Best VoIP Phone Systems for Small Business 2021

The best VoIP phone is the Polycom VVX 601. It's a reliable and practical business model, popular for its design, features, and being one of the easiest phones to use on the market.

On this page, we'll review the best VoIP phone handsets for small businesses, covering pricing and standout features for each. You won't necessarily require hardware, though – a VoIP softphone can deliver similar abilities through software that runs on your pre-existing desktop or mobile devices, and it's an option worth considering first, as it may be cheaper and more flexible.

Need a way to keep track of all your calls? You don't want “please hold” to be the last thing your customer hears. To better understand your range of options, you can compare all the top VoIP phone systems with recommendations and price quotes personalized to your needs, using our free VoIP comparison tool.

In this guide:

• Best VoIP Phone System Providers
• Top 10 Best VoIP Desk Phone Reviews
• Types of VoIP Phone
• Verdict
• FAQs

Best VoIP Phone System Providers

Before we get to reviewing the top VoIP desk phone handsets – i.e. physical phones that send and receive calls over the internet – take some time to consider if this is really what you really need.

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.

By our research, the top VoIP system provider for small businesses is Ooma, due to its core features, unlimited calls, 24/7 support, and fair pricing with no contracts needed. RingCentral is a great pick for medium or large operations, given its scalable plans and range of supported communication, which covers voice, fax, SMS and HD video. Visit our best VoIP providers page to learn more, or check out the table below for a quick overview of the options.

Top 10 Best VoIP Desk Phone Reviews

If your business makes a lot of calls, and you are looking for the best physical VoIP desk phones, we've found the best choices for 2021.

In order to figure out our top ten list, we weighed 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.

• Polycom VVX 601 — Best overall VoIP phone
• Cisco 7841 — Best value VoIP phone
• Ooma DP1-T — Best for working from home
• Yealink SIP-T58A — Best for features
• Yealink W60P — Best cordless phone
• Cisco 8845 — Best for video conferencing
• Gigaset C530IP — Best for tiny businesses
• Grandstream GXP2170 — Best for customizability
• Grandstream GXV3240 — Best for multimedia
• Grandstream DP720 — Best for a budget

Polycom VVX 601 — Best overall VoIP phone

Starts at: $199

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. It has a 4.3-inch color touchscreen, 16 line keys, 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. But it comes at a top-of-the-line price – it'll cost you over $300 new, though that price tag also includes an AC adapter, and it's available for less through resellers.

What makes the VVX 601 stand out as our top pick 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 key elements of a good business phone are all present: flexibility, volume, video, and a useful touchscreen. This model uses Bluetooth, has two USB 2.0 ports for media and data, and has an RJ-9 port (a common wired audio port). Plus, it's easy to use.

Why to Skip

The price tag isn't the cheapest, and the full value might not present itself to you if your business isn't placing a high volume of calls – but this is otherwise an unbeatable option.

Cisco 7841 — Best value VoIP phone

Starts at: $88

The Cisco 7841 is a great option for budget-conscious business owners who still want a dependable and durable phone. 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 well under $100.

Key features

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

Why to Buy

At just $88, this phone is less expensive than all the top phones that have better features, and it offers better features than all the top phones that are cheaper.

Why to Skip

Perhaps you need more line keys or more features, and you're willing to pay for them. Or maybe you need an even more stripped-down handset for a rock-bottom price.

Ooma DP1-T — Best for working from home

Starts at: $90

More and more workforces have been operating partially or fully remotely for years, and following the COVID-19 pandemic, that's more true than ever. 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 $90, though you'll need to buy an Ooma Telo for another $99 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.

“I replaced a landline and DSL costing $125 a month with Ooma. Easy to install, works as they say it will. It works seamlessly with our Panasonic answering machine and remote phone system. Highly recommend.”

~John Walter, in a Feb 18, 2021 review

Key features

• 32 speed dials
• Call logs
• Unlimited nationwide calling

Why to Buy

It's great for handling otherwise annoying elements of placing calls from home – think audio conferencing, quick calls, redialing, or catching up on voice mail.

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, though once you're fully set up it should be easy enough.

Yealink SIP-T58A — Best for features

Starts at: $220

Need a seven-inch adjustable touchscreen? Access to a web browser, calendar, recorder, and your email from within your handset? Five-party audio conferencing? The feature-packed Yealink SIP-T58A includes it all, and the customizable interface comes with built-in Bluetooth and WiFi support, a USB 2.0 port, and dual-port Gigabit Ethernet to boot. An optional two-megapixel HD camera, called CAM50, can be attached to the phone for video calls.

Using Android 5, the device has an open SDK, or Software Development Kit, which allows developers with the right coding knowledge to add their own third-party applications for a custom experience. 27 one-touch DSS keys let users monitor or dial extensions, while eight dedicated feature keys handle common needs: Hold, transfer, message, headset, mute, redial, speakerphone, and volume are all present and correct.

The audio quality is top notch as well, with HD Voice and something called “Yealink Noise Proof Technology.” The handset is officially hearing aid compatible (HAC), so it can accommodate a range of audio needs. The only catch is the price: At $220, the Yealink SIP-T58A is the costliest option on this list.

Key features

• Huge 7-inch touchscreen
• Integratable interface
• 8 dedicated feature keys
• Removable HD camera

Why to Buy

Why get a Rolls-Royce? Because you'll be using this a lot, and you deserve a nice luxury.

Why to Skip

It's one of the pricier top choices for a business handset, so if you don't think you'll use enough of the features, you may find another option will better justify the cost.

Yealink W60P — Best cordless phone

Starts at: $148

One big preference to figure out before settling on the business phone for you: Do you want corded or cordless? A cordless handset can be carried around and won't tangle, while a landline option is guaranteed not to run out of battery. If a cordless option sounds best, you'll want one with a long-lasting and quick-charging battery – in other words, you'll want the Yealink W60P.

The device lasts for up to 30 hours of talk time and up to 400 hours of standby time, which is definitely better than your smartphone. But just as important is how quickly it charges up, and the W60P succeeds here as well, lasting for two hours on a quick 10-minute charge. You'll need a charging base to use it, although one base can support up to eight wireless phones, each of which can handle two simultaneous calls. The range is 164 feet indoors and 985 feet outdoors, in ideal conditions. The phone's built-in display is 2.4 inches, though the screen has no antiglare measures, which can be a problem in a brightly lit environment.

Features and functionality are good, although you won't get the huge amount of features that the Yealink SIP-T58A offers. The device has five navigation keys, two softkeys, six function keys, and six shortcut keys, with features including call forwarding, speed dial, voicemail, and redial.

Key features

• Up to 30 hours of talk time per charge
• 164-foot range indoors; 985-foot range outdoors
• 2.4-inch color display

Why to Buy

The charge is fast and long-lasting, and you'll be sure to have your phone on hand for fielding multiple calls at any point in the day, even simultaneously.

Why to Skip

If cutting the phone cord isn't important for you, this model is likely overpriced. Also, while the display is large for a wireless phone, it's far smaller than the displays built into the base of a wired model.

Cisco 8845 — Best for video conferencing

Starts at: $165

The rise of video conferencing has been a big discussion during the coronavirus pandemic. Sure, most of that conversation centered on Zoom quadrupling its year-over-year revenue – but video conferencing hardware has also seen more use. If you want to pick a phone system 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. Plus, the interface is 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

If your business is handling a lot of video calls with no plans to slow down, this phone offers a feature-rich video conferencing solution that's easy to use and easy on the eyes.

Why to Skip

It's a little pricey for anyone who doesn't prioritize video calls, although it does offer great audio functionality as well.

Gigaset C530IP — Best for tiny businesses

Starts at: $80

If you're running a small business single-handedly, you'll need to be available for calls from business associates and customers. You won't have the funds for features you don't need, but you will need the essential ones. With the Gigaset C530IP, you'll get a solid phone for placing and receiving HD Voice audio calls. You'll also get access to social networks like Facebook, a useful perk for business managers that need to stay updated on their page's notifications. It works with up to six SIP accounts from different providers and, with a relatively trim $80 price tag, this phone won't break the bank.

It's wireless, too, and while the charge isn't as great as what the Yealink W60P has to offer, it's still decent – up to 14 hours of talk time, and up to 320 hours of standby time. The hi-res color display is also smaller, at just 1.8 inches.

Key features

• Wireless
• 1.8-inch display
• Access to social media

Why to Buy

The phone offers great audio quality and call features, packaged with benefits applicable to a tiny business, including Facebook access, portability, and low pricing.

Why to Skip

The display is for text, not graphics, so you won't be placing any video calls. But if you know what you need, and you don't need video conferencing, this is a great option.

Grandstream GXP2170 — Best for customizability

Starts at: $95

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 $95, 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

If you love customized workflows, or if you make regular calls to dozens of different contacts (whether clients or suppliers), this is an affordable solution that you can tailor to fit your needs.

Why to Skip

Does 48 different speed-dialable contacts sound like an overload? Maybe skip down a few entries to check out our also-great budget option.

Grandstream GXV3240 — Best for multimedia

Starts at: $90

The Grandstream GXV3240 comes with a long list of specs. It supports a healthy six lines, six SIP accounts, and six-way voice conferencing. Outputs include Bluetooth for headsets and mobile, a USB port, a SD card slot, and EHS for Plantronics headsets. Other great features include multi-platform three-way video conferencing and a 1 megapixel CMOS camera, along with a 4.3-inch touch screen, all running on the Android 4.2 operating system.

Plus, it has a mini HDMI for hooking up to a monitor, which even the feature-heavy Yealink SIP-T58A doesn't have. Granted, the touchscreen's smaller, but when it comes to pure multi-media functionality, this phone offers more than any other top-quality handset at the same price point.

“I've had no problems with these phones since we got them installed. Perhaps a little overkill, but great phones for the money. The camera is tilt adjustable, so you can adjust it depending on your seating position. Phone runs Android, so you can download all kinds of apps for it.”

~Robert Shady, Amazon review

Key features

• 1MP CMOS camera
• 6 lines
• Flexible and adaptable

Why to Buy

If you need a versatile phone that can handle audio and video in plenty of different configurations and media formats, this will handle nearly everything.

Why to Skip

Most businesses will find themselves mostly using one or two different configurations, and if that's the case, this multimedia-oriented phone isn't for you.

Grandstream DP720 — Best for a budget

Starts at: $50

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. But 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 any other phone 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.

Why to Skip

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

Types of VoIP Phone

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

VoIP desk phone handset

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.

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.

For extra flexibility, these 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. 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.

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.

Frequently Asked Questions