This is a complete guide to buying the best business phone system in 2022.
So if you are looking to find…
- a phone system that is either installed on-site, or hosted in the cloud
- options & solutions for every type of business
- reputable providers
Then you’ll enjoy these tips for finding a solution designed to fit around you.
Let’s begin…
What you’ll walk away with:
- Business phone system fundamentals
- Comparison: find the best business phone solution
- Buying your new business phone system
- Business phone service answers to FAQs
Business phone system fundamentals
A quick beginner’s intro to get you thinking along the right lines.
Business phone system websites can be confusing and give you information overload.
This is the antidote – quick, simple, clear advice.
What is a business phone system?
(Image Source: KCOM)
Business phone systems enable your business to make and receive voice-based communications using various types of networked connections, numbers or devices.
(PbXforVoip…)
What are the key considerations when choosing a phone system?
You should consider these 6 points when you start to think about buying a phone system:
- where it’s hosted (on or off site)
- how the network connection is distributed (network lines or cloud)
- what devices you’ll use on your side (desk phone, mobile, tablet etc.)
- value added functions (tracking, recording, routing etc.)
- integration & customisation (linking up with CRM, website and Google Suite etc.)
- control (do you want to design and build your own architecture?)
Your decision will rest on these factors.
*Note: Cost is always a influential detail. But the points above and their importance to your business come first.
Once you know the pros/cons and your essentials vs. desirables – then this dictates cost according to the available price options.
What the main types of business phone system on offer?
To keep things simple, there are only really 4 types – this infographic helps to lay things out beautifully:
(Image Source: BusinessNewsDaily.com)
To be precise though, the terms in the infographic above are not quite what’s used on the ground here in the UK.
Instead, I’d think of things slightly differently:
- On-site / self-hosted: network is installed on your premises
- Provider hosted (aka. hosted): network hardware is housed at your provider’s premises
- Cloud-based all-in-one: internet phone service with advanced extras
- Mobile based: a mobile app-based phone system
- ***Traditional (ISDN/PSTN): copper wire ‘old money’ network, now legacy and to be completely decommissioned in 2025
- Hybrid: a blend of new and old offering cross-over benefits.
Quick glossary
Just a few fundamental terms to help you get to grips with the basic language of business phone systems:
- small business phone system: for solopreneurs to offices with up to 50 people
- voip (voice over internet protocol): aka internet based phone lines
- cloud-based: phone connections powered by the internet only
- internet-based: see cloud-based
- virtual: same as internet or cloud-based
- hosted: a provider has your network on their premises
- pbx (private branch exchange system): broad description for business phone
- business phone system software: typically an app-based software controlled system
- large business phone system: for large corporations with 150+ users or more
- wifi-based: wifi internet connected phone system
- IP business phone system: the IP of VOIP (aka internet phone)
- cordless: desk-based phone terminals which have no wires
- multiple lines: a business with several phone lines and numbers interconnected
- PSTN (public switched telephone network): voice-only, old copper wire network being phased out
- ISDN (integrated serviced digital network): uses copper wire PSTN, but transmits data and voice – a step up from PSTN
- SIP trunk (session initiation protocol): a type of VOIP
Value added services
Phone systems are not just products. The service provided also adds value to the deal.
Some businesses, like call centres (for example), will have a higher phone support overhead than small offices, let’s say.
But where it counts, these are the types of extras that you can expect from a provider:
- Installation: their team will arrive on-site to guide the delivery of your solution
- Maintenance: periodic upkeep or hardware and software
- Repair/replacement: any breakages or failures your provider will cover you
- Support: hand holding assistance from afar or on-site
- Upgrade: get more from your solution as you grow
- Custom integration: help making your phone system connect out to other services
- Architecture: hire their best brains to shape a solution that fits perfectly
Phone devices
Handsets and headsets. The hardware you hold or wear to keep you connected – whatever the preference.
Headsets
- Corded: with a wire plugged in
- Wireless: no wires at all
- DECT: portable phone
- For home: ideal for micropreneurs & telecommuters working from home
- For mobile: Bluetooth for mobile
- Binaural: for 2 ears
- Single eared: for 1 ear
Handsets
- VOIP: internet compatible handset
- IP: see VOIP
- Desk: sits on a desk in an office (with cords connecting)
- Wireless: a desk phone without cords or wires
- DECT: portable phone
- Analogue: physically wired into the network
- Mobile: smart, feature or basic
Comparison: find the best business phone solution
A more detailed look at each category of business phone solution to help you make the best buying decision.
Cloud-Based, All-In-One Phone System
What is a cloud-based business phone system?
It’s a phone network for businesses that’s entirely run off an internet connection.
Who is it for?
Ideal for a remote or distributed workforce. If this is you, you’ll use all the functions and get back big value.
Who is it not for?
If you operate in a traditional office environment and have a simple phone exchange in mind, then the additional tech features will be superfluous.
Is cloud based phone good for small business?
It’s future-proof (as far as we can immediately see). It’s flexible. It’s pricing is very competitive. But its service delivery is from afar.
If you want a more face-to-face (in person) kind of phone service, then you’ll want a local provider to set you up instead.
Find local business phone providers —->
What are the common features of a cloud-based business phone system?
Cloud-based phone systems typically come with 3 core features:
- Phone system: the hub system that operates on various devices, lines, handsets and headsets, video calls
- Meeting and messaging: chat, collaborative messaging platform
- Call centre: agent management, routing rules, reporting and dashboards, CRM integrations
Can you give me some good examples of cloud-based phone systems?
“Empower your business on a global scale with the #1 cloud communications solution.”
“We empower workforces worldwide to connect individuals and teams so they can collaborate faster and work smarter.”
“Our mission: simplifying the business phone system.”
These are the pros and cons of VOIP phones:
What are the advantages of cloud-based business phone systems?
- Lower costs (zero capital expense set-up)
- Accessibility (take and make calls anywhere)
- Portable number (take the same phone number wherever you go)
- Indirect savings (remote workforce, redefined roles)
- Scalability (grows with you as your business grows, naturally)
- Clear voice transmission (identical to a normal phone line)
- Soft phones (convert your device into a phone)
- Advanced features (smart technology enabled assists that add value)
What are the disadvantages of cloud-based business phone systems?
- If your WiFi goes goes down, or the signal fails – then you lose your phone system.
- Data packets aren’t always smooth (the nature of data is it’ll be variable)
- Location tracking for emergency calls
How much do cloud-based phone systems cost?
They work out quite cheap by comparison. Charged monthly or annually in advance – on a ‘per user per month’ basis.
You might start from as little as £7.99 per user per month to begin with.
But there are drawbacks.
Whilst the deal is made easy with everything bundled in conveniently, you’re served entirely remote. No face-to-face.
You won’t have a dedicated account manager or point of call.
Plus, whilst they are configurable (to varying degrees), they are packaged. So, inflexible.
But as they are SaaS (software as a service) they do provide some self-development wiggle room, if you’ve got the in-house help or will outsource.
FEATURED cloud-based phone system
Ring Central
Motto:
A complete, global cloud communications and collaboration solution
What makes this different from the others?
On a toe-to-toe level there isn’t much in it between Ring Central and let’s say Ringover, for example. Their core offering of phone, meet and call centre is like-for-like.
But Ring Central are a large global corporation. And have used their advantage to leverage an ecosystem of ‘Apps’. These apps extend the functioning of the core software in ways that will add ROI value to some customers.
Ring Central also have a developer community. This means the company embraces 3rd parties extending and modifying their software to the advantage of the user. Such solutions are shared or sold as apps.
How to set-up:
It’s different for if you run a contact (call) centre, or if you have a small business setup.
Call centres contact the Ring Central sales team for a quote.
Otherwise, pick a package and pay. But you can also, try before you buy.
Within a few clicks, you’ll have an account set up and ready to use immediately.
Cost:
Ring Central have 8 business phone packages.
- 4 small business packages ranging from £7.99 upwards – each tier up provides more features to use
- 4 call centre packages suited to different size and complexity of call centre. Contact sales for pricing.
Recommended cloud-based business phone provider
Is ideal for:
Pretty much any type of small business – from work-from-home remoters to specialist call centres – can make good use of Ring Central. And the cost is reasonable throughout.
Self-hosted PBX (private branch exchange) Phone System
What is a PBX, self-hosted business phone system?
It’s a VOIP phone network for businesses that is hosted on-site at your own premises.
Who is it for?
Ideal for businesses with offices and are either jittery about an external company housing their phone system, or just want the control.
Who is it not for?
Small businesses without the ability to host their own tech infrastructure. And also, completely inappropriate for remote workers.
Is a PBX self-hosted phone system good for small business?
It’s VOIP, so on trend. It can be hybrid to bridge the gap between old and new technology.
It gives you the control because the physical network hardware sits within your four walls.
But it comes with capital outlay £££. Engineers come out on-site and build a network. This compared with all other business phone options is very pricey.
But if the peace of mind of owning your system counts (and you have some in-house expertise), then PBX is for you.
Get quotes from local business phone providers —->
What are the common features of a cloud-based business phone system?
PBX self-hosted business phone systems come jam-packed with features:
- Runs on premise: using your hardware, or the companies own kit
- Cloud back-up: means you keep working, if you suffer failures on-site
- Choice of phones: a prescribed, but comprehensive range of handsets or headsets
- Omni-channel: one single system hosting all phone and voice related communication
- Remote-friendly: support remote workers using the same system
- Advanced control: call centre features for agent management, routing etc.
- Built in video and conferencing: video meetings and multi-user talks are supported as well as 1-to-1
- Virtual: use a range of servers, or low cost PC based hub. Plus, scale easily.
- Mobile app: access the system from your mobile and also monitor agent availability.
- Integrates with: website, CRM, social media, SMS etc.
Can you give me some good examples of PBX self-hosted phone systems?
These are the pros and cons of PBX phones:
What are the advantages of PBX self-hosted business phone systems?
- Control (you have the kit on-site with you)
- Asset value (ownership of capital equipment)
What are the disadvantages of cloud-based business phone systems?
- Physical capacity to house the kit
- Technical expertise to maintain and review
- Capital expense to set-up
How much do cloud-based phone systems cost?
They aren’t cheap by comparison to cloud-based or provider hosted options. You pay for on-site engineers, plus ownership of equipment.
Maintenance contracts. Depreciation.
It all adds up and adds complexity.
But it is a capital asset.
FEATURED PBX VOIP phone system
3CX
Motto:
Connecting customers and co-workers.
What makes it different from the others?
They have all the regular and reasonable VOIP phone features for varying size of business.
But digging deeper, they have a particular focus on supporting Microsoft Teams and MS 365 integrations. So, if you’re a fan of either of those two apps, then 3CX might be a great choice.
Also, they have a Facebook messenger integration too.
How to set-up:
Book a local provider and partner of 3CX.
(Or download a free trial)
Cost:
There’s a free 1 year system trial (for unlimited users).
Otherwise a local partner will quote you.
Here’s an example quote for a 50 user system (with alternatives comparison):
(Image Source: 3CX)
Ideal for:
Control conscious businesses with premises and a little in-house expertise.
Provider hosted PBX Phone System
What is it?
A VOIP phone service for your business that is hosted by the provider off-site. No kit, no equipment for you to hold.
Who are they for?
For any size of business that wants a phone system solution, without the capital cost, technical hassle or giving up the space related to hosting a server installation.
Who are they not for?
If you don’t trust external providers hosting your phone system, or want the ownership of hosting your own solution – then PBX hosted is not for you.
Also, if you are a remote worker or a one-man band, this is too big a solution.
Common features
Advantages
- No capital outlay or hassle related to installing and looking after your own system
- Quicker and easier set-up compared with self-hosting
- More support and personalised service than a cloud-based online solution
Disadvantages
- You don’t own the servers
Featured hosted VOIP phone system
Berry Technologies
Motto:
Working together to deliver outstanding business phone systems
What makes it different from the others?
Partnership, in a word.
With Berry, you really get the impression that you have an experience and enthusiastic team of professionals on your side of the fence.
Branded handsets. Industry know-how. Kick back savings on rates. Help you scale. Voted ‘excellent’ by hundreds. Serving thousands.
Plus, they have a neat online quote calculator.
How to set-up:
2 step:
Cost:
Very competitive. But not cheap. It depends on what you are looking for.
For example, if you have a large office of 50 users and need some advanced extras, their quote calculator gave me the cost of:
849.00 Ex VAT.
…for:
- new system for a LTD company
- 50 users
- call recording
- computer integration
- video conferencing
- remote working
- mobiles
- lines, calls and broadband included
For a smaller 10 person outfit without the sophistication:
169.80 Ex VAT.
…for:
- new system for a LTD company
- 10 users
- call recording
- lines, calls and broadband included
Ideal for:
Businesses that want business phone with personalised service etiquette (but don’t want the hassle of hardware on-site).
Mobile Phone System
What is a mobile business phone system?
It’s a mobile-only business phone system. And not necessarily just smart phones, but basic handset too if you prefer.
Providers can integrate your mobile set-up with office phone systems, so it’s all just one solution.
Who is it for?
Businesses, like estate agencies, that have agents who are out in the field. And perhaps who also need a unified system so there are no complications when they spend time in the office too.
A one person business will no doubt want a convenient mobile solution.
Who is it not for?
Businesses with desk-based agents only.
Is a business mobile phone system good for small business?
There are so many variations on the theme of mobile phone systems for business that the flexibility provided is excellent.
For example, if you are a tradesman who wants to use your personal mobile handset, but not your personal number…
…Swytch (a virtual number mobile solution) can help you separate out business call from personal calls without having to hold 2 handsets.
A very popular service.
In short, these various mobile systems are great for the modern day business environment.
Get quotes from local business mobile phone providers —->
What are the common features of a mobile business phone system?
Business mobile phone systems come typically look like this:
- Smart or basic: choose the technology that suits you
- Latest handsets: benefit from up-to-date mobile models
- Variety of tariffs: tailor a price plan to suit your budget and usage
- Manufacturer’s warranty: your covered for any faults with the phone
- Seamless in the office: integrates with your PBX, cloud or VOIP
Can you give me some good examples of mobile phone systems?
These are the pros and cons of business mobile phones:
What are the advantages of mobile business phone systems?
- Separate business mobile from personal (either through an app, or 2nd handset)
- Advantageous tariff for higher business usage (access cheaper, high volume business rates)
- Blends in with office phone system (integrated, so you take the office line with you)
What are the disadvantages of mobile business phone systems?
- Distraction (if not essential, can lower productivity)
How much do mobile phone systems cost?
Much like personal mobile phone deals, there are 2 cost options:
- Handset deals: charged monthly, but usually contracted for 24-36 months and sometimes with a one-off cost element too.
- SIM-Only deals: charged monthly, but usually contracted for 30 days / 24 months / 36 months.
FEATURED business mobile phone system
YO Telecom
Motto:
Our Mission is to help small to medium businesses increase their success through our state of the art technology and WOW service.
What makes it different from the others?
Fresh. Committed. Transparent. Tech-strong.
They have a 24/7 support helpline. Plus, they have a fully managed IT solutions sister company called Yo Technology.
They are well equipped to offer best.
How to set-up:
Simply, fill in a form online or call sales to get a free quote.
Cost:
Again, you’ll need to talk with sales.
Ideal for:
Businesses with agents who are ‘on the go’ and want to maintain office professionalism when using a mobile phone.
Buying your new business phone system
Ready to get your new business phone set up?
Here’s where you can get prices for your new deal…
Best provider options
Cloud-Based
Ring Central are #1 for business cloud phone.
It’s an easy set up with TONS of support.
Fees start from £7.99 per month.
Got questions?
No problem. You need to contact the experts.
Click the this link to contact pre-sales support agents at recommended providers.
Useful links:
Definitions and deeper detail on phone systems
Hybrid telephone systems – Comm Tech
Pros and Cons of VOIP – Nextiva
What is PSTN and how does it actually work – Nextiva
What is ISDN? – Nextiva
SIP trunking vs. ISDN – Net2Phone.com
PSTN vs. ISDN vs. SIP – Intercity Technology
SIP trunking vs. VOIP – Telnyx
What is PBX? – Ring Central
FAQs about business phone services
Browse these common questions and answers from business phone buyers:
- Cloud phone is billed monthly or annually. Cancel anytime. It’s the least committed arrangement.
- PBX on or off premises is an agreement with a service provider. Their terms typically could require more up front commitment.
- Mobile comes with network contractual tie ins to consider, plus provider support.
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