A Comprehensive Guide to VoIP for Law Firms

Introduction

For any law firm, effective communication with clients plays a pivotal role, and VoIP for law firms is an ideal option if you want to scale up your communication, as the basic idea is to maximize clients, and the more clients you reach out to, the higher your chances of conversions. For this need, VoIP excels for several reasons, such as the fact that 79% of clients prioritize remote collaboration when choosing a firm, 40%+ of inquiries (via voicemail or the web) wait 2-3 days for law firm responses, and 90%+ of customers who call a law firm won’t get to speak to a lawyer, but if you opt for the best VoIP phone system for law firms, these challenges can be solved with ease. Stay tuned to know how!!

Types of VoIP Services

Hosted VoIP Solutions

A hosted VoIP solution is managed and maintained by a third-party service provider. It often includes hardware, software, and network infrastructure hosted off-site, reducing the need for in-house IT resources.

Cloud-based VoIP phone systems

Cloud-based voice-over-internet protocol solutions deliver phone services via the Internet. These services are cloud-hosted and thus provide, in contrast, flexibility, and scalability, and are usually cheaper than the traditional on-premise systems.

UCaaS  VoIP Solutions

UCaaS, or Unified Communications as a Service, covers areas beyond the VoIP solution and also incorporates facilities such as SIP solutions. This system can also be customized to your business needs. An ideal solution not only helps you with communication but also helps in improving and streamlining daily operations.

CPaaS VoIP phone systems

CPaaS or communications platform as a service, is known for offering communication services for unified communication systems. It is also customizable to accommodate your business’s needs. The platform integrates everything to work seamlessly in real-time, without the need to access external systems.

Because of so many options, it can confusing to choose which kind of VoIP system you should choose for your business. Here’s a quick video guide that can help:

Top 7 Phone Systems for Law Firms: A Quick Comparison

1. Emitrr 
2. Nextiva
3. Diapad
4. Grasshopper
5. Podium
6. RingCentral
7. 8×8

• From the table, we can see that Emitrr is the leading phone system for legal firms. It offers value for money, is user-friendly, and also obtained a 5/5 rating for its unparalleled customer support.
  
• Nextiva also has great ratings in terms of features, ease of use, and customer support. However, when it comes to value for money, it does not offer extensive features for the price.
  
• Grasshopper also has stellar ratings for customer service, value for money, and ease of use, but when it comes to features, it lags behind. 

Factors to keep in mind when selecting a Law Firm VoIP Phone System

Comprehensive Feature Set

While selecting a VoIP for law firms, it is necessary to look for a phone system for law firms that offers an extensive feature set that caters specifically to legal practices. Look for features such as call recording, voicemail transcription, secure communication, AI summarization of interaction with clients, the ability for AI to take calls when they are missed or dropped, and integration with legal practice management software. These functionalities streamline client communication, enhance productivity, and ensure compliance with legal standards, making phone systems for legal firms a vital tool for your firm’s operations.

Text-Enabled Office Phone Systems

When it comes to the best phone system for small law offices, having mobility is primary; hence, it is important to have a text-enabled office phone system, which also means that you can interact with your clients through text as well with the same business number. Whether it’s a quick update, a reminder about an appointment, or answering a simple query, text messaging offers a convenient and efficient way to stay in touch.

Integration with Legal Practice Management Software

It is necessary for the legal virtual receptionist to have the capability to integrate and support your current legal management systems. This not only ensures efficient data management, but along with this, it also maintains workflow continuity. Because of integration, all information about the client, such as their case records and case history, is readily available. It also logs calls automatically and syncs client data, saving time and reducing manual entry. All these call recordings are stored and attached to the particular client files for easy reference in further consultation. Additionally, caller ID and client information pop-ups provide real-time access to related information about clients during a call for greater efficiency and client service.

Ease of Use and User Training

The phone systems for the legal firm that you are choosing should be intuitive and easy to use so that you and your team do not necessarily have to have an IT degree to make a simple call or set up a conference. Also, you need to say yes to phone systems for legal firms that provide onboarding support and initial training as well to ensure that you get comfortable using the phone systems for law firms. This not only reduces the learning curve but also increases productivity. 

Streamlined tasks and automation

While considering the phone system for law firms, it is vital to look for a phone system that offers features such as advanced call handling, transcription, and automated recording, which will in turn help you in minimizing the pressure of manual tasks.

Scalable for Your Growing Practice

Be it any software or VoIP for law firms, having scalability is something that makes the law firm VoIP phone system a top choice for everyone. Whether you’re adding new attorneys, expanding to multiple locations, or increasing your client base, your legal virtual receptionist should easily accommodate these changes. Look for VoIP for law firms that have the capability to adapt to changing requirements, as scalability ensures that your communication system can grow alongside your firm without requiring a complete overhaul.

Top 7 Phone Systems for Legal Firms: Detailed Analysis

Emitrr

Emitrr is the best VoIP for law firms, with extensive features and also offers an unparalleled experience to clients and their needs. It is a great solution if you are looking for a law firm VoIP phone system that provides exceptional VoIP features, including call forwarding, call recording, high uptime, and a lot more!! From extensive features to 24/7 support and FAQs, you will get everything that will help you streamline your day-to-day tasks while enhancing efficiency. Here is a quick insight into the best phone system for law firms  –

Emitrr Features

• Call forwarding through a key press to various destinations.
• Set up call groups with multiple extensions or team members.
• Define call routing rules for each call queue group.
• Forward missed calls to another extension, number, or voicemail.
• Configure multiple extensions for individuals.
• Set user hours, availability, and call forwarding rules.
• Ring everyone or specific extensions during and after hours.
• Forward calls to an IVR system.
• Establish general business hours for consistency.
• Call Recording and Analytics
• Send group texts 
• Utilize bulk messaging for scalability.
• Import contacts easily.
• Sync data with over 1000 CRM integrations.
• Send automated texts
• Voicemail-to-Email
• Virtual Receptionist
• Analytical Reporting

Emitrr Pros 

• Excellent call quality 
• No downtime 
• Easy-to-use VoIP features 
• Seamless integrations 

Emitrr Cons

• More features are in the pipeline and will be launched soon

Emitrr Pricing

• It starts at $30 per month

Emitrr Rating

• Capterra: 4.8/5
• G2: 4.7/5

Nextiva

Nextiva is known for its unified communication solution and seamless VoIP feature, which offer a great avenue for communication with clients. This phone system for law firms, coupled with AI makes it a great combination for your law firm. Not only this, the legal virtual receptionist offers an array of features that also include personalized communication, effortless documentation, and advanced authentication. Let’s have a quick look at it in detail –

Nextiva Features

• Call Center Management
• VoIP Connection
• Call Conferencing
• Call Queue Management
• Multi-Channel Communication
• Video Conferencing
• Advanced Call Management
• Mobile and Desktop Apps
• CRM Integration
• Analytics
• 24/7 Support

Nextiva Pros 

• Ease of Use
• High-Quality Calls
• Effective Client Communication

Nextiva Cons

• High Cost
• Unreliable Service
• Lost Voice Packets
• Unending Auto-Renewals
• Ineffective Support

Nextiva Pricing

• It starts at $18.95 per month (Essential)

Nextiva Rating

• Capterra: 4.6/5
• G2: 4.5/5

Dialpad

Dialpad is an AI-supported platform that also serves as a unified communication platform for law firms of almost all sizes. It not only enables you to connect with your clients via phone but also offers you the ability to video conference and text them. The legal virtual receptionist has comprehensive features that include unlimited domestic calling, business SMS and MMS, unlimited video meetings, business phone numbers, visual voice mail, and a lot more!! Let’s have a quick overview of the phone systems for law firms – 

Dialpad Features

• Real-Time Call Monitoring
• Multichannel Communication
• VoIP Support
• Video Conferencing
• CRM Integration
• Call List Management
• Call Routing
• Call Scheduling
• Call Scripting
• Call Tracking Metrics
• IVR
• Third-Party Integrations
• VoIP Connection

Dialpad Pros 

• Responsive Customer Support
• Affordable and Robust Software

Dialpad Cons

• Delayed Mobile Notifications
• Connection Issues 
• Missed Callbacks
• Inconsistent Call Connections

Dialpad Pricing

• It starts at $15 per month (Standard)

Dialpad Rating

• Capterra: 4.2/5
• G2: 4.4/5

Grasshopper

Grasshopper is an all-in-one solution if you are looking for VoIP for law firms, and it is indeed an easy target for small businesses looking for VoIP and WiFi calling. Whether it is a virtual phone system with voicemail transcription or call forwarding, it offers an array of features that you need for your law firm. Here is a quick overview of the phone systems for legal firms: 

Grasshopper Features

• Call Center Management
• Call Routing
• Call Transfer
• Chat/Messaging
• Contact Management
• Fax Management
• IVR
• Online Voice Transmission
• Reporting/Analytics
• Virtual Extensions
• VoIP Connection
• Voice Mail
• Multi-Channel Communication

Grasshopper Pros 

• Ease of Use
• Helpful customer service

Grasshopper Cons

• Difficult Website Navigation
• Features Limitation
• Delayed notifications

Grasshopper Pricing

• It starts at $14 per month

Grasshopper Rating

• Capterra: 4.4/5
• G2: 4.4/5

Podium

Podium is yet another robust VoIP for law firms. You can manage calls, texts, and messages in one unified inbox. Podium is specifically designed to help you connect your clients faster and easier with easy messaging, which also includes phone calls, responding to customers, converting messages to texts, and much more. Let’s have a look at Podium’s phone systems for legal firms: 

Podium Features

• Call Center Management
• Call Routing
• Call Transfer
• Chat/Messaging
• Contact Management
• Fax Management
• IVR
• Online Voice Transmission
• Reporting/Analytics
• Virtual Extensions
• VoIP Connection
• Voice Mail
• Multi-Channel Communication

Podium Pros

• User-Friendly
• Automation Features

Podium Cons

• Initial Setup Delay
• Expensive
• Missing Features
• Poor customer service

Podium Pricing

• It starts at $399 Per month

Podium Ratings

• Capterra: 4.3/5
• G2: 4.5/5

RingCentral

RingCentral is a robust law firm VoIP phone system that also offers unified communication. It is a cloud-based platform specifically for small law firms and offers an array of features, such as traditional PBX, business SMS, and real-time data insights. 

RingCentral Features

• Complete mobile integration
• Business SMS
• HD voice and video
• 99.999% uptime 
• Advanced call management features
• Real-time data insights
• Voice Mail
• IVR Software

RingCentral Pros

• User-Friendly
• Value for Money

RingCentral Cons

• Confusing Pricing Structure
• Difficult Navigation
• Overwhelming Login Interface
• Flawed Training Program

RingCentral Pricing

• NA

RingCentral Ratings

• Capterra: 4.4/5
• G2: 4.0/5

8×8

8X8 is one of the popular VoIP systems for law firms that offers various features, including calendar management, call center management, callback scheduling, computer telephony integration, and a lot more. Apart from this, 8X8 also offers an exceptional customer experience and helps you maintain conversations with ease. Here’s a detailed overview of this phone system for law firms:

8×8 Features

• Automatic Call Distribution
• CRM
• Call Routing
• Call Transcription
• Callback Scheduling
• Caller ID
• Collaboration Tools
• Communication Management
• Computer Telephony Integration
• Customizable Caller ID
• IVR
• Interaction Tracking
• Multi-Channel Communication
• On-Demand Recording
• Online Voice Transmission
• PBX
• Real-Time Analytics
• Scheduled Recording

8×8 Pros

• Ease of Use
• High Audio Quality

8×8 Cons

• Extended Downtime
• Terrible Customer Service
• Unfair Billing Practices

8×8 Pricing

• It starts at $24 Per month

8×8 Ratings

• Capterra: 4.1/5
• G2: 4.1/5

VoIP vs. Landline — What’s the Difference?

Why is Emitrr the Best VoIP for Law Firms?

Advanced Calling Features

Emitrr offers an extensive set of features and also concentrates on offering an unparalleled calling experience. This VoIP for law firms offers include setting up office hours, recording calls, building and setting up your phone IVR, assigning extensions to users, updating hours, and call forwarding behavior. 

Not only this, but its AI capabilities offer significant value in the summarization of calls with AI, which in turn helps in quickly capturing as well as organizing critical information discussed during client interactions. Apart from this, Emitrr’s AI can seamlessly take over when a call is missed or dropped, ensuring that no important client communication is lost and that inquiries are handled promptly. 

Clients also enjoy a well-maintained connection with 99.99% uptime, ensuring the best call experience. With Emitrr, calls can also be forwarded to different call queue groups using the IVR. Emiitrr also understands the importance of instant communication, and hence there are no delays in call delivery. 

Unified Communication Platform

Those days are now gone when you used to be troubled with different communication platforms, as Emitrr brings you a unified communication phone system for legal firms where you can call, message, follow up, and interact with clients in one place. Be it your office, court, or a remote location, you will get access to each communication channel on one centralized platform. The integration of every communication channel helps you streamline your workflow. 

Secure and Encrypted Communication

In the legal industry, security and confidentiality are primary, and Emitrr acknowledges that and prioritizes security over anything by providing robust encryption for all communications, which means that your communication and client’s information are kept safe. With Emitrr, a law firm VoIP phone system, by your side, you can focus on your work with peace of mind as your sensitive data is protected by top-notch security protocols.

Scalability and Flexibility

Scalability and flexibility are some of the areas where Emitrr excels. You can opt for Emitrr even when you are just starting your law firm, as it will also help you as your business grows. It is designed to scale with your growing needs, from small practices to large legal powerhouses. Emitrr’s flexibility can accommodate all your growing requirements.

Customizable Features

Each law firm is unique, and we understand the need for change; hence, Emitrr, the best phone system for small law offices, is designed in a manner where you can have access to customization that fits the needs of your law firm. It also provides you the flexibility to create a communication system that works just the way you want it to. This level of customization helps improve efficiency and enhances the client experience.

Integration with Legal Practice Management Software

Emitrr is designed in a way that goes well with others, as a huge industry like law firms can not work with single software. Emitrr is the phone system for law firms that supports around 1000+ integrations, even with your existing legal practice management software. It also has an efficient team for this particular task, which takes care of all the integration work to offer you seamless integration that too without any data inconsistencies, which means your client records, case files, and communication logs can all be synced and accessed from one central platform.

Training and Onboarding Support

Be it a newbie or an experienced professional, switching to new VoIP phone systems for legal firms can be daunting, and at Emitrr, we completely understand it; hence, we make the transition smooth with comprehensive training as well as onboarding support so that you get an understanding of the VoIP for law firms and also get a knack for it. From initial setup to ongoing support, Emitrr is there every step of the way, helping your firm make the most of its advanced features.

Voip for Law Firms FAQs

Conclusion

After completing the detailed analysis of the 7 best VoIP for law firms, Emitrr emerges as the top choice for the best law firm VoIP phone system. This is because, among these phone systems for law firms, Emitrr stands out in its delivery of features while maintaining reasonable prices and being rated 5/5 on some reputable platforms, such as Capterra, for its unmatched customer support. If you are looking for the best phone system for small law office that helps you in the long term without breaking the bank, do you want to know more? Book a demo here!