Top 5: Best Office Phone Systems We Tested and Reviewed

Looking for a reliable top business phone system that grows with your company? Whether you need a single office phone or a complete phone system for small business, we’ve got affordable, scalable solutions designed to boost productivity and impress your customers. Our best office phones are perfect for modern organizations, offering crystal-clear calls, easy setup, and features like voicemail-to-email and SMS texting.

See why desk phones are still the best communications device. Office phones, with their reliability and simple interface, are essential for retail, manufacturing, law offices, dental and healthcare, and K-12 schools every day. Add our unified communications features, and your customers’ experience will improve so your business will be their top choice for repeat business.

Here’s a detailed review of the top 5 brands we sell – Panasonic, Polycom, Yealink, VTech Snom, and Grandstream. They are ranked from worst to best, considering their features, reliability, pricing, and suitability.

Whether you’re opening a new office and need phones, or planning to update your existing phone system, we have done the research and tested over 25 telecom vendors to prepare our list of the top 5 most recommended phone systems for small business.

Essential Features

Many business phones contain features that were not common a few years ago, but there are some services out there that have removed essential features that you could take for granted. So, we had to make a list of essential features to be sure we were comparing on level ground. For small businesses looking for the most cost-effective phone system, here’s the minimum list:

• Analytics and Call Reports
• Auto Attendant Menus (Day and Night Modes)
• Busy/On-Call Status
• Call Forward to a Cell Phone
• Call Transfer to Easily Move Calls to Other People
• Conference Calls
• Intercom to Talk to Team or Announce Transfers
• Music for Callers on Hold
• Operator Panel (Real Time Monitor)
• Ring Group to Ring Several Phones Together for Incoming Calls
• Shared Hold Buttons
• Support for Multiple Business Phone Numbers (Roll-over lines)
• Proven History of Manufacturing Quality and Warranty
• Option to Read Your Voicemail as Transcribed Text
• Text Messaging Features
• U.S.-based Customer Support

The Top 5 Best Phone Systems

Let’s dive in to the Top 5 we determined as the best choices after our extensive research and testing.

5. Panasonic Business Phones

With Panasonic, you get the flexibility to choose what works best for your multi line business phone system—go with a cloud-hosted office phone setup or stick with traditional landline connections to keep costs in check. Plus, Panasonic’s awesome DECT cordless handsets make it a game-changer for businesses like retail, manufacturing, or warehouses where mobility is key.

Pros:

• Durability: Panasonic is renowned for its long-lasting products. Their phones are built to withstand the rigors of daily office use.
• Integration: Offers good integration with existing systems, especially with their previous line of PBX systems. This was before they exited the PBX market in 2022.
• DECT Technology: Excellent for mobility within office spaces with their cordless solutions, ideal for retail or warehouse environments.

Cons:

• Market Exit: With Panasonic discontinuing its PBX business, support for new installations or upgrades might become challenging.
• Limited Innovation: Since their exit from the PBX market, there’s been less push towards innovative features in their telephone systems. This potentially leaves small businesses with less cutting-edge technology compared to competitors.

Analysis: While Panasonic phones are reliable and have a good legacy, their retreat from the PBX market could mean less support and fewer updates. This makes them less attractive for organizations looking for growth and scalability.

4. HP Phones for Teams

The Poly by HP (formerly Polycom) is the smart choice for your office system for small business. It effortlessly syncs with your existing systems and offers game-changing mobility features—make and receive calls on your smartphone just like you’re at your office phone, and even switch an active call between devices without putting anyone on hold! With Poly’s unbeatable reputation in VoIP and endless possibilities, it’s the perfect small phone system to keep your team connected.

Pros:

• Audio Fidelity: Polycom has been a leader in VoIP adoption, offering unparalleled sound quality with features like Acoustic Fence for noise cancellation.
• Security: Robust security features to protect business communications.
• Compatibility: Works seamlessly with a wide range of VoIP services, ensuring flexibility.

Cons:

• Price Point: Polycom phones are on the pricier side, which might not align with all small business budgets.
• Lack of Bluetooth: Some models, like the VVX 450, miss out on built-in Bluetooth. This is a convenience in modern office settings.

Analysis: Polycom offers premium communication solutions that are ideal for businesses where call quality and security are paramount. Though the cost might deter some.

3. Grandstream Phone System

Grandstream delivers a hassle-free multi line phone system that works the way you do—no surprises or hidden costs! With large backlit displays, simple web-based management, and familiar call handling, this top phone system has it all: a smart auto attendant, built-in voicemail, dial-by-name (first or last), and flexible call routing rules. Grandstream offers the most features in its class, making it the perfect office phone solution.

Pros:

• Affordability: Grandstream provides a range of products at various price points, making high-quality VoIP accessible.
• Feature-Rich: Despite the lower cost, their phones come equipped with advanced features like HD audio, multiple line support, and expandable modules for busy environments.
• Versatility: Suitable for both simple setups and complex call centers, offering solutions like the GXP2170 for high call volumes.

Cons:

• Software Glitches: Users have reported occasional software issues, which might affect reliability for some.
• Provisioning: Can be challenging to provision, especially for businesses moving from another provider.

Analysis: Grandstream hits the sweet spot by offering cost-effective hardware without compromising on feature sets. Their products, like the GXP2170 provide both basic and advanced functionalities. This makes them the top choice for small to medium-sized enterprises aiming for user simplicity and easy growth.

2. VTech Snom Small Business Phone System

The new VTech Snom series, with its German-engineered sound design, delivers crystal-clear audio that’s perfect for your office phones. It’s built to make adding new team members a breeze and seamlessly integrates with employees who rely on their mobile phones more than desk phones. Plus, you get to choose what fits your budget — go with a cloud-hosted office phone system or stick with traditional landline wiring for your phone system for business phone numbers. Get the best of both worlds with VTech Snom.

Pros:

• Customization: Snom’s phones, now part of VTech, are highly customizable, particularly in terms of user interface and functionality.
• Audio Quality: Known for exceptional voice clarity and professional-grade audio, which is crucial for clear communication.
• Expansion: The system can grow from 2 lines and 2 phones to 100 lines and up to 300 users. It supports both cloud and traditional setups.

Cons:

• Complexity: The highly customizable nature can be a double-edged sword; it might overwhelm users who prefer plug-and-play solutions.
• Cost: Premium features come with a higher price tag, which might not suit all organizations.

Analysis: VTech Snom stands out for businesses that value audio quality and customization. However, it might be overkill for those needing simpler, more cost-effective solutions.

1. Yealink Business System

Yealink is the perfect phone system, ideal for retail, churches, manufacturing, and schools — big or small. It’s affordable, highly expandable, and packed with features to keep your office phones running smoothly. No Ethernet cable nearby? No problem! Yealink’s quick Wi-Fi solution lets you place office phones anywhere without the hassle of new wiring. It’s the top phone system for flexible, cost-effective connectivity.

Pros:

• Feature-Rich: Yealink phones are packed with features like HD voice, Bluetooth support, and expandable interfaces.
• Compatibility: Wide compatibility with various VoIP services and platforms, enhancing flexibility for small businesses.
• Cost-Effective: Offers a good balance between price and performance, with models suitable for all budget levels.

Cons:

• Interface Complexity: Some users might find the interface less intuitive compared to simpler models.
• Support: While generally good, some users report challenges with customer support in certain regions.

Analysis: Yealink provides a robust solution for small businesses, particularly those needing versatile VoIP phone systems. Their wide range of phone models ensures there’s something for every business size and need.

Customer service matters.

Top VoIP providers can outfit your business with dedicated technology, including desk phones, headsets, mobile apps, and more. Top VoIP phone system providers will also give you the dashboards and technical tools to seamlessly view every customer conversation in a single place, regardless of whether it happens by phone, email, or text messaging (SMS).

But technology can get your small business so far. As your company scales, you’ll run into new communication challenges. For instance, let’s say you’re adding new locations or need a call center for your sales team or a customer support contact center. Will your business phone provider help you implement them? Customer service is a key differentiator among business phone systems — you don’t have to look far to see which is best.

Phonewire is the best small business phone provider. With their superior reliability, advanced functionality, system feature choices, ease of use, and top customer service, no other VoIP provider comes close. Phonewire includes live customer support 24/7. It might not seem like a big deal now, but getting real customer support from your phone service provider is priceless.

You deserve the best business phone system.

Don’t let outdated or inadequate phone systems hold your small business back. Explore the perfect communication solution tailored to your needs by comparing these top brands: Grandstream, Yealink, Polycom, VTech Snom, and Panasonic. Upgrade now and see the difference in your business. We know phones. Click, call, or connect today with PHONEWIRE to transform your office communications!