For a small team sharing a few numbers, a shared-number phone app covers calls and texts. Growing firms tend to need a full cloud phone suite with queues and contact centre tools, and larger organisations may want a PBX or an enterprise platform. Shortlist inside the group that matches the size of your team, then pilot one before moving every number.
Ringover replacements fall into three groups, and one familiar name has changed. Quo, the product formerly called OpenPhone, sits with Telzio and VoIPstudio among shared-number systems for small teams; Nextiva, GoTo Connect, Ooma and Yay.com are full cloud phone suites; and 3CX and Vonage cover the PBX and enterprise end. Quo's page reads 'formerly OpenPhone', so older reviews under the old name describe the same product.
Nine phone systems to weigh up, by name
Listed A to Z for easy scanning, in no particular order of suitability. Each line gives a use case from the vendor's own description; where there's a quoted sales line, that part is the vendor's claim.
3CX
Best for: Firms that want to negotiate their own calling packages on an IP PBX with an AI receptionist, transcription and call centre reports, per the vendor.
GoTo Connect
Best for: Distributed businesses wanting phone and unified communications together. Sales line: 'all-in-one, AI-powered cloud communications'.
Nextiva
Best for: Firms that want an AI receptionist and contact centre with their phones. Sales line: 'one platform for every business conversation'.
Ooma
Best for: Businesses wanting VoIP phone service with AI features built in. Sales line: 'intelligent communications made simple'.
Quo (formerly OpenPhone)
Best for: Small teams answering shared numbers by call and text. Sales line: 'calls, texts and contacts in one AI-powered shared space'.
Telzio
Best for: Owners who manage call routing themselves and text from a mobile app. Sales line: 'advanced call routing that is easy to manage'.
VoIPstudio
Best for: Small businesses that may add a call centre later on the same system, which the vendor offers.
Vonage
Best for: Companies building calling or messaging into their own apps through APIs, next to a phone system. Sales line: 'flexible, scalable communications'.
Yay.com
Best for: UK businesses wanting virtual numbers on a hosted system. Sales line: 'your complete business communication cloud'.
Which group fits the size of your team?
A shared-number system is built for a handful of people answering the same lines and texting customers from one app. It's quick to set up and easy to run without IT help, but it's light on call queues and reporting.
A cloud phone suite adds the things a growing firm starts to need: queues, an auto attendant, contact centre seats and integrations with the rest of your software. Expect more settings and a longer setup.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
A PBX or enterprise platform gives you the most control, including over how calls are routed and, with some, where the system runs. It suits organisations with someone to administer it. My small business VoIP guide covers more options for small teams, and my RingCentral alternatives cover the bigger suites.
Run a business phone system that belongs here? Here's how to be considered for this list.
Team size and free use, side by side
| Tool | Group | Free option on its site |
|---|---|---|
| 3CX | Enterprise or PBX | Free trial named |
| GoTo Connect | Cloud phone suite | Not stated |
| Nextiva | Cloud phone suite | Not stated |
| Ooma | Cloud phone suite | Not stated |
| Quo (formerly OpenPhone) | Shared numbers, small teams | Not stated |
| Telzio | Shared numbers, small teams | Not stated |
| VoIPstudio | Shared numbers, small teams | Not stated |
| Vonage | Enterprise or PBX | Not stated |
| Yay.com | Cloud phone suite | Not stated |
My advice on porting, countries and your CRM
Here's what I'd settle before signing anything, in this order.
Number porting: you want your existing numbers moved without a gap, so ask each vendor how porting works for your country and how long it tends to take. Countries: check where you can get local numbers and where you'll call most. CRM: make sure calls and texts log where your team already works, without a separate app to open. If a vendor can't answer those three clearly in the first call, that tells you how the switch itself will go, and it's a good reason to move on to the next name.
Questions to settle before you port a single number
- Who owns the numbers today, and do you have the account details your current provider needs to release them?
- Which numbers move first, and which stay put until the new system is tested?
- What happens to voicemail, call queues and opening hours on day one?
- Do your desk phones or headsets work with the new system?
- Who on your team will manage users, routing and recordings afterwards?
Then run a short pilot. Move one team, or one secondary number, onto the new system first and live with it for a couple of weeks. You'll learn how call routing feels in practice, whether the mobile app suits people who work away from a desk, and whether the CRM log is complete, all before the main sales line depends on it.
Want your tool on this list? Featured spots and reviews here are paid partnerships. Here's how to partner with me.
Frequently asked questions
What's the difference between a PBX and a cloud phone system?
A PBX routes calls between extensions and outside lines, and can run on your own server or be hosted. A cloud phone system is run entirely by the provider, so you manage it through an app or web dashboard.
Can I keep my business numbers when I switch?
Usually, yes, through number porting: your new provider requests the move from your old one. Check the process and any restrictions for your country before you cancel anything.
Do I still need desk phones?
Not necessarily. Cloud phone systems generally offer desktop and mobile apps, so check what each vendor provides. Keep desk phones where people prefer them, such as reception, and check they're compatible.
Is a shared number system enough for a small team?
For a few people answering the same lines and texting customers, it can be. If you need call queues, wallboards or contact centre reporting, look at a fuller suite.
Can a phone system log calls to my CRM?
Many can, through built-in integrations. Ask each vendor which CRMs they connect to, what gets logged, and whether texts and recordings sync too.
What should I check before recording calls?
Whether you need to tell callers, how long recordings are kept, who can listen to them and where they're stored. The rules vary by country, so check your regulator's guidance as well as the vendor's settings.
