Top 8 Best VoIP Phones for Small Businesses You Need To Get Now

If you are a small business owner, you know that reliable communication is vital to your success. This is why VoIP phones have become increasingly popular among businesses of all sizes. They offer many benefits that traditional phones can't match. In this blog post, we'll discuss the top 8 VoIP phones for small businesses. But first, let's take a quick look at what VoIP means.

What is Voice over Internet Protocol (VoIP)?

VoIP is a technology that allows you to make voice calls over the internet instead of traditional phone lines. VoIP phones convert your voice into a digital signal that is transmitted over the internet. This technology has become popular in recent years because it offers many benefits over traditional phone systems.

Benefits of using VoIP phone system

Small businesses can enjoy many benefits from using VoIP phone systems, including:

1. Cost savings: VoIP phone systems are typically less expensive than traditional phone systems. This is because they require less equipment, and there are no long-distance fees for calls made within the same network.
2. Advanced features: They offer advanced features that traditional phone systems do not. These features include call forwarding, voicemail-to-email transcription, virtual attendants, and video conferencing.
3. Mobility: VoIP technology allows employees to make and receive calls from anywhere with an internet connection. This is especially useful for remote workers or employees who need to travel frequently.
4. Scalability: They are easily scalable, meaning that they can grow or shrink depending on the needs of the business. Businesses can add or remove phone lines as needed without having to install additional physical infrastructure.

5. Flexibility: This phone system allows businesses to integrate with other communication systems, such as email and instant messaging, resulting in greater flexibility in how employees communicate and collaborate.
6. Improved call quality: VoIP technology offers high-quality audio and video capabilities, making it easier to communicate clearly with customers, clients, and colleagues.

By choosing VoIP, businesses can improve their communication capabilities and increase their flexibility while also saving money.

Two types of VoIP phones

There are two main types of VoIP phones: 

1. Hardware VoIP phones: These are physical devices that look like traditional telephones but use the internet to make and receive calls instead of a phone line. They are specifically designed to work with VoIP technology and are often called IP phones or SIP phones. They come with built-in Ethernet ports, display screens, and keypads, and can be connected directly to a router or switch using an Ethernet cable. Some advanced models may also support Bluetooth or Wi-Fi connectivity. They are usually more expensive than software-based phones, but they offer better call quality, reliability, and security.

2. Software-based VoIP phones: These are applications that run on computers, laptops, tablets, or smartphones. They also use the internet to make and receive calls, but they require a microphone, speaker, and headset to work. Popular types include Skype, WhatsApp, Zoom, and Google Voice. Some of them may offer additional features like instant messaging, video conferencing, screen sharing, and file sharing. They are usually free or low-cost compared to hardware VoIP phones, but they may have lower call quality, reliability, and security due to factors like network congestion and software bugs.

Top 8 best VoIP business phones you need to get

If you’re looking to add or replace hardware VoIP phones, we have found the top 8 best phones for VoIP that your small business needs. We will highlight their specifications and best features, and describe what each is best known for. By comparing these details, you can easily determine the best buy VoIP phone models for your business.

Here is a list of the top 8 VoIP phones for small businesses:

1. Yealink SIP-T54W – Best overall
2. Grandstream GXP1625 – Best for budget-conscious businesses
3. Polycom VVX 411 – Best bang for your buck
4. Cisco IP Phone 7821 – Best for ease of configuration
5. Mitel MiVoice 6920 – Best for high call volume
6. Panasonic KX-TGP600 – Most affordable wireless option
7. Avaya 9641G – Most feature-rich model
8. Gigaset C430A GO DECT – Best cordless option

1. Yealink SIP-T54W

Specifications:

• Adjustable 4.3 inch, 480 x 272 pixel color display
• Built-in Bluetooth 4.2, Dual Band 2.4G/5G Wi-Fi, HD Voice, and Opus Codec support
• Dual-port Gigabit Ethernet
• SIP and H.323 Protocol Support
• 16 SIP accounts, 4-way conference, call hold, call forward, call transfer, and call waiting.
• PoE support or optional AC adapter
• Compatible with major platforms such as Broadsoft, Asterisk, and 3CX

Best features:

• 4.3-inch color display that offers an intuitive and user-friendly interface.
• Built-in Bluetooth and Wi-Fi, which means you can connect it to your wireless network and use it without any cables.
• Designed with HD voice and Opus Codec support, which offers crystal clear sound quality during your calls.
• The dual-port Gigabit Ethernet offers a reliable and fast network connection, useful especially for business purposes.

What it's best for:

• The Yealink T54W is an excellent choice for small to medium-sized businesses that want a reliable, high-quality IP phone that is easy to use and has advanced features to help with productivity.
• It is also great for remote workers who need a phone that can connect to their wireless network and provide high-quality sound during their calls.

Reasons to buy:

• Its user-friendly interface makes it easy to use for everyone.
• Its advanced features provide clear and crisp sound quality during your calls.
• It is designed to be compatible with major platforms, which makes it easy to integrate with your existing communication systems.
• It is built to be reliable and durable, which means you won't have to worry about replacing it anytime soon.

Price estimate:

It can cost anywhere between $200 and $300, depending on where you purchase it from.

2. Grandstream GX1625

Specifications:

• Dual switched 10/100 Mbps Ethernet ports with integrated PoE.
• Supports up to 2 SIP accounts.
• 132 x 48 pixel LCD display.
• PoE or 5V DC power adapter.

Best features:

• Two-line entry-level IP phone with advanced features.
• Supports HD audio, full-duplex speakerphone with advanced acoustic echo cancellation, and Electronic Hook Switch (EHS) with Plantronics headsets.
• Simple and intuitive user interface with a 132 x 48 pixel LCD display.

What it's best for:

The Grandstream GX1625 is an excellent entry-level IP phone suitable for small businesses, home offices, and remote workers.

Reasons to buy:

• It offers a cost-effective and reliable solution for budget-conscious businesses.
• It supports up to 2 SIP accounts, which is perfect for small businesses or home offices.
• It has a simple and intuitive user interface that is easy to use and navigate.
• It supports HD audio, making calls crystal clear.
• It is also equipped with advanced acoustic echo cancellation, reducing background noise and ensuring a clear audio experience.

Price estimate:

It is priced around $65-$75, depending on the retailer and the country of purchase.

3. Cisco IP Phone 7821

Specifications:

• 3.5-inch (396 x 162 pixels) backlit monochrome display
• Lines: 2
• Ethernet Switch: 10/100/1000
• PoE: Class 1
• Protocol Support: SIP
• Headset Support: RJ-9 jack
• Speakerphone: Full-duplex

Best features:

• High-quality, clear audio for both the handset and speakerphone modes
• Backlit display for easy reading in any lighting condition
• Two programmable line keys for frequently used functions
• Ethernet switch for connecting a PC to the phone
• Energy-efficient design with Power over Ethernet (PoE) support

What it's best for:

The Cisco IP Phone 7821 is ideal for businesses that need a reliable, cost-effective IP phone with basic functionality. It is a great choice for small to medium-sized businesses that don't need advanced features like video conferencing or high-end audio capabilities. The phone is also suitable for common areas like lobbies or break rooms.

Reasons to buy:

• Clear and high-quality audio ensures that conversations are easy to understand.
• The backlit display makes it easy to read in any lighting conditions, reducing eye strain and improving productivity.
• Two programmable line keys allow for quick access to frequently used features, making the phone more efficient to use.
• Energy-efficient design helps save on electricity costs.
• Ethernet switch allows for a PC to be connected to the phone, reducing the need for additional cables and ports.

Price estimate:

The Cisco IP Phone 7821 is priced around $160-$200 USD, depending on the retailer and any additional accessories or service contracts that may be included.

4. Polycom VVX 411

Specifications:

• 3.5" color TFT display (320x240)
• 12 lines (programmable)
• Ethernet Ports: 2x Gigabit
• USB Ports: 1x USB 2.0 host port
• Headset Port: RJ9
• HD Voice, Acoustic Clarity, Acoustic Fence, Echo Cancellation, Background Noise Suppression, and Polycom NoiseBlock
• Protocol Support: SIP and Polycom UC Software
• Built-in auto-sensing IEEE 802.3af Power over Ethernet

Best features:

• Advanced features like HD Voice, Acoustic Clarity, and NoiseBlock technology.
• It is highly customizable, with up to 12 lines that can be programmed to suit individual users' needs and preferences.
• Two Gigabit Ethernet ports and a USB port that provides plenty of connectivity options for accessories like headsets and cameras.
• It is compatible with a wide range of VoIP platforms, including Polycom UC Software and SIP-based platforms.

What it's best for:

• The Polycom VVX 411 is ideal for small and medium businesses that need a reliable and customizable VoIP phone with advanced audio features and connectivity options. It is suitable for conference rooms and busy office environments where call quality and clarity are essential.

Reasons to buy:

• The VVX 411 offers advanced audio features like HD Voice and NoiseBlock technology, making it ideal for conference calls and busy office environments.
• Its large display and customizable options make it user-friendly and convenient for users to manage their calls and contacts.
• Its compatibility with other VoIP platforms makes it easy to integrate into existing communication systems.

Price estimate:

It is a mid-range VoIP phone, and the price typically ranges from $150 to $250, depending on the vendor and any other accessories included in the package.‍

5. Panasonic KX-TGP600

Specifications:

• DECT 6.0 cordless phone system with base station and handset(s)
• Up to 8 SIP accounts and 8 concurrent calls
• HD audio with wideband audio support
• Three-way conference call support
• Phonebook for up to 500 contacts
• 1.8-inch color LCD display
• Up to 7 hours of talk time and up to 150 hours of standby time
• Range of up to 164 feet indoors and up to 984 feet outdoors

Best features:

• Expandable up to 6 handsets
• Supports up to 8 SIP accounts
• Wideband audio for clearer voice communication
• Power over Ethernet (PoE) support
• Compatible with a range of third-party SIP devices
• Call transfer, forwarding, and hold support

What it's best for:

• Small to medium-sized businesses that need a reliable, easy-to-use, and affordable phone system
• Remote workers who need a flexible and scalable communication solution
• Companies that require advanced call handling and management features
• Offices that need to expand their phone system as they grow

Reasons to buy:

• Easy to set up and use
• Expandable and scalable
• Supports multiple SIP accounts
• Provides advanced call handling and management features
• High-quality voice communication
• Compatible with third-party SIP devices
• Affordable and cost-effective

Price estimate:

The Panasonic KX-TGP600 is priced at around $250-300 for the base unit and one handset, with additional handsets available for around $80-100 each. Prices may vary depending on the retailer and any promotions or discounts available.

6. Mitel MiVoice 6920

Specifications:

• 3.5-inch QVGA color display (320x240 pixel resolution)
• HD audio, full-duplex speakerphone, acoustic echo cancellation, and background noise suppression
• Dual Gigabit Ethernet ports, built-in Bluetooth, and Wi-Fi (optional)
• Support for up to 2 lines, 4 context-sensitive softkeys, 6 programmable keys, and a dedicated headset button
• Power over Ethernet (PoE) or optional AC adapter

Best features:

• It offers HD audio and advanced noise-canceling features to ensure crystal-clear conversations.
• The 3.5-inch color display and context-sensitive softkeys make it easy to navigate and use the phone's features.
• The phone supports up to 2 lines and offers programmable keys that can be customized for quick access to frequently used features.
• With dual Gigabit Ethernet ports, built-in Bluetooth, and optional Wi-Fi, the Mitel MiVoice 6920 provides versatile connectivity options.

What it's best for:

• The Mitel MiVoice 6920 is ideal for small to medium-sized businesses that need a reliable and feature-rich IP phone.
• The phone's advanced features, including HD audio and programmable keys, make it an excellent choice for knowledge workers who need to stay connected and productive throughout the day.

Reasons to buy:

• The Mitel MiVoice 6920 offers superior audio quality, ensuring that your calls are clear and easy to understand.
• It offers multiple connectivity options, including dual Gigabit Ethernet ports, built-in Bluetooth, and optional Wi-Fi, making it easy to connect to your network and other devices.
• With programmable keys, the Mitel MiVoice 6920 can be tailored to your specific needs and preferences.

Price estimate:

The price of the Mitel MiVoice 6920 can vary depending on the vendor and any discounts or promotions that may be available. However, it ranges from $190 to $250 USD for most vendors.

7. Avaya 9641G

Specifications:

• 5-inch color touchscreen display 640 x 480 pixels
• Audio: Full-duplex speakerphone, dual headset ports
• Ethernet: 10/100/1000 Mbps
• IEEE 802.3af Power over Ethernet class 2
• Protocol support: H.323, SIP
• Security: Built-in firewall, TLS, and SRTP encryption, support for 802.1x authentication

Best features:

• Large color touchscreen display for easy navigation and access to features
• High-quality audio with a full-duplex speakerphone and dual headset ports
• Gigabit Ethernet connectivity for fast data transfer
• Secure communication with built-in firewall, encryption, and authentication support
• Customizable home screen and easy access to frequently used features

What it's best for:

The Avaya 9641G is best for business communication needs, such as:

• Desk-based workers who need a reliable, feature-rich desk phone
• Office environments where high-quality audio and video are necessary
• Teams that frequently use conferencing and collaboration tools
• Organizations with high-security standards that require encrypted communication

Reasons to buy:

• High-quality audio with full-duplex speakerphone and dual headset ports for clear communication
• Gigabit Ethernet connectivity for fast data transfer and reduced network congestion
• Secure communication to protect sensitive data

Price estimate:

The Avaya 9641G is a professional-grade desk phone, and its price can vary depending on the retailer, country, and other factors. It is mostly priced at around $350 to $400.‍

8. Gigaset C430A GO DECT

Specifications:

• DECT standard: DECT/GAP
• Wireless frequency: 1910 - 1930 MHz
• Display: 1.8-inch color TFT screen
• Battery type: 2xAAA (NiMH)
• Talk time: up to 14 hours
• Standby time: up to 320 hours
• Phonebook capacity: up to 200 entries
• Expandable up to 6 handsets

Best features:

• Integrated answering machine with up to 30 minutes of recording time
• Easy navigation and menu control with the 4-way key and intuitive user interface
• Eco Mode Plus to reduce power consumption and radiation
• Call blocking function to block unwanted calls
• Compatible with the Gigaset GO platform for access to additional features

What it's best for:

The Gigaset C430A GO DECT is best for offices that want a reliable and user-friendly cordless phone with an answering machine. It is ideal for use in small offices.

Reasons to buy:

• The large color display makes it easy to read and navigate through menus
• The HDSP technology ensures crystal-clear call quality
• The integrated answering machine ensures you never miss an important call
• The call-blocking function lets you block unwanted calls, making it an excellent choice for businesses bothered by telemarketers or robocalls
• The expandable handset capability allows you to add up to 6 additional handsets, making it easy to stay connected throughout your home or office

Price estimate:

The Gigaset C430A GO DECT is priced at around $70-$80 USD. Prices may vary depending on the region and the retailer.

Final thoughts

When it comes to choosing the right VoIP phone for your small business, there are many factors to consider, including cost, features, and compatibility with your existing phone system. The eight VoIP phones discussed in this article offer a range of features and capabilities, making them suitable for different types of businesses.

By weighing the pros and cons of each phone and considering your specific needs, you can get the best small business VoIP phone system. With the right phone system, you can improve your communication capabilities, increase your flexibility and scalability and save money.