7 BEST Automated Phone System for Small Business (2024)
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 |
---|---|---|---|---|---|
Ringcentral | Android, iOS, Windows | • IVR Mode • Dial-by-Name Directory • Multi-level auto-attendant |
Yes | 15 days | Learn More |
Nextiva | Android, iOS, Windows | • Custom Greeting • Smart call routing • Call Flow Prioritization |
Yes | 15 days | Learn More |
GotoConnect | Android, iOS, Windows | • Advanced Call Flows • Custom Routing • Call forwarding |
Yes | 30 days | Learn More |
Vonage | Windows | • Route Calls • Call Queue • IVR menu analytics |
Yes | 30-day Money Back Guarantee | Learn More |
Dialpad | Android, iOS, Windows | • Call flow prioritization • Custom Messaging • Custom greetings |
Yes | 14 days | Learn More |
1) 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.
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
Cons
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: 15 days
15-Days Free Trial
2) 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.
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
Cons
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: 15 days
15-Days Free Trial
3) GoToConnect
Best Auto Attendant System for Call Routing
GotoConnect 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.
Features:
- Use the GoToConnect 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
Cons
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: 30 days
30-Days Free Trial
4) 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.
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
Cons
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: 30-day Money-Back Guarantee
30-Days Money-back Guarantee
5) 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.
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
Cons
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
14-Days Free Trial
6) 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.
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
Cons
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
30-Days Free Trial
7) 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.
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
Cons
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
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
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 GoToConnect 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 |
---|---|---|---|---|---|
Ringcentral | Android, iOS, Windows | • IVR Mode • Dial-by-Name Directory • Multi-level auto-attendant |
Yes | 15 days | Learn More |
Nextiva | Android, iOS, Windows | • Custom Greeting • Smart call routing • Call Flow Prioritization |
Yes | 15 days | Learn More |
GotoConnect | Android, iOS, Windows | • Advanced Call Flows • Custom Routing • Call forwarding |
Yes | 30 days | Learn More |
Vonage | Windows | • Route Calls • Call Queue • IVR menu analytics |
Yes | 30-day Money Back Guarantee | Learn More |
Dialpad | Android, iOS, Windows | • Call flow prioritization • Custom Messaging • Custom greetings |
Yes | 14 days | Learn More |