Best Phone Systems for UK Small Businesses (2025 Guide)

GoTo Connect Phone System is our number one VoIP for UK small businesses in 2025, combining unlimited UK calling, free international calls to 50+ countries and a deep call-management toolkit with multi-channel messaging, all at a mid-market price.

In 2025, we researched seven leading UK VoIP plans and scored them across eight criteria (call handling, channels, training tools, price, integrations, hardware, support, security). Typical costs run between £10 to £30 per user, per month (or just below, with bOnline’s promo from £9.95).

Read on for head-to-head comparisons with six other leading VoIP providers so you can match the right service to your budget and needs.

Which Phone Systems Top Our 2025 Shortlist for Small Businesses?

Below are our top picks of the small business phone systems on the market. Many of the best phone systems work with popular hardware office phones, so, as a small business, you might be able to save on replacing your hardware.

1. GoTo Connect Phone System: Best Overall Small Business Phone System

I rank GoTo Connect’s Phone System plan the number one choice for small businesses because it pairs deep call handling with the broadest in-app channels I tested (chat, video, SMS, e-fax) and wide desk-phone support. Unlimited UK minutes and free calls to 50+ countries make it a strong all-rounder.

If you want to know more, check out our in-depth GoTo Connect review, or continue reading for more details.

GoTo Connect no longer advertises its pricing, so the plan pricing we display is based on previously published prices. You can also negotiate custom quotes with GoTo

Why I rank it #1 (at a glance)

1. Deepest all-round toolkit for SMEs: Excellent call handling and the most internal channels I tested (team messaging, video conferencing, screen share) in this price bracket. It’s the only provider that scored perfectly for communication channels, too.
2. Hardware-friendly: Integrates with more desk-phone brands than any other provider I tested, so mixed setups and phased rollouts are easier.
3. Strong training coverage: Recording, monitoring, and user-level analytics/reporting are all covered. Only Vonage Max goes further for live coaching.

What GoTo Connect Phone System does best

• Call handling, end-to-end: Virtual receptionist, queues, routing/forwarding, ring groups, voicemail transcription, screening tools, and call flip.
• Team comms in one app: Chat + video + screen share (fewer bolt-ons to juggle).
• Desk-phone flexibility: Broadest brand compatibility in my tests.

Where GoTo Connect Phone System can be better

• Toll-free ceiling: The 1,000-minute account cap may be tight for heavy inbound freephone use.
• Ecosystem breadth: Integrations aren’t as far-reaching as RingCentral Premium or Dialpad Pro.
• Support depth: Solid, but not the most comprehensive versus RingCentral’s 24/7 model.

Head-to-head: when to pick GoTo Connect

Who should pick GoTo Connect

Dispersed or multi-site SMEs (e.g., construction, trades, agencies) that want unlimited calling, robust call controls, and broad desk-phone support without rebuilding their hardware estate.

2. Vonage Max: Best for Training Features

If coaching and call quality assessments drive your outcomes most, Vonage Max is the only plan here with whisper and barge, alongside monitoring, recording and robust analytics. It’s pricier, but teams that train live will get clear value from the tooling.

Read our Vonage review for more details, or read on below for more specifics about what Vonage’s Pro plan offers.

Prices correct as of September 2025.

Why I recommend Vonage Max

1. Standout coaching toolkit: Vonage Max is the only plan here with call whisper and barge, alongside monitoring, recording, and analytics. That’s why it scored perfectly for training in my tests.
2. Strong call management: Caller ID, voicemail transcription/recording, blocking, virtual receptionist, queues, routing, forwarding, flipping and ring groups.
3. Decent hardware flexibility: It works with multiple desk-phone brands, so it’s easier to slot into existing setups.

What Vonage Max does best

• Live coaching at scale: whisper to guide staff during live calls; barge to take over when needed.
• Operational visibility: custom dashboards/wallboards and granular analytics keep KPIs front-and-centre.
• Day-to-day handling: robust screening + queueing/routing keeps inbound tidy.

Where Vonage Max falls short

• Channels: No built-in video conferencing and no e-fax (RingCentral covers video at Standard; GoTo Connect covers SMS and e-fax).
• Integrations: Covers top CRMs (e.g. Salesforce, HubSpot) but lacks video/live-chat tie-ins you get on higher RingCentral tiers.
• Price sensitivity: At £25 per month, great coaching tools can be a premium if you don’t actually use them every day.

Head-to-head: when to pick Vonage

Who should pick Vonage Max?

Call centres, support desks and growing sales teams that will use whisper/barge and monitoring every week. If coaching and QA are how you drive outcomes, Vonage earns its keep.

3. bOnline Unlimited Calling: Best Value Phone System

bOnline is the cheapest way to get unlimited UK minutes without ditching core features like queues, IVR, transcription and recording. It’s great for budgets and helpdesks; just note the Yealink-first hardware approach and paid CRM/helpdesk add-ons.

Read our full bOnline review for a deeper dive into what features it offers.

Prices correct as of September 2025.

Why I recommend bOnline Unlimited Calling

1. Cheapest unlimited-calling VoIP plan I tested for UK SMEs: £9.95 to £13.95 per user, per month, for Unlimited Calling (new customers often see £9.95 for six months).
2. Strong essentials for the price: Queues, IVR, custom hold music, voicemail transcription, recording, monitoring and basic analytics.
3. Simple setup if you’re happy with Yealink desk phones (and you can add CRM for +£5 per month).

What bOnline does best

• Lowest total cost for unlimited UK calling at SMB scale.
• Call management coverage is impressive for the money (recording, queuing, IVR, voicemail transcription, custom hold music).
• Training basics (monitoring and analytics) beat several rivals at this price point.

Where bOnline falls short

• Hardware lock-in: Effectively Yealink-centric, meaning it’s weak if you want to reuse mixed-brand phones.
• Missing a few controls: No voicemail screening or call flip (both available on higher-end rivals).
• Channels: No SMS/e-fax bundle like GoTo, while video is only 1:1 rather than team-scale (unless you buy its add-on).

Head-to-head: when to pick bOnline

Who should pick bOnline Unlimited Calling?

• Budget-first SMEs and helpdesks that need unlimited UK minutes and the core call stack (queues, IVR, transcription, recording) at the lowest price, and who are happy to standardise hardware with Yealink.

4. Dialpad Pro: Best for Call Management

Dialpad Pro offers the most complete call-control toolkit in my tests (queues, routing, screening, call flip) with unlimited minutes, plus rare Microsoft 365/Teams integrations at this tier. It’s ideal for high-volume queues where control and M365 alignment matter.

Read our detailed Dialpad review for more information.

Prices correct as of September 2025.

Why I recommend Dialpad Pro

1. Perfect call-control coverage in my tests: Virtual receptionist, voicemail + screening, queues, routing/forwarding, call flip, and more, paired with unlimited UK minutes.
2. Strong ecosystem play: One of the few to integrate Microsoft Teams for video; syncs calendars via Outlook/Gmail; good helpdesk tie-ins.
3. Hardware-friendly: Broad desk-phone compatibility (second only to GoTo in my roundup).

What Dialpad Pro does best

• Day-to-day control at scale: The most complete inbound/outbound feature set here, ideal for high-volume queues and complex routing.
• AI assistance: Real-time transcription and sentiment flags help reviews and coaching prep.
• Integrations that matter: Microsoft 365/Teams support is a standout; calendar sync via Outlook/Gmail; multiple helpdesk options.

Where Dialpad Pro falls short

• Training tools: Only recording and basic analytics (no listen/join/whisper/barge). Vonage Max and even bOnline (with monitoring) go further.
• Channels: Video meetings cap at ~10 participants; lacks SMS scale compared with GoTo’s broader channels.
• Uptime SLA: No guarantee at Pro tier.

Head-to-head: when to pick Dialpad

Who should pick Dialpad Pro?

• Customer service, sales, and support teams that live or plan to live in Microsoft 365/Teams, and need best-in-class call controls with unlimited minutes.
• If live coaching is a weekly must-have, pick Vonage Max; if cost and unlimited minutes dominate, bOnline wins on price.

5. RingCentral Standard: Best for Scalability

RingCentral Standard scales neatly with 100-participant video, long audio conferences, strong hardware compatibility, and 24/7 support. You’ll trade SMS and CRM integrations at this tier for reliability and meeting depth, with easy upgrades later.

Check out our in-depth RingCentral review for the full picture on all its pricing plans.

Prices correct as of September 2025. RingCentral offers discounted pricing if you have more than one user, with discounts increasing the more users you have. The lower band of the figures above is for 100 users, and the higher band is for 1 user.

Why I recommend RingCentral Standard

1. Scales cleanly as teams grow: Strong core stack with broad desk-phone compatibility (second only to GoTo in my tests).
2. Comms depth for meetings: Video up to 100 participants, on-demand recording, and unlimited audio conferencing (up to 24 hours).
3. Reliable support: 24/7 live support (phone, email, chat) that outpaced most rivals.

What RingCentral Standard does best

• Hybrid collaboration: Integrates with Slack, Microsoft 365 and Google Workspace at Standard.
• Meetings at SME scale: Easy big-room video and long audio conferences.
• Hardware flexibility: Wide desk-phone support, solid iOS/Android apps.

Where RingCentral Standard falls short

• No SMS at Standard: You’ll need a higher tier or a different provider for built-in SMS.
• Integrations gap: No CRM/helpdesk/calendar app integrations at this tier (available on Premium/Ultimate).
• Training tools are thin: Essentially call recording only (no whisper/barge until the Premium tier).

Head-to-head: when to pick RingCentral

Who should pick RingCentral Standard?

• Growing SMEs (agencies, consultancies, multi-site teams) that want reliable meetings, broad hardware reuse, and round-the-clock support, and can live with per-user minute caps and no SMS/CRM at this tier.
• If you need CRM/helpdesk integrations or coaching tools later , the Premium upgrade path is straightforward (and saves you from changing systems later on).

6. NBC Cloud Voice Enterprise: Best for Secure and Streamlined Communication

NBC focuses on secure, straightforward telephony: unlimited minutes, solid call handling, MFA and clear admin controls. It’s a good fit if you don’t need CRM/helpdesk integrations or coaching tools and just want a dependable voice calling system with sensible governance.

Read our NBC Cloud Voice review for more information.

Prices correct as of September 2025.

Why I recommend NBC Cloud Voice Enterprise

1. Strong call management for the basics: forwarding, ring groups, queues, flipping, voicemail transcription — comfortably covers day-to-day SME needs.
2. Security first: MFA required, admin roles/permissions, third-party compliance certifications.
3. Simple comms mix: Voice, team messaging and video for 10+ participants included.

What NBC Cloud Voice does best

• Reliable call handling without excess complexity (close to bOnline on breadth; shy of Dialpad’s perfect score).
• Security posture that’s robust for SMEs (including MFA).
• Low-friction rollout for small teams that want voice and basic collaboration.

Where NBC Cloud Voice falls short

• Integrations: No CRM, helpdesk, external video/chat, or calendar integrations. That’s far behind GoTo, RingCentral (higher tiers), and Dialpad.
• Training tools: No whisper/barge/monitoring; you get recording and basic usage data only.
• Caller intelligence: No caller ID or voicemail screening, which hurts spam reduction and repeat-caller recognition.

Head-to-head: when to pick NBC Cloud Voice

Who should pick NBC Cloud Voice Enterprise?

• Security-conscious SMEs that want unlimited minutes and robust baseline call handling without maintaining a big app ecosystem.
• Not ideal if you rely on CRM/helpdesk integrations, caller ID/screening or coaching tools (whisper/barge/monitoring).

7. Google Voice Standard: Best Small Business Phone System for Google Users

For teams already on Google Workspace, Google Voice snaps into Meet, Calendar, Drive and Admin for simple provisioning and big-room video. It’s light, secure, and familiar, though call-management depth and coaching tools are limited compared with phone-first rivals.

For more information, check out our Google Voice review or continue reading here for insights on what else it can offer your small business.

Prices correct as of September 2025. Google Voice prices are only listed in USD, but you can purchase your subscription in the UK.

Why I recommend Google Voice Standard

1. Google-native stack: Tight integration with Google Workspace (Meet, Calendar, Drive, Gmail, Admin), so setup and user management are straightforward.
2. Security you’d expect from Google: MFA, encryption, compliance controls, passkeys/sign-in alerts/device monitoring.
3. Big-room meetings via Meet: Chat and video meetings (up to ~150 participants, with hand raise, breakout rooms, polls, Q&A); recordings save to Drive (storage depends on your Workspace plan).

What Google Voice does best

• One login, one admin: Provisioning, number assignment, and policies through the Workspace Admin you already use.
• Clean call basics: Auto-attendant, ring groups, voicemail transcription, caller ID/screening.
• Recording and storage: Meet recordings land in Drive with pooled storage per user (varies by Workspace tier).

Where Google Voice falls short

• Call management depth: Lacks call queues, advanced routing controls, call flip, and custom hold music that you’ll find on GoTo/Dialpad.
• Training tools: Only recording and basic analytics (no whisper/barge/monitoring).
• Channels: No e-fax and no SMS for UK business use (practical limitation vs GoTo’s broader in-app channels).

Head-to-head: when to pick Google Voice

Who should pick Google Voice Standard?

• Teams already on Google Workspace who want a lightweight, secure, admin-friendly phone layer with Meet/Drive cohesion.
• Not ideal if you need advanced call management, coaching tools, or SMS/e-fax. In those cases, GoTo or Dialpad will fit better, and Vonage Max if coaching is core.

How Much Does a Small Business Phone System Cost in 2025?

A VoIP system for small businesses typically costs between £10 per user, per month, and £30 per user, per month. The average price per user, per month, is £20. Most providers offer a cheaper monthly price when billed annually, but if you choose to pay monthly, while costing you a little extra, it will give you more flexibility.

Pricing can change based on the number of employees you have. Typically, the more employees you have, the lower the per-user cost. You might also face additional fees for the number of phone lines you require, or for other perks like an international virtual number.

VoIP providers tend to charge in tiers, with lower tiers having a lower cost. For small businesses, these lower tiers include the main features of a VoIP system, such as business phone lines, messaging features, and a virtual receptionist. However, as your business scales and you want to access advanced features, you can choose a higher tier that’s in line with your affordability.

How Can I Switch Phone System Providers?

Once you’ve read the reviews on this page or our best business VoIP provider guide, and chosen your new provider (check out our free price comparison tool if you’re still undecided), you’re ready to start the process.

How do I switch from a landline to VoIP?

1. Buy new hardware: If you’re switching from a traditional landline system to a VoIP system, you may need to invest in some new hardware. VoIP systems can run on a laptop, desktop computer, tablet or smartphone. If you’re switching from another VoIP system, you may not need new hardware, but it’s best to check this with your new provider.
2. Take steps to keep your number: If you want to keep your number, you can do this via number porting, which is offered by all of the providers we recommend. This is carried out by your new provider so you’ll need to let them know.
3. Set up and integrate: Part of setting up your new VoIP system will involve integrating the new software with your new hardware phones, and integrating it with any third-party software your business uses, such as CRM or Helpdesk.
4. Train your staff: Your staff will most likely need training on how to use the new phone system, so allocate time for this. Choosing a VoIP provider with training tools and a vast knowledge centre can help speed this process along.

During the initial set-up and transition, there can be a downtime of around one working day, so try to arrange to carry this out on a day that will be the least disruptive to your business.

You can find a more detailed breakdown in our guide to switching to VoIP from a landline.

How long does it take to switch phone systems?

The time it takes to switch phone systems varies, but for a small business with minimal hardware, the total timeline could be as little as one-to-three weeks from order to being up and running on a completely new VoIP phone system.

However, various factors can affect how long it takes to switch phone systems. For example, you may have to wait for any new phones, adapters and routers to arrive, which varies depending on the delivery company.

The setup itself shouldn’t take more than a couple of hours, but again, the more hardware phones you have, the longer it will take. Additionally, if you want to keep your existing phone numbers, you’ll need to port them to the new system, which can take seven-to-10 days.

Larger, more complex systems might take longer, but generally, VoIP allows for quick setup since it works with your existing internet connectivity.

Which VoIP Features Matter Most for UK SMEs?

If your small business has never used a VoIP phone system before, you might be wondering what common features are for this type of phone system. We’ve put together a list of features most providers should offer:

• Virtual receptionist: This is an automated function that will help direct callers. This feature helps streamline calls and uses up less manpower.
• Call queue: This places callers into a virtual queue so they aren’t left calling for ages. Once an agent is available, the caller will be put through.
• Call conferencing: Your team can dial in from anywhere with call conferencing, streamlining external and internal communications.
• Call recording: Ensure you comply with regulations and prevent any misunderstandings. Plus, these can be used to assess agent performance and training.
• Software integrations: Your system should be able to integrate with software such as a CRM system. This makes it much easier to collect customer data and provide better customer service.
• Analytics and reporting: For small businesses, having these features makes it easy to understand trends and patterns, and make informed decisions without needing to use a lot of resources on carrying out research.

How to Choose the Right Phone System for Your Small Business

When choosing a VoIP phone system for your small business, there are a couple of key features that can help you make your decision less complex. You can consider:

• Money: As is the case for a lot of things in business, money can be an inevitable pain point. Therefore, it’s important to prioritise options that charge low up-front monthly fees, offer inclusive domestic minutes, provide multiple communication channels (so you don’t have to pay extra to get these from other providers), and provide solid customer support, so you can avoid losing money during potential phone downtime.
• Compatibility with your hardware and software infrastructure: When you’re entering the VoIP-verse, choosing a provider with integrations is key. Look out for ready-made integrations for features such as CRM, workspace, email, web conferencing, internal messaging, and external messaging platforms. Similarly, if you don’t need to purchase new desk phones, then it will be easier to get to business right away.
• Scalability: As a business, you can be burdened by extra costs in the long term if you outgrow an important software system, forcing you to upgrade to a different provider. Therefore, you’ll need a VoIP system that can grow as fast as your business. Key indicators for this include providers that let you onboard an unlimited number of users, come with call queues, ring groups, a good array of management features, and features that allow you to run your operation remotely, such as internal messaging and video conferencing. Security will also be key here as this shields your business from risks as you expand.

How We Ranked the Best Phone Systems for Small Businesses