scheduled around go-live.
What is a business phone system?
A business phone system routes calls to the right people, gives each employee an extension and direct number, and adds features like auto attendants, call queues, voicemail-to-email and call recording. Today most small businesses use cloud VoIP, where the provider hosts the system and you pay per user.
The alternative is a PBX you own, either on site or hosted privately, connected to the phone network through SIP trunks. Both approaches rely on your local network, which is where many call quality problems actually start.
How we chose these options
TBT is an installer, not a reseller paid by these providers. We picked the platforms small business owners most often ask us about and compared them on:
- Core calling features for small teams (auto attendant, ring groups, voicemail, mobile and desktop apps)
- Messaging, video and collaboration features
- Integrations with common business software
- Support for desk phones and conference phones
- Clarity of the pricing model
The list: 7 phone system options compared
Listed in no particular order. Plan names and features change frequently, so confirm current details with each provider.
1. RingCentral
RingCentral’s core business phone product (now branded RingEX) combines calling, messaging and video in one app.
- Best for: Small and growing businesses that want an all-in-one cloud phone, messaging and video platform.
- Deployment: Cloud (UCaaS).
- Devices: Desktop and mobile apps, supported desk phones, SMS and team messaging.
- Integrations: Microsoft 365, Google Workspace, Salesforce and many CRM and helpdesk tools, plus an open API.
- Pros: Mature feature set, broad integrations, contact center and AI add-ons available.
- Cons: Feature tiers can be confusing; some capabilities require higher plans or add-ons.
- Pricing model: Per-user monthly subscription by tier, with discounts for annual terms.
2. Microsoft Teams Phone
Teams Phone adds a full phone system to Microsoft Teams so calls happen in the same app as chat and meetings.
- Best for: Businesses that already use Microsoft 365 and Teams every day.
- Deployment: Cloud, with public phone network access through Microsoft Calling Plans, Operator Connect carriers or Direct Routing.
- Devices: Teams desktop and mobile apps, Teams-certified desk and conference phones, and Teams Rooms.
- Integrations: Native to Microsoft 365: Outlook, Teams chat and meetings, and Entra ID.
- Pros: One app for chat, meetings and calls; centralized admin for existing Microsoft tenants.
- Cons: Licensing and phone number setup can be complex; auto attendants and queues need extra configuration.
- Pricing model: Per-user Teams Phone license, plus a Calling Plan or carrier service for phone numbers.
3. Zoom Phone
Zoom Phone extends Zoom’s platform into business calling with cloud PBX features.
- Best for: Teams that already rely on Zoom for meetings and want calling in the same app.
- Deployment: Cloud, with Zoom-provided numbers or bring-your-own-carrier options.
- Devices: Zoom desktop and mobile apps and supported desk phones.
- Integrations: Zoom Workplace (meetings, chat, rooms), Zoom Contact Center, and common CRM tools.
- Pros: Familiar interface, easy elevation from call to meeting, simple administration.
- Cons: Advanced contact center and analytics features are separate products.
- Pricing model: Per-user subscription, with metered and unlimited regional calling plan options.
4. 8x8
8x8 positions its platform around combining business communications with customer engagement and contact center.
- Best for: Businesses with international calling needs or a growing contact center.
- Deployment: Cloud.
- Devices: Desktop and mobile apps and supported desk phones.
- Integrations: CRM, helpdesk and Microsoft Teams integrations.
- Pros: Unified phone and contact center on one platform; international calling coverage on certain plans.
- Cons: Plan structure and pricing are often quote-based, which makes quick comparison harder.
- Pricing model: Per-user subscription, typically quoted by plan and seat count.
5. Nextiva
Nextiva combines business phone service with tools for managing customer conversations across channels.
- Best for: Small businesses that want a straightforward cloud phone system with customer communication features.
- Deployment: Cloud.
- Devices: Desktop and mobile apps and supported desk phones.
- Integrations: CRM and productivity tool integrations.
- Pros: Simple setup for small teams; voice, video, messaging and customer engagement tools in one place.
- Cons: Some advanced features sit in higher tiers.
- Pricing model: Per-user monthly subscription by tier.
6. Dialpad
Dialpad built its platform around AI features, including real-time transcription and call insights.
- Best for: Sales and support teams that want built-in AI transcription and call summaries.
- Deployment: Cloud.
- Devices: Desktop and mobile apps and supported desk phones.
- Integrations: Google Workspace, Microsoft 365, Salesforce, HubSpot and other CRMs.
- Pros: AI features such as live transcription and call summaries built into the core product.
- Cons: Fewer hardware-centric options than some competitors; best suited to app-first teams.
- Pricing model: Per-user monthly subscription by tier.
7. On-premises or hybrid PBX
A PBX you own still makes sense in some buildings, especially where analog devices or local survivability matter.
- Best for: Sites with existing handsets, strict control or compliance requirements, or limited internet reliability.
- Deployment: On-premises appliance or software PBX, or a hybrid with SIP trunks and cloud features.
- Devices: IP desk phones, analog devices through gateways, and softphone apps on many platforms.
- Integrations: Varies by system; common options include 3CX, FreePBX, Yeastar and Grandstream UCM.
- Pros: Ownership of the system, no per-user cloud fees for core calling, and support for legacy analog devices.
- Cons: You (or your installer) handle updates, security and hardware lifecycle.
- Pricing model: Upfront hardware and software, SIP trunk service, and optional support agreements.
Decision table
| Option | Best for | Deployment | Standout strength | Pricing model |
|---|---|---|---|---|
| RingCentral | All-in-one cloud communications | Cloud | Broad integrations | Per user, tiered |
| Microsoft Teams Phone | Microsoft 365 shops | Cloud | Native Teams calling | Per-user license + calling plan |
| Zoom Phone | Zoom-first teams | Cloud | Meeting and phone in one app | Per user, metered or unlimited |
| 8x8 | International and contact center | Cloud | Phone + contact center | Per user, often quoted |
| Nextiva | Straightforward SMB phone | Cloud | Customer conversation tools | Per user, tiered |
| Dialpad | AI-assisted sales and support | Cloud | Built-in AI transcription | Per user, tiered |
| On-prem/hybrid PBX | Existing hardware, control needs | On-prem or hybrid | Ownership and analog support | Upfront + SIP trunks |
Why does call quality depend on your network?
VoIP calls are sensitive to delay, jitter and packet loss. A saturated internet connection, flat network with no voice VLAN, missing QoS settings or underpowered PoE switches can make any provider sound bad.
Before go-live, check internet capacity per concurrent call, set up a voice VLAN with QoS, confirm PoE budgets for desk phones, and test with real calls at busy times.
Cloud VoIP or on-premises PBX?
Cloud VoIP is usually the easier choice for small businesses: no phone server to maintain, apps for remote staff, and features added through the provider. You pay per user each month, and service depends on your internet connection.
On-premises PBX systems make sense when you have a large investment in existing handsets, need analog devices such as fax lines, door phones or overhead paging, or want calls to keep working inside the building during an internet outage. You take on maintenance and security updates.
Hybrid setups combine the two, for example an on-site PBX with SIP trunks and cloud apps, or a cloud system with local gateways for analog devices and paging.
Number porting checklist
Porting moves your existing numbers to the new provider. Most delays come from mismatched account details, so prepare these items before submitting the request:
- A recent bill from your current carrier showing account number and service address
- The exact account holder name and the authorized contact on the account
- A complete list of numbers to port, including fax lines, alarm lines and toll-free numbers
- Any account PIN or passcode the carrier requires for porting
- A planned cutover date with temporary call forwarding in case of delays
- Confirmation not to cancel old service until every number has ported
How TBT supports phone system deployments
Technology Beyond Tomorrow installs business phone systems for San Diego businesses, both cloud VoIP and on-premises PBX. We handle the parts that decide call quality: structured cabling to each desk, PoE switching, voice VLANs and QoS through our network solutions, handset and conference phone setup, and number porting coordination.
We are not paid by any provider listed here, so we can help you compare options against your existing tools and building. Request a free on-site assessment to get a written plan.
Frequently asked questions
Can I keep my current business phone numbers?
In most cases, yes. Numbers can be ported to a new provider. Porting typically takes days to a few weeks and requires accurate account details from your current carrier, so start early and schedule go-live around the port date.
Do I still need desk phones with a cloud phone system?
No, but many businesses keep them for reception, warehouse and shared areas. Cloud systems work through desktop and mobile apps, and most support certified desk and conference phones.
What internet speed do I need for VoIP?
Each call uses a small amount of bandwidth, but quality depends more on stability, latency and QoS than raw speed. Size your connection for peak concurrent calls plus other traffic, and prioritize voice on the network.
Is Microsoft Teams Phone included with Microsoft 365?
It depends on the plan. Some enterprise plans include Teams Phone, while others require it as an add-on, and phone numbers require a Calling Plan or carrier service. Check your current licensing before deciding.
Is TBT paid by any of these providers?
No. TBT installs and supports business phone systems and is not paid by any provider in this guide. We help with cabling, handsets, network and QoS, and number porting for whichever platform you choose.
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