Best VoIP Phones for Small Business

Imagine you just wrapped up a high-impact marketing campaign to generate phone-based leads. The messaging resonated with your audience, and the content was on-brand. There’s just one problem: Your existing phone systems are clunky and outdated and you can’t keep up with the influx of calls. 

The good news is that you can avoid this nightmare scenario by choosing the right Voice over Internet Protocol (VoIP) phone system. You can even avoid the high costs of traditional landline services in the process.

Whether you are a solo entrepreneur, running a lean team, or managing a growing operation, familiarizing yourself with the best VoIP phones for small businesses can streamline your operations and improve customer interactions. The challenge, though, comes with narrowing down your options, as there are dozens of different VoIP-enabled phones on the market. 

The following guide to the best VoIP phones for small businesses will help you choose the ideal handset for your company’s needs. We’ll detail everything from cutting-edge, video-conferencing-enabled phones to budget-friendly options that still get the job done—and then some. We’ll also walk you through complete VoIP phone systems, how to choose the right service, and why Voiply is the top choice.

What to look for in the best VoIP phones for small businesses

VoIP enables phones to make calls over the internet instead of needing to rely on traditional phone lines. The technology offers several advantages for small businesses, including the following:

• Lower costs compared to analog or mobile phone services
• Greater scalability for growing teams
• Advanced features like voicemail-to-email and auto attendants
• Flexibility to support remote work and mobile access

Understanding the potential of VoIP is one thing; you also need to know what to look for when evaluating the best VoIP phones for small businesses. 

On that note, here are some key factors to consider: 

Call quality and reliability

Crystal-clear audio is vital, as you don’t want to risk having frustrating phone calls with vendors and customers due to a subpar VoIP handset. The problem that arises when searching for the best VoIP phone system for small businesses is that every provider is going to claim that their device offers flawless audio. 

Read third-party reviews and testimonials from real users to identify the best phones for your business. Keep in mind that great phones are only part of the equation. You also need the right service provider. When searching for a VoIP provider, look for a partner that provides:

• HD call quality
• Secure connections
• Features like call forwarding and auto-attendants
• A Tier-1 network

Pairing a great VoIP phone with a value-focused provider is a winning recipe for seamless business communication. 

Ease of use and setup

The best VoIP phones are also the easiest to use. Installing a high-end handset with tons of features may sound appealing on paper, but your investment will go to waste if your team members simply can’t wrap their heads around using the device. 

Therefore, focus on systems that are packed with features but still easy to install, set up, and operate, especially if you intend to handle the configuration yourself. The last thing you want is to incur surprise installation costs when trying to get your handsets up and running. 

The good news, though, is that most VoIP systems are plug-and-play. You won’t need an IT background to get things going. All you’ll require is a reliable VoIP subscription service and a stable internet connection. 

Compatibility

Selecting the best VoIP phones for your small business also means choosing one that not only works seamlessly with your preferred VoIP provider but also integrates with other business tools, like your CRM and helpdesk. Find out whether the systems you’re exploring are compatible with your existing software.

Advanced features

Consider the features you would most like to have in a VoIP phone. Separate your wish list into necessities and “nice-to-have” capabilities. Some features to consider are as follows:

• Auto-attendant
• Call routing
• Call recording
• Voicemail-to-email
• Video conferencing

Video conferencing is a premium feature offered by many of the best VoIP phones for small businesses. These devices have built-in screens and cameras, allowing you to transition from voice-only to video chat easily. You can hang up the phone and quickly hop on a video chat without moving over to your computer or grabbing your smartphone. 

Scalability and pricing

Lastly, you’ll want to look for VoIP phones and systems that support multiple users and locations without high upfront costs. Ideally, you want a setup that can grow with your business without requiring you to invest in expensive architecture or supporting technologies. 

Best VoIP phone systems for small businesses

There are several options when it comes to VoIP phone systems, giving you the freedom to talk on your terms. These include the following:

Cloud-based VoIP systems

A cloud-based system is arguably one of the easiest to set up and maintain. Simply partner with a provider like Voiply, connect your VoIP-enabled phones to the internet, and that’s it—our team will handle the rest. We also offer flexible subscription options so you can get the ideal solution to meet the needs of your business. 

The flexibility that our cloud-based systems provide helps keep your costs down while also giving you the freedom to adjust your service as your company’s needs change. 

On-premises PBX systems

A Private Branch Exchange (PBX) server is a private telephone system that you manage yourself. It handles both internal and external calls, and you can customize it to include call management features, call routing, and more. 

The downside to such an approach, however, is that maintaining it is quite costly. Additionally, you may have to bring in an outside IT team to oversee the implementation and set-up process. The benefits of the in-house PBX approach include optimal flexibility and greater control over your communication infrastructure. 

With that in mind, PBX systems are not generally a good fit for small businesses. Instead, they are a more practical option for large enterprises with complex communication needs. 

Hybrid systems

If your business has complex communication or strict regulatory needs yet can’t justify the cost of a completely self-managed solution, a hybrid approach is a wise option. These systems combine elements of both on-premise PBX and cloud-based VoIP communication.

Overall, most businesses will determine that cloud-based VoIP from a provider like Voiply is the most pragmatic solution to their communication challenges. However, to get the full benefits of Voiply, it’s vital to choose a phone that can support all of our different features and services.

The right phone ensures you can take advantage of Voiply’s HD voice quality, call forwarding, and mobile app integration. Not all phones are created equal. A cutting-edge device provides a simple setup process and full access to the tools that enable you to communicate smarter. 

Top 7 best VoIP phones for small business in 2025

The most important detail to note is that there is no such thing as a “one-size-fits-all” phone system. Each of the devices on the list below has its share of strengths and weaknesses. Some are great for versatile communication like video calling, whereas others are best suited for entrepreneurs on a budget. 

Nevertheless, here are our picks for the top seven best VoIP phones for small businesses: 

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Let’s dig deeper into each of these devices so you can identify the ideal choice for your business:

1. Best overall VoIP phone: Yealink T54W

The Yealink T54W brings high-end performance and wireless flexibility to your desktop setup, featuring an adjustable color display and a stylish, ergonomic design that allows you to change your viewing angle as needed. With built-in Wi-Fi and Bluetooth, it connects to wireless headsets and networks with ease, making it perfect for seamless communication.

The T54W also supports multiple accounts and comes equipped with Yealink’s HD Voice technology, a noise-proofing solution that helps minimize distractions during important calls. It’s also compatible with Yealink’s expansion modules and accessories, allowing you to modify the device to meet the evolving needs of your business. 

The T54W provides you with an abundance of features, all of which are wrapped into a user-friendly and ergonomic design. The result is a communication system that delivers long-term value and immediate usability.

If you are looking for a do-it-all VoIP phone, the Yealink T54W is a great place to start. It’s capable of meeting the needs of solo entrepreneurs, small teams, and growing businesses alike.

Best for: Overall business use 

Pros: Cordless phone; advanced wireless connectivity; adjustable high-resolution display 

Cons: Over $200; slight learning curve 

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2. Best VoIP phone for remote teams: Cisco 8845

Remote work has become the norm for many small businesses. If your company is among those, the Cisco 8845 can help keep all of your team members connected no matter where they are. The phone has a vivid five-inch widescreen display and HD video capabilities, allowing you to engage in face-to-face virtual meetings with minimal lag and clear video rendering. 

The 8845 can also integrate with your personal mobile device for call forwarding and hands-free communication. You can even connect a wired or Bluetooth headset to the 8845 for further convenience. 

So why did the Cisco 8845 earn recognition as the top choice for remote teams? Simple. It bridges the gap between office-quality communication and at-home flexibility. Video calls are a staple of internal and external communications, especially for remote teams. With the Cisco 8845, staff can stay connected, even when they’re hundreds of miles apart. 

Although its price point is a bit higher, the combination of high-end audio, video, and secure communications makes it worth the investment. It’s more than just a phone; it’s a true hybrid communication hub.

Best for: Hybrid and remote professionals 

Pros: Video-ready; advanced security; robust design 

Cons: Pricier than entry-level models; may require setup support

4. Best VoIP phone for call centers: Yealink T46U

The Yealink T46U is purpose-built for high-call volume environments, such as customer service centers and support desks. It supports up to 16 Session Initiation Protocol (SIP) lines and features a 4.3-inch color display that provides an intuitive interface. The T46U also includes customizable soft keys and quick access to call features.

Like the T54W, the T46U makes use of Yealink’s HD Voice technology to provide crisp audio. It also features dual USB ports for headsets or Bluetooth dongles and is fully compatible with the manufacturer's expansion modules. 

The T46U is priced at around $180, meaning it offers enterprise-grade performance at a respectable price point and accessibility to businesses of all sizes. 

Best for: Call centers; help desks; sales floors 

Pros: 16 SIP lines; HD Voice; headset-ready

Cons: Requires setup for advanced use; no built-in Wi-Fi

5. Best VoIP phone for scalability: Grandstream GXP2170

If you think your team might be growing in the near future, consider the Grandstream GXP2170, a scalable option for fast-growing businesses that need to expand their communication capabilities. It can support up to 12 lines and up to six SIP accounts, and it also includes a 4.3” color LCD screen and five-way voice conferencing. 

One of the standout features of the GXP2170, though, is its ability to integrate with up to four GXP2200EXT extension modules, giving your team the ability to monitor multiple lines and pre-program up to 160 speed-dial numbers. It also supports advanced features like call park and electronic hook switch support. 

At approximately $140, the GXP2170 won’t break the bank when you need to add more devices to your office. It also helps that Grandstream is a reputable manufacturer known for its reliable devices and excellent customer support. 

Best for: Growing companies and receptionist desks

Pros: Scalable; Bluetooth-enabled; robust performance 

Cons: Slightly complex setup; no touchscreen

6. Best VoIP phone for solo professionals: Poly VVX 150

If you’re searching for a cheap but capable phone for your home office, consider the Poly VVX 150. It's an entry-level model that supports two lines and delivers reliable, high-quality voice chatting.

Despite being one of the simplest phones on our list, the Poly VVX 150 is still plenty capable of meeting your communication needs. It’s also compatible with all major VoIP platforms, including Voiply, and given its price tag of roughly $80, it’s a practical investment to help improve your communication capabilities. 

Best for: Solo users; lobbies; part-time offices 

Pros: Low-cost; dependable; easy to install 

Cons: Only two lines; minimal customization 

7. Best VoIP phone for conference rooms: Yealink CP925 Conference Phone

Last but certainly not least, the Yealink CP925 promises next-level communication designed specifically for conference rooms. It’s a unique-looking device that has an array of seven microphones to pick up voices from any direction. It also allows attendees to connect their mobile devices so they can enjoy premium audio during hybrid meetings. 

The CP925’s 4” capacitive touch screen offers a user-friendly interface, and its microphones easily pick up audio within a 20-foot radius; they even have built-in noise-canceling capabilities as well. 

If conference room meetings and calls are a staple of your workday, the CP925 is a great addition to your set of communication tools. It promotes seamless interactions with customers and staff members, and its pleasing aesthetics make it a suitable centerpiece for your conference room. 

Best for: Conference rooms and executive offices 

Pros: Wireless-ready; high-quality voice calls; scalable 

Cons: Higher price; more than solo users need 

How to choose the best business phone service for small business VoIP

While selecting and setting up a high-quality handset is an important part of the equation, VoIP communication requires a complete system. That means you’ll also need a VoIP service provider to help make the most of things. Without one, your VoIP-enabled device won’t do much good. 

Of course, you need to consider a few notable factors when determining the best business phone service for small business VoIP communications. Start by weighing your concerns about cost with your desire for premium features; a budget-friendly service is important, but you don’t want to sacrifice essentials like call quality or forwarding. 

Customer support and reliability are also top priorities. Downtime can mean lost business and frustrated customers, and that means you need a provider that offers excellent uptime and responsive support. You should also determine whether a service integrates with your existing tools, such as your CRM platform and collaboration software. 

Why Voiply is the best choice for small business VoIP

There are lots of VoIP providers out there, such as RingCentral, 8x8, and Ooma. However, Voiply stands out for its mix of value and simplicity, as well as its auto attendant, which ensures each of your incoming calls gets routed to the right team member or department. 

Most importantly, though, Voiply caters to the needs of solo entrepreneurs and small businesses alike. We offer a streamlined VoIP solution designed specifically with small businesses in mind, and one of its most significant advantages is its easy setup. You won’t need extra hardware or complicated IT processes; within minutes, you can make calls and run a cloud-based phone system that works from any location.

Voiply also offers simple, affordable pricing for small businesses. Our hardware compatible Premier plan starts at at $16.96 per line per month while the app-based Advanced plan costs just $11.95 per line per month. 

The value of Voiply is best reflected in the feedback from over 25,000 satisfied customers. Customers consistently point to the platform’s straightforward setup and responsive support as key strengths. If you are looking for a new VoIP solution for your business, explore our hardware-compatible plans. 

Choose the best business phone service for small businesses 

Finding the best VoIP phones for small businesses in 2025 means sorting through a veritable sea of options and comparing each to the unique needs of your business. Hopefully, our list of the seven leading VoIP phones should help jumpstart your search and guide you toward the right device for your company. However, finding the right phone is only half the battle. You also need the right provider.

Fortunately, that decision is easy. Voiply is the clear choice for small business owners looking for fast, reliable, and affordable VoIP connectivity. Explore Voiply’s plans and features today! 

Frequently Asked Questions

Is VoIP worth it for small businesses?

Adopting the best phone service for your small business’s VoIP communications offers several benefits, including lower communication costs and flexibility. Your business needs reliable communication tools to serve its customers and grow, and VoIP delivers, all without driving up your phone-related communication expenses. 

How much does VoIP cost for a small business?

VoIP service is far more affordable than you might expect. Voiply, for instance, offers a Starter plan designed for solo entrepreneurs that costs just $4.96 per month (when billed annually).

Our Advanced plan is $11.95 per user per month, and our Premier plan is $16.95 per user per month. You’ll get two months free by switching to annual billing, and the only other expenses you will incur are the cost of your phone devices, which are purchased separately. 

Can I use a VoIP phone without a provider? 

Technically speaking, you could use a VoIP phone without partnering with a service provider. However, you would need to set up your own Session Initiation Protocol (SIP) server and configure it to work with your internet connection. The process is time-consuming, which is why most small businesses simply partner with a provider like Voiply. 

Voiply gives you access to the power and convenience of VoIP communication without the cost or hassle associated with setting up your own SIP servers. Our service is filled with features to help you communicate with customers and collaborate with your team.