The Best Cloud PBX Phone System for Small Businesses: Everything You Need to Know

    Last updated on Invalid Date
    4 min
    Select chapter

    Ready to build better conversations?

    Simple to set up. Easy to use. Powerful integrations.

    Get started
    Select chapter

    Ready to build better conversations?

    Simple to set up. Easy to use. Powerful integrations.

    Get started

    Are you in search of the perfect cloud PBX phone system for your small business? Look no further! A cloud PBX system brings the convenience and power of a traditional phone system to the cloud, offering unmatched flexibility, scalability, and cost-effectiveness. In this comprehensive guide, we'll explore all the essential details about cloud PBX phone systems for small businesses. From seamless call routing to advanced features and integrations with your business applications, discover how this technology can revolutionize your communication infrastructure. Get ready to propel your business forward with the best cloud PBX phone system available. Let's dive in!

    What is a cloud PBX? 

    A cloud PBX is a Private Branch Exchange phone system that operates in the cloud rather than relying on physical hardware. A cloud PBX system is readily accessible from any location with an internet connection. The calls and messages are transmitted through the internet rather than traditional phone lines. Cloud PBX systems offer small business owners a range of features and benefits, such as the ability to make and receive calls from anywhere, automatic call routing, and advanced call analytics.

    How Does a Cloud PBX System Work?

    A cloud PBX system unifies communications: calls, texts, email, or chat over the internet. The voice is transmitted from the internet to the cloud server, which then routes the call to the appropriate recipient. This process is instantaneous, so you don't have to worry about significant delays or dropped calls during your communications with customers. 

    A cloud PBX replaces traditional PBX systems that rely on physical switches to route calls with a reliable internet connection. Cloud-phone systems integrate with other software small businesses already use for business applications and offer unprecedented versatility and flexibility.

    The technology behind cloud PBX systems is constantly evolving, which allows them to offer more features and functionalities than ever before. For example, some cloud PBX systems will enable you to make calls from your computer or mobile device, which means you can work remotely or on the go without missing any important calls.

    How to Use a Cloud PBX System?

    Setting up a cloud PBX system is relatively easy, and the benefits of doing so are numerous. Could your small business benefit from a cost-effective call management solution? If so, a cloud phone service may be right for you. Take the next step toward digitally transforming your small business and consider opting for a cloud PBX phone. Here's a step-by-step guide to setting up a cloud PBX system for your small businesses:

    Step 1: Choose a Provider

    The first step to setting up a cloud PBX system for your small business is to choose a provider. There are many service providers in the market, so it's important to research available options and find the one that best suits your business needs.

    We advise you to look out for a provider that offers specific features you need, such as call forwarding, voicemail, and auto-attendants. Don't forget to consider factors like pricing, customer support, and reliability, as these will make all the difference in the long run.

    Step 2: Choose a Plan

    Once you've chosen a provider, select a plan that fits your budget and business needs. Most service providers offer a range of plans, from basic plans with limited features to more advanced plans with additional features and functionality for the smooth running of your business communications—Aircall offers free trials for new customers. Take advantage of these offers because they will help you try out the features before committing yourself.

    Step 3: Set Up Your Account

    You can set up your account once you've settled on a plan. This step usually involves providing basic information about your small business, including company name, address, and contact information. Some cloud PBX service providers may require you to provide payment information, depending on the provider and the plan you choose. You may have the option to pay monthly or annually.

    Step 4: Configure Your Settings

    Once you've successfully set up your account, the next step would be for you to configure the settings for your PBX phone system. Set up business phone numbers, create extensions for employees, and configure voicemail settings. These are essential steps you cannot afford to skip or mess up with.

    Don't forget to set up call forwarding, auto-attendants, and other features, depending on your provider and chosen plan. Take advantage of all available features and functionality to maximize the benefits of your cloud PBX system for your small business.

    Step 5: Start Using Your System

    This is the last step because your cloud PBX system is ready. But before you roll it out, test your cloud PBX phone system to ensure everything is working properly, and train your employees to use the system effectively.

    Classic PBX vs. Cloud PBX 

    Two main types of business phone systems are classic PBX and cloud PBX. 

    Classic PBX systems are physical, on-premise systems that require hardware installation and maintenance. Cloud PBX systems are hosted in the cloud and accessed via the internet. Here's a closer look at the pros and cons of classic PBX and cloud PBX:

    Classic PBX


    • Greater control over the phone system

    • Can be more cost effective for larger businesses

    • No reliance on internet connectivity


    • Higher upfront costs for installation and maintenance

    • Limited flexibility and scalability

    • Requires physical space to house the hardware

    Cloud PBX


    • Lower upfront costs

    • Highly flexible and scalable

    • Accessible from anywhere with an internet connection


    • Reliance on internet connectivity

    • Limited control over the system

    • Ongoing subscription fees

    Here is a table comparing the key features and benefits of each phone system:

    Published on January 2, 2024.

    Ready to build better conversations?

    Aircall runs on the device you're using right now.