Best VoIP phones of 2022: IP handsets for small businesses

Regardless matter whether your staff works remotely or on-site, get the finest VoIP phone for your company.

How do IP phones work?

VoIP, often known as voice over internet protocol, is a technology that enables online phone conversations. Depending on the specific requirements of a business, IP phones, also known as VoIP phones, are available in a variety of configurations.

For more mobility during conversations, companies may choose from a wide range of VoIP office phones that come in both corded and cordless variants. Additionally, there are VoIP phones with features such as speakerphone, video calling, and others that are best suited for call centres, as well as those that are made expressly for conference calls.

The hardware that powers the top VoIP phones for small businesses will be examined in this purchasing guide. The hardware supporting a VoIP business phone system dictates the kind of functionality that will be offered, even though VoIP services play a significant part in the quality of a company’s phone networks.

How do VoIP phones function?

VoIP phones generate audio data packets from analogue voice signals. VoIP systems often cost less and are more scalable than traditional Private Branch Exchange (PBX) phone networks and provide sophisticated telephony capabilities since data packets are sent over broadband rather than via conventional PSTN and ISDN telephone networks.

Some of the finest IP phones provide these cutting-edge capabilities, like video conferencing, multi-user conversations, contact and schedule management, by running on contemporary smartphone operating systems like Android. To get the most out of your discussions, they may also be used in conjunction with audio conferencing services.

Cisco, Poly, Grandstream IP phones, Mitel, and a number of other prominent names in the VoIP industry include Nextiva and RingCentral. By providing crucial features like fast dial buttons, graphical displays, Bluetooth connectivity, and many other things, these VoIP companies have controlled a sizable portion of the IP phone industry.

With VoIP phones being accepted by corporate and remote work users, these in-demand capabilities have appealed to both business and residential customers. B2C and residential IP phones are becoming more and more common outside of the workplace.

The COVID-19 epidemic is primarily to blame for this. Small-enterprise entrepreneurs and corporate entities have sought for novel approaches to ensure company continuity. Due to this, VoIP and IP phones were swiftly made available to home-based employees, sparking increased interest in both. Zoom, a well-known UCaaS service that makes use of VoIP, “was downloaded 485 million times in 2020.”

What distinguishes VoIP and IP telephony from one another?

Despite being often used interchangeably, VoIP phone systems and IP phones have a little distinction: While IP phones utilise a private data network for outgoing calls, VoIP phones use the public Internet to transport voice traffic.

Regardless of the specifics of the system you choose, VoIP and IP phones both provide some benefits over conventional phone lines. Additionally, we’ve highlighted some of the top gadgets available below:

• Check out our list of the top conference phones as well.
• Cisco IP Phone series 6800, 7800, and 8800

Although Cisco provides a variety of hardware, software, and other telecommunications tools, it has lately earned a reputation for providing some of the top VoIP business phones available. The firm currently produces a variety of handsets, including unified communication, cloud (opens in new tab), and PBX phones.

We’ve chosen to highlight Cisco’s 6800, 7800, and 8800 series VoIP phones in this article since they’re excellent for both the workplace and the home office (opens in new tab). The 7800 series is best suited for general business VoIP communications, while the 8800 devices offer next-generation video and voice calling features. The 6800 range, on the other hand, includes more entry-level devices that are best for sporadic use. Each range has its own strengths and weaknesses.

VoIP phone from the Cisco 6800 series

Looking at each device line separately, the 6800 series has a wideband audio feature, a high-resolution 3.5-inch grayscale display, and white illumination for comfortable reading.

VoIP phone from the Cisco 7800 series

The 7800 range has excellent green credentials thanks to its power-save mode and is built to the same usability standards as the 6800 series. It also supports localised language support.

VoIP phone from the Cisco 8800 series

The Cisco 8800 series costs more than other models to use as a UC phone, but it does have a built-in Gigabit Ethernet switch for your PC connection, an optional wall-mount kit, and USB connectivity (opens in new tab). Some versions, like the 8845 and the 8865, also include HD video capabilities, which may be especially desired by firms that anticipate remote working becoming a regular part of office life.

Each VoIP headset offered by Cisco has a low price and is included with every VoIP phone. Whether your coworkers desire a basic, user-friendly VoIP phone or high-end UC features, the Cisco 6800, 7800, and 8800 series of devices are superb all-rounders.

Grandstream IP Telephone 2. Grandstream Networks offers IP voice and video communications equipment under the GRP, GXP, and GXV series. Its GRP, GXP, and GXV series are all great options for anyone who require a premium VoIP phone.

A line of carrier-grade IP phones referred to as the GRP range is designed for widespread use. It consists of the GRP2600 series, which has a modern new look, a completely redesigned user interface, and unified firmware. Additionally, there are Essential IP phones that can be deployed at a reasonable cost regardless of whether a company’s employees are based locally or outside.

For those who use their phones regularly and need access to more sophisticated capabilities, there is the GXP series. With dedicated landline and SIP capability, the GXP2130 has all the features you’d want in a top-notch VoIP phone.

With the eight speed dial keys on the GXP2130, reaching important contacts is fast and simple. Given that this IP phone has HD audio, both the handset and the speakerphone should provide crystal-clear audio. Four soft keys that can be programmed using XML allow for four-way voice conferencing, and Bluetooth compatibility enables you to swap between phones as needed.

Businesses don’t need to go any farther than the Grandstream GXV line for additional features. To provide a multimedia experience, these gadgets include video capabilities. Workers now have the advantages of both a desk phone and a tablet in one simple, useful gadget thanks to the integration of the Android operating system (opens in new tab) and touchscreen capabilities.

3. Yealink SIP T2, 3, 4, and 5 series Yealink specialises in providing the collaboration capabilities (opens in new tab) that contemporary organisations need to communicate with clients and consumers across the globe. There should be a phone available to meet any financial range since it provides a variety of VoIP phones at various price points.

Yealink SIP T2 series VoIP phones

The entry-level option, which is a part of the Yealink SIP T2 line, has all the fundamental features that businesses have come to expect from VoIP phones, including an integrated phone directory, HD voice, and Power over Ethernet (PoE) capability, even though it might not have some of the more glitzy features of a more expensive model.

Even though the bulk of the phones’ LCD displays are in greyscale, they are all quite functional and fairly priced.

SIP T3 series VoIP phones from Yealink

Through the use of its Smart Noise Filtering Technology and Yealink Device Management Platform, the SIP T3 range, on the other hand, claims to provide a more seamless office environment.

SIP T4 series VoIP phones from Yealink

Due to the fact that each device in this series has a common software and a potent CPU, they are all simple to maintain and update. Similar in terms of functionality, the T4 line also offers USB recording capabilities, Bluetooth, and Wi-Fi for extension.

SIP T5 series VoIP phones from Yealink

The SIP T5 series is a superb option for organisations looking for a VoIP phone that redefines office communication. For instance, the VP59 has an eight-inch capacitive touch screen, 27 touch buttons, a dynamic, detachable 1080P HD camera, and Android 7.1 as its operating system. It offers excellent functionality at a reasonable cost, much like all of the Yealink products.

Avaya J Series, first

People are familiar with Avaya phones for its dependable, uncomplicated handsets, which may simplify communication for employees whether they are situated in the office or at home. The J series, which consists of six devices, has a modern, ergonomic design and has twin network connections, a big, easy-to-read screen, and compatibility for PoE.

Avaya IP phone J129

The entry-level J129 phone model is perfect for use in lobbies, corridors, and by staff members who are less experienced. It has a monochrome, crisp display, a 100-entry call log, and a 10/100 Mbps connector for attaching a workstation (opens in new tab) computer. The feature set is completed with three context-sensitive soft keys, mute alerting, and an integrated volume boost option.

J139 Avaya IP phone

Moving up the pay scale, the J139 has four status indicators, a vibrant colour display, and is perfect for customers who simply need the most frequently used capabilities like Hold, Transfer, Conference, Forward, and Call Park / UnPark.

Avaya IP phone J159

The J159, on the other hand, supports Avaya Aura, Avaya IP Office, and a few third-party call control systems. It has both main and secondary colour screens and a flexible architecture to adapt to changing business demands.

Avaya IP phones J169, J179, and J189

Avaya also provides three more expensive handsets, dubbed the J169, J179, and J189. These have extra features like LED buttons, message waiting indications, and multilingual assistance. To offer a top-notch desktop experience, the J179 and J189 handsets both include colour screens and a variety of real and virtual buttons.

It’s also important to keep in mind that owners of J169/J179 handsets have access to the J100 extension module, which is perfect for areas without wired Ethernet such as pop-up shops, trade exhibitions, and remote working (opens in new tab) conditions.

Poly V, C Series 2.

Previously known as Polycom, Poly still manufactures audio communication products for both commercial and residential use, with its VoIP phones regarded as among of the finest available.

The V and C series of devices are the company’s two main IP phone product lines. The V series contains a variety of features to increase customer interaction for contact centre (opens in new tab) settings, whilst the C series is designed to serve staff, whether they are situated in a central or home office.

Multi-CCX IP phones

The CCX versions feature a native Microsoft Teams (opens in new tab) interface, a colour touchscreen, and let organisations pick between headsets or handsets. Award-winning audio technology guarantees that people won’t have any trouble understanding what’s being said during a conversation, and the unique Audio Fence function cancels out background noise for anybody receiving calls in a loud workplace or bustling home.

The CCX 400 is one of the entry-level C series smartphones, yet it still has a five-inch multi-touch LCD display with Android 9 performance. Similar to the CCX 500, which has its own dedicated button to make finding meetings and contacts simpler, Microsoft Teams certification is also available for the CCX 500. All of this is offered by the CCX 600, along with an echo cancellation feature and the flexibility to place the phone anywhere owing to built-in Wi-Fi.

phones with Poly VVX IP

In contrast, the VVX models include more opulent, higher-end alternatives as well as less expensive gadgets with greyscale panels. The VVX 500 has gotten recognition in particular for its performance as a hosted phone, functioning effectively with a variety of highly regarded VoIP services.

3. The Snom D1, 3 and 7 Series

Snom has its main office in Berlin and has been producing VoIP phones since 1999. The company offers a wide variety of handsets and is especially eager to win over businesses that need a significant phone installation, such hotels, health care organisations, or huge enterprises.

Phone Snom D120 for VoIP

The D120 model is ideal for businesses with a sizable number of workers that need to stay connected due to its cheap cost of purchase and excellent levels of energy efficiency.

The D120 has received mostly positive reviews for its simple design, its crystal-clear display, and the inclusion of many unique function keys, like call holding and quick access to a business directory, despite a few concerns about the sound quality of the device. Among VoIP phones in this price range, the D120 is especially exceptional in that it comes with a lighted display.

VoIP Snom D3XX phones

Whether organisations utilise on-premise or hosted PBX VoIP solutions, Snom’s D3XX family of devices provides quality that has been proved for enterprises that need a wider variety of functions. With a 4.3-inch TFT colour display, the D385 model offers the perfect combination of classy style and cutting-edge technology.

Additionally, the user may construct up to 48 colourful LED function buttons on the screen, each of which can be specifically allocated to services like call-forwarding, speed-dialing, and other capabilities.

VoIP Snom D7XX phones

The D785 is the flagship model of Snom’s D7XX series, which has Bluetooth connection, an integrated Digital Signal Processor, and a second screen. Businesses may now add 16 physical (and 48 virtual) freely programmable LED keys with the Snom D7 Colour Expansion Module for further flexibility.

4. Mitel’s MiVoice line

One of the reasons Mitel is one of the most reputable firms in the communications industry is the quality of its IP or VoIP phones. Given the prevalence of remote working, its products are particularly well-known for their superb audio quality, which is becoming more and more crucial for all sectors.

VoIP telephone Mitel MiVoice 5304

Mitel provides the MiVoice 5304 IP Phone, an entry-level device that supports both SIP and MiNet protocols, at the lower end of the pricing spectrum. Due to its modest size, it is especially well suited for deployment in spaces that need for a minimal footprint, such as schools, hotel rooms, dormitories, and cruise ship cabins.

Phone: Mitel MiVoice 5360 VoIP

The MiVoice 5360, which is more expensive, is an executive-class desktop handset that offers one-touch access to a number of phone capabilities and an integrated HTML toolkit for creating desktop apps. While the MiVoice 6910 has a huge 3.4-inch LCD display and two Gigabit Ethernet connections, making it perfect for enterprises of all sizes.

MiVoice 6940 VoIP phone from Mitel

The MiVoice 6940 is one of Mitel’s premium offerings. Employees may benefit from increased mobility thanks to its Bluetooth 4.1 connection and wireless handset, which allows them to answer calls anywhere in the house or workplace.

Even more remarkable is that the MiVoice 6940 has MobileLink capability, allowing calls and contacts from smartphones to be synchronised with the desk phone. Staff members may take calls using any of their contact numbers and benefit from the 6940’s crystal clear audio without ever having to move between numerous devices again.

Do I need to purchase a specific phone for VoIP or can I use my smartphone or a regular landline?

The versatility of VoIP telephony extends to the types of phones that are compatible with VoIP solutions, which is one of its main advantages. The quick answer to the question of whether VoIP services can be utilised on a smartphone or regular landline phone is yes. However, there can be some difficult setting required and not all functionality might be accessible.

Businesses and individuals who want to utilise VoIP services with their standard landlines must first buy an adaptor to link their phone to the internet. This often uses an Ethernet connection to link your phone to your wireless network (opens in new tab).

Following the instructions provided with the adapter, users will then need to input the IP address of their VoIP adapter using another internet-connected device. People may make and receive calls via the internet using their regular analogue phone when the setup is finished.

Thankfully, utilising a smartphone to access VoIP services makes things much simpler (opens in new tab). Because smartphones can already connect to the internet, utilising VoIP services is often quite simple. In fact, a number of VoIP service providers are focusing exclusively on the smartphone market in an effort to profit from companies implementing bring-your-own-device (BYOD) rules.

Employees may continue using their personal smartphones while seeming to be using their business number or extension to callers and receivers thanks to call routing features. Employees who use VoIP services on their smartphones may quickly turn off VoIP functionality outside of contract hours to preserve a healthy work-life balance while still having fast access to the standard VoIP platform through the workplace Wi-Fi.

Although it is feasible to access VoIP solutions via a regular landline or smartphone, this does not guarantee that organisations and workers will be able to get the best possible service. The types of phones discussed above are intended primarily for use with VoIP systems, and they have unique hardware characteristics that make them suitable for some of the contemporary advances that are often incorporated with VoIP platforms.

Although most VoIP services are compatible with regular landline and mobile devices, if you can’t use all of the benefits of a VoIP solution, you could be overpaying for it.

How difficult is using a VoIP phone?

There is no need to be afraid if you are new to VoIP. The good news is that making and receiving calls using the gadget is no more difficult than doing it with a smartphone or an analogue landline telephone.

The installation procedure is often the only component of VoIP phones that might be challenging, but the top VoIP service providers will assist you with this. Before beginning their VoIP adventure, office VoIP customers should confirm that they have a functioning internet connection, a router (opens in new tab), and a PBX server. Additionally, you must choose your IP phone, link it to your network, and install VoIP software (opens in new tab).

How simple or complicated your VoIP phone is to use after installation will mostly rely on the options it has to offer. Modern VoIP phones include a sizable number of physical and digital buttons, as well as a broad range of capabilities. Before beginning, new VoIP users should get acquainted with the user manual that comes with their equipment.

However, as the majority of IP phones take great delight in being simple to use, people shouldn’t have any trouble utilising any VoIP phone. Additionally, customer service need to be able to provide help if necessary.