Best Video Conferencing Software for Small Business (2026)

Video calls are now part of how almost every small business sells, onboards and catches up with clients. Most tools do the basics well, so the real choice comes down to what your team already uses, what your clients are comfortable with and what happens around the call.

The tools below are well-known options. I've focused on what each one is known for rather than ranking them, because the right pick for a solo coach is different from the right pick for a fifteen-person team.

What should you look for in video conferencing software?

• Easy joining. Clients shouldn't need to install anything or create an account to join you.
• Calendar links. Meeting links that appear automatically in invites save a lot of copying and pasting.
• Recording and transcripts. Useful for training and notes, as long as everyone knows they're being recorded.
• Screen sharing and whiteboards. Check how smooth sharing is on the devices your team uses.
• Security. Waiting rooms, passcodes and host controls keep uninvited guests out.
• The wider suite. Chat, file sharing and phone features can save you paying for separate tools.

Video conferencing software compared

Tool	Best for	Stand-out feature
Zoom	Meeting outside clients	Familiar, reliable meetings
Microsoft Teams	Microsoft 365 users	Chat, files and meetings together
Google Meet	Google Workspace users	Runs in the browser from Calendar
Webex	Larger organisations	Enterprise meetings and devices
GoTo Meeting	Business meetings	Long-standing meeting tool
Whereby	Browser-based calls	Guests join from a link
Zoho Meeting	Zoho users	Meetings and webinars with the Zoho suite
Jitsi Meet	Open source fans	Open source video meetings
RingCentral	Phone-heavy teams	Video joined to business phones

Features and plans change often, so check the vendor's current plans before you commit.

The best video conferencing software

1. Zoom

Zoom became the default name for video calls and remains one of the most widely used meeting tools, with breakout rooms, recording, waiting rooms and a wider set of workplace tools.

Who it suits: businesses that meet lots of outside clients, since most people already know how to join.

What stands out: familiarity. Few clients will need help getting into a Zoom call.

Watch out for: check the time limits and recording options on the plan you choose.

2. Microsoft Teams

Microsoft Teams combines meetings with chat, file sharing and channels, and it sits within the Microsoft 365 family of business apps.

Who it suits: businesses already using Outlook, Word and SharePoint.

What stands out: integration. Meetings, files and conversations live together with your Microsoft 365 account.

Watch out for: it does a lot, so take time to set up teams and channels so it doesn't become cluttered.

3. Google Meet

Google Meet is Google's video meeting tool. It runs in the browser and is built into Google Calendar and Gmail, so meeting links appear in invites automatically.

Who it suits: businesses using Google Workspace who want meetings with no extra setup.

What stands out: simplicity. Guests click a link and join in their browser.

Watch out for: the more advanced features depend on your Workspace plan, so check what's included.

4. Webex

Webex from Cisco is a long-established meeting platform used widely by larger organisations, with meetings, messaging, calling and support for meeting room hardware.

Who it suits: organisations with meeting rooms, security requirements or a Cisco setup already in place.

What stands out: enterprise depth, including meeting room devices and admin controls.

Watch out for: it can be more than a very small business needs.

5. GoTo Meeting

GoTo Meeting, from GoTo, has been around for many years and focuses on reliable business meetings with screen sharing and calendar links.

Who it suits: businesses that want a dedicated meeting tool, especially if they already use other GoTo products.

What stands out: its business focus. It's built for professional meetings rather than social calls.

Watch out for: compare it with what's already included in your Microsoft or Google subscription before adding another tool.

6. Whereby

Whereby is a browser-based video meeting tool from Norway. You get a room with its own link, and guests join from their browser without downloading anything.

Who it suits: coaches, consultants and therapists who meet one-to-one or in small groups.

What stands out: the room link. Your meeting room has a memorable address that stays the same.

Watch out for: it's designed for smaller meetings, so check the room limits if you run big sessions.

7. Zoho Meeting

Zoho Meeting covers online meetings and webinars and links with Zoho CRM and other Zoho apps.

Who it suits: businesses already using Zoho for sales or support.

What stands out: the suite link. Meetings can tie into your Zoho customer records.

Watch out for: if you don't use Zoho elsewhere, the main advantage disappears.

8. Jitsi Meet

Jitsi Meet is an open source video meeting tool. You can use the public service in a browser, or a technical team can host it on its own servers.

Who it suits: privacy-minded businesses and anyone with technical help who wants control of their meeting software.

What stands out: open source. Self-hosting means your meetings run on infrastructure you control.

Watch out for: self-hosting needs technical skills, and the public service has fewer business features than paid tools.

9. RingCentral

RingCentral is known for cloud business phone systems, and it includes video meetings alongside calling and messaging.

Who it suits: teams that spend a lot of time on the phone and want calls, messages and video in one app.

What stands out: the phone link. Moving from a call to a video meeting is straightforward.

Watch out for: it's most useful if you need the phone system too. For video alone, there are simpler options.

How to choose video conferencing software

Start with what you already pay for. If you use Microsoft 365, you may already have Teams. If you use Google Workspace, Meet is usually part of it. Adding another meeting tool only makes sense if it solves a problem the included one can't.

Then think about your clients. If they're less confident with technology, choose the tool they're most likely to know, or one that runs in the browser with no download. Run a test call with a friend on a phone, a laptop and a weak connection, and you'll learn more than any feature list can tell you.

If you also run webinars, see how to run webinars with everyday video call tools. For the notes side, my roundup of transcription tools for meetings and podcasts helps, and AI note takers for client meetings covers what to watch for.

Building a tool in this space? Here's how tools get considered for my roundups.

Frequently asked questions

What is the best video conferencing software for small business?

Zoom, Microsoft Teams and Google Meet are the most common choices. Many small businesses use whichever comes with their existing Microsoft or Google subscription.

Do my clients need an account to join a video call?

Usually not. Zoom, Google Meet, Teams and Whereby all let guests join from a link, and some run entirely in the browser.

Is it safe to record video meetings?

It can be, as long as everyone knows they're being recorded and you store recordings securely. Check your local rules on consent.

What's the difference between video conferencing and webinar software?

Video conferencing is built for conversations where everyone can speak. Webinar software is built for presenting to an audience, with registration, Q&A and attendee controls.