7 BEST Automated Phone System for Small Business (2024)

Best Auto-Attendant Phone Systems

Miscommunications can occur if you select the wrong auto attendant system for your business. It can send customers to voicemail, which is often perceived as a dead end, and may result in them hanging up. Furthermore, irrelevant automatic responses lead to customer dissatisfaction.

However, choosing the right auto-attendant system is key to ensuring smooth integration into your business operations. It can serve as a valuable first point of contact for customers and a key component of a successful business model.

We have researched 38+ auto answering systems and picked the top 7 auto attendant service providers based on their prices, features, and business compatibility.
Read more…

Best Automated Phone System for Small Business: Top Picks!

Name Device Support Key Features Toll-Free Support Free Trial Link
Zoho Voice Web, Desktop, Android, iOS • Call records
• Call forwarding
• Call transfer
Yes 15-days Learn More
RingCentral Android, iOS, Windows • IVR Mode
• Dial-by-Name Directory
• Multi-level auto-attendant
Yes 14-days Learn More
Nextiva Android, iOS, Windows • Custom Greeting
• Smart call routing
• Call Flow Prioritization
Yes 30-days Learn More
GoTo Connect Android, iOS, Windows • Advanced Call Flows
• Custom Routing
• Call forwarding
Yes 14-days Learn More
Vonage Windows • Route Calls
• Call Queue
• IVR menu analytics
Yes 14-days Learn More

1) Zoho Voice

Best for Managing active video feeds

Zoho Voice is a cloud-based auto attendant phone system that manages business calls from any device or location. You can get local, toll-free, and international virtual phone numbers or port existing numbers. This auto attendant phone system has a softphone and web application that makes and receives calls from any device.

Zoho Voice lets you configure call settings and use a dial pad to make calls to unsaved numbers. It also offers features like call blocking, live call monitoring, call transfers, and call queues. You can also get historical call statistics, a customizable sidebar, and call pop-ups with caller information.

#1 Top Pick
Zoho Voice
5.0

Type of Virtual Phone Numbers: Business, Local, International, Toll-free, Personal

Get Local Numbers in the following Countries: US, Canada, Germany, France, UK, Netherlands, Sweden, etc.

Free Trial: 15 Day Free Trial

Visit Zoho Voice

Features:

  • The call listening, whispering, and barging feature allow you to monitor ongoing calls without being noticed.
  • It can define time zone-specific working hours for each phone number.
  • The contact module lets you import, centralize, and manage contacts in bulk.
  • The call notes make it possible to take key points of your conversations during a live call.
  • Integrations include Zoho CRM, Zoho Begin, and Zoho Desk.
  • Interactive Voice Response automatically welcomes customers and guides them to the correct department.
  • You can track call records and gain insights by viewing the call logs of specific contacts.
  • It can send promotional messages to multiple customers at once.
  • Set up a time window for agents to complete all their activities after calls.
  • Zoho Voice supports the following languages: English, German, French, Italian, Danish, and 11+ languages.

Pros

  • Set up a time window for agents to complete all their activities after calls.
  • It provides two-way SMS for more personalized interaction with customers.
  • Zoho Voice includes ZDialer, which enables you to add click-to-call on your websites.

Cons

  • It lacks certain key features compared to its counterparts.
  • Unlimited calls in Personal Numbers are provided only within US and Canada.

Key Specs:

Supported Platforms: Web, Desktop, Android, iOS
Customer Support: Phone, email, instant chat, FAQs, and e-guides
Pricing: Plans start at $34 a month
Free Trial: 15-Day Free Trial

Visit Zoho Voice >>

15-Days Free Trial


2) RingCentral

Best multi-level auto-attendant phone system

RingCentral is one of the best cloud-based phone system that offers a customizable auto-attendant feature with multi-level call routing. This system allows you to create profiles for various departments or locations. Each account can accommodate up to 250 sub-menus.

You can also seamlessly add new devices, lines, or remote teams and enjoy its hassle-free integrations with popular CRM platforms.

RingCentral

Features:

  • Greets callers and automatically directs them to staff and departments worldwide.
  • Program your virtual answering service to direct calls to the relevant department, extension, or voicemail box.
  • Customize business hours and menu systems to handle inbound calls using the IVR feature.
  • Handle large-scale call volumes and respond rapidly to potential customer queries.
  • Select single-level or multi-level mode for the best possible auto-attendant customer experience.
  • IVR offers unique features like a dial-by-name directory, live operator, call center automation, etc.

Pros

  • Cloud-based VOIP service prevents onsite hardware from turning obsolete.
  • Monitor and document the quality of service, system usage, and critical performance metrics.
  • RingCentral MVP Analytics enables you to gain insights in real time, make instant decisions, and act immediately.

Cons

  • RingCentral VOIP does not support landline customers.
  • It only allows a single number per device.

Key Specs:

Supported Platforms: Android, iOS, Windows
Customer Support: Email Help Desk, Phone & Chat Support, Online Forum
Pricing: Starts at $19.99/ month per user
Free Trial: 14 days

Visit RingCentral >>

14-Days Free Trial


3) Nextiva

Best IVR smart auto attendant phone answering systems

Nextiva is a cloud-based auto attendant phone system that provides user-friendly features for effectively managing calls, voicemails, and faxes. Use Nextiva to route calls to specific extensions based on the caller’s input.

For example, if a caller presses 1 for sales, the call will connect to the sales department. This app follows HIPAA and SOC-2 compliance standards and ensures tight security for customer data protection.

Nextiva

Features:

  • Upgrade to a multi-level auto attendant system with submenus to manage calls throughout your PBX.
  • The Interactive Voice Response (IVR) system is based on keypad input.
  • Reduces load on your team and ensures better workflow by clarifying their doubts or queries.
  • Make custom greetings for every incoming call and route callers according to your business hours.
  • The virtual receptionist helps in handling large volumes of callers and boosts scalability.
  • Use professional voice recording to make your business look big.
  • Smart routing enables prioritizing calls from toll-free numbers.
  • HD Voice technology and high-performance data centers ensure excellent customer experience and reduce time.

Pros

  • Add unlimited users without any additional costs.
  • Integrated CRM software aids in tracking leads and maintaining customer relationships.
  • The anonymous call rejection feature blocks call from blacklisted/unknown caller IDs.
  • Obtain account info access for incoming customer calls, including the last interaction, account value, etc.

Cons

  • Advanced CRM integrations are only available in expensive plans.
  • The user count impacts the surge in prices.

Key Specs:

Supported Platforms: Windows, Android, iPhone/iPad
Customer Support: Phone, Email/Help Desk, Online Forum
Pricing: Starts at $18.95/month per user
Free Trial: 30 days

Visit Nextiva >>

30-Days Free Trial


4) GoTo Connect

Best Auto Attendant System for Call Routing

GoTo Connect is one of the cost-effective business phone systems for entrepreneurs, start-ups, and businesses of all kinds. This powerful automated phone system provides a range of meeting and cloud VoIP features. It seamlessly integrates with popular platforms like Zendesk, Microsoft, and Google to simplify data management.

These features allow remote employees to receive and make business calls without using a personal phone number. It also assists in setting up auto-attendant menus for holidays or work hours.

GoTo Connect

Features:

  • Use the GoTo Connect app to send unlimited customized messages and greetings.
  • Pre-recorded menus and directories route callers to the endpoint very quickly.
  • Store your voicemail messages in the cloud through a virtual voicemail system.
  • Share relevant company information or updates with each caller automatically while in the queue.
  • Host up to 250 attendees in a meeting and connect 25 webcams for face-to-face interaction.
  • Single password system enables every department or team to share voicemail inboxes.
  • One-click professional video conferencing enables a seamless transition from a call or chat to an ad hoc meeting without switching apps.
  • Using the Dial Plan Editor’s visual drag-and-drop interface features, get a clear call flow you can follow.
  • You can design an intuitive workflow for each user with features like Click-to-Call and Automated Call Logging, in your business.
  • Other unique features include vanity numbers, call forwarding, hot desking, local, toll-free, number porting, call queuing, etc.

Pros

  • The auto-attendant drag-and-drop interface makes it simple to route calls.
  • Geolocation and time-based routing route incoming calls to the appropriate device.
  • View real-time reports to enhance call queues and incoming client call handling.
  • Integrates with over 180 desk phone models and devices.
  • Answer a call to quickly join a meeting using no PINs or codes.

Cons

  • The central web portal lacks intuitiveness in design.
  • Customer support lacks efficacy in its online resources and chatbot functionality.

Key Specs:

Supported Platforms: Android, iPhone/iPad, Windows
Customer Support: Email Help Desk, Phone & Chat Support, Online Forum
Pricing: Starts at $27/month per user
Free Trial: 14 days

Visit GoTo Connect >>

14-Days Free Trial


5) Vonage

Best for Setting Pre-configured menu

Vonage is a highly reliable auto-attendant system that is beneficial for business owners and popular brands. It has an impressive 99.99% uptime reliability. The system’s automated solutions enable virtual extensions, allowing you to link your mobile device to the business’s virtual phone system.

Vonage can ring up to five numbers simultaneously, ensuring that calls are answered even if some lines are busy. Apart from providing home and commercial phone services, such as local and long-distance calling plans, it also offers international calling plans.

Vonage

Features:

  • Preconfigure call routing paths for utilizing the Virtual Receptionist feature.
  • IVR handles many daily business schedules for efficient call management.
  • Set up recurring monthly or yearly events for holidays and other special occasions in advance.
  • Prompt customers to select from your customized menu based on business working hours or after hours.
  • Never miss a call by using an advanced call management system that is incredibly user-friendly and reduces the workload on IT.
  • Unique features include call holding, forwarding, call Logs, call transfer, call waiting, 3-way calling, etc.

Pros

  • Track and evaluate call patterns, employee productivity, and resource utilization.
  • Top-notch compliant security safeguards customer data.
  • Easily configure and manage the extensions with a user-friendly portal.
  • Purchase toll-free lines and call recording through Vonage.

Cons

  • No free trial is available.
  • Have limits on the number of simultaneous calls or extensions.

Key Specs:

Supported Platforms: Windows, Android, iOS
Customer Support: Phone, Email Help Desk, Online Forum
Pricing: Starts at $14.99/month per user
Free Trial: 14-days free trial

Visit Vonage >>

14-Days Free Trial


6) Dialpad

Best for Maintaining Call flow prioritization

Dialpad is fast, secure, and efficient in maintaining call flow. It is one of the best auto attend systems that integrates voice, messaging, video, and meetings into a single platform you can access from any device with internet access. It leverages the latest cloud telephony technology, including WebRTC and Opus codec, and delivers exceptional VoIP call clarity.

Dialpad offers robust integrations with popular business tools such as G Suite, Office 365, Salesforce, Zendesk, and Okta. It route calls if callers choose incorrect options or attempt to a dialed number of multiple times.

Dialpad

Features:

  • Dialpad’s auto attendant feature handles large volumes of incoming calls by directing them to relevant departments.
  • It offers custom messaging for various hours using interactive voice response (IVR).
  • Versatile call routing tool directs calls to your agents depending on their skill levels, idle time, and other factors.
  • Greet customers with your customized recorded audio.
  • IVR Menu statistics reveal how frequently your callers use each IVR menu item.

Pros

  • Its seamless integration with Google Contacts makes it easy to dial contacts quickly.
  • Offers flexible plans to customize your autoresponders at affordable rates.
  • The graphical chart analytics indicate call traffic over time and a call count breakdown.
  • Compliance with HIPAA, PCI, GDPR, and CSA ensures strict security measures to protect the players.

Cons

  • 24×7 Customer support is not available.
  • Video conferencing for more than 10 participants incurs an additional $15 fee.

Key Specs:

Supported Platforms: Windows, Android, iOS
Customer Support: Email Help Desk, Phone Support, Online Forum
Pricing: Starts at $15/month per user
Free Trial: 14 days

Visit Dialpad >>

14-Days Free Trial


7) 8×8

Best App for Intuitive data handling

8×8 auto attendant is a versatile call system solution that allows users to tailor call variations for different departments. Using filters, users can identify bottlenecks and assess the performance of queues, teams, or individuals. They can also drill down to individual interactions to monitor daily statistics or key metrics.

With superior features like user provisioning, role-based access controls, and multi-level auto attendant, 8×8 is designed for intuitive data handling services. It also offers video conferencing with a capacity for 100 participants in its basic package. Users can upgrade to higher tiers to support up to 500 participants.

8x8

Features:

  • Use Call Waiting and Parking feature for immediate response to callers.
  • Configure multiple auto attendants with different profiles, all configured in line with set rules.
  • Manage how each phone with auto attendants performs their tasks irrespective of location.
  • Promote your brand by delivering helpful information, upbeat music, and entertainment during the customer wait time.
  • Call Queues temporarily detain incoming callers until an employee or agent is available to take the call.
  • Enrich customer experience using professional artists to write, record, and produce customized caller greetings.

Pros

  • Ring groups distribute incoming calls among employees, allowing teams to handle higher call volumes.
  • It offers unlimited calls in U.S. and Canada.
  • Utilize Zendesk CRM to get integrated voice support for the ticket management system.
  • Customizable plans enable businesses to use their rich contact center analytics.

Cons

  • You can access professional greetings only if you subscribe to premium plan.
  • Lacks minimal reporting in higher plans.

Key Specs:

Supported Platforms: Windows, Android, iOS
Customer Support: Email Help Desk, Phone Support, Online Forum
Pricing: Starts at $15/month per user
Free Trial: 30 days

Visit 8×8 >>

30-Days Free Trial


8) Phone.com

Best App for Spam & Robocalls Screening

Phone.com is one of the best-automated phone systems for small business owners and entrepreneurs to tackle spam calls and messages. It can easily oversee voice calls, fax, video calls, or conference calls.

The system uses a variety of Points of Presence (POPs), multiple carriers, and 24/7 technical support to maintain call quality. Users get a comprehensive account-wide view of caller data, including breakdowns of new and returning calls. This service is accompanied by a quick-responding customer support team that is available 24×7 in case of any critical issue.

Phone.com

Features:

  • Meetings and appointments are scheduled directly into your calendar by live receptionists.
  • White-Glove Service enables users to add a personal and professional touch to their business at affordable rates.
  • Screen annoying inbound calls like robocalls or solicitors and forward only those relevant to your business.
  • Take messages feature ensures business calls get picked up even during non-working hours.
  • Access client information using CRM integrations while the auto-attendant feature routes the call.

Pros

  • Facilitates video conferencing via a web browser without software installation or downloads.
  • Get a thorough, historical insight into your business call logs by tracking and filtering them.
  • The HD phone feature makes phone conversations incredibly clear.

Cons

  • A lack of IVR features can limit the ability to manage incoming calls effectively.
  • No professionally recorded phone greetings are available.

Key Specs:

Supported Platforms: Windows, Android, iOS
Customer Support: Email Help Desk, Phone Support, Online Forum
Pricing: Starts at $11.99/month per user
Free Trial: 30-day Money-back guarantee

Visit Phone.com >>

30-Days Money-back Guarantee

How we select the best auto attendant system?

When selecting an auto attendant system, it’s important to consider key factors to ensure that you choose the right one for your business:

  • Features and capabilities of the system: Ensure the system has the features you need, such as call routing, forwarding, and voicemail. It should have self-service capabilities.
  • Compatibility with existing phone system: If you already have a phone system, you’ll want to ensure the auto attendant system is compatible.
  • Cost of the system: Consider your budget and ensure your chosen system is within your price range. Picking up auto-attendant phone answering systems for small businesses to meet the basic requirements can save immense money in the long run.
  • Customer support: A phone system with an auto attendant having 24×7 support and technical assistance provided by the manufacturer should be your priority. So, when you have any issues with the system, you can quickly get immediate help from the manufacturer.
  • Service Provider Reputation: Choose a Service Provider with a good reputation for producing high-quality auto attendant phone answering systems.

How to set up Auto Attendant Phone Systems?

Generally, setting up a phone system with an auto attendant will consist of the following steps:

Step 1) Select your phone number(s) to be forwarded.

Step 2) Prepare the greeting in text, machine-generated, or recorded audio format.

Step 3) Keep your menu options short and sweet.

Step 4) Specify a department and receptionist for each menu option to take the call.

Step 5) Create call groups based on requirements (i.e., agents with the same working hours, skillsets, departments, etc.).

Step 6) Set timeout settings for directing callers to the main menu.

Step 7) Arrange the menu options in descending order of their importance.

Step 8) Remember to include an option allowing customers to instantly talk directly with a live agent to solve critical queries.

Step 9) Lastly, save your auto attendant settings.

FAQs

An auto-attendant phone system is an automated response system that answers incoming calls and directs them to the desired recipient or department. It typically includes a recorded voice message that greets callers and provides them with a menu of options, such as pressing a number to reach a specific department or person. This feature improves efficiency via automatic answering and routing of calls, eliminating the need for human intervention.

Here are the top Auto-Attendant Phone Systems:

  • Zoho Voice – Best for Managing active video feeds
  • RingCentral – Best multi-level auto-attendant phone system
  • Nextiva – Best IVR smart auto attendant phone answering systems
  • GoTo Connect – Best Auto Attendant System for Call Routing
  • Vonage – Best for Setting Pre-configured menu
  • Dialpad – Best for Maintaining Call flow prioritization
  • 8×8 – Best App for Intuitive data handling

If you’re considering using either an Auto Attendant or a Virtual Receptionist to manage incoming calls for your business, here are some key differences.

Auto Attendant:

  • An auto-attendant is a business phone system that uses pre-recorded greetings and menu options to answer and route incoming calls based on the caller’s response.
  • This system can improve the efficiency and professionalism of a business’s phone communications, allowing calls to be automatically answered on time.
  • It can reduce the workload on customer service teams, as it can handle a significant portion of the incoming call volume without human intervention.

Virtual Receptionist:

  • A person who provides remote receptionist services, typically through a call center or other remote location, is a Virtual Receptionist.
  • It enhances the customer experience by offering personalized assistance and professionally addressing inquiries and complaints.
  • Such a person answers call on behalf of a business, greets callers, and handles basic inquiries and tasks.

Verdict

All businesses and enterprises must use auto-attendant phone systems to handle heavy call volume and reduce customer waiting times. Being equipped with an automated phone service can give businesses wings to attain great heights.

RingCentral is our top recommendation for the best auto-attendant phone system. It offers an intuitive centralized admin interface to manage your auto-attendant profile and adjust your call routing strategy. Nextiva and GoTo Connect are the other two picks if you want to scale up and avail a variety of features that fit all kinds of businesses.

Best Automated Phone System for Small Business

Name Device Support Key Features Toll-Free Support Free Trial Link
Zoho Voice Web, Desktop, Android, iOS • Call records
• Video Conferencing
• Call transfer
Yes 15-days Learn More
RingCentral Android, iOS, Windows • IVR Mode
• Dial-by-Name Directory
• Multi-level auto-attendant
Yes 14-days Learn More
Nextiva Android, iOS, Windows • Custom Greeting
• Smart call routing
• Call Flow Prioritization
Yes 30-days Learn More
GoTo Connect Android, iOS, Windows • Advanced Call Flows
• Custom Routing
• Call forwarding
Yes 14-days Learn More
Vonage Windows • Route Calls
• Call Queue
• IVR menu analytics
Yes 14-days Learn More