7 Best Phone Answering Systems for Small Businesses in

Despite almost everyone using digital communication nowadays, 65% of people prefer contacting businesses by phone*. But with so many options available, how do you choose the best phone answering system?
This guide will help you identify the right solution for your business. We’ve evaluated 7 of the best phone answering systems based on their core features, key benefits, use cases, and scalability.
Key Takeaways:
- A well-chosen phone answering system can sharply reduce communication costs while increasing sales team productivity. Look for solutions that combine power dialing, smart routing, and CRM integration to maximize your ROI.
- AI features transform basic phone operations into strategic assets. Real-time transcription, sentiment analysis, and pattern recognition help teams identify successful strategies and provide coaching opportunities that improve conversion rates.
- Your business growth plans should be a key factor in your phone system choice. Evaluate providers based on global coverage, scalability features, and integration capabilities to avoid complex system changes in the future.
Implement AI-powered phone answering technology to drive revenue and growth.
Small Business Phone Answering Systems: Comparison Chart
Sales teams making 50+ daily calls face a common hurdle: Productivity drops when handling each call manually. Whether it’s missing crucial callbacks during client meetings or struggling to track conversation insights, manual phone systems create bottlenecks.
Growing businesses especially feel these pain points. A single missed callback could mean a lost deal worth thousands. Sales reps waste hours on manual dialing instead of having meaningful conversations. Support teams struggle to maintain response times as ticket volumes increase.
Phone answering systems solve these challenges by automating routine tasks. Modern solutions integrate IVR routing, power dialers, and AI analytics to boost team performance. Sales managers gain visibility into conversation patterns while reps spend more time closing deals. Support teams maintain quality even during high-volume periods.
Let’s see the main differences between each of these contenders at a glance:
7 Best Phones Answering Systems for Small Businesses
Small businesses need phone systems that scale with their growth. Modern solutions combine AI capabilities, CRM integrations, and smart routing to help teams close more deals and serve customers better. We already saw their differences at a glance, now it’s time to dive deeper into each.
1. CloudTalk: Optimizes Productivity & Sales Performance
CloudTalk transforms how growing businesses handle sales calls. The platform combines AI-powered analytics with extensive international coverage and native integrations to boost sales and support performance.
Teams typically deploy CloudTalk in under 48 hours. The intuitive interface means agents start making calls on day one, while managers gain immediate access to performance insights through AI-driven analytics.
Key Features
- Power Dialer: Automates outreach campaigns, increasing call volume by up to 120%
- Smart Call Routing: Directs calls based on agent skills, language, and customer history
- Conversation Intelligence: Real-time transcription and analysis for better coaching
- Automated Workflows: Integrate with CRMs to eliminate manual data entry
- Call Monitoring: Enables live coaching and quality assurance
Customer Reviews
Call recordings are easy to find, allowing users to quickly access past conversations. This feature is essential for quality assurance, training, and compliance. The ease of accessing and managing call recordings on CloudTalk simplifies follow-ups and allows teams to focus on delivering better service without time wasted on digging through files. WhatsApp Integration is a key feature that we frequently use to contact our customers
Steven M., Sales Manager. Small-Business
Best for
- Outbound sales campaigns
- Lead qualification
- Customer support
- International expansion
Pricing
- Lite $19/user/month (Available only for North America)
- Essential: $25/user/month
- Expert: $50/user/month
- Custom: Custom pricing
Transform your sales calls with CloudTalk’s AI-powered platform.
2. MightyCall: Basic Features for Small Teams
MightyCall offers fundamental phone system features for small businesses transitioning from traditional setups. The platform focuses on basic call management and simple routing options.
Key Features
- Basic Call Routing: Directs calls based on time and availability
- Mobile App: Allows call handling from smartphones
- Voice Response Menu: Offers simple menu options for callers
- Business Hours Setup: Manages call handling during off-hours
- Call Recording: Stores conversations for later review
User Insights
While the initial setup was a bit daunting for an old neophyte like me, a bit of help from a daughter and from the Mighty Call help line made the initial onboarding easy enough and with few exceptions the system has run smoothly ever since.
Wayne F., Owner. Small-Business
Best For
- Small teams (2-10 employees)
- Local businesses needing basic phone features
- Companies with simple call routing needs
- Teams prioritizing mobile access
Pricing
- Basic: $15/user/month
- Pro: $23/user/month
- Power: $30/user/month
- Enterprise: $50/user/month
3. Ooma Office: Traditional Phone Features in the Cloud
Ooma Office transitions traditional desk phone features to cloud systems. The platform caters to businesses seeking familiar telephony features with basic VoIP capabilities.
Key Features
- Virtual Receptionist: Basic call greeting and routing
- Extension Dialing: Internal call transfers between departments
- Hold Music: Standard music and messaging options
- Mobile App: Desk phone features on mobile devices
- Voicemail: Basic voicemail with email delivery
User Insights
Ooma Office has been amazing for our small non profit. The value and the service put it over any other company we have used. No more being on hold for hours to make adjustments or ask questions. I love the online access and how easy it is to make changes. It was a huge asset during COVID when I had to make changes to our answering service from home. It was easy to set up and we use it every day.
Tanesha S., Congregational Administrator. Small-Business
Best For
- Traditional businesses moving to VoIP
- Local service providers
- Teams needing basic phone features
- Organizations with simple call routing needs
Pricing
- Office: $20/user/month
- Office Pro: $25/user/month
- Custom plans for specific requirements
4. Vonage Business: Enterprise Features for Growing Teams
Vonage Business bridges the gap between small business needs and enterprise capabilities. The platform provides advanced communication tools with unified messaging features.
Key Features
- Unified Communications: Combines voice, messaging, and video
- Team Messaging: Internal collaboration tools
- Advanced Call Routing: Multi-level IVR configurations
- Call Analytics: Performance tracking and reporting
- Business App Integration: Connects with productivity tools
User Insights
This voice quality of calls and instant web conference option makes it far better than its competitors, moreover there is an option through which you can connect wiith the people within the company via text, calls or even web call as well. Highly recommended for a new start up and even for those who were using other products for VOIP.
Karan S., Technical Recruiter. Staffing and Recruiting
Best For
- Hybrid work environments
- Teams needing video conferencing
- Businesses with complex routing requirements
- Companies using multiple communication channels
Pricing
- Mobile: $14/user/month – Basic features
- Premium: $21/user/month – Advanced capabilities
- Advanced: $28/user/month
5. RingCentral: Full-Featured Communications Hub
RingCentral offers comprehensive communications tools aimed at mid-sized businesses. The platform combines phone, video, and messaging capabilities with extensive third-party integrations.
Key Features
- Message-Video-Phone (MVP): Unified communications suite
- AI-Powered Analytics: Call pattern analysis and insights
- Extensive Integrations: Works with major business tools
- Advanced Call Management: Multi-site call routing options
- Team Collaboration: Built-in project management features
User Insights
What I do like best about RingCentral Contact Center is that is maneageable to use it, that’s to say, it’s easy to implement, for example, when you’re doing phone calls and at the same time you can send a message. Besides, you can offer customer support when they’re needing an update or information about a load they’re looking or having.
Andres Camilo S., Agent Specialist. Mid-Market
Best For
- Multi-location businesses
- Teams requiring extensive integration options
- Organizations with dedicated IT support
- Companies needing unified communications
Pricing
- Essentials: $40/user/month
- Standard: $50/user/month
- Premium features require annual commitment
6. Nextiva: Communication Platform for Service Teams
Nextiva focuses on customer service capabilities with integrated communication tools. The platform emphasizes customer experience features and workflow automation.
Key Features
- Customer Journey Analytics: Tracks interactions across channels
- Service CRM: Built-in customer management tools
- Workflow Automation: Automates routine tasks
- Survey Tools: Customer feedback collection
- Team Collaboration: Internal communication features
User Insights
The platform has matured over the years and is super easy to manipulate, when you have trouble, support knows exactly where to go and will fix it or show you where. Implementation team was super easy to work with side by side to get started and then just make adjustments along the way. Add-on features like paging units and overhead speakers for music and paging were so easy to integrate, same with the fax bridges.
Kevin B., System Administrator. Mid-Market
7. 8×8: Global Communications Platform
8×8 delivers enterprise-level communications with global reach. The platform combines contact center capabilities with international calling features for expanding businesses.
Key Features
- Global Coverage: Extensive international phone numbers
- Contact Center Tools: Advanced queue management
- Speech Analytics: AI-powered conversation insights
- Quality Management: Call scoring and monitoring
- Cross-Platform Integration: Multiple business tool connections
User Insights
The tools provided within the 8×8 Contact Center are exactly what our organization needs. They provide multiple options to accomplish what we need and they have the experts available to help us troubleshoot or improve on the tools we use. Our partners at 8×8 are extremely engaged in meeting our needs and help identify the right subject matter experts each and every time a need arises.
Kip N., Director Enterprise Applications. Mid-Market
Best For
- International businesses
- Large support operations
- Companies needing contact center features
- Teams with complex compliance requirements
Pricing
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Choose Your Phone System Based on Growth Plans
Growing businesses can save up to 75% on communication costs by switching to VoIP phone systems*. However, the right choice depends on your scaling trajectory.
For international expansion, CloudTalk and 8×8 offer extensive global coverage and advanced routing capabilities. Teams focusing on sales productivity benefit from CloudTalk’s AI features and power dialing, while service-oriented businesses might prefer Nextiva’s customer journey tools.
MightyCall and Ooma Office suit businesses transitioning from traditional systems with basic needs. Vonage and RingCentral cater to teams requiring unified communications across multiple channels.
Consider these factors when choosing:
- Current call volume and growth projections
- International calling requirements
- Integration needs with existing tools
- Team size and technical expertise
- Budget flexibility for advanced features
The best system grows with your business without requiring constant platform changes. Start with the features you need now, but ensure your chosen platform supports the capabilities you’ll need in 12-24 months.
Try CloudTalk and experience the benefits for yourself
Sources
FAQs
How to Choose the Best Phone Answering System?
Select a phone system based on your growth trajectory and current needs. Consider:
– Monthly call volume and peak periods
– Required integrations with existing tools
– International calling requirements
– Team size and technical expertise
What Phone System Features Increase Productivity and Sales Metrics?
Key features that drive performance improvements, including conversion rates and CSAT scores:
– Power dialers boost outreach capacity by up to 120%
– CRM integration eliminates manual data entry
– Smart routing reduces response times by 60%
– Call monitoring enables real-time coaching
– AI analytics identify optimization opportunities
Why Do Small Businesses Need AI in a Phone Answering System?
AI features transform phone answering systems into revenue-generating technology:
– Real-time transcription captures every conversation in detail
– Sentiment analysis helps identify coaching opportunities
– Automated coaching provides immediate feedback
– Pattern recognition reveals successful call strategies
– Smart routing matches customers with the right agents