Small Business Phones: How to Find What’s Best for You

Make the right call

Modern business is all about offering customers the freedom of choice and convenience. While some are happy to send emails or reach out on social media, many still prefer to get in touch the old-fashioned way: by phone call.

At Walmart Business, we understand the importance of choosing affordable yet feature-rich small business phones and a service provider that will give you the support you need as your company grows. These tips will help you ask the right questions and pinpoint crucial features so you can pick out a phone capable of doing everything your business needs.

Questions to ask yourself before choosing a business phone plan

Signing up for a phone plan and buying hardware is a commitment, and you want to ensure that your choices will benefit your business in the long term. So before you make a selection, start by asking yourself some questions to narrow down your search.

“What are my current phone line needs?” 

How your business plans to use the phone will influence which service provider you choose. If you’re a sole proprietor currently operating with a personal phone line, a single business landline or cell phone plan might be all you need. If you have several employees or plan to use a dedicated fax machine line, you might need to install a more extensive network.

“What other equipment needs do I have?”

It’s important to ensure compatibility between phone lines, fax machines and computer hardware. Consider options that work with your current hardware, and try to avoid situations where vendor lock-in or hardware incompatibility limits your choices for future upgrades.

“Is access to customer service important to me?”

When you choose a phone service provider, you’re also paying for customer service. Some budget plans offer limited access to service representatives or rely on email and chatbots as a trade-off for their lower prices. These might be worthwhile choices if your phone line is a secondary form of communication. 

However, if you plan on installing a more extensive network or need to guarantee your phones are working around the clock, consider providers that offer more robust customer service availability, such as a direct line to a dedicated representative.

Looking for more insight? Read Small Business Phone Lines: 7 Things to Know Before Investing for more items to consider before purchasing.

Consider small business phone companies with these qualities

While every business has unique communication needs, there are a few standards no organization should go without. Look for service providers that offer the following features at a minimum:

• Scalability. While you might be starting lean, your business may look very different after a few years of growth. Consider choosing a small business phone company that will easily allow you to scale, whether that’s adding a few phone lines or a few dozen.

• Affordability. Adding a phone line to your communication mix doesn’t have to break the bank. Many phone plans offer robust feature sets at reasonable rates—some as low as $10 per month. Beginning with a lower-cost plan now will help you save money during your crucial startup phase, and many plans offer the ability to upgrade to a premium tier if you need more features or lines.

• Reliability. Just because you’ve chosen an affordable plan doesn’t mean you should have to deal with dropped calls or garbled audio. Look for online reviews that mention call reliability and service uptime, and favor options that can balance quality with affordability.

Read 7 Qualities to Look for in Small Business Phone Companies to discover more features your chosen service provider should have.

Must-have features for small business phones

Whether you’re choosing a smartphone, building out a VoIP network for the office or sticking with landlines, don’t overlook the following features when purchasing a phone for small business use:

• Versatility. Flexibility allows small businesses to navigate a constantly fluctuating marketplace. Consider small business phones equipped with various features, including the ability to text, make conference calls, forward calls to other devices and accept voicemail. If you choose a smartphone, additional features like GPS, SD card storage and NFC card-reading technology can further expand your capabilities, depending on your business needs.

• Performance. You want a phone that’s up to the task, whether that’s operating crucial apps or handling hours of phone calls without fail. While you don’t necessarily need a top-of-the-line phone for business, consider small business phones that offer at least some processing and memory headroom above what you think you’ll need to future-proof your purchase.

• Security. Keep your calls private and your data protected by choosing phones with strong security options. Access controls like passwords keep out unauthorized users and prevent them from accessing potentially sensitive information, such as voicemail messages. Encryption is also a helpful feature for securing data and is available on many smartphones.

Read The Best Phones for Small Businesses Have These 5 Features for even more suggestions.

What to look for in VoIP phones

Because VoIP phones use the internet to make and receive calls, they have access to a wealth of other features that standard landlines do not. If you’re considering a VoIP phone for small business use, keep the following features in mind: 

• Call volume handling. VoIP phones are capable of handling large volumes of calls and offer an array of features to make managing those calls easier. Look for options like caller ID and screening functionality, recording features for improving customer service and log features to capture inbound and outbound call data.

• Video and audio conferencing. Many VoIP phones are equipped with conferencing features that make it easy to add individuals to a call or schedule meetings with employees located across large distances. Some even come with built-in video functionality, offering video conferencing features without a computer.

• Systems integration. Want a transcript of incoming voicemails to show up in your email inbox? How about automated away messaging whenever you’ve got a meeting scheduled on your calendar? VoIP phones can do this and more, thanks to systems integration features.

Get the most out of your VoIP phones by reading 7 Features of the Best VoIP Phones for Small Business.

These add-ons will help you get the most out of your phone system

Extend functionality and enhance your comfort with these accessories for small business phones:

• Digital answering systems. Many phones can collect voicemail by default, but some don’t, so you may want an external digital answering system.

• Comfortable headsets. A hands-free headset makes it more comfortable to be on the phone for long periods by minimizing the stress on your head and neck. Headsets come in wired and wireless options, so choose the one that offers the mobility and usability you need.

Read Small Business Phone Equipment: A Buyer’s Guide for more recommendations.

Call on Walmart Business+ for the best in small business phones

Looking for small business phones that check all the boxes? Let Walmart Business+ be your guide.

We offer a curated selection of phones and accessories along with an array of other helpful business supplies, all at everyday low prices. Plus, you can get them shipped to your office for free with no order minimum.¹ Join Walmart Business+ today.

¹ Excludes most Marketplace items, freight and certain location surcharges.