The 10 Best VoIP Phone Providers for Small Business with Less than 10 People

SMBs and solopreneurs have their own set of concerns when it comes to communications. Budgets, of course, are a leading priority in modern small businesses. Along with that, there comes the need for scalable solutions that deliver the same professional service offered to enterprise-level clients at a smaller price point and capacity. Fortunately, the number of VoIP providers has grown extensively in the past 5 to 10 years, giving you plenty of options. 

Of course, some VoIP (Voice over Internet Protocol) phone providers are designed specifically for certain types of businesses or companies of a certain size. Thus, the options (and best choices) available to you might be different than what is available to or suggested for an enterprise brand. 

In this guide, we’ll cover 10 of the best VoIP providers for your small business, including their features, costs, and other important factors. That way, you know what your options are, and you’ll have less work to do on your own. Of course, choosing a provider is often a task in and of itself—with so many providers how can you possibly decide on the right one?

Hopefully, the insight in this guide will help you with that. Before we get to the top 10 VoIP providers, let’s talk a little more about what to look for in a VoIP provider. 

Factors in choosing the best VoIP phone providers

There are no two companies that will have the same needs for VoIP services. However, the considerations involved in choosing a provider will be similar in many ways. Start by thinking about what your SMB needs from VoIP services and then take the time to see what options you have. When reviewing them, consider:

• Is the usage metered or do you get unlimited minutes? This is a big factor for everyone—a lot of VoIP providers offer unlimited calls and texts, while others might charge for usage. While unlimited is always a great thing, it may not be necessary for a small business that can get by with a smaller, metered plan that costs less. 

• How much are you getting for your money? It’s not just about minutes, either. What other features and communications tools are included? Do you get video, or does that cost extra? What about participant limits? Are there limits on how many people you can add to voice or video calls?

• What is their reputation and experience with VoIP? This is a great time to check out testimonials and other user reviews to see what you can find out. Firsthand insight will tell you more about a provider’s reputation than they will ever tell you themselves. 

• Do they offer discounts or special deals? While cost shouldn’t be your primary concern, it is on your list and as an SMB, you might find that there are more affordable options than you thought from providers who specialize in taking care of small businesses. 

These are just a few things to keep in mind in your search for the best VoIP providers for small businesses and solopreneurs. Now, let’s look at the best providers out there so that you can start exploring your options. 

The 10 VoIP providers for solopreneurs and SMBs with 10 or fewer employees

1. Google Voice

Google Voice is a great tool for solopreneurs and Google power users who want a free solution to handle their calls. People even use this tool for masking their personal number to make calls to people without having to give out their actual phone number. In the business world, it stands to offer even more value. There are no additional charges for domestic calling and it’s free for a single user. 

Google Voice works just like a standard phone line, but all the calls and information are stored in the cloud. You can make calls from any desktop, laptop, or mobile device with ease. Google Voice also offers easy integrations with the other tools in the G Suite family, as well as other software and tools you might use. 

Check out the features, including:

• Price: Free for domestic calling
• Call forwarding
• Number masking
• Dedicated Google Voice number
• Integrates and syncs with Google contacts

2. Microsoft 365 Business Voice

Microsoft’s own 365 Business Voice is a cloud-based VoIP system that provides plenty of solutions. Auto attendants, call forwarding and transfer bots, and the seamless ability to call from any device makes this tool pretty impressive. Plus, it’s got an affordable price point as far as VoIP plans are concerned and it comes with a free trial, too. 

This VoIP service integrates with Teams to provide seamless collaboration and communication internally, as well. It’s easy to set up and takes just minutes to get started and includes Microsoft’s dedicated 24/7 support for every single element. The platform can’t be used on its own and is only an extension of Microsoft 365, but for those with fewer than 300 employees that need a simple solution, this could be it. 

The highlights of this platform include:

• Price: $15 per user, per month
• Free 30-day trial
• Integrates with Microsoft Teams and Outlook 
• Easy setup
• Built-in AI and automation
• Integrations available

3. Dialpad

Dialpad starts by syncing with common tools like Outlook and G Suite and keeps going with an impressive list of customer service functions. Although reporting is limited, the VoIP platform offers all the tools and features that you need to gain actionable content from your calls, thanks to AI-based intelligent voice technology. 

Some of the add-ons and upgrades will require additional payment, but this basic call center tool is great for small companies that just need a way to get started with VoIP communications. You can even add video conferencing for groups if you need it at a small additional cost, so you’ll never pay for anything that you don’t need. 

Check out the highlights like:

• Price: $15 per user, per month
• 14-day trial 
• Contact syncing
• AI voice intelligence
• Intelligent call routing
• Group video conferencing is available

4. Phone.com

Phone.com is a simple, straightforward VoIP solution for people who need a better way to communicate. It doesn’t come with hardware, but it can support it if you so desire. However, it’s designed to focus on the virtual calling aspect, also referred to as the “softphone”, offering affordable mobility for brands who need a way to stay in touch. This platform is customizable and has a lot to offer.

However, minutes are limited, and usage is metered, which is sometimes harder to handle than unlimited plans or providers. It also isn’t compatible with your average desk phone, so it might not suit your office’s needs. However, you can mix and match plans and the rates are affordable. 

Consider key elements like:

• Price: $12.99 per user, per month
• Up to 300 participants with audio
• Can mix and match metered and other plans
• Vanity numbers available

5. Ooma

Ooma gives users two ways to get service, which is great for the small business or solo business owner just starting. You can choose an Ooma device, and then get access to the basic plan free since you bought the device. You’ll also get a 2-month preview of the Premier package, and you can upgrade to Ooma Office for less than $25 per user, per month. 

Ooma gives you access to unlimited calling and texting, the ability to connect to smart devices, and more. You can integrate with several tools and software platforms you already use and it’s available to be used on desktop and mobile. Select plans include voicemail transcription and other upgrades, and all plans offer intelligent call routing for a more professional image. 

Check out highlights like:

• Price: $19.95 per user, per month
• Add-ons and integrations available
• Voicemail transcription 
• Intelligent AI-based call routing
• Mobile and desktop access
• Smart device compatibility

6. 8x8

8x8 is a great platform for those who are just starting or who have a smaller operation. Plans begin at just $12 per user, per month, and there are so many features that just about anyone will be able to make their ideal customized VoIP solution. This platform offers a 30-day trial, too, giving you a chance to see what you get before you completely commit. You can upgrade to premium plans for a lot less than you think, too. 

8x8 offers intelligent call routing and the power of automation to make communications easier. It’s also known for its impressive uptime, and it has been awarded the “best of” for VoIP providers on several different platforms over the years. 

Check out the key features, including:

• Price: $12 per user, per month
• Free 30-day trial
• Upgrade to all-in-one platform available
• 99.999% uptime
• Integrations available for many apps and tools
• Intelligent call routing and AI 

7. Grasshopper

Grasshopper is one of the most popular VoIP platforms available today. It offers simple plans with toll-free numbers, vanity numbers, and more. You can also bring your existing number to the platform and use auto-attendant features to look more professional to your callers. 

Plus, this is a mobile-designed platform, so you’ll never have to invest in hardware. Grasshopper works with your existing desktop, laptop, or mobile device. Plus, it comes with the company’s top-rated 24/7 US-based support, and plenty of other features. The small business will love the “big” look and feel of this platform that’s designed to make VoIP accessible to all. 

The highlights include:

• Price: $26 per user, per month
• Free trial
• 24/7 US-based support
• Cloud-based virtual phone system
• iOS and Android apps available

8. Nextiva

Nextiva offers small business phone solutions for companies of all sizes. This platform starts by offering a 30-day trial for all users and lets you check out all kinds of features before you even spend a dime. Plus, plans are available at several price points under $50, including an essentials plan that is just $30.95 per month. You’ll also enjoy free faxing and automated call routing, plus more. 

Nextiva offers customization of the features and scalability of the VoIP platform to fit the needs of your business. You can also upgrade for advanced analytics and additional customization options, but there’s a lot included in the basic plan for the small business that’s just getting started. 

• Key features of this platform include:
• Price: $30.95 per user, per month
• 30-day free trial
• Free automated greetings and call routing
• Unlimited Internet faxing
• Customization available
• Scalable solutions

9. 800.com

800.com makes it easy for anyone to get a toll-free business number, no matter what kind of budget they may have in mind. The site makes it easy to choose a custom vanity number, pick a toll-free prefix, or just take the first randomly assigned number that’s available. You can even enjoy the 30-day money-back guarantee to give it a try. 

The site offers plenty of features with the call solutions that it provides, including custom routing for over 60 countries and voicemail transcription with every plan. You can get a discount by paying annually and upgrade to premium plans for additional minutes. 

The highlights of this platform include:

• Price: $23 per user, per month
• 30-day money-back guarantee 
• Free vanity or toll-free number
• Custom call routing
• Automated features and AI

10. Freshcaller by Freshdesk

Freshcaller is a platform that’s great for startups and solo operations when you need an easy way to get started with VoIP. It’s part of the Freshdesk family of products and integrates with all of the other apps and tools that you use, too. It is recommended by several industry leaders and has won many awards for all of its features. There’s a lot that you can gain from this platform. 

There’s a free trial and you can even use the starter plan free of charge, but the features will be limited so keep that in mind. Consider how you can integrate this platform with other tools and enjoy intelligent call routing to keep communications streamlined. 

Check out the highlights, including:

• Price: Free starter plan with limited features
• 30-day trial of paid features
• Paid plans start at $15 per user, per month
• Multi-level IVR (Interactive Voice Response)
• AI and intelligent automation

Streamline communications further when you partner with Smith.ai 

At Smith.ai, we know you are busy building your business, and even with the best VoIP platform, you might not have the resources to field all the calls, chats, and other queries coming your way. Fortunately, you don’t have to do it alone. When you partner with our 24/7 live agents, you can enjoy having full-time receptionists that field all the calls and chats so that you can focus on your business. 

We can also assist with scheduling, intake, payment collection, and so much more, and we’ll help you create a plan to cover all of it, no matter what you need. Today’s audience demands dedicated, streamlined service, and that’s what we deliver in every interaction.

To learn more, schedule a consultation to discuss how the virtual receptionists at Smith.ai can field your calls, chats, and more while you focus on building your new business. You’ll also find us at hello@smith.ai or (650) 727-6484.