The typical lowest starting price. The lowest price available for your business will depend on your needs.
Relative score out of 5
BEST FOR LARGE HOTELS
Free for first year
Established businesses with lots of users
Businesses in need of an affordable solution
No contracts, keep your number and work from anywhere.
Very easy to set up and scale as necessary.
Trusted by 2.4 million worldwide customers
Unlimited Calls in U.S. & Canada
Instant Chat Functionality
Hotels are having a tough time at the moment with the ongoing coronavirus pandemic. However, with more empty rooms than usual, it is the perfect time to upgrade your hotel's phone system.
Here at Tech.co, we think the best way to run your hotel's phones through a VoIP phone system. These systems allow you to easily communicate with guests, colleagues, and prospective customers easily and without the need for expensive rewiring. What's more, a good VoIP system will integrate perfectly with your existing IT systems, making life easier and transactions more efficient.
In this guide, we'll cover the best VoIP providers for hotels of all sizes, as well as how much you can expect to pay for a new VoIP system.
You can even get started comparing VoIP providers with our free, no-obligation comparison tool. Simply answer a few questions and we'll provide you with bespoke quotes from the leading providers for your business.
Best Hotel Phone System Providers
- Ooma – the best all-round VoIP system on the market for hotels of any size
- RingCentral – the best solution for huge hotels
- Vonage – an easy-to-learn solution with a slick interface
- Nextiva – a great choice for quickly growing hotel businesses
- 3CX – a low-cost option for startup hotels
In this guide we'll also cover:
- Hotel VoIP System Advantages – everything you can expect from your new VoIP system
- Hospitality Phone Systems – does your hotel offer other services? We cover everything a VoIP system can do for you
- Choosing a Hotel Phone System – the things you need to consider when getting a VoIP system for your hotel
- Verdict: Best Hotel Phone Systems
- Hotel VoIP System FAQs
The best all-round phone solution for hotels
Ooma excels for all manner of businesses but it is also a great fit for hotel businesses. It has a brilliant range of features including different call management options and a range of integrations with tools such as Salesforce to make your employees' lives easier. What's more, Ooma is very affordable for most small- and mid-sized hotels.
Ooma offers four pricing plans and they are all priced per user, per month.
Its cheapest Office plan costs $19.95. Your teams will be able to transfer calls and you'll get a virtual receptionist which can help with automating bookings and help direct calls to different areas of your hotel.
The Office Pro plan costs $24.95 and brings call recording, voicemail transcripts, and enhanced call blocking. You'll also get access to Ooma's desktop app which will let your employees manage all your calls from their computer — simplifying the front desk and improving efficiency.
The Enterprise plan is mainly designed for larger businesses and costs $27.99. However, it does bring CRM and productivity tool integrations which lets Ooma work with a range of booking systems to make your customers' experience as painless as possible.
Desktop App with Softphone
Barge, Whisper & Eavesdrop
Dedicated Customer Success Managers
Estimated Wait Time
Position in queue
Abandon Call Counter
Ooma Office Pro
Ooma Office Enterprise
Ooma Enterprise Call Center
Ooma has great call management features. Call Flip, for example, lets you easily move calls between different devices, while Call Park lets users put a call on hold before picking the call back up on a different device, or with a different user.
Ooma also has a great range of integrations with a range of services that can help manage your hotel's booking and marketing. Salesforce, Microsoft Dynamics, Microsoft 365, G-Suite, and ServiceNow all work seamlessly with Ooma which can save your teams a crazy amount of time.
Is Ooma right for your hotel?
With its eminently affordable pricing options and range of powerful integrations, Ooma will make a great fit for almost any hotel — whether you're running a small boutique or a large resort.
What's more, Ooma offers flat calling costs and unlimited coverage of Mexico, Puerto Rico, Canada, and the US.
- Unlimited calling in US, CA, MX, PR
- 35+ features included at no extra cost
- Easy DIY installation
- 24/7 support
- Free number transfer
- Multi-level virtual receptionist
- Free smartphone app with SMS/MMS messaging incorporated
A great solution for huge hotels
If you're running a big resort with hundreds of rooms and lots of staff, RingCentral is the VoIP platform for you.
RingCentral has four pricing plans, again priced per user, per month.
The Essentials plan costs $19.99 per user, per month. This plan gives you call management and phone administration features, such as call forwarding, transferring, intercom, and paging. Those intercom and paging features could be essential to help your staff get their work done in a big hotel.
The Standard plan, costs an extra $5 per user, per month. You'll get an auto-attendant, internet fax, and call log reports. 24/7 customer support becomes available as well but, in our view, this plan doesn't do a lot for hotels.
The Premium plan costs $34.99 per user, per month and adds automatic call-recording, Salesforce integration, and a single sign-on function. That Salesforce integration could be key for your marketing teams when it comes to targeting potential guests.
The Enterprise plan costs $49.99 per user, per month and gives you 10,000 toll-free minutes for outgoing calls, unlimited storage for files, contacts, and videos, as well as meeting recordings. Again, this plan doesn't really do a lot for hotels and is designed more for call centers.
RingCentral offers strong integration with Salesforce allowing you to match incoming calls with existing customer contact information, which can seriously boost your hotel's CRM capabilities.
You can also consolidate all your voice and fax messages in Microsoft Outlook easily with RingCentral by using its email forwarding feature. Plus, you can make outgoing calls simply by clicking on an Outlook contact, web page, or document.
Is RingCentral the right fit for your hotel?
We'd only really recommend RingCentral for huge hotels. As a platform, RingCentral is mainly focused on collaboration amongst big teams so, if you're running a hotel with less than 200 rooms, for example, we'd choose Ooma.
However, that's not to say that RingCentral is a bad choice and we'd definitely take a look at it amongst its competitors with our bespoke quote comparison tool.
- Over 300,000 customers
- Includes Voice, Fax, SMS & HD Meetings
- Very easy to set up and scale as necessary
- Auto Attendant, Group Calling, Call Queue functions
- Free setup, money-back guarantee
- Integrate with popular software and CRM platforms, including Outlook, Box and Salesforce
An easy to use platform for larger hotels
Like RingCentral, Vonage best serves larger hotels. However, while its interface is easy to use, Vonage is a bit light on features compared to RingCentral and Ooma.
Vonage has three pricing plans starting and they're priced per user, per month. However, Vonage will give you discounts based on the number of users you have.
The Mobile plan costs $19.99 per user, per month. It gives you access to the Vonage app center, unlimited team messaging, and unlimited outgoing calls and SMS messages.
The Premium plan costs $29.99 per user, per month and offers a multi-level virtual receptionist, CRM integrations with Google Workspace, HubSpot, Office 365, and Salesforce amongst others. It also works with traditional desk phones, unlike the Mobile plan.
Finally, the Advanced plan costs $39.99 per user, per month and it brings a full, personalized installation, call grouping, and on-demand call recording.
Vonage does have some useful features for hotel businesses, particularly with the Premium plan.
The virtual receptionist and CRM integrations are great for hotels that have a lot of customer interaction prior to arrival. Vonage also offers unlimited calls to the US and Canada and 24/7 support in case something goes wrong.
What's more, while Vonage's app-based system is easy to use whether you're using a desktop, mobile, or traditional desk phone, it also offers loads of online training documents and videos to help your staff become accustomed to the software.
Should you choose Vonage for your hotel?
Vonage isn't a bad option but, we'd still sooner choose Ooma or RingCentral. However, if you have a lot of staff Vonage's discounts might making a very enticing cheaper option.
You can get a bespoke quote from Vonage and all the other leading VoIP providers by using our quote comparison tool.
- 2.4 million worldwide customers
- Unlimited calls in the U.S. and Canada
- Customizable conference groups
- Voicemail transcription
- Call recording
Is your hotel growing quickly? Nextiva might be the perfect VoIP choice
Nextiva is primarily designed for big call centers — it has generous user allowances and conference calling facilities which, it has to be said, aren't exactly must-haves for many hotels. However, Nextiva offers great integrations with a bunch of different CRM providers and some enticing pricing models.
Nextiva has four pricing plans and the prices for each plan change depending on the number of users that you need.
The Essential plan, for example, costs $23.95 per user, per month for up to four users. If you have between five and 19 users, however, that price drops to $21.95. If you have between 20 and 99 users, you'll pay $18.95 per user, per month and, if you have more than 100 users, it'll cost $17.95 per user, per month.
The Essential plan gives unlimited calls, a virtual receptionist, voicemail-to-email notifications, and integrates with Outlook and Google Contacts. The Professional plan, meanwhile, starts at $27.95 per user, per month and offers Call Pop which can tell your employees who's calling and about what before they pick up the phone. It also allows you to integrate your phones with Salesforce, HubSpot, and Zendesk. Nextiva will also gladly set up your system for you.
The Enterprise plan costs $37.95 per user, per month. It brings single sign-on functionality and integrations with Microsoft Teams, Oracle Sales Cloud, and ServiceNow.
Finally, the Ultimate plan costs $67.95 per month but brings some very advanced features to the table. For example, you get sales productivity and pipeline management, service productivity and ticket management, automated surveys, and customer journey analytics. Admittedly, not all of these features will be that important for a lot of hotels but, if you're running a big change, they might be.
Nextiva has a desktop app that supports voice and video calls, emails, messaging, sales and service tools, and analytics making it a great fit for hotels that want to get rid of desk phones.
However, it also has its own purpose-built VoIP phone which works with the desktop app and it even has a mobile app that can help staff on-the-go around the hotel.
Is Nextiva right for your hotel?
Nextiva would be a good fit for quickly growing businesses thanks to its pricing structure. However, we think that Vonage is a better fit for larger hotels while Ooma still remains the top all-round choice. Still, you could certainly do worse than Nextiva.
- 100,000 customers
- Unlimited calling in US and Canada
- Simple set up
- Mobile app
- HD voice
- Auto attendant
- Call recording
If your hotel needs VoIP on a budget, 3CX is the way to go
3CX stands out from the competition based on its pricing alone — it even has a completely free plan.
3CX has three different pricing plans to choose from. But, rather than pricing its plans per user, per month, 3CX charges according to the number of concurrent phone calls you need to make — this can make it extremely affordable for hotels.
The Standard plan is available for free if you're ok with only being able to make up to eight phone calls at a time. 16 concurrent calls will cost you $395 per year, 24 calls cost $595 per year, 32 costs $895 per year, 64 costs $1,795 per year, while 96 costs $2,695 per year.
The Standard plan gives you a digital receptionist, iOS and Android apps, and access to live chat and Facebook messaging.
The Pro plan brings CRM and Office 365 integrations, call recording, reports, and call queuing. If you only need to make four simultaneous calls, it'll cost you $250 per year. Eight simultaneous calls will cost $325 per year, 16 of them costs $652 per year, 24 costs $982 per year, 32 costs $1,477 per year, 64 costs $2,962 per year, while 96 costs $4,447 per year.
The Enterprise plan brings granular call recording restrictions, skill-based call-routing, customizable logos, and a built-in failover to protect the phone system. If you need to make four simultaneous calls, it'll cost you $303 per year. Eight simultaneous calls costs $394 per year, 16 at $790 per year, 24 at $982 per year, 32 at $1,790 per year, 64 at $2,962 per year, 96 at $5,390 per year, and so on up until the maximum of 1,024 simultaneous calls, which costs $39,990 per year.
3CX offers a cloud-based PBX service that allows your employees to share a number of external lines while all using their own phones. Call recording can be great for training new staff and call-queuing features can be great for hotels with busy front desks.
3CX also offers some unified communications features. Your employees will be able to communicate with instant messaging features, for example. Plus, it offers integrations with Zendesk, Salesforce, Freshdesk, Office 365, and Microsoft Dynamics.
However, 3CX only offers customer support through an online portal. There are community forums where you can work with other users to try and fix your problems. 3CX also offers training videos to help you get set up.
Is 3CX right for your hotel?
3CX would be a good fit for small hotels that need a cheap but effective way system to manage their phone calls.
If that sounds like your hotel, take a look at our pricing comparison tool to get started.
- Excellent for small businesses
- Easy to add more phone lines ad-hoc
- Video conferencing
- Soft phones
- Android and iOS Apps
- On premise or cloud based
- Self installation & management
Hotel VoIP System Advantages
Hotel VoIP systems can bring huge advantages over traditional phone systems.
Ease of use
Advanced VoIP phone systems can sound complicated but, in actuality, they make everyday tasks far easier — from making inbound and outbound phone calls to working with the rest of your hotel's computer phone system.
- You can easily manage reservations and bookings with linked phones and computer systems
- Internal communications can be improved as you'll be able to talk to staff on the go with softphones and mobile VoIP apps
- You can fulfill hotel guest requests quicker and easier. Room service request? You can easily fire off the order to a kitchen display from your computer
- Receptionist staff will find it easier to transfer and hold calls from prospective guests and internal customers — you'll no longer lose customers while they're waiting to get through.
The most pressing advantage, perhaps, is that VoIP systems can be significantly less expensive than traditional wired solutions.
By paying a low monthly fee, especially so with services such as 3CX, you can eschew all of the wiring and logistics involved with traditional phone systems. These infrastructure points cost extra money for upkeep and maintenance. Plus, you'll need to pay for traditional desk phones.
VoIP systems can work with traditional desk phones. However, they also work with softphones — basically computers and mobile devices — which your hotel will need regardless. By choosing a good VoIP system, you won't need to buy two different pieces of hardware, instead, you can get a single computer that does both.
All of the providers we've listed offer integrations with popular CRM and business management software.
There's a fair chance your hotel might already be using a system such as Salesforce, Google Workspace, or Microsoft 365. A VoIP system, such as Ooma, will allow your staff to manage data, files, booking, and customer information easily, with no complicated or laborious record-copying — everything will be done automatically.
Aside from the phones on your front desk, a VoIP system can easily manage phones in guests' rooms — without the need for wiring.
This means that, as your hotel and businesses grow, you can easily add extra phones wherever you need them — it doesn't have to be a complex logistical proposition.
Hospitality Phone Systems
Of course, hotels often have restaurants or other services attached. If your hospitality business offers more complex services, then you'll definitely need the benefits of a VoIP system. There are numerous systems and technologies that can be used to streamline your communications, whether you're running a small hotel restaurant or a huge hotel bar.
Some useful hospitality-specific features include:
- Ability to set up menu selections using the telephone keypad or deliver an automated service
- Booking and reservations are also often handled over the phone meaning crystal clear sound quality is a huge benefit
- Ability to put customers on hold while you check reservations or transfer the call
- Automated message for when your line is busy
- Automated table reservation without human interaction
- With many different types of phones available ensuring you choose the right system is crucial.
If you are a formal, fine dining establishment, you would probably benefit from more than one telephone line so you can take reservations. Or perhaps you have a delivery service, in which case a multi-line phone system for small business may be best, as you'll need different lines for reservations, payments, and customer concerns.
Choosing a Hotel Phone System
Choosing the right phone system for your hotel will require you to consider a number of factors about your business and its future.
Number of calls
Telephone systems should be able to comfortably handle all calls during your busiest times. If they are struggling, you may need to upgrade your system.
If you have plans for growth you should select a telephone system that is capable of changing easily as demand for your business expands.
Often overlooked, this is a key consideration. You need to consider whether staff will need training on any new phone system and how this is to be delivered. Sometimes phone suppliers offer free training, so it’s always worth asking at installation.
Verdict: Best Hotel Phone Systems
The best hotel phone system on the market is Ooma. It works perfectly for hotels of all sizes with affordable pricing plans starting from just $19.95 per month and offering a range of integrations with Salesforce, G-Suite, and Microsoft 365.
Large hotels should also consider RingCentral with its impressive range of call management features. If your hotel is just starting out, however, we'd take a look at 3CX with its very affordable plans for smaller businesses.
Before deciding on anything, however, we'd recommend taking a look at our Hotel VoIP price comparison tool which will give you bespoke, obligation-free quotes from the leading providers on the market.
- Ericsson iPECS LIP-9071
- MiVoice 5340
- Cisco 8865 IP
- AT&T 1080
- VTech CM18445
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