How do you ensure your small business in the UK remains competitive and efficient in today’s fast-paced world? The answer lies in effective communication, and one of the most critical tools for this is a reliable business phone system.
Modern business phone systems go beyond simple voice calls, incorporating advanced features like VoIP (Voice over Internet Protocol), video conferencing, call routing, and CRM integrations.
These tools help streamline customer relationships, support remote teams, and improve internal communication. With so many options available, choosing the right phone system can be overwhelming.
In this blog, we’ll explore the top 10 business phone systems for UK small businesses, highlighting their features, pricing, and benefits to help you make the best choice.
What Are Business Phone Systems?
A business phone system is a specialised communication platform tailored to meet the needs of modern businesses.
Unlike traditional landlines, these systems offer advanced features such as auto-attendants, call analytics, and seamless integration with tools like CRM software.
They support efficient call management, enabling businesses to enhance customer service and streamline operations. Modern phone systems often utilise VoIP technology, allowing for cost-effective and flexible communication.
With options like cloud-based solutions and mobile app support, they cater to remote work setups and scalability, making them an essential tool for businesses seeking to optimise communication and improve overall productivity.
Why Do Small Businesses Need Phone Systems?
For UK small businesses, a professional phone system is absolutely vital for ensuring smooth communication and overall business success.
Here’s why:
- Customer Support: Ensuring consistent, professional communication with clients.
- Scalability: Allowing businesses to add or remove lines as needed, without significant overheads.
- Cost-Effectiveness: Cutting down on costs by utilising internet-based VoIP systems.
- Remote Work Capabilities: Supporting employees who work from home or in hybrid setups.
In today’s competitive business environment, adopting the right phone system is no longer just an option; it’s an essential step for business growth, enabling businesses to operate efficiently, communicate effectively, and stay ahead of the competition.
How Do Business Phone Systems Help Improve Productivity and Collaboration?
Business phone systems play a pivotal role in improving productivity and fostering collaboration. Here’s how:
- Streamlined Communication: Unified Communication as a Service (UCaaS) platforms like RingCentral and 8×8 integrate calls, messaging, and video conferencing into one system.
- Call Management Features: Tools such as call forwarding, auto-attendants, and IVR (Interactive Voice Response) ensure calls are routed efficiently.
- Mobility and Flexibility: With mobile apps, employees can take calls and access the system remotely, making it easier to work on the go.
- Team Collaboration Tools: Built-in features like team messaging and file sharing improve collaboration, even in remote environments.
These features allow teams to work more effectively, regardless of their location, ensuring smoother operations and better customer service.
Are Cloud-Based Phone Systems Better Than Traditional Landlines?
The shift from traditional landlines to cloud-based phone systems has become a game-changer for small businesses in the UK. Cloud-based systems offer several advantages that make them a superior choice.
- First, they provide cost savings through VoIP technology, which routes calls over the internet, significantly reducing call expenses compared to traditional landlines.
- Additionally, cloud systems are highly scalable, allowing businesses to add or remove lines and features without the need for expensive hardware.
- Cloud systems also offer advanced features like voicemail-to-email transcription, video conferencing, and detailed call analytics, which are not typically available with landlines.
- They support remote work by enabling employees to access the phone system from anywhere using mobile or desktop apps, making them ideal for modern work environments.
- Furthermore, cloud-based systems are maintenance-free, as providers handle updates and maintenance, easing the burden on in-house IT teams.
While landlines may still serve basic needs, the benefits of cloud-based systems make them the preferred choice for most small businesses.
What Features Should You Look for in a Small Business Phone System?
When selecting a small business phone system, it’s crucial to assess several key features that align with your business needs. A well-chosen system can significantly enhance communication and overall efficiency.
Here are the top features to consider:
- VoIP Functionality: Enables internet-based calls for enhanced cost efficiency and clearer voice quality, reducing traditional phone line expenses.
- Call Routing and Management: Includes auto-attendants, call queuing, and advanced routing options to ensure no call goes unanswered and clients receive prompt attention.
- Mobile and Desktop Apps: Ensures seamless accessibility for remote or hybrid workers, allowing them to manage calls and messages from any device, anywhere.
- Integration Capabilities: Syncs with CRM systems, email platforms, and project management tools, enabling streamlined workflows and better customer data management.
- Collaboration Features: Provides messaging, video conferencing, and team chat options to enhance internal communication and collaboration among teams.
- Call Analytics and Reporting: Monitors performance, tracks call metrics, and generates reports to improve efficiency and customer service quality.
By focusing on these essential features, small businesses can select a phone system that boosts productivity and keeps communication flowing smoothly.
Top 10 Best Business Phone Systems for UK Small Businesses
1. RingCentral
Website: www.ringcentral.com
RingCentral is a leading provider of cloud-based communication platforms, designed to support businesses of all sizes with voice, video, and team collaboration tools.
It is known for its robust VoIP infrastructure, ensuring reliable, high-quality calls. For UK small businesses, RingCentral offers scalability and features tailored to streamline operations and enhance customer service.
Another standout feature is its seamless integration with CRM tools like Salesforce, making it a preferred choice for businesses aiming to align communication with customer relationship management. With multiple pricing tiers, it’s suitable for a wide range of budgets and needs.
Key Features:
- Unified communication with voice, video, and messaging.
- Auto-attendant for professional call routing.
- Voicemail-to-email transcription for convenience.
- Seamless CRM integration with Salesforce and HubSpot.
- Detailed call analytics and reporting tools.
| Aspect | Details |
| Benefits | All-in-one platform, robust security, exceptional reliability. |
| Suitable For | Small to medium-sized businesses seeking scalability. |
| Pricing Plans | Essentials (£12.99/user/month), Standard (£19.99/user/month), Premium (£24.99/user/month) and Ultimate (£29.99/user/month). |
| Ratings | 4.6/5 (TrustPilot). |
| Pros | Wide feature range, excellent customer support. |
| Cons | Higher costs for startups, slight learning curve. |
2. 8×8
Website: www.8×8.com
8×8 is a powerful cloud-based communication platform that provides businesses with seamless integration of voice, video, and messaging.
Known for its affordability and user-friendly interface, 8×8 is an excellent choice for small businesses in the UK. Its focus on flexibility and accessibility ensures smooth communication, even for remote teams.
What sets 8×8 apart is its HD video conferencing capabilities and robust call analytics, helping businesses track and optimise their communication strategies. With budget-friendly pricing plans and an intuitive interface, 8×8 caters to startups and growing businesses alike.
Key Features:
- HD video conferencing with crystal-clear quality.
- Team messaging and file-sharing features.
- Intuitive call analytics and reporting.
- Voicemail-to-email functionality for enhanced productivity.
- Mobile and desktop app support for remote work.
| Aspect | Details |
| Benefits | Affordable, user-friendly, great for remote teams. |
| Suitable For | Startups and small businesses with remote workers. |
| Pricing Plans | Express (£12/user/month), X2 (£20/user/month). |
| Ratings | 4.4/5 (Capterra). |
| Pros | Budget-friendly, simple setup. |
| Cons | Limited features in basic plans, occasional call quality issues. |
3. Vonage
Website: www.vonage.co.uk
Vonage is a versatile communication platform known for its highly customisable solutions. Designed for businesses seeking flexibility, Vonage combines traditional telephony with advanced VoIP technology to deliver exceptional call quality and reliability.
One of its standout features is its API-based integrations, allowing businesses to build tailored workflows that align with their operations. Vonage also offers tools like voicemail-to-email and call monitoring, making it ideal for customer-focused small businesses.
Key Features:
- Voicemail-to-email functionality for seamless communication.
- API integrations for custom workflows.
- Call monitoring and call recording features.
- Scalable VoIP solutions for growing teams.
- Mobile and desktop app support.
| Aspect | Details |
| Benefits | Customisable features, excellent call quality. |
| Suitable For | Small businesses needing tailored communication tools. |
| Pricing Plans | Starting at £10–£25/user/month. |
| Ratings | 4.5/5 (G2). |
| Pros | Flexible solutions, excellent VoIP quality. |
| Cons | Complex setup for integrations, variable customer support. |
4. BT Business
Website: www.business.bt.com
BT Business is a trusted name in the UK, offering a mix of traditional telephony and modern VoIP services.
With its strong network infrastructure, BT ensures reliable communication for businesses of all sizes. Its VoIP services come with features tailored to support small businesses, making it an excellent choice for UK SMEs.
BT Business stands out for its focus on providing end-to-end solutions, including call management and analytics tools. With customisable plans and extensive support, it’s a dependable option for businesses looking to upgrade their communication systems.
Key Features:
- Call management tools with analytics for insights.
- Scalable VoIP solutions tailored for UK businesses.
- Mobile app support for on-the-go access.
- Auto-attendant and call routing capabilities.
- Dedicated UK-based customer support.
| Aspect | Details |
| Benefits | Reliable network, excellent local support. |
| Suitable For | Small businesses prioritising dependability. |
| Pricing Plans | Customised based on business needs and the pricing varies by £24.95, £34.95, £44.95. |
| Ratings | 4.3/5 (Expert Reviews). |
| Pros | Trusted UK brand, reliable services. |
| Cons | Higher costs, less flexible pricing options. |
5. Dialpad
Website: www.dialpad.com
Dialpad is an innovative communication platform that leverages AI-powered VoIP technology. With its smart call features and intuitive interface, it simplifies communication for small businesses.
Dialpad’s focus on AI-driven tools like real-time transcription makes it a standout choice for businesses aiming to boost productivity.
Its integration capabilities with tools like Google Workspace and Microsoft 365 further enhance its usability for tech-savvy teams. Dialpad’s affordable pricing and flexibility make it suitable for small businesses and startups in the UK.
Key Features:
- AI-powered real-time transcription and voice intelligence.
- Seamless integration with Google Workspace and Microsoft 365.
- Call routing and analytics tools for efficiency.
- Mobile and desktop app compatibility.
- Easy scalability for growing teams.
| Aspect | Details |
| Benefits | AI tools for productivity, easy to use. |
| Suitable For | Startups and small teams leveraging AI. |
| Pricing Plans | Starting at £15/user/month. |
| Ratings | 4.5/5 (TechRadar). |
| Pros | Innovative AI features, affordable. |
| Cons | Limited advanced features for enterprise use. |
6. bOnline
Website: www.bonline.com
bOnline offers affordable VoIP solutions tailored specifically for small businesses. It combines simplicity with essential features, making it a go-to option for budget-conscious startups in the UK.
With features like call recording and analytics, bOnline ensures businesses can manage and track their communications effectively. Its straightforward pricing and no-contract plans make it an appealing choice for businesses looking for flexibility.
Key Features:
- VoIP-based communication for cost efficiency.
- Call recording and analytics tools.
- Auto-attendant for professional call handling.
- Flexible no-contract pricing plans.
- UK-based customer support for local businesses.
| Aspect | Details |
| Benefits | Affordable, no long-term commitments. |
| Suitable For | Budget-conscious startups and small teams. |
| Pricing Plans | Starting at £7/user/month+VAT. |
| Ratings | 4.4/5 (TrustPilot). |
| Pros | Cost-effective, simple setup. |
| Cons | Limited advanced features. |
7. Gradwell
Website: www.gradwell.com
Gradwell is a UK-based provider specialising in VoIP telephony for small businesses. Known for its tailored solutions and local expertise, Gradwell is ideal for businesses prioritising reliability and service.
With features like call recording and mobile app support, Gradwell provides a robust system for efficient communication. Its focus on UK SMEs ensures it understands the unique challenges faced by small businesses.
Key Features:
- VoIP solutions with call management tools.
- Call recording for tracking and quality assurance.
- Mobile and desktop apps for remote access.
- Scalable plans for growing businesses.
- UK-based support team.
| Aspect | Details |
| Benefits | UK-focused services, reliable VoIP. |
| Suitable For | Small businesses prioritising local support. |
| Pricing Plans | Starting at £12/user/month. |
| Ratings | 4.3/5 (Expert Market). |
| Pros | Tailored UK solutions, scalable. |
| Cons | Fewer integrations than competitors. |
8. GoTo
Website: www.goto.com
GoTo provides unified communication solutions that combine voice, video, and messaging. Its scalable platform is ideal for small businesses aiming for growth. GoTo’s easy integration with productivity tools ensures a seamless workflow.
The platform’s standout feature is its team collaboration tools, which enhance productivity across departments. GoTo is a reliable choice for businesses with distributed teams.
Key Features:
- Unified communication with voice, video, and chat.
- Collaboration tools for teamwork.
- Integration with Google Workspace and Microsoft 365.
- Call analytics and routing features.
- Cloud-based system for flexibility.
| Aspect | Details |
| Benefits | Scalable, great for remote teams. |
| Suitable For | Growing businesses with hybrid teams. |
| Pricing Plans | Starting at £49/user/month. |
| Ratings | 4.5/5 (Capterra). |
| Pros | Comprehensive features, user-friendly. |
| Cons | Slightly higher price point. |
9. Ooma
Website: www.ooma.com
Ooma is an affordable VoIP provider offering small businesses reliable communication solutions. It delivers excellent call quality and straightforward features designed for microbusinesses and startups.
With tools like call forwarding and virtual receptionist, Ooma ensures businesses maintain professionalism without overspending. Its cost-effective pricing makes it accessible for even the smallest teams.
Key Features:
- Virtual receptionist for professional call handling.
- Call forwarding and routing tools.
- Affordable VoIP services with high-quality calls.
- Mobile app for remote work.
- Simple setup with no complicated hardware.
| Aspect | Details |
| Benefits | Cost-effective, easy to implement. |
| Suitable For | Microbusinesses and startups. |
| Pricing Plans | Starting at £33/user/month. |
| Ratings | 4.3/5 (TechRadar). |
| Pros | Budget-friendly, high call quality. |
| Cons | Limited features for scaling teams. |
10. Zoom
Website: www.zoom.com
Zoom, widely recognised for its video conferencing capabilities, also offers VoIP services for small businesses. It combines HD video, messaging, and voice into a single platform, making it ideal for communication-focused teams.
Zoom’s simplicity and affordability make it accessible for small businesses looking to enhance collaboration and remote work capabilities. Its scalability ensures it can grow alongside your business.
Key Features:
- HD video conferencing integrated with VoIP.
- Call recording and analytics for monitoring.
- Messaging and collaboration tools.
- Integration with productivity apps.
- Scalable plans for growing businesses.
| Aspect | Details |
| Benefits | Video-first platform, user-friendly. |
| Suitable For | Teams focused on video communication. |
| Pricing Plans | Starting at £10/user/month. |
| Ratings | 4.6/5 (TrustPilot). |
| Pros | Great for video calls, affordable. |
| Cons | Lacks advanced telephony features. |
Why Investing in a Business Phone System Matters?
A business phone system is more than a communication tool, it’s a critical driver for efficiency, collaboration, and customer satisfaction. Here’s why it’s a must-have for UK small businesses:
- Improved Customer Service: Features like auto-attendants and call routing ensure customers receive prompt and professional support.
- Cost-Effective Communication: Internet-based VoIP systems save significant costs, especially for businesses with frequent international calls.
- Enhanced Flexibility: Modern systems support remote and hybrid work environments seamlessly.
- Scalable Solutions: As your business grows, your phone system can expand without requiring costly hardware updates.
By investing in the right system, you’re not just upgrading your communication—you’re paving the way for long-term growth and success.
Conclusion
Investing in the right business phone system can significantly enhance the way your small business operates, improving communication, boosting productivity, and enabling seamless collaboration.
By carefully evaluating your business needs and considering the available options, you can choose a solution that supports your goals and helps you stay ahead in a competitive market.
The right phone system offers more than just basic communication, it becomes the backbone of your business operations, ensuring that every call, meeting, and interaction is handled efficiently.
With the insights provided, you are better equipped to make a well-informed decision and select a phone system that will support your business growth and success in today’s fast-paced world.
FAQs About Business Phone Systems
What is the difference between VoIP and traditional phone systems?
VoIP systems use the internet to make and receive calls, offering greater flexibility and lower costs. Traditional phone systems rely on fixed landlines and lack the advanced features of modern VoIP systems.
Can business phone systems integrate with existing CRM tools?
Yes, many modern systems like RingCentral and Vonage integrate seamlessly with CRM tools such as Salesforce and HubSpot. This allows businesses to align communication with customer management for improved efficiency.
How secure are cloud-based phone systems for businesses?
Cloud-based phone systems use encryption and advanced security protocols to protect data. Providers regularly update their platforms to guard against potential cyber threats.
Do business phone systems support remote working employees?
Yes, most systems offer mobile and desktop apps that allow employees to stay connected from anywhere. Features like VoIP and team messaging make them ideal for remote or hybrid work setups.
Are there government grants or schemes for UK businesses to adopt VoIP systems?
Yes, the UK government occasionally offers digitalisation grants to help businesses adopt new technologies, including VoIP systems. Check local initiatives or schemes like the Digital Growth Voucher.
How can I switch from my current provider without losing my business number?
You can port your existing business number to the new provider during the setup process. Most providers offer this service, ensuring continuity for your customers.
What are the key maintenance tips for keeping a business phone system reliable?
Regularly update the system software, monitor performance metrics, and test hardware periodically. Working with a trusted provider also ensures timely support and issue resolution.
