10 Best Multi-Line Phone System for Small Businesses

Introduction

“The art of communication is the language of leadership.” – James Humes

For every small business, communication goes beyond merely exchanging words; it is the lifeline that keeps your operations running smoothly. Yet, despite its importance, many companies underestimate the impact of poor communication. Imagine your phone is ringing off the hook, multiple customers are waiting to be attended to, and your team is scrambling to keep up. This chaos not only disrupts workflows but can also leave customers feeling neglected. That is why having the right multi-line phone system for small businesses is essential—it simplifies multitasking, streamlines communication, and keeps everything under control. 

Ineffective communication costs U.S. businesses up to $1.2 trillion annually. It is a costly reminder of how critical effective communication systems are to your business’s success. When your communication tools are not up to par, it affects your team’s ability to collaborate and your customer’s experience with your brand. 

If engaging your employees and maintaining consistent connections seems like a struggle, discover our top picks for the best multi-line phone system for small businesses to find the right solution for your needs!

What is a Multi-Line Phone System for Small Businesses?

A multi-line phone system for small businesses allows you to manage multiple incoming and outgoing calls simultaneously, enhancing communication efficiency. These systems are essential for companies that handle high call volumes and require more than just a single line for each employee. A multi-line phone system for small businesses typically includes several phone lines, allowing staff to manage calls without missing important communication. Different phone systems can be integrated into a multi-line phone system for small businesses in the following ways:

Traditional Phone Systems (Landline-Based)

A traditional phone system is a basic phone setup that operates using standard landlines. In a small business, this would involve multiple phone lines where each line connects to a different phone in the office. Traditional systems are limited in terms of scalability and features. However, they still work well for small organizations requiring a simple solution without advanced capabilities. Multi-line functionality in a landline can involve adding extra lines to allow for more simultaneous calls.

PBX (Private Branch Exchange)

A PBX system is a more advanced phone solution that allows a business to connect multiple phone lines within a single building or across multiple locations. PBX systems offer greater flexibility than traditional phone lines by integrating features like call forwarding, voicemail, and automated receptionists. Small businesses can use a small business PBX, which connects employees internally and externally. PBX systems can either be physical hardware-based or cloud-hosted, with cloud options gaining popularity due to lower upfront costs and flexibility.

VoIP (Voice over Internet Protocol)

VoIP technology revolutionized business communications by allowing calls to be made over the Internet rather than traditional phone lines. VoIP systems offer a more cost-effective and flexible way to set up a multi-line phone system for small businesses. Calls are routed through the internet, meaning you can add lines without the need for extra physical hardware. VoIP also offers a myriad of additional features, such as video calls, voicemail-to-email, call forwarding, integration with business software, and plenty more.

Why Does Your Small Business Need a Multi-Line Phone System?

A multi-line phone system for small businesses can bring numerous benefits to your operations. By streamlining your communication, this system helps you handle multiple calls at once, improve your team’s coordination, and provide a more professional experience for your customers. It is more than simply answering calls—but about creating a smoother, more efficient workflow that lets your business grow and stay competitive. Following are some of the reasons how this system can make a difference for you:

Simplified Team Communication

A multi-line phone system for small businesses makes connecting your team easier than ever. You can set up dedicated lines for different departments or team members, allowing direct communication without the back-and-forth. This saves time, reduces misunderstandings, and helps your team stay focused on what matters.

Better Customer Experience

With a multi-line phone system for small businesses, your customers won’t have to wait long for assistance. Calls are directed to the right person or department quickly, so your customers feel valued and heard. This leads to happier clients, improved relationships, and greater trust.

Efficient Call Handling

When you have a multi-line phone system for small businesses, you can manage incoming calls more effectively. Whether scheduling appointments, addressing inquiries, or taking orders, this system helps you handle everything without missing a beat, making your business appear more organized and professional.

Cost-Effective Solution

A multi-line phone system for small businesses is a cost-effective way to upgrade your communication setup. It allows you to manage multiple lines on one device, saving you the cost of separate phones or lines for each department. Plus, VoIP pricing options can further reduce costs while improving call quality.

Remote Access Flexibility

Running a business often means you need to be on the go. A multi-line phone system for small businesses gives you the flexibility to manage calls remotely. If you’re working from home or traveling, you can stay connected with clients and your team, maintaining business continuity no matter where you are.

Boosted Productivity

With a multi-line phone system for small businesses, your team can handle multiple tasks simultaneously, boosting overall productivity. No more missing calls or scrambling to juggle lines—everything is neatly organized, allowing your team to focus on their work while keeping communication efficient.

Easy Scalability

As your business grows, so do your communication needs. A multi-line phone system for small businesses allows you to scale up effortlessly. Adding more lines or extensions is simple, letting your business expand without the hassle of reconfiguring your entire phone system.

Industries That Use Multi-Line Phone System 

Efficient communication is the backbone of any successful industry, and a multi-line phone system for small businesses makes certain that you never miss an opportunity. Enabling multiple lines on a single device helps you manage high call volumes, connect seamlessly with customers, and coordinate effectively across departments. This system enhances productivity, ensures professionalism, and keeps your business one step ahead. Here’s how it empowers various industries to thrive:

Healthcare

In healthcare, every call matters—be it patients booking appointments, pharmacies requesting prescriptions, or emergency coordination. A multi-line phone system for small businesses, especially one integrated with HIPAA-compliant VoIP, helps handle calls efficiently while adhering to strict data security standards. This setup prioritizes urgent cases, safeguards sensitive patient information, and streamlines communication across departments like reception, billing, and labs.

Hospitality

From guest reservations to room service requests, your hotel or resort thrives on smooth communication. A multi-line phone system makes it easy to connect the front desk, housekeeping, and concierge, creating a delightful experience for your guests.

Real Estate

Real estate is all about being reachable. A multi-line phone system for small businesses allows agents to manage client calls, schedule property visits, and negotiate deals without interruptions, giving your clients the confidence that you’re always just a call away.

Customer Service

Your customers deserve quick and professional support. A multi-line phone system for small businesses helps your team handle multiple inquiries at once, transfer calls to the right departments, and provide seamless resolutions, keeping your customers happy and loyal.

Legal Services

Legal professionals juggle client consultations, court schedules, and research. A multi-line phone system for small businesses keeps communication organized by routing calls to the appropriate attorney or assistant, saving valuable time and maintaining confidentiality.

Education

Schools, colleges, and training centers in the education sector deal with students, parents, and faculty calls daily. A multi-line phone system for small businesses simplifies this by allowing separate lines for admissions, administration, and academic queries, ensuring everyone gets the help they need without delays.

Finance

Whether you are managing loans, investments, or customer queries, smooth communication is vital in finance. A multi-line phone system for small businesses lets you handle calls efficiently, ensuring your clients feel secure and informed about their financial decisions.

IT Sector

IT support teams need to be highly responsive. With a multi-line phone system for small businesses, you can manage customer calls, technical support requests, and team coordination effortlessly, all while accessing your VoIP software on your PC for quick problem-solving and happy clients.

Travel Agencies

Travel agencies rely heavily on communication, from planning itineraries to resolving last-minute travel issues. A multi-line phone system for small businesses lets you manage bookings, cancellations, and customer inquiries all at once, making your service more consistent.

Government

Government offices handle a variety of inquiries from citizens. A multi-line phone system for small businesses directs your call to the right departments, improving response times and making it easier for people to get the help they need.

Key Features of a Multi-Line Phone System for Small Businesses

Digital phone systems often provide users with a wide array of features to improve communication and streamline business operations. While older systems like PBX (Private Branch Exchange) offer basic features, newer multi-line phone systems for small businesses bring much more advanced capabilities. These features can help you enhance customer service, improve team collaboration, and ensure smooth operations throughout the day. Let us take a look at some of the key features that a multi-line phone system for small businesses offers:

Auto Attendant 

A multi-line phone system for small businesses often includes an auto-attendant feature, which automatically answers incoming calls and provides callers with a menu of options. This helps direct calls to the right department or individual without requiring manual intervention. Not only does this make your business look more professional, but it also improves call efficiency by reducing wait times.

Hold and Park Options

With a multi-line phone system for small businesses, you can easily place calls on hold or park them for later. This feature allows you to manage multiple calls at once, making it easier to prioritize and transfer calls without losing track. Whether you need a moment to gather information or switch to another line, hold and park options give you the flexibility to handle calls smoothly.

Call Insights

One of the major advantages of a multi-line phone system for small businesses is the ability to track and analyze call data. Call insights can provide you with valuable information about your call volume, call duration, missed calls, and more. This data helps you identify trends, measure team performance, and make informed decisions to improve customer service and operational efficiency.

Call Transfer

Transferring calls with ease is essential for any growing business. A multi-line phone system for small businesses typically comes with call transfer features that allow you to quickly transfer calls between team members or departments. Whether you are in a meeting or helping another client, you can ensure your customers always reach the right person.

Call Routing

With call routing, you can direct calls based on the time of day, caller ID, or the department the caller needs. A multi-line phone system for small businesses lets you set up rules to guarantee that calls are answered promptly, reducing the chance of customers being left on hold or missing important inquiries.

Call Recording

The call recording feature of a multi-line phone system for small businesses allows you to record and review phone conversations for quality assurance, training, and compliance purposes. You are handling customer inquiries or internal communications, recording calls can provide valuable insights and improve future interactions.

Audio Conferencing

Staying connected with your team or clients is vital, and a multi-line phone system for small businesses often comes with audio conferencing features. This lets you hold virtual meetings with multiple participants, no matter where they are located. It is a great way to stay connected and collaborate effectively without needing to travel.

Business Voicemail

A business voicemail system, integrated into your multi-line phone system for small businesses, ensures that no call is missed. Your customers can leave detailed messages, and you can customize greetings, organize voicemail boxes, and listen to messages at your convenience. This helps maintain a professional image even when you are away from the phone.

Caller Information Display

Caller information display is another useful feature in a multi-line phone system for small businesses. This allows you to see the caller’s information, such as name and number, before you answer the phone. With this feature, you can personalize the interaction and prioritize important calls right away.

Toll-Free numbers

A multi-line phone system for small businesses can provide toll-free numbers, which make it easier for customers to reach you without incurring any charges. This feature not only enhances the customer experience but also helps build trust, making it easier for potential customers to get in touch.

Multi-level IVR

A multi-line phone system for small businesses can support multi-level IVR, allowing you to create a menu of options that guide callers to the right department or person. For example, callers can choose between sales, customer support, or general inquiries, streamlining your call management and ensuring that each customer’s needs are met quickly.

Top 10 Multi-Line Phone Systems for Small Businesses Software

1. Emitrr
2. Nextiva
3. Zoom
4. RingCentral
5. Vonage
6. Ooma
7. Krispcall
8. Dialpad
9. Google Voice
10. Grasshopper

1. Emitrr

Emitrr is the ultimate multi-line phone system for small businesses, offering seamless communication powered by cutting-edge VoIP technology. With its 99.99% uptime, businesses can depend on Emitrr for uninterrupted and crystal-clear communication, keeping operations smooth and efficient anytime, anywhere. So, what makes Emitrr stand out from the rest? It’s the way Emitrr leverages VoIP to bring flexibility and efficiency to your business communication. From advanced voicemail-to-text transcription to CRM integration, Emitrr keeps your business adaptable and quick to respond. VoIP technology powers features like customizable IVR menus, call routing, and toll-free numbers—each tailored to improve customer experiences and optimize team workflows. It’s HIPAA-compliant VoIP provides secure communication, meeting strict privacy and data protection standards for healthcare businesses. Emitrr is the smart choice for businesses ready to enhance communication and boost productivity. Here are some of the key features you should consider when choosing Emitrr’s multi-line phone system for small businesses:

Emitrr’s Key Features  

• Call Forwarding & Routing: Effortlessly forward incoming calls to the right device, extension, or even team member. Emitrr’s routing ensures no call goes unanswered.
• Voicemail-to-Text Transcription: Say goodbye to listening to lengthy voicemails. Emitrr transcribes messages into clear, searchable text, saving you time and keeping you on top of your communication game.
• IVR Menu Customization: Give your customers a seamless experience with customizable IVR menus. Tailor call options to suit your business needs and ensure calls are directed to the right department every time.
• Simultaneous & Sequential Calling: Handle call traffic like a pro! Whether it is ringing all lines at once or routing calls one at a time, Emitrr ensures efficient call management.
• CRM Integration: Emitrr’s seamless integration with your CRM provides instant access to customer details, making every call more informed and personalized.
• 24/7 Support: With Emitrr’s round-the-clock support, expert help is always just a call or message away. Your business can rely on uninterrupted communication and immediate assistance anytime, day or night.

Emitrr Pros

• 99.99% Uptime
  Reliability is key, and Emitrr guarantees it. With minimal downtime, your communication lines are always open when you need them most.
• User-Friendly Interface
  The intuitive dashboard is designed for simplicity, making it easy for you and your team to navigate without any hassle.
• Quick Setup & Training
  Getting started with Emitrr is a breeze. The setup is quick, and the team provides all the training you need to hit the ground running.
• Affordable Pricing
  With flexible, cost-effective packages, Emitrr delivers exceptional value for small businesses, helping you stay within your budget while enjoying top-notch VoIP features.

Emitrr Cons

More multi-line phone system for small businesses features coming up!

Emitrr Pricing

• Professional Plan: Starting at $30 per user/month (billed annually).Includes advanced features such as automated follow-ups, call recording, team collaboration features, and more extensive integrations with other business software like CRMs and scheduling platforms.
• Enterprise Plan: Custom pricing based on needs. Includes all features from the Professional Plan, plus enhanced reporting and analytics.

Emitrr Reviews and Ratings

“They have built a powerful, easy-to-use web interface. The onboarding of our staff and contacts was excellent. Any issues we have had were addressed immediately and professionally by Emitrr staff.”

“Overall the communication has been awesome, and everyone is super helpful. The app I’m on the fence about.”

Emitrr Ratings: 5/5

Source: Capterra

Emitrr’s Support Channels

• Email: Send email to Emitrr’s support team at [email protected]
• Phone: Call Emitrr at +1 (210) 941-4696
• Live chat: Chat with Emitrr’s live representatives
• FAQs/forum
• SMS
• Knowledge base

2. Nextiva

When considering a multi-line phone system, Nextiva stands out with its feature-rich platform designed for businesses with complex communication needs. While it offers valuable tools for improving efficiency, it’s essential to weigh its features against its limitations, especially for small businesses.

Nextiva’s Key Features 

• Security: Nextiva ensures your communication is highly secure, offering HIPAA-compliant voice, fax, and video services—an essential feature for businesses in healthcare and other sensitive industries.
• Threaded Conversations: Simplify communication with threaded conversations that bring all contacts and messages into a single, searchable stream. 
• Call Flow Builder: Nextiva’s Call Flow Builder makes it easy to create and modify call flows without needing extensive technical expertise. 
• Call Pop: Call Pop feature provides detailed caller information like past interactions and notes, all displayed in real-time when a call comes in.
• Analytics for Multi-Site Management: Nextiva’s built-in analytics allow businesses with multiple locations to track and manage communication patterns. 

Nextiva Cons

• High Costs for Small Teams: For businesses with fewer than five user accounts, Nextiva’s pricing may be above average, making it less accessible for very small teams.
• Voicemail Transcription Limited to Enterprise Plan: Voicemail transcription, a valuable feature for modern businesses, is only available with Nextiva’s most expensive Enterprise plan.
• Pricing Transparency: The advertised pricing often includes discounts that smaller businesses may not qualify for, which can lead to unexpected costs.
• Limited Flexibility for Small Businesses: While packed with features, Nextiva’s extensive tools and analytics may be overkill for small businesses that require a simpler, more cost-effective solution.

Nextiva Pricing

Nextiva offers a few different VoIP and business communication plans, with pricing based on features and the number of users. Here’s an overview of Nextiva’s main plans:

• Essential: Starting at $23.95 per user/month (billed annually for 20-99 users). Includes unlimited calling within the U.S. and Canada, voicemail, team messaging, and integrations with Outlook and Google Contacts.
• Professional: Starting at $27.95 per user/month (billed annually for 20-99 users). Adds unlimited conference calls, video conferencing for up to 40 participants, call pop (caller ID with caller info), and integrations with HubSpot and Salesforce.
• Enterprise: Starting at $37.95 per user/month (billed annually for 20-99 users). Includes all professional features, plus call recording, voicemail transcription, and single sign-on.
• Ultimate: Starting at $67.95 per user/month (for comprehensive needs, with custom features). Offers advanced features for customer relationship management, analytics, and team collaboration.

The monthly pricing for each plan decreases slightly with a higher number of users and for annual billing. Additional services, like toll-free numbers and international calling, can be added at an extra cost.

Nextiva Reviews and Ratings

“Advanced features are frustrating to learn for someone without a lot of experience.”

“The administrative management of the account could use some uplift in UI/UX. It’s difficult to find more niche things, such as a specific type of call log, because it’s buried under another tab that doesn’t really make sense.”

Nextiva Ratings: 4.6/5

Source: Capterra

Nextiva Support Channels

• Phone Support
• Email/Help Desk
• FAQs/Forum

3. Zoom 

Zoom is widely known for its video conferencing capabilities, but it also offers a robust multi-line phone system designed to streamline business communication. With Zoom’s VoIP phone system, businesses can enjoy seamless voice communication, whether on a video call, phone call, or voicemail, all in one platform. This system is perfect for teams of all sizes, providing flexibility and ease of use while ensuring clear, reliable communication. Some key features of Zoom’s multi-line phone system are:

Zoom Key Features 

• Call Transfer: Zoom allows users to easily transfer calls to other team members or departments, improving efficiency and response times.
• Call Recording: Zoom’s call recording feature enables businesses to capture important conversations for reference, compliance, or quality assurance purposes.
• Voicemail: Zoom’s voicemail system ensures that no important message is missed, providing users with the ability to receive and review voicemails directly from their mobile or desktop app. 
• Call Hold: With the call hold feature, users can easily place a call on hold without disconnecting the line. 
• Call Delegation: Zoom’s call delegation feature allows one user to manage and handle calls on behalf of others. 

Zoom Cons

• Limited Integrations: Zoom’s multi-line phone system may not integrate seamlessly with all business tools, especially if your company relies on a variety of software applications. 
• Complex Setup for Smaller Teams: Setting up its phone system for smaller teams can be a bit overwhelming due to the variety of features and options. It might require additional support and time to fully customize and integrate.
• Cost for Full Features: Some of Zoom’s more advanced phone system features, like call recording and voicemail transcription, are only available with higher-tier pricing plans. This can be a disadvantage for small businesses operating on a tight budget.
• Reliability Issues During Peak Times: Some users have reported performance issues such as call drops or lag during peak usage hours, especially when network connectivity is compromised. 

Zoom Pricing

Zoom Phone has 3 pricing plans: US and Canada Metered, US and Canada Unlimited, and Global Select. They are priced at $10, $15, and $20 per month per user simultaneously.

However, one very important thing to note is that Zoom Phone is an add-on to Zoom Meetings, so you’ll need to be subscribed to that service first. You can also use the paid add-ons if you are subscribed to Zoom Meeting’s free plan.

Zoom Reviews and Ratings

“Sometimes it is difficult to connect to a meeting. As there are a lot of features, it takes some time to get used to it.”

“It makes it easy for me to access meetings no matter where I am. Keeps things private.”

Zoom Ratings: 4.6/5

Source: Capterra

Zoom Support Channels

• Email/Help Desk
• Phone Support
• 24/7 (Live rep)

4. RingCentral

RingCentral is a cloud-based multi-line phone system for small businesses, offering a comprehensive suite of communication tools that support seamless voice, video, and messaging capabilities. With its robust features and reliable VoIP technology, RingCentral is ideal for small businesses looking to streamline their communication, improve collaboration, and ensure superior customer service. Below are some of the key features of RingCentral for small businesses:

RingCentral Key Features 

• Automatic Call Recording: RingCentral provides automatic call recording, enabling businesses to capture important conversations for quality assurance, compliance, and training purposes. 
• Vanity and Toll-Free Numbers: With RingCentral, businesses can set up vanity and toll-free numbers, making it easy for customers to reach you and giving your business a professional appearance. 
• Heads-Up Display: RingCentral’s heads-up display provides an intuitive, real-time overview of active calls, messages, and other communications. 
• Call Forwarding: With call forwarding, RingCentral enables businesses to forward calls to any device or team member, ensuring that no calls go unanswered. 
• Call Park: The call park feature allows users to place a call on hold at one extension and retrieve it from another, making it easier for businesses to manage calls in dynamic environments. 

RingCentral Cons

• Call Quality: Some users have reported occasional call quality issues, including dropped calls, poor audio, or delays, especially during periods of high call volume or low internet connectivity. 
• Integrations: While RingCentral offers a wide range of integrations with third-party applications, it may not work seamlessly with all business tools.
• User Interface (UI): Some users find RingCentral’s user interface to be less intuitive, especially when managing multiple lines and settings. 
• Customer Service: Although RingCentral offers 24/7 customer support, there have been instances where users have reported slow response times or difficulty getting issues resolved quickly. 

RingCentral Pricing

RingCentral offers a range of business communication plans, with pricing based on features and the number of users. Here’s a breakdown of the primary plans for RingCentral MVP (Message, Video, Phone):

• Essentials: Starting at $19.99 per user/month (limited to 20 users). Includes unlimited calls within the U.S. and Canada, business SMS, voicemail-to-text, team messaging, and document sharing.
• Standard: Starting at $27.99 per user/month. Adds unlimited internet fax, video meetings for up to 100 participants, and integrations with popular software like Office 365, Google Workspace, and Slack.
• Premium: Starting at $34.99 per user/month. Adds advanced features like automatic call recording, video meetings for up to 200 participants, and popular CRM integrations (e.g., Salesforce, Zendesk).
• Ultimate: Starting at $49.99 per user/month. Includes all Premium features, plus device status reports, analytics, and unlimited storage.

Prices may vary based on the number of users, and annual billing offers a discount. Additional add-ons, like toll-free numbers and international calling, are also available for an extra cost. RingCentral often provides discounts for larger teams or when billed annually.

RingCentral Reviews and Ratings

“It could be operator error, but it sometimes does not alert me right away when I miss a call/receive a voicemail on my cell phone.”

“The platform’s user-friendly interface made setting up and managing our phone system incredibly easy.”

RingCentral Ratings: 4.2/5

Source: Capterra

RingCentral Support Channels

• Knowledge Base
• Chat
• Email/Help Desk
• Phone Support
• 24/7 (Live rep)
• FAQs/Forum

5. Vonage

Vonage offers a simple, plug-and-play communication solution, making it easy to stay connected via SMS, voice, and video. This multi-line phone system for small businesses is designed for seamless integration and supports month-to-month contracts with easy setup and expert technical support. Here’s an overview of Vonage’s key features:

Vonage Key Features 

• Call Groups: Vonage routes incoming calls to multiple extensions to ensure that no call goes unanswered, streamlining call management for small businesses.
• Visual Voicemail: Voicemails are transcribed into text and sent to your email, making it easier to access and manage messages without having to listen to them.
• Mobile App: The Vonage mobile app allows you to make and receive calls from anywhere, providing flexibility and convenience for users on the go.
• Virtual Receptionist: Automates call handling by directing calls to the right extension or department, ensuring efficient management of incoming communication.
• On-Demand Call Recording: Vonage lets you record calls from any device, so you can save or share important conversations whenever needed.

Vonage Cons

• Frequent Glitches: Users report frequent crashes and dropped calls, which can negatively affect communication and harm customer relationships.
• Limited Features: While Vonage provides basic functionality, more advanced features often require custom development, which can be time-consuming and complex for small businesses.
• Inconsistent Call Quality: Call quality can be unreliable, with users experiencing intermittent issues that affect clarity and overall communication.
• Customer Support Delays: Some users have noted that Vonage’s customer support can be slow to respond, which can lead to delays in resolving technical issues.

Vonage Pricing

Vonage offers a few different VoIP and business communication plans, with pricing based on features and the number of users. Here’s an overview of Vonage’s main plans:

• Mobile: $19.99/month/extension
• Premium: $29.99/month/extension
• Advanced: $39.99/month/extension

Vonage Reviews and Ratings

“It is very easy to use, great voice quality, and for the price it is very good. For my business is the best option at a good price.”

“Their customer support team is really terrible to it’s customers. They are rude when the customer does not understand the price quotes and they say it’s either you pay that or no service(s).”

Vonage Ratings: 4.0/5

Source: Capterra

Vonage Support Channels

• Phone Support
• Email/Help Desk
• FAQs/Forum

6. Ooma

Ooma is a reliable and affordable multi-line phone system for small businesses, offering easy communication with clients anytime and anywhere. With its user-friendly setup, Ooma is a popular choice for businesses seeking budget-friendly international calling rates and efficient communication tools. However, some users have reported occasional issues such as service outages, extra costs for certain features, and difficulties navigating specific tools.

Ooma Key Features 

• Call Recording: Ooma allows businesses to record calls, helping keep track of conversations and ensuring important details are always accessible.
• Virtual Receptionist: This feature automates call routing, directing callers to the right department or extension, improving the efficiency of call management.
• Call Forwarding: Ooma lets businesses forward calls to any device, ensuring no important call is missed, even when employees are away from their desks.
• Call Log: The system keeps a log of all calls, which makes it easy to review and track communication history for your business.
• Mobile and Desktop Apps: Ooma offers apps for both mobile and desktop, enabling business owners and employees to stay connected on the go.

Ooma Cons 

• Extra Cost for Voicemail Transcription: Voicemail transcription is an additional service not included in the standard plans, leading to extra charges for businesses that rely on this feature.
• Frequent Outages: Some users experience periodic service outages, disrupting communication and causing delays in business operations.
• Complexity in Some Features: Certain advanced features can be difficult to navigate, particularly for new users or small businesses without dedicated technical support.
• Limited Customer Support: Some users have reported that Ooma’s customer support can be slow or unresponsive, making it difficult to resolve issues in a timely manner.

Ooma Pricing

Ooma offers a few different pricing plans for its business phone solutions, catering to small and medium businesses. Here’s a breakdown of the main plans:

• Ooma Office: $19.95 per user/month. Includes unlimited calling in the U.S., Canada, Mexico, and Puerto Rico, virtual receptionist, call forwarding, and hold music. Supports mobile and desktop apps.
• Ooma Office Pro: $24.95 per user/month. Includes all features in Ooma Office, plus video conferencing, call recording, enhanced call blocking, and voicemail transcription.
• Ooma Office Pro Plus: $29.95 per user/month. Adds even more advanced features, including call queuing and hot desking.

Ooma also provides custom pricing for larger businesses or enterprises requiring tailored solutions. The plans are flexible, and additional features like toll-free numbers and international calling can be added at an extra cost.

Ooma Reviews and Ratings

“Great for small offices, home offices, and smaller businesses. Great value, clear calls, and great reliability.”

“Voicemail transcription is an extra cost, as is PC/Mac softphone, which is a bummer.”

Ooma Ratings: 4.5/5

Source: Capterra

Ooma Support Channels

• Chat
• Email/Help Desk,
• FAQs/Forum
• 24/7 (Live rep)
• Phone Support

7. Krispcall

KrispCall is a reliable and feature-rich multi-line phone system for small businesses. It offers a range of tools that help improve communication and streamline daily operations. Whether you’re managing customer calls, organizing contacts, or ensuring that no call goes unanswered, KrispCall provides an intuitive and efficient platform to support your business needs. Though KrispCall delivers many essential features, there are some limitations that businesses should consider before making a final decision.

Krispcall Key Features 

• Call on Hold: Allows you to place calls on hold while providing customers with on-hold music or messages.
• Call Notes: Lets you take and attach notes to calls for easy reference during follow-up or future conversations.
• Call and Contact Tagging: Helps organize your calls and contacts by tagging them for better tracking and management.
• Call Forwarding: Routes calls to different devices or extensions, ensuring no call is missed.
• Do Not Disturb: Enables you to mute calls during specific times, helping to manage work-life balance.

Krispcall Cons

• Limited Integration: Integrates with fewer third-party apps compared to some competitors, potentially limiting workflow automation.
• Performance Issues: Users report occasional lags or delays, which can hinder smooth communication.
• Short Call Analytics: The call analytics provided are basic and might not offer the level of detail required for in-depth business insights.
• Billing Issues: Some users have experienced issues with billing accuracy or unexpected charges, which can be frustrating.

Krispcall Pricing

Choose from Krispcall’s tailored plans that suit diverse business needs, offering a balance of essential features and advanced capabilities:

• Essentials: Starting at $15 per user/month. Designed for small teams, this plan includes essential features like voicemail-to-text, call routing, business SMS, and access to virtual numbers in multiple countries. Ideal for startups needing a basic communication setup.
• Standard: Starting at $40 per user/month. Offers additional functionalities like advanced voicemail transcription, team messaging, and CRM integrations for better collaboration. Best suited for growing teams looking for streamlined communication tools.
• Enterprise: Contact for pricing. Tailored for larger organizations, this plan includes all Standard features along with enterprise-grade tools such as analytics, advanced call routing, and custom integrations. Perfect for businesses seeking robust, scalable solutions.

Pricing may vary depending on the number of users. Discounts are available for annual billing or larger teams. Add-ons like international calling and toll-free numbers can be purchased separately.

Krispcall Reviews and Ratings

“Krispcall is my top choice, despite some flaws. The team is feedback-oriented and constantly improving features.”

“They should include detailed call insights; we can only see call reports from 24 hours, and if we need more, we need to ask the support, though the support is provided prominently.”

Krispcall Ratings: 4.1/5

Source: Capterra

Krispcall Support Channels

• Phone Support
• Email
• Help Center
• FAQs
• 24/7 (Live rep)
• Knowledge Base

8. Dialpad

Dialpad is an advanced multi-line phone system for small businesses across various industries, including real estate, retail, and e-commerce. Its competitive pricing and robust features make it a strong contender for businesses seeking modern communication solutions. From voicemail drops to call routing, Dialpad offers tools that enhance customer interactions and team collaboration. Additionally, Dialpad allows businesses to scale easily by adding extensions and users as they grow. However, while the platform offers impressive functionality, users have reported some challenges with call quality and software reliability.

Dialpad Key Features 

• Virtual Queue Hold: Keep callers informed with a virtual hold queue, improving customer satisfaction.
• HD Voice Quality: Engage in clear, professional conversations with high-definition audio.
• Multi-Level Auto Attendant: Handle calls more efficiently with multi-level automation for routing and answering.
• Scalability: Easily add extensions and users, making it ideal for growing businesses.
• Call Redirection: Redirect incoming calls to other devices to ensure no call is missed.

Dialpad Cons

• Poor Call Quality: Inconsistent call quality can lead to dropped calls and interruptions.
• Frequent Disconnections: Software glitches occasionally disconnect calls, causing inconvenience for users.
• Reliability Issues: Dialpad’s software performance can be erratic, leaving a negative impression on customers.
• Pricing Concerns: Advanced features like enterprise-level tools require custom pricing, which may not be cost-effective for all small businesses.

Dialpad Pricing

Select from Dialpad’s customized plans, designed to meet a variety of business needs with a mix of fundamental features and advanced functionalities.

• Standard: $15/user/month
• Pro: $25/user/month
• Enterprise: Custom pricing based on specific needs

Dialpad Reviews and Ratings

“My biggest problem with Dialpad is that when I get a call back sometimes it won’t ring and it will list it as a missed call.”

“Concerns that not all calls are connecting. While the phone does ring, it appears regularly as calls missed where no notifications were delivered for “calls.”

Dialpad Ratings: 4.2/5

Source: Capterra

Dialpad Support Channels

• Phone Support
• Email
• Help Center
• FAQs
• 24/7 (Live rep)
• Knowledge Base

9. Google Voice

Google Voice is a streamlined multi-line phone system for small businesses seeking an affordable communication platform. Perfect for companies operating within the Google ecosystem, Google Voice seamlessly integrates with the Google Workspace suite, offering an intuitive and budget-friendly phone system. While it excels in simplicity and ease of use, it falls short in advanced functionalities like IVR customization and call recording, making it more suitable for businesses with straightforward communication needs.

Google Voice Key Features 

• Call Forwarding: Effortlessly connect calls to any other number or device in your system.
• Voicemail Transcription: Receive transcribed voicemails via email or text for easy reference.
• Call Blocking: Block unwanted calls quickly and efficiently.
• Mobile App: Make and receive calls on the go with the Google Voice mobile app.
• Google Workspace Integration: Sync with other Google apps like Gmail and Calendar for seamless workflows.

Google Voice Cons

• Few Advanced Features: Lacks call recording, IVR customization, and AI tools, limiting its functionality for complex operations.
• International Call Limitations: Comes with higher costs and limited features for international calls.
• No Customer Support: Relies solely on online resources for troubleshooting, with no direct support available.
• Not Scalable: Best suited for small teams with simple communication requirements, lacking scalability for growing businesses.

Google Voice Pricing

Here’s a look at the pricing plans for Google Voice, designed to cater to different business needs, from basic communication to more advanced features for larger teams.

• Starter: Starting at $10 per user/month. This plan is designed for basic communication needs and includes features like 24/7 support, call forwarding, free calling to Canada from the US, and free calling to the US from any country.
• Standard: Starting at $20 per user/month. The Standard plan includes all Starter features, along with desk phone support and eDiscovery. It also includes free calling to Canada from the US.
• Premier: Starting at $30 per user/month. The Premier plan offers all the features from the Standard plan, plus advanced reporting and data region controls. It also includes desk phone support.

Pricing may vary depending on the number of users, with discounts available for annual billing.

Google Voice Reviews and Ratings

“We run into the occasional glitches, such as dropped or missed calls, which can be very unfortunate when it’s your business on the line.”

“Within a few days of getting a Google Voice through a company I work with, I was getting 2 to 4 spam calls/voicemails a week, which was extremely annoying.”

Google Voice Ratings: 4.5/5

Source: Capterra

Google Voice Support Channels

●  FAQs/Forum

10. Grasshopper

Grasshopper is a reliable multi-line phone system for small businesses with a virtual phone number and essential VoIP features at a competitive price. Known for its voice quality and affordability, Grasshopper is a practical choice for businesses seeking a straightforward communication platform. However, its limited integrations and lack of advanced analytics may not meet the needs of businesses requiring detailed reporting or advanced functionality.

Grasshopper Key Features 

• Call Transfer: Effortlessly transfer live calls to other extensions without interruptions.
• Voicemail Transcription: Receive a concise voicemail summary directly, avoiding the need to listen to entire messages.
• Instant Response: Send automated text replies to missed calls, keeping customers informed and engaged.
• Extensions: Offer multiple extensions for teams or departments, simplifying internal communication.
• Simultaneous Call Handling: Park live calls while managing other incoming calls simultaneously.

Grasshopper Cons

• No Reports or Analytics: Lacks call reports and analytics, making it difficult to track team performance or call handling efficiency.
• Difficult Website Navigation: The settings can be challenging to navigate, complicating call workflow setup.
• Limited Features: Includes only basic features and lacks integrations with other software tools.
• No Advanced Functionality: Grasshopper’s simplicity comes at the cost of missing out on sophisticated tools like IVR customization or detailed call routing.

Grasshopper Pricing

Explore Grasshopper’s flexible plans, designed to meet the needs of freelancers, small teams, and growing businesses.

• True Solo: $14 per year (Flat Rate). Includes a business phone number, business texting, Wi-Fi calling, VoIP, and call transfers for streamlined communication.
• Solo: $25 per year (Flat Rate). Featuring call forwarding, custom greetings, and all True Solo features for a more personalized experience.
• Small Business: $55 per year (Flat Rate). This plan offers enhanced capabilities like call transfers, custom greetings, and support for multiple users, ensuring seamless communication for your business.

Additional features like vanity numbers and toll-free numbers can be added for an extra cost.

Grasshopper Reviews and Ratings

“The customizable hold music and voicemail is awesome. It really helps startups put the best voice forward facing to their prospects and patrons.”

“Beyond the calling, texting, and call log there are almost no features. No analytics, unique features, and overall a boring application.”

Grasshopper Ratings: 4.3/5

Source: Capterra

Grasshopper Support Channels

• FAQs/Forum,
• 24/7 (Live rep)
• Phone Support
• Knowledge Base
• Email/Help Desk
• Chat

Why Emitrr is the Best Multi-Line Phone System for Small Businesses Software Solution

Choosing a multi-line phone system for your small business can feel like a big task, but Emitrr makes it simple. Designed with your needs in mind, Emitrr combines reliability, smart features, and ease of use to give you a solution that truly works for your business. From managing customer calls to scaling your operations or keeping your team connected, Emitrr is the all-in-one system that supports your goals. Here’s why Emitrr stands out as the right choice for you:

Reliable Uptime

Emitrr ensures that your business stays connected when it matters most. With industry-leading uptime, this multi-line phone system for small businesses guarantees minimal disruptions, so you never miss an important call or opportunity.

Seamless Integration

The system integrates effortlessly with tools you already use, like CRM platforms, email software, and more. This compatibility makes managing your workflow smoother and ensures that your multi-line phone system for small businesses fits right into your existing setup.

User-Friendly Interface

Complicated interfaces can slow you down. Emitrr’s intuitive dashboard is designed to make using your multi-line phone system for small businesses straightforward, even for team members who aren’t tech-savvy.

All-in-One Platform

Why juggle multiple tools when Emitrr combines them all? From call routing to voicemail and analytics, this multi-line phone system for small businesses brings everything together in one convenient place, saving you time and hassle.

Highly Scalable Solution

As your business grows, so do your communication needs. Emitrr’s scalable features allow your multi-line phone system for small businesses to expand seamlessly, accommodating more lines and team members as required.

Advanced Features

Emitrr goes beyond the basics with features like call recording, multi-level IVR, and AI-driven call insights. These tools help your multi-line phone system for small businesses perform at its peak, enhancing both customer experience and operational efficiency.

AI Integration

Smart technology is the future, and Emitrr is preparing to lead the way. Upcoming AI-driven analytics and automation will make managing your multi-line phone system for small businesses faster, smarter, and more efficient than ever before.

Affordable Pricing

Small businesses need solutions that don’t break the bank. Emitrr offers competitive pricing without compromising on quality, making it the ideal multi-line phone system for small businesses looking for value and reliability.

Steps to Set Up a Multi-Line Phone System for Small Businesses with Emitrr

Step 1: Select a Plan That Fits Your Business Needs

Choose a plan from Emitrr that aligns with your team size and call requirements. The right multi-line phone system for small businesses will provide you with smooth communication from the start.

Step 2: Assign Extensions for Your Team Members

Allocate unique extensions to each team member or department, making it easy to direct calls without confusion.

Step 3: Set Up Customized Phone Greetings

Create personalized greetings to give callers a professional and welcoming experience. A well-configured multi-line system for small businesses sets the tone for better customer interactions.

Step 4: Start Making and Receiving Calls with Emitrr

Once everything is in place, handle calls efficiently with Emitrr’s user-friendly interface. Your multi-line phone system for small businesses with VoIP is now ready to simplify communication and help your business grow.

Frequently Asked Questions

Conclusion

Getting the right multi-line phone system for small businesses is crucial—it can make or break your communication strategy. Constantly switching providers can be a hassle, so it is essential to get it right from the start. Think about what you truly need: Are you just looking to make calls, or do you need a system that offers much more? With Emitrr, you get a solution that is not only reliable but also scalable and packed with advanced features tailored to your business needs. Take your business communication to the next level and set yourself up for success with Emitrr. Book a demo call with us today!