The top automated phone systems for small businesses in 2025

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Constant interruptions from phone calls can seriously impact your ability to efficiently run and scale your small business. You lose precious time answering the phone and directing callers, which can be a source of ongoing frustration and a big productivity block.

An automated phone system can solve these challenges! These systems handle call routing and management automatically, freeing up your time and improving efficiency while ensuring your customers get the professional service they expect.

But with so many available options, choosing the right system for your business can feel overwhelming. In this comprehensive guide, we'll walk you through everything you need to know about automated phone systems and introduce you to the seven best options for small businesses in 2025. Discover how to improve the customer experience, save time, and increase efficiency with the right automated phone system.

TL;DR

• Automated phone systems are crucial for small businesses to combat constant interruptions, improve efficiency, and enhance customer satisfaction.

• Outdated phone systems lead to higher staffing costs, poor customer service, missed sales opportunities, inefficiency, and a lack of professionalism.

• Automated phone systems work by routing calls with interactive voice response (IVR) and can integrate with CRMs and use AI for natural language requests.

• Key benefits include increased customer satisfaction, reduced operational costs, and improved efficiency and productivity.

• Essential features to look for are smart call routing, auto-attendant, integrations, AI capabilities, multi-level IVR, and advanced analytics.

• Setting up an auto-attendant involves choosing a provider, defining your call flow, recording greetings, setting up extensions, and thoroughly testing the system.

• Aircall is the best choice for scaling businesses due to its cutting-edge features like AI Voice Agent, smart call routing, cloud-based IVR, and 200+ integrations.

The downfalls of using outdated phone systems

In our 2024 The Voice of SMBs report, 72% of small businesses expressed that their main focus next year will be customer satisfaction. But keeping customers happy is a major challenge when you can't stay on top of their calls and queries.

Running a small business without an auto-attendant phone system can lead to several obstacles that affect both your team and your bottom line, including:

• Higher staffing costs: Manual call handling often requires additional staff to manage phone lines, increasing your operational expenses

• Poor customer service: Without an automated system, customers may experience long wait times or difficulty reaching the right department, leading to frustration and dissatisfaction

• Missed sales opportunities: Important calls can go unanswered or be routed incorrectly, resulting in lost sales and potential revenue

• Inefficiency: Your team spends valuable time managing calls instead of focusing on core tasks, reducing overall productivity and effectiveness

• Lack of professionalism: A busy phone line with no proper routing can give customers the impression of disorganization, potentially harming your business's reputation

Addressing these challenges with an automated phone system can streamline your operations, improve customer satisfaction, and ultimately drive growth for your business!

How do automated phone systems work?

Automated phone systems use intelligent call routing technology to direct incoming calls to the right person or department without manual intervention. When a customer calls your business, they're greeted by a professionally recorded message that presents them with menu options (like "Press 1 for Sales, Press 2 for Support").

The system then automatically routes the call based on the caller's selection. Modern automated phone systems go beyond simple menu navigation—they can integrate with your CRM, provide real-time analytics, and even use AI to understand natural language requests. This technology ensures every call is handled efficiently while maintaining a professional image for your business.

Benefits of automated phone systems

Automated phone systems can help you improve operations, increase efficiency, streamline communications, and enhance customer satisfaction—essential goals for many small businesses. Here are the key benefits of using automated customer service for your small business:

Increased customer satisfaction

We've found that 48% of businesses feel AI-supported tools help drive customer satisfaction! Auto-attendant systems, often enhanced with AI features, provide small and medium-scale businesses with a more organized and streamlined approach to handling customer calls, which can lead to higher customer satisfaction.

Auto-attendant systems also reduce wait times and ensure customers are directed to the appropriate department or representative, increasing the likelihood of resolving their inquiries quickly and effectively.

Reduced operational costs

Auto-attendant systems reduce the need for a dedicated receptionist or operator, helping minimize your business expenses significantly! With an automated system in place, calls can be routed automatically, reducing the workload on employees and allowing them to focus on other important revenue-generating tasks.

Features like voicemail and after-hours routing ensure businesses never miss a call, even outside business hours—turning potential missed opportunities into captured leads.

Improved efficiency and productivity

By automating call routing, companies can reduce the time and resources required to handle calls manually. This frees up employees to focus on other critical tasks, such as providing customer support, closing deals, or completing important projects.

Auto-attendant systems also provide valuable insights into call volume and duration, allowing businesses to identify areas where they can improve their operations further and make data-driven decisions about staffing and resource allocation.

7 top automated phone systems in 2025

It's important to first evaluate small business phone systems before deciding on the best option for you. Our top seven choices for 2025 include Aircall, RingCentral, Grasshopper, Dialpad, CloudTalk, Ooma, and 8x8.

Let's take a closer look at what each of these options has to offer and how they can transform your business communications!

1. Aircall

Aircall is designed to help small businesses manage their calls more efficiently while scaling seamlessly! With advanced features like AI Voice Agent, smart call routing, call queuing, and comprehensive call recording, Aircall is a complete customer communications platform that revolutionizes how you handle your sales and customer support processes.

Its intuitive dashboard allows you to manage your team and track your performance in real time, while seamless integrations with 200+ tools like HubSpot, Salesforce, and Zendesk keep all your information connected and minimize back-and-forth between platforms.

• Features: AI Voice Agent, international and toll-free numbers, cloud-based IVR, smart call routing, extensions, business hours management, and comprehensive analytics

• Integrations: 200+ integrations, including ActiveCampaign, Monday.com, and Zapier

Price: From $40/month/user

See for yourself why Aircall stands out as the best automated phone system, with features ranging from automated phone handling to intuitive IVR and AI Voice Agent. Try it free today!

Get started with Aircall

RingCentral

RingCentral gives you an overview of the status of all your rooms and devices.

RingCentral comes with various features, including auto-attendant, call forwarding, and call queuing. It also has a mobile app that allows you to make and receive calls on the go.

With RingCentral, you can set up virtual meetings, send messages, and share files with your team. However, some users express complaints about customer support quality and system complexity.

• Features: Video conferencing, toll-free phone number, automatic call recording, and visual voicemail

• Integrations: 200+ integrations, including Google, Microsoft, and Salesforce

• Price: From $30/month/user

See our RingCentral alternatives comparison for more information, or check out an in-depth review of RingCentral vs. Aircall. 

Grasshopper

Grasshopper is available on both desktop and mobile devices.

Grasshopper allows you to make and receive calls from both desktop and mobile devices. Its auto-attendant feature can direct callers to the appropriate department or individual, and it also comes with a time-saving call forwarding feature.

Grasshopper has a range of practical functionalities, including voicemail transcription, business texting, and custom greetings. However, the platform is only available in the US and Canada, which limits its global appeal.

• Features: Desktop and mobile apps, VoIP/Wi-Fi calling, extensions, and basic reporting

• Integrations: No direct integrations available

• Price: From $14/month/user

Dialpad

Dialpad’s AI features summarize your calls and automatically extract action items.

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Dialpad offers features like auto-attendant, call recording, and call routing. Its AI-powered Voice Intelligence (Vi) technology allows you to transcribe calls, take notes, and get real-time insights into your conversations.

Dialpad also integrates with popular tools like Google Workspace, Salesforce, and Zendesk, helping you keep all your apps connected. However, some users report call quality and connection issues.

• Features: Visual voicemail, caller ID, international calling, and three-way calling

• Integrations: 70+ integrations, including Microsoft Teams, Slack, and Zapier

• Price: From $27/month/user

See our Dialpad alternatives comparison for more information, or check out an in-depth review of Dialpad vs. Aircall.  

CloudTalk

Use CloudTalk’s real-time dashboard to monitor metrics like abandon rate, average waiting time, and average call duration.

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CloudTalk comes with features like auto-attendant, call forwarding, and call queuing. It also has a mobile app that allows you to make and receive calls on the go.

The platform lets you set up virtual meetings, send messages, and share files with your team, helping you streamline internal as well as external communication. Some users do report connection issues and limited customization options.

• Features: Extensions, power dialer, voicemail, and call notes

• Integrations: 36 integrations, including HubSpot, Salesforce, and Zendesk

• Price: From $34/month/user

See our CloudTalk alternatives comparison for more information, or check out an in-depth review of CloudTalk vs. Aircall.  

Ooma

Ooma provides a reliable business phone system with essential automated features for small businesses. The platform focuses on delivering quality voice services with straightforward auto-attendant capabilities and basic call management tools.

Ooma offers competitive pricing and decent call quality, making it a budget-friendly option for businesses that need basic phone system functionality without advanced features.

• Features: Auto-attendant, voicemail, call forwarding, and basic analytics

• Integrations: Limited integrations with major business platforms

• Price: From $20/month/user

8x8

8x8 offers a comprehensive communications platform that combines voice, video, and messaging capabilities. The system includes auto-attendant features and integrates well with popular business applications.

While 8x8 provides a full suite of communication tools, some users find the platform complex and report occasional service reliability issues during peak usage times.

• Features: Auto-attendant, video conferencing, team messaging, and analytics

• Integrations: Strong integration ecosystem with major business tools

• Price: From $24/month/user

Key features to look for in an automated phone system

When selecting an automated phone system for your small business, focus on these essential features that will maximize your investment and improve customer experience:

• Smart call routing: Advanced routing capabilities that can direct calls based on time of day, caller location, or specific criteria

• Auto-attendant: Professional greeting system with customizable menu options that reflect your brand

• Integrations: Seamless connectivity with your existing CRM, helpdesk, and business tools

• AI capabilities: Modern AI features like voice recognition, automated responses, and intelligent call handling

• Multi-level IVR: Interactive Voice Response system that can handle complex customer inquiries efficiently

• Advanced analytics: Detailed reporting on call volume, duration, and performance metrics to optimize your operations

How to set up an auto-attendant for small businesses

Setting up auto-attendants for your small business is easier than you might think! With the right tools and proper guidance, you can quickly implement a professional phone system to impress your customers and help streamline your communication.

Here is a five-step process to follow when setting up an auto-attendant for your small business:

Step 1: Choose an auto-attendant provider

The first step is to choose an auto-attendant provider that suits your business needs. You'll find several options on the market, such as Aircall, RingCentral, Grasshopper, Dialpad, and CloudTalk. Research each provider's features, pricing, and customer reviews before making a decision.

Step 2: Define your call flow

Next, you need to define your call flow. This involves deciding the options you want to provide callers (such as press 1 for sales, press 2 for support, or press 3 for billing). You should also determine what happens if a caller doesn't select an option. For example, will they automatically be sent to a human customer support agent or reverted back to the menu?

Step 3: Record your greetings

Your auto-attendant greeting is the first thing customers will hear when they contact your business. Record a professional and informative greeting that explains the caller's options to set the right tone for your business communications.

Step 4: Set up your extensions

Once you've defined your call flow and recorded your greetings, it's time to set up extensions. Assign each option to the appropriate department or individual handling the queries. For example, press 1 for sales would be assigned to your sales team, while press 2 for support would be assigned to your customer support team.

Step 5: Test your system

You need to test your auto-attendant system thoroughly before you launch it. Call your business from different numbers and try all menu and extension options to ensure customers have a smooth experience. Also ensure your team is familiar with the system and knows how to handle calls from it.

For more tips on automation, check out our automation guide for small businesses.

Never miss a call again with Aircall's automated phone system

Automated phone systems are transforming how small businesses handle customer communications—increasing efficiency, reducing costs, and dramatically improving customer satisfaction! The right system can be a game-changer for your business operations and growth trajectory.

When comparing options, Aircall stands out as the premier choice for scaling businesses in 2025. With cutting-edge features like AI Voice Agent, smart call routing, cloud-based IVR, and 100+ seamless integrations, Aircall offers everything you need to streamline communication and boost productivity.

The platform's intuitive interface, advanced analytics, and exceptional customer support make it the perfect solution for businesses ready to take their customer communications to the next level!

Transform your customer communication with Aircall's easy-to-set-up automated phone system and never miss a call again. Try Aircall for free today!

Get started for free

Frequently asked questions

Which phone system is best for a small business?

Aircall is the best automated phone system for small businesses, offering AI Voice Agent, smart call routing, 200+ integrations, and intuitive setup that grows with your business.

How much is an automated phone system?

Automated phone systems typically range from $14-$40+ per user per month, depending on features and capabilities. Aircall starts at $40/month/user and includes advanced AI features and premium integrations.

How do I set up an automated phone system?

Setting up an automated phone system involves five key steps: choosing a provider, defining your call flow, recording professional greetings, setting up extensions, and thoroughly testing the system before launch.

Published on July 18, 2023.