So many choices, so little clear information.  If you’re overwhelmed by small business VoIP telephone systems, you’re not alone. From clunky setups that frustrate your staff to advanced systems that actually improve workflow, the differences can be dramatic. Before you make the wrong move, learn why a ProDealer could be your best asset in choosing a system that fits your business. Keep reading to find out what really matters.

Small business VoIP telephone systems the differences

Small business VoIP telephone systems have become a go-to option for companies upgrading from traditional landlines. But not all systems are built the same. What’s under the hood—software configuration, available features, and phone hardware—can make or break your user experience. Many standard systems may look cost-efficient on paper but become frustrating in daily use when core features like hold, transfer, or intercom are either missing or too complicated to access.

The image above shows a clunky Cloud Phone used in many business settings. These phones tend to have fewer buttons, lack shared hold or call park functions, and offer limited user control. This slows down your team, especially in busy offices where call handling needs to be smooth. The time lost navigating inefficient systems adds up in labor cost and customer frustration.

A better alternative is the Cloud PBX Phone System. These systems are designed to provide a more familiar and functional experience, especially for office staff used to traditional multiline phones. Cloud PBX setups allow for smoother call transfers, real intercom functionality, and group voicemail options—features often missing in basic VoIP systems. The difference in user satisfaction is clear and often worth a slightly higher monthly investment.

The photo here showcases a more advanced Cloud Phone setup. You’ll notice the dedicated hold buttons, simplified call transfer, and speed dial functionality—all of which streamline internal communication. These phones work hand-in-hand with the software platform to reduce training time and improve efficiency across your team.

Cloud PBX Phone Systems

When businesses invest in new Cloud Phone Systems, they’re often doing so to support remote work, replace outdated PBX systems, or reduce high carrier fees. But switching providers just to save a few dollars per month—only to end up with fewer features and more frustration—can be a poor long-term decision. You want a system that supports your workflows, not one that forces your staff to adapt to its limitations.

This is exactly where a ProDealer makes a difference. ProDealers registered with MyProDealer aren’t tied to just one carrier. They compare options, configure systems to match your call flow, and act as consultants, not salespeople. Best of all, they’re compensated by the carrier, not you.  Recommended by 411 Telecom as a good resource. If you’re comparing small business VoIP telephone systems, don’t go it alone. A ProDealer can help you avoid the pitfalls of clunky software and guide you toward a system that actually works for your business.

Small business VoIP telephone systems

Dialpad

Dialpad targets sales teams and customer support centers. Limited call handoff features. Not designed for desk phones.
Cost: $$$$

RingCentral

RingCentral is considered a premium option with a robust feature set—depending on the phone model. Spectrum offers a lighter version. Ideal for feature-heavy needs.
Cost: $$$$$$

Vonage

Vonage is a Cloud Phone System that is good for international, but has a lot of hidden fees associated. Phones determine how friendly the use is.
Cost: $$$

Ooma

Ooma is a good fit for budget-conscious businesses. Add-ons needed for strong features. Desk phones are functional but clunky.
Cost: $$

Optima Ignite

Optima Ignite is best for solopreneurs looking to project a big image. Offers decent call handling and phone options.
Cost: $$

VoiceOne PBX

VoiceOne PBX supports 10–100 users and blends classic call handling with modern features. Remote and in-office friendly.
Cost: $$$

Microsoft Teams

Teams is best suited for government contractors. Costly and limited for traditional business call handling. Not ideal for desk phones.
Cost: $$$$$

8×8

8×8 is known for international calling with strong global coverage. Designed for desk phones, good mobile app.
Cost: $$$