10 Best PBX Phone Systems for Small Businesses

A PBX, or Private Branch Exchange, is a private telephone network that uses PSTN (Public Switched Telephone Network) to route calls.

Traditionally, PBX systems were hardware-based, requiring on-site equipment to switch and route calls. Over time, these systems have evolved to cloud PBX, offering to manage the calls over the Internet. As such, it reduces the need for extensive hardware while offering added flexibility.

Modern PBX phone systems help small enterprises by reducing call costs, eliminating the need for physical setup, and offering reliable connections and advanced features to manage phone calls efficiently.

• Save on Call Costs: Using an IP PBX phone system helps you lower your business communication expenses. It uses VoIP (Voice over Internet Protocol) technology to allow calls via the Internet for affordable calls. The calling cost is often cheaper than the traditional phone system for both local and international calls.
• Eliminates Phone Wiring: Traditional phone systems require extensive wiring, which clutters your workspace and adds to installation costs. In contrast, a PBX system eliminates this mess. It connects through the internet or your existing network, making it easier to set up and manage.
• Smooth Calling Experiences: Nobody likes dropped calls or choppy audio. With a cloud PBX system, you get reliable and clear connections every time. The system manages call traffic efficiently, ensuring smooth communication even during peak hours.
• Structured Call Organization: PBX systems offer tools to keep your calls organized and professional. You can set up extensions, create call queues, or direct calls based on specific criteria. With structured call organization, your team can handle calls efficiently and offer the best customer service.

3CX is an ideal PBX phone system for small businesses with its robust set of telephony features tailored for entrepreneurs. It offers multiple plans, including a Small Business Edition, named 3CX SMB.

In this plan, 3CX offers advanced call management tools like call queues, multi-level IVR, deskphone support, and voicemail-to-text, ensuring seamless communication whether your team is in the office or working remotely. It is also affordable, with plans starting at just $16.50 per month.

Pricing

• 3CX Small Business Plan: $195 billed annually
• 3CX Professional Edition: $195 billed annually
• 3CX Enterprise Edition: $245 billed annually

Cisco offers IP PBX solutions tailored for small businesses through its Unified Communications Manager Express (CME) service. It combines traditional call management with advanced VoIP capabilities on a single IP network, eliminating the need for separate hardware for voice and data transfers.

Beyond basic call routing, Cisco CME enhances communication with additional unified communications features such as video conferencing, messaging, and audio calls.

Ooma Office is a hosted PBX solution designed specifically for start-ups, offering essential telephony features such as IVR, virtual fax, and CRM integration. Additionally, it offers unlimited calling in the US, Canada, Mexico, and Puerto Rico.

Moreover, you can set up Ooma’s hosted PBX for small businesses in under 15 minutes without specialized technical skills.

Pricing (Per User / Per Month)

• Essentials Plan: $19.95
• Pros Plan: $24.95
• Pro Plus Plan: $29.95

Dialpad offers a cloud-hosted small business PBX solution that integrates voice, messaging, and video calling into one unified platform. Using VoIP and UCaaS technologies, Dialpad streamlines business communications by eliminating the need for separate voice and data networks and on-premises hardware.Moreover, it offers advanced features like real-time transcription, call analytics, and smart routing to improve collaboration and boost productivity.

Pricing:

• Standard: $15 /user/month
• Pro: $25 /user/month
• Enterprise: Custom 

Acefone’s PBX system is ideal for small companies looking for cost-effective, scalable communication without upfront hardware costs. Its starter plan starts at as low as $13.77 per month. Moreover, its AI-driven IVR and Automated Call Distribution (ACD) streamline call flows, reducing the need for extra staff while ensuring callers reach the right agents on time.

Pricing:

• Starter: $13.77 Per Month
• Professional: $18.37 Per Month
• Ultra: $26.41 Per Month

RingCentral is a perfect PBX phone system for small businesses that need a reliable, all-in-one communications solution.

RingCentral offers a small business plan at an affordable rate of $20 per user per month (paid annually). The plan includes advanced features like unlimited domestic calling, shared voicemail, IVR menus, real-time call quality analytics, and developer tools for custom workflows.

Pricing:

• Core Plan: $20 /user/month
• Advance Plan: $25 /user/month
• Ultra Plan: $35 /user/month

MiVoice’s Hosted PBX phone system is ideal for small enterprises as it uses a pay-as-you-go model that cuts upfront costs and reduces international calling fees. Powered by MiCloud Connect and hosted on Google Cloud, its key features include auto-attendants, call routing, video conferencing, and CRM integrations.

Pricing:

• Essentials: $20.99 /user/month
• Premier: $26.59 /user/month
• Elite: $38.49 /user/month

PBXact is built on the popular open-source FreePBX platform. It operates on a monthly per-extension licensing model, meaning small firms can avoid upfront costs and expensive add-on fees.
Additionally, it includes all the essential telephony features, with software updates built right in. Plus, it's easy to set up. You can complete the configuration in as little as 20–30 minutes once you apply your license key.

Pricing:

• Trunk+User: $24.95
• User Only: $8.95
• Inbound Numbers DID: $1.00

8x8 PBX telephone system for small businesses and start-ups provides robust collaboration tools with the option to add features like virtual receptionists, auto attendants, and contact center capabilities when needed. Its basic plan for small businesses starts at just $15 per month, which also includes unlimited calls in the US and Canada.

Pricing:

• X2 Edition: $25 /user/month
• X5 Edition: $35 /user/month
• X8 Edition: $55 /user/month

FreshCaller is a popular cloud-based PBX for small businesses, offering local and toll-free numbers in over 40 countries. It offers features like an IVR system and business hour-based routing to aid small businesses in managing call queues effectively.

Moreover, its $0 license fee and pay-as-you-go model allow startups to launch their call centers quickly and cost-effectively without needing expensive hardware investments.

Pricing (/agent/month):

• Growth: $15
• Pro: $39
• Enterprise: $69

To choose the right PBX business phone system for your business, you should consider factors such as price, features, ease of use, scalability, device compatibility, customer support, your requirements, and the provider’s reputation.

Consider how many calls you handle, how many team members use the system, and whether your team works from one location or remotely, then choose a system that fits your daily workflow.

Decide on a PBX provider that offers tools and features like call routing, IVR, shared numbers, or call recording that are required for your team to work smoothly. Avoid extra features you don’t need. Focus on what helps you in your daily tasks.

Small businesses rarely need costly plans. So, choose per-user pricing that fits your current needs and can scale later without extra cost.

For easier management, choose a cloud telephony system, because it doesn’t need hardware or IT support. Then, ensure the system offers a simple dashboard, quick setup, and reliable customer support.

Once you know what you need, compare with several providers. Look for the best pricing, features, support quality, and check whether the provider takes additional charges after purchase.

Traditional phone systems burden small businesses with high costs and a lack of advanced telephony features. A modern small business PBX system replaces clunky hardware with cloud-based efficiency, reducing expenses.

For an even more advanced option, a VoIP phone system can be an ideal choice. Calilio, for instance, offers PBX-like features such as call routing, auto-attendants, and seamless connectivity, with added VoIP features. Upgrade today!