Category: office

Want to jump straight to the answer? The best multi-line phone system for small businesses is Nextiva X-835.

Multi-line phone systems facilitate seamless communication. They quickly and easily connect you and everyone in your company, allowing you to get calls to the right person faster.

I’ve scoured the market to find the best multi-line phone systems available today. Read on to find the one best suited to your business needs.

Top 8 Best Multi-Line Phone Systems for Small Businesses

• Nextiva X-835 — Best overall (For a limited time, get 25% off, plus a free phone, when you sign up!)
• RCA 4-Line Small Business System — Best for small business expansion
• Panasonic KX-TG958 Multi-Line Corded & Cordless Desk Phones — Best for consistent service
• Grandstream GXV3370 — Best for video calling
• MiVoice 5330e IP Phone — Best for sales and customer service
• AT&T 2-Line Corded Telephone — Best for working from home
• Fanvil X7 — Best for intuitive interface
• Yealink W52P — Best for cordless correspondence

Running a small business is challenging enough without your phone system adding to the challenge. Investing in a multi-line phone system makes internal and external communication much easier than with a single-line handset.

I’ve covered the benefits and tradeoffs for each one below. Find the best deal on a new multiline phone system today.

Nextiva X-835 — Best Overall

Every phone company on the market offers two and four-line phone systems. But for businesses that need the capacity to handle a fury of calls simultaneously, Nextiva has you covered.

They have three different desk phones that can each handle 12 lines. But the Nextiva X-835 is our top recommendation for most businesses. 

This multi-line phone system is the perfect blend of value and customization at a reasonable price.

The phone’s 12-line capability is obviously a huge selling point, and rightfully so. But it also has a 2.8-inch color LCD screen with eight buttons that can be customized to fit your needs.

Other key features include:

• Speed dialing
• Ethernet connection
• Wi-Fi enablement
• USB input
• RJ-9 headset input
• Modular expansion capability

Your Nextiva phone is also backed by a three-year warranty.

If a two or four-line phone system just isn’t quite enough for your business, you can’t go wrong with the Nextiva X-835. 

RCA 4-Line Small Business System — Best for Small Business Expansion

The RCA 4-Line Small Business System is a guaranteed upgrade from your current phone. It lets you build a complete office communication system fast.

With a comprehensive list of essential features plus a few extras, it makes doing business easier and more accessible. You get features you’ve come to expect, like a cordless accessory handset, base speakerphone, voicemail waiting indicator, and caller ID. But this system goes beyond the minimum.

The caller ID has space for up to 99 names and numbers. And with 16 programmable speed dial settings, you can contact anyone with the touch of a button. The LCD display is easy to read, so you can see who’s on the line at a glance.

The RCA 4-Line system comes with an intercom and two-line conferencing, so you can keep everyone on the same page. Though you don’t have a wireless headset option, you can connect one with a jack for hands-free capability.

The system is also hearing aid compatible, so your hearing-impaired employees can use the phone with ease. The system doesn’t come with some of the high-tech features available, like a digital receptionist, but if you want a comprehensive option without getting too fancy, this is a great choice.

You can get this system starting at $99.99.

Panasonic KX-TG958 — Best for Consistent Service

Panasonic is one of the most reputable names in the electronics industry, and the KX-TG958 Multi-Line Phone lives up to the brand’s reputation. 

We also like the phone’s ability to connect with computers and make calls through Microsoft Outlook. You can sync it with up to four smartphones, giving you the option to transfer calls beyond the included headsets. 

One of our favorite parts about this system is that it still works when you lose power. You’ll have 75 minutes of service during an outage, so you and your team can still conduct business until the power gets restored.

This multi-line phone system is also ideal for parents working from home. It even comes with a baby monitor, so you can focus on your work and know your child is safe in another room. 

With voice paging, you can even send announcements to all of the handsets. It’s easy to set up, and you don’t even need a landline to use it.

We really like the phone’s backlit LCD screen. It’s easy to read the keys, and you won’t have to squint just to dial a number.

Other standout features of the Panasonic KX-TG958 include:

• Two lines
• 3-way conferencing
• 22-speed dial settings
• Text alerts
• Data port

It also comes with DECT 6.0—providing the security you need to prevent others from listening to your calls. You can also block up to 250 numbers, which is great for preventing spam and telemarketers. 

Panasonic added features to this system that go beyond what you’d expect from a physical phone. For example, it has a key detector to help you find lost items.

At $179.95, it’s a bit pricey. But it’s well worth it if you’re looking for a feature-packed multi-line phone system.

Grandstream GXV3370 — Best for Video Calling

If your small business does video conferences or interviews, you have plenty of support with the Grandstream GXV3370. A seven-inch 720p touchscreen supports session-initiated protocol (SIP) on 16 lines and 16 SIP accounts.

With HD voice and a phone with Bluetooth and Wi-Fi, you have the high-quality sound you need for crystal clear communication. Not to mention, it uses echo cancellation and has double talk performance. The system runs on the Android 7.0 operating system. It also syncs with mobile devices and a headset with Bluetooth.

The TLS and SRTP security encryption protect your calls and accounts from unwanted listeners and keep all your information private. With 7-way audio conferencing and three-way video conferencing capability, you can talk to anyone and everyone at once.

It comes with very advanced telephony technology to support your whole office on one device. It’s not as affordable as other systems at $219.99, but offices that need a phone like this can’t do with something cheaper.

MiVoice 5330e IP Phone — Best for Sales and Customer Service

The MiVoice 5330e IP Phone by Mitel is a full-feature phone with all the programming and capability your sales reps need to offer customers the best experience.

With one-touch web and contact access, hands-free operation, a large graphics display, and embedded gigabit support, it has plenty of ways to make customer service easier.

The phone’s 24 self-labeling keys give your team plenty of space to program and customize the features they need, including speed dial and lines. Twelve fixed-function keys offer access to specific features, including:

• Contacts
• Web browsing
• Navigation
• Menus
• Telephony features
• User settings

You can customize user settings as needed to include everything from hold and call transfer to conference and message options. Three contextual softkeys make it easy for you to find telephony features and functions.

The system encrypts calls so that you can limit who has access to your conversations. It has a wideband audio handset, along with a duplex hands-free speakerphone for when you need to find customer information with them on the line.

The HTML Desktop Toolkit and app development give you all the tech features you need to reduce your team’s burden while helping customers. Plus, the MiVoice 5330e IP Phone saves energy by reducing its power consumption.

You can find this system for around $163.75 or a single physical phone for around $55.

AT&T 2-Line Corded Telephone — Best for Working from Home

The AT&T 2-Line Corded Telephone works well if your business has only one or two people. The system has two lines with automatic line selection and three-way conferencing capability.

The ClearSpeak dial-in-base speakerphone means you don’t need a handset and allows more people to join in the conversation. You can also use it with a headset, though unfortunately, it has no cordless option.

You can program up to 18 speed dials for quick access to anyone you need to reach, plus it has a chain dialing feature. You also have space for 100 names and numbers in the contact directory. You even have a data port to transfer the data from your phone to your computer.

Call recording, screening, and intercept mean that you don’t get any calls you don’t want. Voice prompts and memo recording allow you to direct people where they need to go before you even answer the call. The system does have caller ID and call waiting on its display, but you need a subscription through your phone company to access the feature.

This system also works best for businesses that have someone ready to answer the phone. It only has 12 minutes of message storage on its digital answering system.

Despite its lack of other features, the AT&T 2-Line Corded Phone is hearing aid compatible. It also has a multilingual setup in English, Spanish, and French.

At $87.95, this option works well for businesses that need an affordable, basic option for a few people. It’s not ideal for companies that want to expand.

Fanvil X7 — Best for Intuitive Interface

The Fanvil X7 supports up to 20 lines and has a robust seven-inch touchscreen display. With Bluetooth and Wi-Fi support, you can conduct video calls and take advantage of the most customizable phone on this list.

The Fanvil X7 has 127 DSS on its touchscreen for quick access to functions and information. You can configure it based on your needs with speed dial, call forwarding, broadcasting, and more. You also have plenty of extensions and a USB connection for charging smartphones and other electronics.

Its gigabit ports mean you can connect laptops and tablets without extra cables. With three-way conferencing and hotspot capability, you’ll never lose touch with those who need your services. The EHS headset allows you to move hands-free.

Setting it apart from other phone systems, the Fanvil X7 allows you to talk to visitors at your front door. You can even unlock the door from your phone. One downside is that you need to buy a separate webcam if you want to use the video calling feature.

Overall, the Fanvil X7 remains a very affordable phone with a price of just $139.

Yealink SIP-W52P — Best for Cordless Correspondence

The Yealink SIP-W52P works well for businesses with teams that often work away from their desks.

It gives mobile employees access to the phone whether they work indoors or out. With up to five handsets and corresponding lines, this system has a range of 150 feet indoors and 950 feet outside.

It uses cutting-edge VoIP technology, and the company stands by its quality with rigorous product testing. The G.722 bandwidth and HD voice ensure that your calls always come through clearly. With three-way conferencing, you can organize meetings on two other lines at once.

The power-over-ethernet (PoE) support gives you flexibility with simple installation and quick deployment. Once you’re all set up, you have everything you need to reach your team anywhere.

Unfortunately, the system has no Bluetooth compatibility, making it a little less functional than other multi-line systems. Its 1.8-inch color display may also be too small for some members of your team to see comfortably.

The system comes at a price of $143 which is quite reasonable given its features, scalability, and ease of use.

How to Find the Best Multi-Line Phone System for You

Running a small business means serving your customers and your team. If your multi-line phone system lacks features your team needs, they can’t do their best work.

When you’re ready for a multi-line phone system, consider the following factors to maximize your business’s capability and efficiency.

Manufacturer Reliability

No matter what type of product you’re looking for, choose a reputable manufacturer. Reliability can mean getting the help you need when you need it through company support. You should also be getting durable, lasting products.

For example, Panasonic is a well-known electronics company. You should be able to expect above-average service and product quality from them. When you’re running a business, getting products from a reliable company dramatically reduces the risk that your equipment will fail and ding your reputation.

Futureproof

You want a scalable phone system so you don’t have to get a new one as soon as your business grows. Unless you plan to stay a one-person operation, you should get a phone that supports at least five lines. Otherwise, you’ll likely need to upgrade your system again within the next year or two.

Many of the systems on this list support up to 20 lines, which should be more than enough for most businesses.

A future-proof phone system might cost a little more. But when your business doubles or triples in size later on, you’ll be grateful not to spend more money replacing your obsolete phone system.

Transfer Features

Transfer features shouldn’t be limited to hardware, like transferring calls to an office down the hall. Mobile transfer features are the way of the future. Most modern phone systems allow transfers to a limited number of mobile phones.

This feature becomes especially useful if you have employees who work from home or out in the field. It also makes for better business flexibility and keeps employees available even when they’re not physically in the office.

You should also consider how easy it is to transfer callers. Some of the best multi-line phone systems have large touch screens to manage directories, which really simplifies this process. It also ensures that you’re actually transferring callers to the right person and avoiding a long, complicated call tree.

Strong Basic Features

It would be nice to have a multi-line phone system with all the bells and whistles. However, advanced features cost more. Plus, you might not use the extra features often enough to justify the steep price.

So, don’t overlook the basics. Some of the must-have features besides high-quality audio and video include:

• Voicemail
• Call waiting
• Speed dial
• Auto attendant
• Caller ID
• Conference calling
• Call recording
• Call reporting

The ideal multi-line phone systems should also keep up with your call volumes. For example, your phone system should allow you to add or remove phone lines depending on seasonal spikes or fluctuating call volume.

The Top Multi-Line Phone System For Small Business in Summary

The best multi-line phone systems for small businesses allow you and your team to communicate from anywhere. They can accommodate conference calls and remote employees who need phone access.

Although any of our top eight options will satisfy these needs, Nextiva X-835 is our top recommendation for small businesses.

Want to jump straight to the answer? The best virtual phone number company for most people is Nextiva or Ooma.

A virtual phone number allows you and your team to use the same number across multiple platforms, including mobile and desktop. Rather than using your personal phone number for work, you can use a virtual phone number instead.

The Top 8 Best Virtual Phone Number Companies:

• Nextiva — The Best Overall (For a limited time get 25% off when you sign up!)
• Ooma — The Best for Hybrid Workplaces
• RingCentral — The Best for Advanced Features
• 800.com — The Best for Toll-Free Numbers
• CallHippo — The Best for Vanity Numbers
• Google Voice — The Best for Free Virtual Phone Numbers
• eVoice — The Best for Faxing
• Talkroute — The Best for Call Centers

Now that you know our picks, let’s dive in.

Nextiva — The Best Overall

Having a local number is a huge advantage for any business. It’s a simple thing that builds subconscious trust in customers and prospects. It also allows larger organizations to seem more approachable and accessible.

With Nextiva, you can achieve that and make inroads into new locales with as many virtual local numbers as you need.

Both local and toll-free numbers (as well as fax numbers) come standard on every Nextiva One plan. Nextiva One ties together voice and video calling, faxing, texting, and team messaging all in one easy-to-deploy platform.

Since it’s completely VoIP-based, there’s no need for complicated installation or implementation and your teams can even use mobile devices on the platform in addition to your current desk phones and computers.

Nextiva plans all feature unlimited voice and video calls. Plus, you get important inbound call fielding features, like an auto attendant, voicemail notifications via email, and dedicated Nextiva apps for both mobile and desktop.

That all comes on the base Essentials plan, which starts at $18.95 per user per month.

**Nextiva runs promotions often and you can save even more on the plans below. Click here for the current sale prices.

 

Upgrade to other plans for more features to help your team in multiple ways, like video conferencing, desktop call pop, software integrations, and more.

Create a local presence no matter where you’re located or how big your organization gets. Get virtual numbers and everything else your team could need for communication from Nextiva.

Ooma — Best for Hybrid Workplaces

Ooma’s virtual phone numbers are built for small to mid-sized businesses. That’s because every plan has over 50 standard business features designed for smaller offices. 

You have the option to select a local or toll-free number, and Ooma even lets you port over your existing number if you want to keep it. 

I love Ooma’s simplicity. You can set up your virtual phone system in minutes without any technical expertise or professional installation. This is ideal for offices with a mix of in-house and remote employees. 

Even your remote staff can get onboarded with ease, as the system works anywhere with an internet connection.

Once you’ve signed up, you just need to download Ooma’s mobile app, and you’ll be able to make and receive calls from anywhere—so you’re not tied to a specific desk or location. 

As a complete office phone system, Ooma provides digital faxing services, hold music, ring groups, and a virtual receptionist with every plan. 

Plans start at $19.95 per user per month. But most companies would benefit the most from upgrading to the Pro plan, which starts at $24.95 per user per month. 

The extra $5 is worth it, as the plan supports text messaging, video conferencing, call recording, and analytics features. It’s also worth noting that the desktop app isn’t available on the entry-level plan, and you’ll need to upgrade to Pro if you want access to Ooma on your computer. 

Ooma is also built to scale, and it’s easy to add new lines and users as your business grows. 

Choose your free number to get started with Ooma today.

RingCentral — The Best for Advanced Features

RingCentral offers robust features for businesses that need it all.

From video conferencing for up to 200 people to file sharing and team messaging, RingCentral is a comprehensive solution.

Growing teams that need a system to scale with them are well-served with RingCentral. You can set up new users and departments quickly and efficiently, and there are extensions, shared lines, and a useful auto-receptionist feature available from the start.

The admin portal enables you to view usage, track service quality, and even manage dynamic call routing. The system also easily manages automatic voicemail transcription, live switching, and call delegation.

Other features of RingCentral include:

• Unlimited business SMS
• Toll-Free and local numbers
• Online meetings
• Multi-level IVR
• Mobile and desktop apps (both iOS and Android)
• Internet faxing
• Cloud PBX
• Third-party integrations

RingCentral offers three comprehensive plans, including Core, Advanced, and Ultra, to accommodate businesses of all sizes and communication needs.

The one drawback I see with RingCentral is that its bevy of features may be overwhelming for those that just need the essentials. Try RingCentral risk free.

800.com — The Best for Toll-Free Numbers

800.com is a virtual phone number provider that is best for those looking for toll-free numbers.

As the name might suggest, a toll-free number allows callers to reach businesses and individuals without being charged to do so.

The toll-free nature of 800.com makes it a great option for businesses in telemarketing and those providing customer service.

A business number that’s free to call is far more likely to be used by a customer. This increases engagement and potential sales.

Other key features of 800.com include:

• Call forwarding
• Call blocking
• Call notes
• Call recording
• Call and fax reports
• Caller ID
• Voicemail to email
• Call notifications

800.com offers three core plans: Personal, Unlimited, and Pro. It’s worth mentioning that each of these can be paid for either monthly or annually, but you will save money opting for the annual option, so I recommend it.

The plans vary on features, but the key difference between them is how many toll-free numbers you can access and the minutes you get.

The three tiers are:

• Personal – 1000 minutes, one toll-free number, $19 per month
• Unlimited – Unlimited minutes, one toll-free number, $49 per month
• Pro – Unlimited seats, 5000 minutes, and five toll-free numbers, $199 per month

I really like that there are no setup fees, and you can cancel at any time.

CallHippo — The Best for Vanity Numbers

CallHippo will be most useful to brands that are seeking vanity numbers. A vanity phone number is when the digits spell out a word or phrase, such as 1-800-LAWYERS or 1-800-FLOWERS.

Creating a vanity number allows you to pick a memorable number, they’re easier to advertise, and they give your business credibility.

CallHippo makes the search for vanity numbers as simple as possible. It uses a dedicated module for looking up and then allowing you to purchase any vanity number you desire.

It’s this easy-to-use and well-thought-out system that stands out among the crowd. If you need a vanity number with the least amount of hassle, then you don’t need to look any further.

Other useful features of CallHippo include:

• Automatic call distribution
• Interactive voice response
• Fully-optimized segmentation and routing
• Power dialer
• Real-time reports
• Call recordings
• Call transfer
• On hold music

CallHippo offers four payment plans for its service, and keep in mind only one of them, the custom Enterprise variant, offers a free trial:

Each tier offers more features. For example, with the last two tiers, you can forward calls to other devices and use call barging—the latter allows you to listen to live calls discreetly.

Ultimately this comes down to how many features you need to get started, but I think a safe option for most is the Silver tier.

Google Voice — The Best for Free Virtual Phone Numbers

If all you need is a free virtual phone number and you freelance or work alone, Google Voice is the best choice.

It’s fair to say you get everything you need for the unbeatable ‘price’ of free.

With Google Voice, you’ll be able to send texts, make domestic calls, and it includes call recording—at no extra cost—which is always handy.

You’ll be able to choose a free local number with the prefix based on almost all of the central area codes of the US.

What’s more, there are full mobile apps available for both iOS and Android devices, so you aren’t short on options, wherever you are.

Google Voice also offers:

• Collaboration tools
• Conferencing functionality
• Instant messaging
• Real-time reports
• Caller ID
• Automatic notifications
• Activity dashboard
• Third-party integration

I’ve mentioned that it’s free to use Google Voice for personal numbers, but if you’re a business, there are options available for you, too.

Google Voice’s business plans are the following:

The key difference here is, of course, the number of users and domestic locations available. Think carefully about what’s right for you.

While I wouldn’t immediately say that Google Voice is the number one option for businesses due to its limitations, you could do far worse, and the service is basically the free version with some added perks.

eVoice — The Best for Faxing

Business calls might not be the only feature you need—what about integrated faxing capabilities, too? Many businesses still use faxing regularly to send and receive documents, though it is mostly digital faxing these days.

Well, eVoice has you covered. It offers call forwarding, texting, and faxing all in one neat package.

All of that makes the software ideal for freelancers, real estate agents, and others that need the added functionality for daily use.

I particularly like its ability to transcribe your voicemail and email or text it to you.

On top of all that, eVoice also offers the following:

• Studio recorded greetings
• Outbound calling app
• Call scheduler
• Call forwarding
• Virtual receptionist
• Call redirection
• Dedicated mobile apps
• Live support

eVoice’s website only shows one pricing plan, called Elite, which comes with unlimited calls, users, and lines, plus an auto-attendant and 24/7 customer support for $12 per user per month when billed annually.

With that said, it does, of course, depend on your business’s needs, and you can speak with eVoice to get a customized plan based on your preferences. eVoice offers a 30-day money-back guarantee.

Talkroute — The Best for Call Centers

A call center team requires features like call queuing, live transfers, and call reports to keep things running smoothly.

The good news is that Talkroute offers all of these, making it the best option for remote call center teams or those that just need powerful features.

You’ll be able to make and receive calls from desktop or on the go, and there are toll-free, vanity, and even some 800 numbers available.

I particularly like the extension option of Talkroute, which allows callers to get through to the appropriate team without fuss. These can be adjusted in a simple but effective dashboard.

Talkroute also provides the following essentials:

• Text messages
• Call stacking
• Call recording
• Users and permissions
• Caller ID
• Automated messages
• Dial-by-name directories
• Hours of operation

I’m pleased to say that Talkroute offers a free trial for seven days—not all that common with other providers—and you can book a live demo to get a taste of things.

On the pricing front, there are four main tiers:

I would recommend the Plus tier here as a reliable first option, mainly because it offers two local and toll-free numbers, unlimited text messaging, and three account users.

If you need more users, then it’s not until the Pro variant that you receive 10 of them.

How to Find the Best Virtual Phone Number Company for You

Finding the best virtual phone number company or provider for you pivots on your individual circumstances.

Use Case

For example, if you work alone or freelance, then it’s unlikely you will need a suite of tools as powerful like RingCentral offers. Google Voice would be a better option here.

On the other hand, these extra features could be critical for medium-sized and enterprise-grade businesses.

So, the first important thing to think about is: what exactly do you need now and for the future?

Different providers target various scenarios. For example, eVoice and its faxing capabilities would be best suited to real estate agents, freelancers, small law firms, and other document-heavy businesses.

How about international calls or number porting? Number porting takes an existing business number and ports it over to the new provider where available. How essential would that be for you?

Type of Virtual Phone System

The other thing to mention is the different types of virtual phone systems. The main ones are cloud-hosted systems, VoIP-based virtual systems, and app-based virtual providers.

Don’t think too hard about this. App-based virtual providers are basic, and I wouldn’t recommend them for long-term growth. That leaves us with cloud-hosted systems and VoIP-based virtual systems.

The bottom line is that both systems move away from more traditional, physical landline systems and therefore simplify matters. Cloud-based systems tend to have the edge overall, as your provider and their platform handle any issues, but both are good options.

Toll-Free Numbers

Toll-free numbers are essential for most businesses because customers don’t have to pay anything to call you. It almost goes without saying how important that is to increase engagement with a brand.

Making it free for customers to call you can supercharge trade, and companies that focus on customer service should make this a top priority. Most providers on this list offer toll-free numbers.

Of course, this again depends on general circumstances. A freelancer or solo worker probably won’t need to place this high up on their list.

Extensions and Routing

Extensions and the ability to route calls enable you to direct inbound calls to the right place. A multi-department company is an example of when this would be an essential feature.

Determine the number of rings before a call is routed and the order in which the numbers will ring. Although, not every provider on this list offers extensions or call routing.

If you’re a growing company, this functionality may also be something to consider for future growth.

Setup Process

Some setup processes differ between virtual phone number companies, but it’s fair to say that few will be complicated or time-consuming.

Most of the providers on my list offer quick and straightforward setup processes that allow you to spend the time elsewhere. However, it’s always worth asking about the installation and deployment process in detail before opting for a specific provider.

For example, what’s needed from you to get up and running? Some virtual phone number providers require very little and promise instant setups, while others might require a local number or additional details.

Most people will want a quick provider setup with support available if they get stuck along the way.

Conversely, you might be okay with spending additional time getting a system set up to precise requirements.

The Top Virtual Phone Number Companies in Summary

Nextiva and Ooma are the two best virtual phone number companies. As more and more people turn to virtual phone number systems, the companies that provide these services will increase to meet the demand.

Virtual phone numbers improve privacy and eliminate the need for business professionals to use their personal phone numbers for work-related calls.