Skip to content

The Benefits of a Virtual Business Phone System

virtual business phone system allows your team to answer calls from anywhere, even when they’re working from home or on the go. It also helps you manage your team with features like call analytics and CRM integrations.

These services also cut down on communication costs and eliminate the need for expensive corded hardware. They’re available from companies such as Nextiva and RingCentral, which offer a variety of plans for small businesses.


The cost of a virtual business phone system varies widely, depending on the number of users and features purchased. However, most providers offer a range of plans starting at around $20 per month, including features such as call recording, voicemail to email, and auto-attendant. Small businesses should pay special attention to advertised pricing on websites, which often preselect a large number of users and annual payment pricing.

While landline systems can require a significant upfront capital investment and ongoing monthly fees for hardware and maintenance, virtual phone systems have lower initial costs and monthly fees, as well as no long-term contracts. In addition, they don’t rely on traditional desk phones and can be used from anywhere with an internet connection. The best virtual business phone systems allow you to customize the features your team needs, ensuring that you don’t pay for extra functionality your business doesn’t need.

Using a virtual phone system allows you to keep your business number when you relocate or change office locations. This is especially useful for entrepreneurs who work out of nontraditional office spaces or use remote workforces. It also ensures that clients can reach your company even if you’re not working from the office.

Many virtual phone services also offer a variety of features that can help your team increase productivity and improve the customer experience. For example, Aircall has tools that make handling a high volume of calls easier for sales and service teams, as well as tools to monitor employee performance. These features can be combined to create a comprehensive unified communication platform.


A virtual business phone system offers a number of features that can save your team time and money. You can choose from a variety of packages, depending on the type of services your company needs. For example, some packages include a set of basic tools and others include a complete unified communications platform. Many business phone system vendors offer several service tiers with different prices and user minimums. For example, 8×8’s X Series cloud-based business phone system has a starter tier that includes all the basics as well as advanced features such as ring groups and an auto-attendant.

A good business phone system will allow you to customize your team’s call handling with custom options like ring groups, voicemail transcriptions and customizable automated greetings. It will also let you set up a toll-free number and transfer calls between employees, as well as create conference rooms with audio/video calling and screen sharing. Other useful features include instant messaging, voicemail to email and fax to email, and mobile app support for smartphones and tablets.

A virtual business phone system will give your team a professional identity and make it easy for customers to reach you. The system can be integrated with a wide range of applications, including CRM software, to help you streamline your operations and boost productivity. Moreover, it will help you avoid the cost of purchasing new phones and desk phones. A virtual phone system will work with your existing smartphones, tablets and laptops. It will also support call transferring and ringing across multiple devices at the same time, so your team members can stay productive wherever they are.


For small businesses, a virtual business phone system is a great way to streamline communications without having to pay for a traditional landline. These systems connect calls between local and toll-free phone numbers and users using Voice over Internet Protocol (VoIP). VoIP allows phone calls to travel over the internet rather than through hard-wired lines, which can improve call quality and offer greater scalability. Additionally, many business VoIP providers set up redundant network data centers to ensure high performance and continuity during natural disasters.

These systems are easy to use and provide plenty of flexibility for busy business owners. They can connect to any mobile device or desk phone and come with features like auto-attendant, ring groups, and call forwarding. Some of them even support CRMs and email applications for better team communication. In addition, they can also allow employees to access the system from their home, office, or on-the-go, without compromising privacy.

The pricing for these systems varies, but most start at around $20 per month per user. However, small businesses should be careful when shopping online because advertised prices often pre-select a large number of accounts and annual payment plans. To avoid these pitfalls, look for a provider with flexible pricing options and multiple service levels. In addition, choose a provider that offers a free trial and doesn’t require a contract.


Modern virtual business phone systems provide a wide range of features that help businesses communicate with customers and employees. They are cheaper, easier to set up and operate, and support mobile devices. Additionally, they offer advanced call management tools that allow users to manage calls more effectively. Some of these features include auto-attendant, which is a virtual receptionist that can route callers to the appropriate department or employee. They also support call recording, which can be helpful in training staff and evaluating customer service.

Unlike traditional landline systems, which require yards of copper wires spooled out to attached office phones, virtual business phone systems run on your Internet connection and work with the devices you already use. They are ideal for small businesses with limited budgets and remote teams that need to boost productivity and communication. They can display a professional image and still provide the features that expensive business phone systems offer.

When choosing a virtual phone system, make sure that it supports your team’s unique needs. Choose a provider that allows you to sign up for the services you need quickly and easily. For example, a company like Grasshopper provides virtual business numbers without the cost of equipment or additional phone lines. They also offer free trials and flexible pricing. However, be careful of advertised prices that often preselect a certain number of users and an annual payment plan.