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The top cloud PBX solutions for small businesses in 2026

An outdated phone system can slow your business down. Missed calls, manual data entry, and rigid infrastructure all add friction to customer conversations and make it harder for teams to scale. And as your small business scales, you need a phone system that grows with you. 

That’s where a cloud PBX system can help. Hosted entirely online, it combines the reliability of a business phone with the intelligence and mobility modern teams need. There’s no complex setup or costly maintenance to worry about.

In this guide, you’ll find a complete breakdown of today’s leading cloud PBX systems and UCaaS platforms, each ranked by experts for functionality, integrations, and scalability. Whether you’re upgrading from legacy hardware or starting fresh, this article will help you understand your options and choose a platform that grows with your business.

TL;DR

• Cloud PBX systems give small businesses flexible, scalable, and cost-efficient communication by routing calls over the internet instead of traditional hardware.

• Modern cloud PBX platforms come packed with advanced features like IVR, call recording, analytics, and AI tools that improve customer experience and team productivity.

• Compared to classic PBX, cloud PBX offers lower upfront costs, easier setup, built-in maintenance, and anywhere access, making it ideal for growing teams.

• Leading providers differ in AI capabilities, integrations, and price points, so choosing the right one depends on your needs and workflows.

• Implementing a new system is straightforward, with steps like evaluating current setup, configuring settings, training teams, and testing before deploying. 

Breakdown of the best cloud PBX systems for small businesses

What’s the difference between Classic PBX vs. Cloud PBX

Two main types of business phone systems are classic PBX and cloud PBX. Classic PBX systems are physical, on-premise systems that require hardware installation and maintenance. Cloud PBX systems are hosted in the cloud and accessed via the internet. 

Here's a closer look at the pros and cons of each:

And here's a comparison of what to expect from each type of phone system:

Key advantages of cloud PBX for small businesses

Over six in ten small businesses want to prioritize better customer experiences. And a modern small business phone system, like cloud PBX, enables exactly that through smarter, more connected communication.

Here are some of the key advantages of using a cloud PBX system for small companies, from happier customers to lower costs.

• Customer insights: With features like call tracking, CRM integrations, powerful automations, and real-time analytics, cloud PBX helps you understand every interaction. Teams can personalize conversations and improve service quality with data-driven insights.

• Flexibility and scalability: Make and receive calls from any device, anywhere. With softphone apps for desktop and mobile, your team can stay connected on the move and scale up or down instantly as your business grows.

• Advanced features built in: You get access to time-saving tools like interactive voice response (IVR), call recording, and call and voicemail transcription. Cloud PBX also integrates seamlessly with CRM and helpdesk software to unify communications and improve workflows.

• Reliability: Cloud PBX systems offer high reliability with minimal downtime, thanks to cloud infrastructure and automatic backups. Unlike traditional systems, a hosted PBX is less affected by outages or equipment failure, keeping your business running smoothly.

• Cost savings: Cloud PBX operates on a simple subscription model, so you only pay for what you need. Essential features like voicemail, call forwarding, and conferencing are often included at no additional cost. Plus, you avoid expensive hardware and complex installation. 

Combine the human touch with AI innovation for a better customer experience. Discover Aircall’s small business phone solution. 

What is the best phone system for a small business?

Here is how today’s top cloud PBX platforms compare so you can see which offers the best balance of features, scalability, and cost for your business.

1. Aircall: Best for growing sales and support teams needing CRM integration and advanced AI features

Aircall is the go-to cloud PBX solution for small businesses, offering an easy setup and no need for expensive hardware. Its seamless integration with CRM and helpdesk tools centralizes communication, automates call logging, and provides a full view of every customer interaction. 

With advanced analytics, call monitoring, Interactive Voice Response (IVR), and AI-powered features like real-time call transcription, automated summaries, and conversation insights, Aircall helps teams work smarter and improve every customer interaction. 

What’s more, you get access to Aircall’s AI Voice Agent to ensure you never miss a call again. This always-on virtual agent answers common customer questions, covers calls outside of business hours, and enables you to expand your operations without growing your team. 

It’s a flexible, scalable solution that evolves with your business and makes your customer communications more efficient and effective.

• Features: Zero hardware required; softphone for desktop, Android, and iOS; real-time analytics and reporting; AI Assist Pro with sentiment analysis and live coaching; AI Voice Agent for 24/7 coverage; live activity feeds; plus an additional 50+ features (even in the Essentials plan)

• Integrations: 200+ integrations, including HubSpot, Intercom, Slack, Pipedrive, Zendesk, and Zoho

• Pricing: From $30/month/user (annual billing); seven-day free trial available

Discover a powerful cloud phone system for small businesses that will help you improve customer interactions without breaking the bank. Try Aircall for free.

2. Ooma: Best for basics and budget-conscious small businesses

Ooma helps you personalize interactions with customer insights.

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Ooma offers small businesses more than 100 features, including a virtual receptionist, mobile app, video conferencing, and CRM integrations. It’s easy to set up and ideal for remote or hybrid teams, providing HD Voice, low international rates, and tools to handle high call volumes. 

Its Ooma Office line includes Essentials, Pro, and Pro Plus plans, so businesses can scale features as they grow.

• Features: Virtual receptionist, mobile app, text messaging, video conferencing, call blocking

• Integrations: 18 integrations, including HubSpot, Microsoft Dynamics 365, Quickbooks, Salesforce, and Zoho

• Pricing: From $19.95/month/user

See our Ooma alternatives comparison for more information.

3. Grasshopper: Best for solo entrepreneurs and micro-businesses

Grasshopper is available on both desktop and mobile devices.

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Grasshopper simplifies communication for small businesses by keeping work and personal calls separate. Its mobile and desktop apps make it easy to take calls from anywhere, while features like call forwarding, extra numbers and extensions, business texting, and call blasting ensure you never miss a chance to connect with customers. 

It’s a lightweight, no-fuss option for small teams or solo entrepreneurs who want a professional phone system without the complexity of traditional PBX setups.

• Features: Desktop and mobile apps, business texting, call forwarding, virtual receptionist, voicemail transcriptions, automated response for when you’re unavailable

• Integrations: Google Voice and Skype

• Pricing: From $14/month (annual billing)

See our Grasshopper alternatives comparison for more information, or check out an in-depth review of Grasshopper vs. Aircall.  

4. Dialpad: Best for AI-powered insights and calling

Dialpad’s AI features summarize your calls and automatically extract action items.

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Dialpad offers a straightforward cloud PBX solution for small businesses that need calling, messaging, and video in one platform. Its built-in AI offers real-time transcription, post-call summaries, and AI Live Coach Cards that help teams respond faster. 

Designed for mobility and ease of use, Dialpad works across desktop and mobile devices, allowing teams to switch between calls, texts, and meetings from anywhere.

• Features: Unlimited domestic calling, real-time transcription, video meetings, 24/7 web and chat support (with phone support available on higher tiers)

• Integrations: 70+ integrations, including Google Workspace, Microsoft Dynamics, Salesforce, Slack, Zendesk, and Zapier

• Pricing: From $15/month/user (annual billing)

See our Dialpad alternatives comparison for more information, or check out an in-depth review of Dialpad vs. Aircall.

5. RingCentral: Best for unified communications and team collaboration

RingCentral gives you a clear overview of the status of all your rooms and devices.

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RingCentral delivers calling, video conferencing, and collaboration tools in one unified solution. Its workspace supports AI-powered messaging, file sharing, and group collaboration, making it easy for teams to chat, meet, and manage projects together. 

That said, it’s a good choice for teams that want phone, messaging, and meetings together in a single platform.

• Features: Unlimited domestic calling, call recording, 100 toll-free minutes on most basic plan, personal AI assistant, call and voicemail transcriptions, call summaries

• Integrations: 500+ integrations, including HubSpot, Microsoft Teams, Salesforce, and Zendesk

• Pricing: From $20/month/user (annual billing)

See our RingCentral alternatives comparison for more information, or check out an in-depth review of RingCentral vs. Aircall. 

6. Quo: Best for growing startups with AI-enhanced communication

Monitor metrics like call volume, conversation length, and agent activity with Quo. 

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Formerly known as OpenPhone, Quo rebranded on September 23, 2025, reflecting its expanded focus on AI-driven customer communication. It brings calls, texts, and customer data together in one shared workspace so teams can stay aligned and respond faster. Its AI agent, Sona, answers calls 24/7, qualifies leads, and routes conversations automatically.

With shared numbers, built-in collaboration, and automatic summaries, Quo helps teams deliver a consistent customer experience.

• Features: Unlimited domestic calling and messaging, Sona AI agent with call summaries and transcripts, AI responses and contact suggestions, call recording

• Pricing: From $15/month/user

• Integrations: Eight native integrations, including Slack, HubSpot, and Salesforce, and 7,000+ more available via Zapier

7. 3CX: Best for scaling on a budget 

Manage your phones and users using 3CX’s admin console.

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3CX supports enterprise-grade capabilities at a lower price tag. Its free SMB edition supports up to 10 users and includes calling, video meetings, live chat, and even WhatsApp and SMS integration, all hosted by 3CX with no contracts required.

Teams can work from anywhere using the mobile, desktop, or web apps, while built-in call queues, IVR, and recording help support scaling customer service and sales operations.  

• Features: Video conferencing, call queues, call recording, IVR, voicemail transcription, call summaries, AI receptionist 

• Integrations: Multiple integrations with CRMs including HubSpot and Pipedrive 

• Pricing: Free for up to 10 users, with paid plans starting at $350/year for 3CX Pro 

See our 3CX alternatives comparison for more information. 

How to implement a new cloud PBX system

In just a few steps, you can have a flexible, scalable communication solution up and running. Here's a guide to setting up a cloud PBX system for your small businesses, whether you’re starting from scratch or switching from another cloud phone system.

1. Evaluate your existing system: Take note of the features and functionalities you currently use and the ones you would like in your new phone system. 

2. Choose a provider: Look for a provider that offers the features most relevant to your business. Don't forget to consider factors like customer support when making your decision, and check customer reviews and ratings. 

3. Sign up for a free trial: If possible, do a test run of a few different tools to see which best fit into your existing workflows. Aircall, for example, offers a 7-day free trial. 

4. Select a plan: Consider starting small on a basic plan with more limited features, as you can always scale up to a higher-tier plan with advanced functionality. 

5. Prepare for the migration process: Determine the timeline and the resources you need for migration. This may need to involve your IT team, so it's essential to inform them about the process and free up their bandwidth to support. 

6. Configure your settings: Create business phone numbers and extensions for your employees, configure voicemail settings, set up integrations, and map out IVR flows.

7. Test the system: Before you switch over to your new cloud business phone system, test it to ensure that everything works properly. Make test calls to check if all the features and functionalities work as expected.

8. Provide training for employees: Smooth adoption depends in part on how well you support your agents in onboarding the new tool. Provide training sessions and ongoing support so they know how to make the most of the system. 

9. Switch over to the new system: Once everything works correctly and your agents feel like they’re up to speed, it's time to make the switch. Divert your phone lines to the new system or port your phone numbers to the new provider.

Why choose Aircall for your small business?

Aircall is one of the best business phone systems on the market, offering pain-free setup and ongoing support to help teams succeed from day one.

AI-powered features like call transcription, tagging, and summaries save time on admin work, while advanced analytics and call scoring help managers make data-driven decisions. And with 200+ integrations, Aircall unifies communication across platforms for a complete view of every customer interaction.

Aircall customer AgriWebb, a fast-growing farm management startup, shows what’s possible with the system. By integrating Aircall with Salesforce, Intercom, and Gong, AgriWebb doubled its outbound call volume, built stronger customer relationships, and scaled its operations across multiple countries. 

“Aircall allows our staff to do some really incredible things for our customers,” says Head of Customer Success Josh Collins. 

With a market-leading infrastructure, pain-free setup, and 24/7 global customer support, Aircall is the ideal choice for small businesses ready to grow with confidence.

Improve customer interactions without breaking the bank with a powerful cloud phone system for small businesses. Try Aircall for free.

Frequently asked questions about cloud PBX

What is a cloud PBX?

A cloud PBX is an internet-based phone system that manages business calls through the cloud instead of traditional phone lines. It lets teams make and receive calls from anywhere while reducing setup and maintenance costs.

How does a cloud PBX system work?

Cloud PBX systems route calls over the internet by transmitting voice to a cloud server, which instantly directs it to the right recipient. This setup replaces traditional on-premise systems and integrates with your existing business tools to deliver flexibility and scalability.

What is the difference between cloud PBX and traditional PBX?

A traditional PBX system relies on physical phone lines and on-site equipment to handle calls, while a cloud PBX runs entirely online and is hosted by a provider. This makes cloud PBX systems easier to scale, maintain, and access from anywhere without the cost or complexity of managing hardware.

What’s the difference between VoIP and cloud-based phone systems?

VoIP (Voice over Internet Protocol) is a technology that enables voice calls over the internet. A cloud-based phone system uses VoIP technology and offers additional features like call routing, integrations with business tools, and centralized management through a cloud platform.

What is the difference between cloud PBX and VoIP?

VoIP refers to the underlying technology that enables calls over the internet, while cloud PBX is a full phone system that uses VoIP technology to manage calls. In other words, VoIP handles the connection, while a cloud PBX adds the features businesses need to run their communications.

What are the three types of PBX?

The three main types of PBX are traditional (on-premise), hosted (cloud-based), and hybrid systems. Traditional PBX uses physical phone lines, hosted PBX operates fully online through a provider, and hybrid PBX combines both to offer flexibility for different business needs.

How much does cloud PBX cost?

Cloud PBX systems usually cost between $15 and $40 per month per user, depending on features like call recording, analytics, AI tools, and integrations. Some providers also offer free or low-cost plans for small teams.

How much does a cloud phone system cost?

Fortunately, cloud PBX systems are usually more affordable than traditional setups. Pricing varies by provider, features, number of users, and phone lines, with flexible plans available from providers like Aircall to suit small business needs.

Is a cloud PBX system a good investment?

Cloud PBX systems can be a great investment. For example, a 2022 study found that companies that switched to Aircall’s cloud PBX saw a combined return on investment (ROI) of 373% over three years. 

With Aircall, businesses saw a 20% boost in productivity, agents saved 8 minutes per hour, and companies saw reduced costs on equipment, international calls, and service maintenance.

Published on November 8, 2024.