Best Small Business Phone System

Why choosing the right phone system matters

For many SMEs, phones are the front door. Yet too often, small teams overpay for legacy lines, tolerate missed calls, or get locked into bundles that don’t fit how they actually work. With the UK’s PSTN/ISDN switch-off in 2027, every business will need to move to an IP-based solution—so picking the right platform now isn’t just a tech upgrade, it’s a continuity plan.

This guide cuts through the noise to help you find the best small business phone system UK firms can rely on. We focus on UK-specific pricing, support and regulations, not US lists with a British section bolted on. You’ll see clear comparisons of features that matter to small teams: auto attendant/IVR, call queues, call recording (including PCI-friendly workflows), desktop & mobile apps for remote workers, hardware options, and the real-world costs of porting, contracts and handsets.

We’ll also show where a VoIP phone system beats mobile-only setups or old PBXs—for reliability, flexibility and total cost of ownership. And when a vendor is a better fit for larger enterprises, we’ll say so.

Finally, we’ll explain where Plexatalk fits. We’re built for small UK businesses: quick setup, UK-based support, transparent bundles and the essentials—IVR, queues, voicemail-to-email, analytics—without enterprise bloat. Use this guide to compare options side by side, understand UK small business VoIP pricing at a glance, and choose a phone system that helps you answer faster, sound more professional and spend less.

What makes a phone system “the best” for UK SMEs

“Best” isn’t the most features—it’s the right business phone system features at a price and reliability level that works for a small team. Here’s the scorecard we use for UK SMEs:

1) Cost clarity (total, not teaser).
Look past headline per-user rates. Add UK numbers, minutes/bundles, call recording, hardware, and porting. Check contract length and exit fees. For many firms, cloud beats on-prem once you include licences, maintenance, and engineer visits.

2) Reliability & call quality.
You need consistent uptime, strong SIP infrastructure, QoS guidance, and fallbacks (mobile apps or call forwarding) if the office internet drops. Ask how they handle 999/112 and failover on UK business phone lines.

3) Features that matter to small teams.
Core small business VoIP features: auto attendant/IVR, ring groups, queues, warm/cold transfer, voicemail-to-email, missed-call alerts, desktop & mobile apps, and basic analytics. Nice-to-haves: call recording with pause/resume, integrations, and simple admin you won’t dread.

4) UK-based support & setup help.
When you’re moving fast, support in your timezone is a lifesaver—especially for number porting and building sensible call flows.

5) Scalability without complexity.
Add users/numbers in minutes, not tickets. Mix devices (desk phones, DECT, softphones) and keep management centralised. Seasonal scaling shouldn’t mean renegotiating contracts.

6) Security & compliance fit.
GDPR-aware data handling, clear retention policies, and PCI-friendly call recording tools (pause/redact) so you’re not storing card data. Admin roles and audit trails help you stay tidy.

Why Plexatalk surfaces early in our rankings
Many vendors are enterprise-first with SME plans tacked on. Plexatalk is built for SMEs first: UK-centric pricing, fast go-live, and the essentials—IVR, queues, recording options, analytics—without enterprise bloat or opaque bundles. If you want a business phone system that balances cost, reliability and the everyday features your team actually uses, Plexatalk is designed to hit that sweet spot while keeping your VoIP phone system simple to run.

The PSTN & ISDN switch-off (2027): why it matters now

The UK is retiring the old copper PSTN and ISDN networks—the fixed lines traditional phone services run on. By the PSTN switch off 2027, every business line must move to an internet-based alternative. In practice, that means your current analogue/ISDN numbers need a BT landline replacement using IP (often called “Digital Voice”) or a cloud VoIP service.

Read our blog post about the switch off or read more from Ofcom on the switch-off here.

Plain-English version

• What’s ending? Legacy voice over copper (PSTN) and multi-channel digital lines (ISDN).
• What replaces it? Voice delivered over your internet connection (VoIP/SIP). Phones connect via IP—either through a router/ATA, or to a cloud phone system.
• Why now? There’s a nationwide stop-sell on new analogue services and a firm deadline to switch. Waiting risks last-minute scrambles, higher costs, and potential gaps in service.

Why VoIP is the future

• Resilience & flexibility. Take and route calls anywhere (desk phones, laptops, mobiles). If the office internet drops, failover to mobiles keeps you reachable.
• Lower, predictable costs. No line rentals or engineer call-outs for simple changes; scale users and numbers in minutes.
• Modern features. IVR/auto attendant, queues, voicemail-to-email, recordings, analytics—without PBX hardware.
• Compliance & control. Clear call-recording options (including PCI-friendly pause/redact), auditing, and GDPR-aligned data handling.

What to do next

1. Audit your numbers (main line, DDIs, fax, alarms, lift/telecare).
2. Check connectivity (bandwidth/QoS; consider 4G/5G backup).
3. Plan the migration (porting lead times, test devices, user training).
4. Choose your platform—on-prem SIP or a hosted VoIP system—with UK support and clear pricing.

If you’re preparing for the ISDN switch off UK and want a straightforward path to VoIP, Plexatalk helps you port numbers, configure call flows, and go live quickly—without enterprise bloat.

Top phone system options for small businesses in the UK (2025)

Below are the best-known VoIP providers UK teams compare, plus a couple of UK-first options. We’ve kept this very “GetVoIP/PCMag” in style so Google recognises the intent (comparison list), but each entry calls out UK-specific facts: pricing visibility, contracts, and real features small teams use. If you want cheap business phone system UK choices, scan the pricing notes and the “UK relevance” lines.

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1) RingCentral (RingEX)

Features (highlights)

• Unified calling, video, and messaging; rich admin & analytics
• IVR/auto attendant, queues, call recording options
• App ecosystem and Microsoft Teams integration
  Pricing summary: Public list pricing varies by region/currency; many UK deals are quote-based via sales.
  Pros: Deep features, mature apps, broad ecosystem
  Cons: Pricing can be opaque; advanced analytics/recording often add-ons
  UK relevance: Widely used by UK SMEs and mid-market; UK billing and support routes available.

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2) 8×8

Features (highlights)

• VoIP + video + team chat; contact centre tiers available
• IVR, call monitoring, analytics; Teams integration
• Global calling bundles on higher tiers
  Pricing summary: UK pricing is primarily quote-based; tiered bundles with features varying by plan.
  Pros: Strong international calling options; scalable to CCaaS
  Cons: Pricing/tiers can be confusing; some features locked to higher plans
  UK relevance: Established UK presence with £ billing and local numbers.

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3) Zoom Phone

Features (highlights)

• Cloud PBX within Zoom; desktop & mobile apps
• Auto attendant, queues, 112 support; analytics add-on available
• Familiar experience if you already use Zoom
  Pricing summary: Global pricing shows metered and bundle options; UK numbers and per-minute rates available.
  Pros: Easy rollout for Zoom users; clean apps
  Cons: Some analytics/call-centre functions are add-ons
  UK relevance: UK numbers and GBP billing available via sales.

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4) BT Cloud Voice

Features (highlights)

• Hosted VoIP from BT with calling, messaging, and devices
• Auto attendant, hunt groups, softphone and desk phone support
• Add-on calling plans and handsets
  Pricing summary: Tiered Cloud Voice licences; typical pricing bands depend on licence/term, with potential connection fees.
  Pros: Single supplier for circuits and voice; familiar for BT estates
  Cons: Contracts and annual uplifts; add-ons can raise TCO
  UK relevance: Direct path to BT landline replacement as PSTN winds down.

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5) bOnline

Features (highlights)

• SME-focused VoIP with 40+ features (IVR, voicemail-to-email, call transfer)
• Desktop & mobile apps; number porting
• Simple setup geared to micro and small teams
  Pricing summary: Transparent UK pricing from a low per-user monthly rate (ex-VAT), with higher tiers for unlimited UK calling or phone bundles.
  Pros: Very low entry price; straightforward bundles
  Cons: Aimed at smaller teams—advanced analytics/integrations limited
  UK relevance: Strong UK micro-business positioning and £ pricing throughout.

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6) Vonage Business Communications (UK)

Features (highlights)

• Cloud calling with 50+ features; video meetings & team messaging
• Call recording options; CRM/Teams integrations
• Optional global calling plans
  Pricing summary: UK plans commonly framed as Express/Core/Pro/Max with guide prices per user; exact quotes via sales.
  Pros: Feature-rich UC bundle; solid integrations
  Cons: Add-on pricing not always obvious; best value can require annual terms
  UK relevance: Dedicated UK site, plans, and rate structures.

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7) Dialpad

Features (highlights)

• AI-assisted calling: live transcripts and post-call summaries
• IVR, queues, call recording; SMS/MMS; video meetings
• Tight Google/Microsoft integrations
  Pricing summary: Public list pricing starts at entry-level per-user rates (often shown in USD); UK billing via sales/partners.
  Pros: Excellent AI features out of the box; slick apps
  Cons: Pricing often presented in USD; some compliance/analytics are add-ons
  UK relevance: Good UK coverage and local numbers via partner channel.

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8) Gradwell (UK)

Features (highlights)

• UK-hosted cloud PBX with IVR, queues, call recording options
• Browser/softphone calling; Teams direct routing options
• Often priced by concurrent calls rather than per-user
  Pricing summary: Focus on simultaneous call plans and published call tariffs; quotes for deployments.
  Pros: UK-centric support; flexible for agencies/MSPs and multi-site SMEs
  Cons: Pricing model is less “plug-and-play” for micro teams
  UK relevance: Longstanding UK provider with strong channel relationships.

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9) Andrews & Arnold (A&A)

Features (highlights)

• Technically robust SIP trunks/VoIP lines; hunt groups, call recording
• No minimum term; granular control and itemised call data
• Suits power users and IT-savvy SMEs
  Pricing summary: PAYG-style rates with clear per-minute charges and monthly number rental; very transparent tariffs.
  Pros: Transparent pricing, control, and fast provisioning
  Cons: Less “hand-holding” UCaaS polish; features may require configuration
  UK relevance: UK-native provider with engineering-led support.

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10) Plexatalk (Built for UK SMEs) — our platform

Features (highlights)

• IVR/auto attendant, ring groups & queues, voicemail-to-email, missed-call alerts
• Desktop & mobile apps plus SIP desk phones/DECT; easy number porting
• Call recording with PCI-friendly pause/redaction workflows
  Pricing summary: B500 from £10/month (1 extension + 1 number + 500 UK minutes). B500+ adds a Yealink T31P desk phone; Custom bundles (1,000–5,000 minutes) and SIP trunks available. Typical ports complete in 7–14 days.
  Pros: SME-first design; quick go-live; transparent bundles; UK-based support
  Cons: Focused on small teams (enterprise extras by request)
  UK relevance: UK-hosted infrastructure, GDPR-aligned handling, 999/112 supported with best-practice guidance.

Standout for small teams:
If you want the best UK VoIP for small business without enterprise bloat, Plexatalk pairs the essentials (IVR, queues, recording, analytics) with simple pricing and UK support.
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How to choose among these business phone system features

• All-in-one UC + deep integrations: RingCentral, 8×8, Zoom Phone.
• Simple and affordable start: bOnline or Plexatalk B500 for predictable hosted pricing.
• Granular SIP control or trunks: A&A or Gradwell.
• AI-assisted calling/notes: Dialpad.
• Already in BT’s ecosystem: BT Cloud Voice is the straightest path to a managed BT landline replacement.

Tip: sanity-check your real business phone system cost UK by totalling: users, numbers, minutes/bundles, any call recording/analytics add-ons, devices, porting, and the contract term (plus any annual uplifts). This narrows the field quickly and avoids surprises after you sign.

Plexatalk vs the competition (at-a-glance)

Use this to compare business phone systems UK buyers shortlist most often. Focused on the three things SMEs care about: features, pricing clarity, and UK support.

Why Plexatalk wins for small teams

If you want a UK small business phone system provider that prioritises small-team realities, Plexatalk is deliberately SME-first:

• Pricing clarity. The Plexatalk phone system starts with a simple bundle (B500) that already includes a number and 500 UK minutes, so budgeting is straightforward. No guesswork around essential features like IVR, queues or voicemail-to-email.
• UK support that actually helps. Porting, call-flow design, and training are handled by a UK team who work your hours. Typical ports land in 7–14 days, with temporary numbers so you can go live immediately.
• Right-sized features. Everything most small teams need—auto attendant/IVR, ring groups/queues, PCI-friendly recording controls, desktop & mobile apps, and basic analytics—without enterprise bloat or complex add-on matrices.
• Future-proof & compliant. UK-hosted infrastructure, GDPR-aligned processes, and best-practice guidance for 999/112 and the PSTN/ISDN switch-off ensure continuity as you grow.

Bottom line: If your priority is a clean setup, predictable costs, and responsive UK support, Plexatalk is purpose-built for SMEs. If you need sprawling UC/CCaaS or heavy custom integrations, one of the larger suites might fit—but for most small teams wanting reliable calling, clear pricing and fast go-live, Plexatalk is the pragmatic choice.

Pricing: what should UK small businesses budget?

When you compare business phone system cost UK wide, most mainstream providers land around £15–£30 per user/month (ex-VAT) for a core VoIP seat with the usual features (apps, auto attendant/IVR, ring groups, basic analytics). That headline often excludes a few things that move the total up or down:

• Minutes vs “unlimited”. Lower tiers may be metered or come with a small bundle; “unlimited” is usually UK 01/02/03 only and subject to fair use.
• Recording & analytics. Call recording, advanced reports, and wallboards are frequently add-ons.
• Devices. If you want desk phones/DECT, budget £50–£180 per handset (buy) or £3–£8 per month (rental), plus PoE switches if needed.
• Contracts & fees. Expect 12–36 month terms with annual price uplifts in some contracts. Number porting is typically free to modest; expedited ports may carry fees.
• Contact centre features. Supervisor tools, whisper/barge, and omnichannel push the price per user into a different bracket.

Quick ballparks (ex-VAT)

• Lean, app-only setup (5 users): £75–£150/month + optional devices
• Desk phones for all (10 users): £150–£300/month + device CAPEX or £30–£80/month device rental
• Heavy calling or recording: Add £3–£10 per user for extras, or move to a minutes bundle suited to your usage

Where Plexatalk fits

Plexatalk keeps small business phone system pricing simple. Our B500 plan is £10/month per extension and already includes 1 number + 500 UK minutes—ideal for small teams that want predictable VoIP phone system prices UK without combing through add-on grids. Prefer hardware included? B500+ adds a Yealink T31P desk phone on a straightforward minimum term. Growing fast or making lots of outbound calls? Choose Custom bundles (1,000–5,000 minutes) or SIP trunks so you’re not penalised for success.

What you won’t need to guess: IVR/auto attendant, ring groups/queues, voicemail-to-email, missed-call alerts, and desktop/mobile apps are standard—so your baseline is actually usable from day one. Typical number porting completes in 7–14 days, and you can go live immediately on new or temporary numbers while you wait.

If you’re budgeting, plan around £10–£30 per user for most providers—and then check the fine print on minutes, recording, devices and contract terms. With Plexatalk, the headline is the reality: a clear entry price, SME-first features included, and flexible bundles when you need more.

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Best Small Business Phone System UK – FAQ

Choose a UK-first system that fits your team

You don’t need to overpay or shoehorn your workflows into a US enterprise suite to get the best small business phone system UK teams actually use. Modern UK business phone systems give you the essentials—IVR, queues, call recording options, desktop and mobile apps—without the bloat, long contracts, or opaque add-ons. The key is UK-focused pricing, reliable hosting, and support that understands porting, 999/112 best practice, and the PSTN/ISDN switch-off timeline.

That’s exactly where Plexatalk small business shines. We’re built for SMEs first: clear bundles, quick go-live, UK-based support, and features your team will use from day one. If you’re comparing options, start with what matters—total monthly cost, minutes, devices, and the features you’ll rely on—and you’ll see how straightforward Plexatalk is.

Ready to see the fit for your team?
Compare plans, features and pricing here.

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