Best VoIP Desk Phones for Small Business: Prices, Pros & Cons

The best VoIP phone for small businesses is the Polycom VVX 601, because it’s a reliable and practical VoIP phone system, popular for its design and wealth of features. To top it all off, it’s one of the easiest-to-use IP business phones on the market and it’s compatible with many top VoIP providers.

Finding a VoIP-enabled desk phone that fits your small business needs is a vital decision. From call quality to user experience, the right device could enable better team communication, improve productivity, and even lead to increased revenue.

In this guide, we’ll go over all the features, pricing, and compatibility of the top VoIP desk phones, so that your business can stay in touch with team members and clients in the long run.

In this guide:

• Best VoIP Desk Phones for Small Business
• What Is a VoIP Phone?
• Best VoIP Phone System Providers
• Types of VoIP Phone
• How to Choose the Best VoIP Phone System
• How to Switch Your VoIP Provider
• Verdict
• FAQs

Top VoIP Desk Phones

Below, we’ve listed the best VoIP desk phones currently available for purchase. Check out how these phones compare on everything from pricing to features.

It’s also worth noting that many of these phones are available through third-party sellers, as well as the provider websites. As such, the pricing may vary depending on where you get it and which phone you decide on.

If your business makes a lot of calls, and you are looking to add or replace physical VoIP desk phones, we’ve found the best VoIP phones for business this year.

In order to figure out our top provider list, we weighed up the differences between each phone on a number of metrics, prioritizing features, pricing, and popularity. We’ve done the digging into user reviews for you as well, so we can truly give you the clearest impression of what everyday users actually think.

Below, we’ve listed each of our top picks and what makes them stand out. You can jump to whichever option looks like a fit for you, or you can keep scrolling down to see them all.

1. Polycom VVX 601 — Best overall VoIP phone for business
2. Cisco 7841 — Best value VoIP phone
3. Ooma DP1-T — Best for working from home
4. Cisco 8845 — Best for video conferencing
5. Grandstream GXP2170 — Best for customizability
6. Grandstream DP720 — Best for simplicity

1. Polycom VVX 601 — Best overall VoIP phone for business

• Price from $399
• 16-line keys
• Compatible with:
  • RingCentral, 8×8, Nuacom, GoTo, Net2Phone, Google Phone, Nextiva, Dialpad, Vonage, Zoom

We don’t throw around phrases like “top-of-the-line” and “flagship” for just any desk phone, but if we did, it would be for the Polycom VVX 601 IP.

The phone has a 4.3-inch color touchscreen, Bluetooth support, video abilities, HD voice quality (connection permitting), and a Gigabit Ethernet bridge. This all adds up to a desk option that’s easy to operate, easy to hear through, and powerful enough for high-volume, multi-call environments.

Polycom VVX 601’s low learning curve makes it a great VoIP phone to switch to as well. However, its top-of-the-line price is up there, so we’d recommend checking resellers like Amazon — although the higher-priced version will likely include an AC adapter.

What makes the VVX 601 stand out as our best IP phone for small businesses is how easy all those features are to figure out: It’s built for ease of use, with a sleek ergonomic design that won’t leave you stabbing at keys in confusion when you need to pick up a call.

Key features

• 16-line keys and 4 soft keys
• Dual USB 2.0 ports
• 4.3-inch color touchscreen
• Local 3-way audio conferencing

Why to Buy

• The IP phone excels at handling large volumes of calls
• It’s flexible, offers HQ volume and video, and has a useful touchscreen
• The model uses Bluetooth, has two USB 2.0 ports for media and data, and has an RJ-9 port (a common wired audio port)
• It’s very ergonomic and easy to use

Why to Skip

• The hard phone is pricer than many alternatives
• If your business isn’t placing a high volume of calls, the investment may not be worth your while

If Polycom’s price tag is a little too large, IP softphones could be a better choice for your business. Check out our guide to the cheapest VoIP phone services to discover more cost-effective options.

2. Cisco 7841 — Best value VoIP phone

• Price from $205
• 4 line keys
• Compatible with:
  • RingCentral, 8×8, Nuacom, GoTo, Net2Phone, Nextiva, Zoom

The Cisco 7841 is a great IP business phone for budget-conscious business owners who still want a dependable and durable option. The device has a healthy total of four-line keys those are the physical buttons that light up to indicate a call is waiting.

The handset works with on-premises and hosted systems, so deployment is flexible, and it comes with a built-in wideband speakerphone, so you’ll be able to handle calls hands-free if needed.

Granted, the functionality isn’t overloaded: You’ll get four-line keys, not 16, and the display is grayscale rather than color. But for a small business that wants a flexible solution for handling a moderate call volume with ease, this is a great option that’s easily the cheapest on this list. The catch: You’ll need to look for the refurbished version, as it will cost closer to $119 if bought new.

Key features

• Hi-res grayscale display
• 4-line keys
• Full-range speakerphone

Why to Buy

• At just $119, this refurbished phone offers better features than other phones at similar price points
• It’s a reliable, trust-worthy desk phone for businesses that don’t handle ultra-high call volumes

Why to Skip

• Skip if you need more than four line keys and advanced telephony features
• Also skip if you need an even more stripped-down handset for a rock-bottom price

3. Ooma DP1-T — Best IP business phone working from home

• Price from: $85
• 2 line keys
• Compatible with:
  • Ooma

More and more workforces have been operating partially or fully remotely for years. The DP1-T wireless desk phone is an attractive option for anyone who needs to place calls while at home.

For one thing, it operates through the Telo phone service from VoIP provider Ooma. Telo uses a small router-like device to power calls through your home’s high-speed internet. Some reviewers have faulted the phone for its buttons, which don’t give a satisfying beeping noise when pressed. If that’s forgivable, we think you’ll love this phone.

Features include 32 programmable speed dials, a speakerphone with Do Not Disturb mode, and physical buttons for hold, transfer, and conferencing. You’ll also be able to easily redial a number and check your call logs when needed. Furthermore, through the Telo service, you’ll have unlimited nationwide calling with support for voicemail, caller-ID, and call waiting features.

It’s available for a relatively low $85, though you’ll need to buy an Ooma Telo for another $76 if you aren’t already using one. Alternatively, you can just get the Telo and add the handset if you find yourself in need of the extra functionality.

“Set up of system was quick and simple. Call quality is better than I expected, no echo sound, just loud and clear.”

~David Kaitschuck, in a March 27, 2023 review

Key features

• 32 speed dials
• Call logs
• Unlimited nationwide calling

Why to Buy

• It makes handling calls, audio conferences, redialing, or catching up on voicemail easy from home – making it an asset to remote or hybrid teams
• It’s entry price is very competitive

Why to Skip

• Skip it if you’re facing a high call volume or have a lot of users
• Some reviewers have noted that the speed dial setup comes with a learning curve, although once you’re fully set up, it should be easy enough

4. Cisco 8845 — Best for video conferencing

• Price from: $199
• 5 line keys
• Compatible with:
  • RingCentral, 8×8, Nuacom, GoTo, Net2Phone, Nextiva, Zoom

If you want to pick a VoIP phone for business and need one that can handle video meetings just as easily as audio ones, Cisco 8845 is probably for you. The five-inch widescreen backlit color display handles 720p HD video and has a wideband speakerphone. Plus, it encrypts both video and audio communications for added security a useful touch for business meetings in particular.

The interface is also easy-to-use and ergonomic, keeping that inevitable fumbling as you try to leave a meeting to a minimum.

This Cisco phone comes with an integrated ethernet switch and Bluetooth support, as well as five programmable line keys and additional fixed function keys for quick access to apps, messaging, a directory, and frequent features like hold/resume, transfer, and conferencing. A headset and a mute key are also included, both of which can help with video calls.

“I’ve worked in telecom for nearly 20 years, with the last 17 years focusing on designing, deploying, and supporting Cisco telephony solutions. All previous phone models considered; this is my favorite Cisco phone to date. […] I’ve logged a few hundred hours of conference calls on this phone model, and it’s pretty solid. I highly recommend it.”

~GregH, Amazon review

Key features

• Five-inch color display
• Wideband speakerphone
• Headset included

Why to Buy

• This phone offers a feature-rich video conferencing solution that’s easy to use and easy on the eyes
• It’s multi-line support makes it ideal for businesses handling a high volume of calls

Why to Skip

• While it offers great audio functionality, it’s far too pricey for anyone who doesn’t prioritize video calls

Learn more about the best conference call phones for business.

5. Grandstream GXP2170 — Best for customizability

• Prices from: $96.50
• 12 line keys
• Compatible with:
  • Net2Phone, BlueJeans

The Grandstream GXP2170 offers five-way audio conferencing capabilities at a lower price than most phones and comes with 48 customizable on-screen digital keys (plus another 160 keys, provided you buy an additional module). Throw in five soft keys, Bluetooth compatibility, a RJ-9 port, and USB ports, and you have a versatile handset that can be reconfigured to fit a busy operation’s unique needs.

You’ll be able to speed-dial nearly 50 different numbers at will, which makes it easy to keep tabs on a long list of contacts. It’s a great pick for a high-volume call environment, too, with 12-line keys and support for six SIP accounts.

The 4.3-inch LCD color display is easy to use though the 480×272 resolution isn’t picture-perfect, and the base stand is wall-mountable. It also supports Google Voice, can pick up internet radio, and can stream stock, weather, and currency updates on screen. It’s a good choice for executive offices, but is probably ‘too much phone’ for many office workers.

Security measures include two levels of user-based passwords (user and administrator), plus 256-bit AES encryption. At $115, it’s not the cheapest, but it’s far from the priciest.

Key features

• 44 customizable digital keys
• 5-way audio conferencing
• 4.3-inch color display

Why to Buy

• This solution is affordable, high-performing, and highly customizable
• Ideal for small businesses that rely on one high-performing employee who makes regular calls to dozens of different contacts (whether clients or suppliers)

Why to Skip

• If 48 different speed-dialable contacts sounds like an overload, maybe skip down a few entries to check out another great budget option

6. Grandstream DP720 — Best for simplicity

• Price from: $42
• 10 lines
• Compatible with:
  • Net2Phone, BlueJeans

What basic abilities does a small business’s phone need? You’ll likely want HD audio, multi-language support, and a speakerphone option. A few common features you’d use frequently might be hold, transfer, forwarding, call pickup, a phonebook, call waiting, call log, and auto answer all of which you can find with most top telephone systems.

Ideally, it would all be wrapped up in a durable handset with an inexpensive price tag. The Grandstream DP720 delivers it all, and for a lot less than most phones on this list.

You’ll get a limited number of physical keys, but enough to do the job that’s two soft keys, five navigation menu keys, and four dedicated function keys (for Send, Power, Speakerphone, and Mute).

It’s cordless, working for up to 984 feet outdoors and 164 indoors another benefit for harried small business owners who need to keep their phones on hand. Up to 3-way conferencing is supported, and you can even get up to 10 SIP accounts per handset a benefit that many of the pricier phones on this list don’t offer. On the whole, it’s a reliable handset that should be more than enough for lots of businesses.

Key features

• 1.8-inch color display
• Supports 10 SIP accounts
• Inexpensive price

Why to Buy

• It’s a stripped-down solution, but one that’s still powerful enough to get the job done
• It’s much cheaper than lots of similar models

Why to Skip

• It’s missing a few more advanced features, like the very useful video conferencing support
• It comes with limited options for customizing menus or digital keys

If you’d like to learn about other trustworthy solutions, here’s our guide to the best business VoIP service providers.

What Is a VoIP Phone?

VoIP stands for (VoIP over Internet Protocol). In a nutshell, VoIP systems allow you to make phone calls via an internet connection, rather than a landline or cellphone signal. WhatsApp calls are technically “VoIP” calls, as are Facetime audio calls made on iPhones.

VoIP is software, so any internet-connected device with a microphone can be a VoIP phone – all you need to do is download a VoIP provider’s app for your computer or mobile phone. However, you can also buy IP business phones for desks that can make VoIP calls too. With a VoIP system, you can make phone calls using:

• A VoIP desk phone: a physical phone that you’ll be used to seeing on an office desk, but has the capacity to connect to your wider VoIP system.
• A standard computer or mobile phone: as long as you have a microphone and can download your VoIP software, any device can be used as a VoIP phone.

The table above and reviews on this page mainly focus on desk-based VoIP phones for businesses – but you’ll find both types discussed throughout, and a comparison of the best VoIP software systems, below, too. You can always scroll down to the end of this article to find out more about the different types of VoIP phones.

What is an IP Business Phone?

VoIP systems are a type of IP technology. While VoIP phones deliver voice traffic using the internet, IP can transfer a wider range of data, including voice, messaging, and fax. However, due to their similar applications, the term ‘IP business phone’ and ‘VoIP phone’ are often used interchangeably.

Best VoIP Phone System Providers

Before we get to the full reviews of the top VoIP phones, i.e. physical phones that send and receive calls over the internet, take some time to consider if this is what you really need.

As explained above, if you already have business laptops or mobiles, you could instead opt for a “softphone” system, which grants access to professional phone features through a mobile or desktop app. Virtual VoIP phones don’t need maintenance and are flexible enough to fit your needs if you move offices or increase your phone lines or users. Most importantly, you’d skip the need for a big upfront fee – a particularly appealing perk for a small business that doesn’t need expensive hardware.

Our independent research team tested the different VoIP systems on the market and determined that the top VoIP provider overall is RingCentral, due to its high scalability (4.9/5 stars), its unbeatable customer support (5/5), and its strong external connections that allow it to work with a business’s existing infrastructure (4.3/5). 8×8 is another great pick for small businesses in particular, as it offers great features (4.9/5) and security (5/5) as well as tying RingCentral for customer support quality (5/5). Our impartial testers tracked the ten best VoIP services across seven different research categories, just to be sure. You can check out our VoIP comparison tool now to compare pricing.

Alternatively, if it’s a multi-line phone system you’re after, check out our guide to the best multi-line phone systems.

The VoIP phone system providers in the table below will be able to set your business up with VoIP softphones as well as desk phone hardware, as your needs dictate.

Types of VoIP Phones for Business

What kind of phones are available to you? There are four different types of VoIP phone systems – which VoIP phone to opt for depends on your business needs.

VoIP desk phone handsets

Similar to a traditional desktop phone, except that it has the ability to connect to the internet for VoIP functionality.

In terms of VoIP devices, this is one of the simplest, and therefore one of the cheapest. That makes it good value for those that are looking to kit out their office with VoIP-enabled devices, but are concerned about the cost of wireless VoIP phones.

Read our guide to the best multiline phone systems.

Cordless VoIP phones for business

A VoIP phone with built-in WiFi or a DECT transceiver, which connects to a base station or access point. Cordless phones allow users to move freely around their workspace while on a call. Our top pick is the Panasonic KC-TGF573S, which is under $150 and comes with a sizeable 1.8-inch display, noise reduction, ability to link up to two smartphones via Bluetooth, and an answering machine with up to 18 minutes of recording time.

For extra flexibility, a cordless phone can be paired with a headset to enable staff to keep hands free and remain mobile, while also speaking to clients.

VoIP softphones for business

A software application can be installed onto a computer to equip the device with the ability to make and receive calls. Alternatively, a mobile app can be used on your iPhone or Android device.

Softphones are particularly useful for remote workers and even call centers because they are relatively cheap to set up and run, as they can work with a wide range of equipment. Your best option here is RingCentral, as it’s the easiest to integrate with existing systems, while offering great customer support and scalability.

If your staff already have PCs or smartphones, chances are they can be set up with a softphone for their devices.

VoIP conferencing phones for business

An IP conferencing phone can be used in a large business or conferencing facility where calls take place with multiple participants. Calls can be done via speakerphone, headsets, or even connected to a TV, with an added video stream.

While the setup for these systems can be more expensive than a standard VoIP device, they can save companies money on sending staff to physical locations, and are useful for regular catch-ups between teams and departments, no matter where they’re located. Overall, the best conferencing phone system is likely 8×8, since our researchers gave it a particularly high score for features (4.9/5 stars), but the truth is that any big VoIP service will offer strong conferencing capabilities.

With so many options available, VoIP offers a workable and practical solution for many businesses and contact centers who need a fast, reliable, and high quality communications system.

Work in the hospitality industry? Check out our guide to the best phone systems for hospitality businesses. 

How to Choose the Best VoIP Phone System

We’ve highlighted the strongest VoIP phone systems, but the right solution for you will depend on your unique criteria. When navigating the market, here are some top factors to consider to make sure you land on the best VoIP system for your business.

• What’s my price range? VoIP systems are significantly cheaper than traditional alternatives but, as inflation rates skyrocket, working on a tight budget has become a necessity for many. Aside from the price per user, we’d also recommend considering extra costs like installation fees and hardware. For current VoIP users, compare the price of your current system to other providers. If it looks like big savings can be made, it’s probably worth making the switch.
• What VoIP features do I need? Before you play the field, you need to establish which VoIP features are the most important to you. Do you require advanced tools like call monitoring and call whispering? Does your phone system need to facilitate hot desking?
• What VoIP features can I do without? There’s no need to pay for advanced capabilities your team will never need. Feature-rich systems can hinder user experience too, so if your company’s call needs are fairly basic, it’s best to opt for a stripped-back solution.
• What support do I require? Does your business operate outside typical working hours? If so, we’d recommend considering VoIP providers that offer flexible or 24/7 support.
• How large is my team? Small business VoIP systems won’t have the same capabilities as those designed for large teams. For this reason, it’s important to consider the size of your team before committing to a plan.

Learn more about good phone etiquette with our dedicated guide

How to Switch Your VoIP Provider

Not happy with your current VoIP provider — or think you can get a better deal elsewhere? Rest assured, switching to an alternative system might be easier than you think and enables you to get the VoIP benefits you want. Here’s how to change your VoIP provider in five simple steps:

1. Identify your business’s needs – Before anything else, you need a crystal-clear understanding of what your business needs from a VoIP system. Think about the gaps in your current system and the top priorities for your business.
2. Land on a new provider – Selecting the right service can make a huge difference to your team’s daily calling experience, productivity, and long-term ROI, so consider these factors when choosing your ideal VoIP provider. 
3. Notify your current provider – After you’ve chosen your new VoIP service you should get in touch with your current provider and agree on an end date right away. Notifying early will help you avoid delays, especially if you’re planning to port your current number to your new service. 
4. Port your numbers – Porting your business telephone numbers can take a little more time, so we recommend paying porting fees and handing the relevant information to your new provider at least one day before installation.
5. Install your new system – Installing VoIP softphones can be as easy as downloading your chosen software on your business’s devices. However, hardware installation can take around 10 weeks and labor costs range from $25 to $50 for each device. 

Learn more about how much a new VoIP system could cost your business in our VoIP pricing guide.

Frequently Asked Questions