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. Desk 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 30 telecom vendors to prepare our list of the top 5 most recommended phone systems for small business.
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. Poly by HP System
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.
Tips for Choosing the Best Business Phone System
Selecting the right business phone system can feel confusing. There are countless advanced features to consider along with aligning its functionality to your business needs.
Here are several recommendations for picking the best small business phone system:
Identify your needs for a VoIP phone system
To find the phone system for your small business, consider your current business needs and the challenges in the future, such as hiring and customer growth.
Next, take a closer look at how you want to communicate across channels:
- Voice calls: High-definition phone calls between users, customers, prospects, and partners
- Video meetings: Real-time video conferencing with your team members
- Text messaging: Send and receive text messages (SMS) through your business phone numbers
- Auto attendants: Deliver useful messages and provide an easy way for customers to reach the right department with a touch-tone-based IVR
- Call forwarding: Never miss an important call again with automatic call forwarding to any team member or mobile phone
- Toll-free number: Pick a non-local business phone number for a professional and consistent customer experience
- Contact center: Serve customers using a call center or a multi-channel contact center without the burden of a PBX system
- Business integrations: Connect your company’s phone system to CRM (Salesforce, HubSpot, Zoho, etc.) and email (Microsoft Outlook and Gmail) applications improve workflows. You can also integrate with business applications like Zendesk, Five9, and Microsoft Teams.
The next area to consider is your technology needs. Is your company in an office or does everyone work remotely? Either option works great with small business VoIP. As long as you have a strong internet connection (at least 1 Mbps per user), you’ll enjoy unlimited calls in HD quality.
Analog and cloud-based phone system differences
Many business owners are familiar with traditional landline phone systems. Your phone company provides them and carries additional costs, including on-premises PBX equipment maintained by your IT team and copper wiring to connect your phones to the telephone service provider.
Analog phone lines have a reputation for reliability. Usually, they carry a clear sound, but storms or wiring problems cause downtime. Also, they can be hard to scale because they require on-premises systems. You will have to work with the telephone provider’s schedule if you want to add new phone lines or change system features. And calling fees can be high, especially for long-distance.
Unsurprisingly, traditional landline phone systems are declining in popularity due to their costs and lack of flexibility, especially with the norms of working from home or on the road.
Cloud-based phone systems (also known as Voice over IP or VoIP) offer the highest degree of flexibility and scalability. VoIP phones are created for employees who work from home or on the road since the phone number is not limited to a physical location. Plus, you’ll typically save on the cost of business calling plans, especially if you’re making long-distance calls.
At the end of the day, cloud phone systems offer more advanced features like unified communications to support the needs of every employee — and they cost less.
Types of cloud phone systems
Moving forward with a cloud-based phone system is an important step. Now, you’ll want to familiarize yourself with the types of cloud solutions on the market.
Cloud-based phone systems are available in two different models: on-premises or cloud-hosted.
On-premises VoIP: Use your high-speed internet connection as the exclusive medium for calling and give you access and control over phone system features and settings. But, all the equipment and phone system maintenance is physically located in your office. You’re responsible for updates, maintenance, and uninterrupted power and internet service. Depending on the size of your small business, this may not be the best phone solution for you.
Cloud-hosted VoIP: With a cloud phone system provider, you lean on their expertise and efficiency. You would only need a high-speed internet connection for business phone calls and team communication. In most cases, the VoIP phone service provider like Phonewire will suggest affordable IP phones you need and free apps to receive calls from any desktop or mobile device.
Unlike on-premises VoIP or landline systems, cloud-hosted phone systems won’t require much in the way of upfront costs. Instead, you’ll pay a monthly fee per user, plus extra costs if you request special add-ons like AI-powered virtual receptionists or call centers. And with Phonewire, professional business phone installation can also be provided to make the upgrade easy and headache-free.
Choose the VoIP provider with the best service
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 choice for small businesses and enterprises. With its superior reliability, advanced functionality, system feature choices, ease of use, and customer service tools, no other VoIP provider comes close. Phonewire also 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.
Conclusion
For small businesses in 2025, Grandstream offers a balance of cost, features, and growth potential. Yealink provides adaptable and feature-rich options for flexibility. Polycom offers premium quality for those willing to invest in superior audio and security. VTech Snom and Panasonic cater to specific needs, such as customization, budget, and reliability. When choosing an office telephone system, consider your current operational demands and future expansion and integration with your digital infrastructure. Each brand offers advantages, but match the technology to your business’s style, budget, and aspirations.
When choosing an office telephone system for your small business, consider not just the immediate needs but also potential growth, support, and how the system will integrate with your existing or planned digital infrastructure. Each of these brands offers different advantages, but the key is to match the technology with your business’s operational style, budget, and future aspirations.
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!
