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5 Best Virtual Business Phone Systems For Small Teams


In today’s fast-paced business world, small teams need efficient communication systems to stay ahead of the curve. One way to achieve this is by utilizing a virtual business phone system that offers cost-effective, professional, and flexible solutions for seamless communication.

In this blog post, we will discuss the five best virtual business phone systems tailor-made for small teams – OpenPhone, Grasshopper, RingCentral, CallHippo, and Nextiva.

Why Small Teams Need a Virtual Business Phone System

Small teams need a virtual business phone system for cost-effectiveness, professionalism, and credibility, and greater flexibility in managing their communication needs.


One of the significant advantages of using a virtual business phone system for small teams is cost-effectiveness. Traditional landline systems often come with hefty installation fees, expensive equipment, and ongoing maintenance costs that can be financially burdensome for smaller organizations.

By embracing a virtual phone system, small businesses can save money without compromising essential telecommunications capabilities.

Professionalism and Credibility.

A virtual business phone system significantly elevates the professionalism and credibility of a small team, leaving a lasting impression on potential clients and partners.

For example, having a professional greeting message or an IVR (Interactive Voice Response) menu offers your callers a seamless experience while navigating different departments or reaching intended contacts within your organization.

Moreover, with features like custom voicemail messages, dedicated business numbers for each department or employee, and call-forwarding capabilities, you can tailor the phone system to match your brand identity.

Receiving calls from a distinguished business number rather than personal mobile devices demonstrates that your team is well-established and invests in customer service excellence.

Greater Flexibility.

One of the main advantages of using a virtual business phone system for small teams is greater flexibility. By leveraging internet-based communication, these systems free businesses from the constraints and limitations of traditional landline setups.

This adaptability makes scaling up more manageable and allows employees to work remotely without sacrificing communication quality. For instance, if a customer support representative attends an industry conference overseas, they can still field client queries just as efficiently as if they were in the office.

Top 5 Virtual Business Phone Systems for Small Teams

Here are the top five virtual business phone systems that small teams can consider for their communication needs: OpenPhone, Grasshopper, RingCentral, CallHippo, and Nextiva.


OpenPhone is a popular virtual business phone system that caters to solo businesses and small teams. It offers advanced features such as team messaging, call recording, and voicemail, making it a versatile option for businesses looking for an all-in-one solution.

One of the key advantages of using OpenPhone is its affordability – with plans starting at just $10 per user per month, making it an excellent choice for small businesses on a budget.

Additionally, OpenPhone makes it easy to set up and use their virtual phone system without needing any technical expertise or special hardware.


Grasshopper is a popular virtual phone system catering to small teams and entrepreneurs. Designed for affordability and ease of use, Grasshopper offers a range of features that help small businesses appear more professional and credible.

One of the standout features of Grasshopper is its mobile app which enables users to manage their calls from anywhere in the world. This flexibility makes it an excellent option for remote teams or those who frequently work on the go.


RingCentral is a cloud-based virtual business phone system that has become popular among small teams due to its ease of use and flexibility. Its advanced call management features give small businesses full control over communicating with customers, clients, and team members.

One key benefit of RingCentral’s virtual phone system is its affordability. Small businesses can select from several pricing tiers that fit their specific needs without sacrificing quality or functionality.

Additionally, RingCentral offers integrations with other business tools like Salesforce and Slack for greater efficiency in communication.


CallHippo is a top-rated virtual business phone system for small teams, known for its rich features and affordable pricing. It offers advanced call management options such as call transfer, voicemail, call recording, and IVR systems that ensure your customers receive the best quality service possible.

What’s more impressive about CallHippo is its flexibility; it allows you to work on the go or remotely without any hassle. With this tool, you can maintain a professional image that enhances customer trust while keeping expenses low.


Nextiva is a popular choice for small teams that need a reliable virtual business phone system. With its suite of HIPAA-compliant features, including call recording, virtual faxing, and team collaboration tools, Nextiva offers an all-in-one solution for modern businesses.

Nextiva’s advanced call management and routing options make it easy to handle multiple calls simultaneously while maintaining professionalism and credibility with clients.

One of the standout advantages of Nextiva is its affordability and remote-friendly solutions suitable for small budgets without sacrificing quality features. The platform also integrates seamlessly with other business tools via APIs such as Microsoft Teams or Slack making it easy to streamline operations efficiently across various communication platforms on your desktop or mobile devices.

Key Features and Benefits of Virtual Business Phone Systems

Virtual business phone systems offer advanced call management and routing options, are easy to set up and use, integrate with other business tools, allow for remote work, and are affordable pricing.

Advanced Call Management and Routing Options.

One of the most important features to look for in a virtual business phone system is advanced call management and routing options. These can include call forwarding, call screening, and even setting up custom greetings for specific callers or periods.

For example, with RingCentral’s virtual phone system, you can set up rules to automatically route calls based on criteria like location or time of day. Grasshopper also offers advanced routing features like simultaneous ringing so multiple team members can answer the same incoming call from their respective devices.

Easy To Set Up and Use.

One of the most significant advantages of virtual business phone systems is their ease of use and setup. These cloud-based services do not require complex hardware installations or extensive training for employees to operate them efficiently.

For example, Grasshopper provides a straightforward dashboard that allows small teams to set up extensions, record voicemail greetings, and manage call-forwarding preferences effortlessly.

Similarly, CallHippo offers an intuitive interface that lets users purchase local numbers from over 50 countries worldwide and route incoming calls with a few clicks.

Integrations With Other Business Tools.

One of the key benefits of selecting a virtual business phone system is that it often integrates with other commonly used business tools. For example, Nextiva, which is one of the top five options for small teams, can integrate with Salesforce, HubSpot, and Microsoft Teams.

Integrations like this are important because they allow for greater productivity and efficiency. By leveraging the small business tools you already use, like Slack, HubSpot, Salesforce, or Zapier, by selecting a phone system with integrations.

Ability To Work Remotely.

Virtual phone systems allow small teams to work remotely without sacrificing productivity or connectivity. With a virtual business phone system, users can make and receive calls from any location using their laptop or mobile device.

In addition, remote-friendly features such as call forwarding and voicemail-to-email notifications enable team members to stay connected and responsive even when they are not physically present in the office.

For example, someone away on vacation can still easily access voicemails and return important calls promptly without needing access to a dedicated desk phone.

Affordable Pricing.

One of the main advantages of virtual business phone systems for small teams is their affordable pricing. Compared to traditional business phone systems, virtual alternatives offer cost-effective options catering to smaller businesses with limited budgets.

With prices ranging between $10 and $30 per user per month, these systems provide various benefits, such as advanced call management features, integrations with other business tools, remote work capabilities, team messaging options, video conferencing access, and more.

For example, OpenPhone offers a base subscription plan costing only $10 per user each month, while Nextiva provides pricing plans starting at just under $20 monthly per user.

How To Choose the Right Virtual Business Phone System for Your Small Team

Choosing the right virtual business phone system for your small team is an important decision that can impact your business’s efficiency, professionalism, and bottom line.

To make the best choice, evaluate your current and future needs and assess the integration with other tools or systems you already use in your business. Also, take advantage of free trials or demos before committing to a provider.

Overall, by carefully considering your needs and preferences while taking advantage of trial periods offered by providers, it is possible to choose a high-quality virtual business phone system that meets all your requirements without breaking your budget.


Virtual business phone systems offer small teams an affordable and efficient communication solution. With advanced call management features and integrations with other business tools, these virtual phone systems can help improve professionalism and flexibility in remote work environments.

When choosing the right virtual phone system for your team, consider factors like pricing, key features, and customer support to ensure you select the best option for your needs.