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In today's hectic corporate world, effective communication is the key to success.     Whether you run a small startup or a large enterprise, an efficient phone system is crucial for seamless connectivity. That is where the IP PBX phone system comes to your rescue.     These modern phone systems offer cost-effective, feature-rich solutions to enhance business communication.     But with several options, how can you select the best one?     In this blog, we’ll explore what is IP PBX and how it works following with the top 10 IP PBX systems, their features, costing and setup process.     By the end, you’ll have a clear understanding of which system best fits your business needs.      

What is an IP PBX System?

  A PBX (Private Branch Exchange) phone system is a centralized internal communication network that manages incoming and outgoing calls and routes them to the appropriate departments.   It allows businesses to handle internal and external communication efficiently while integrating advanced features like:

• Voicemail
• Call forwarding
• Video conferencing

  Unlike traditional PBX systems, IP PBX systems provide greater flexibility, lower costs, and improved functionality.   According to Analytics Market Research, the worldwide IP PBX market will reach $85.14 billion by 2031, up from $20.19 billion in 2022. This sudden rise is driven by the growing demand for IP PBX for small businesses.  

How It Works

  An IP PBX system converts voice signals into data packets and transmits them over the internet. It consists of:

• IP Phones – Physical or software-based phones that connect to the PBX.
• PBX Server – Manages call routing, voicemail, and other features.
• VoIP Gateway – Converts analog signals into digital signals for seamless communication.

 

Choosing the Right IP PBX System

  With so many choices, how do you decide which is the best IP PBX system for your business? Consider the following factors:  

1. Budget

  Choose a system that fits your financial plan. Open-source solutions like Digium offer free versions, while premium solutions like CISCO and Avaya cater to enterprises.  

2. Features

  Identify the essential features your business needs—call forwarding, video conferencing, or CRM integration. Ensure the system supports them.  

3. Scalability

  If your business is growing, opt for a system that can expand with your needs, like Xorcom or Sangoma.  

4. Ease of Use

  Some systems require technical expertise, while others, like 3CX and Yeastar, offer simple interfaces for easy management.  

5. Security

  A secure IP PBX system protects against cyber threats. CISCO and Sangoma provide robust security features to safeguard your communications.  

Top 10 IP PBX Systems: Features, Cost & Setup

  Now that you understand how IP PBX systems work, let’s dive into the top 10 IP PBX systems that offer the best features, affordability, and ease of setup.  

1. Zoom Phone

  Zoom Phone is a video conferencing platform that allows people to connect online for video conference meetings, webinars, and live chat via a computer, desktop, or mobile application.  

Features

  The best feature of Zoom is that it allows participants to share their screens, share files, and use text chat inside the meeting group or privately with other members.  

Cost

  Zoom Phone has several price options, including a metered plan at $10 per user per month and a Pro plan for $18.32 per user per month paid yearly ($21.99 monthly).  

Setup

  Participants in Zoom meetings must have either the Zoom app, the meeting URL, or the Meeting ID and password.   Users may organize meetings by creating an immediate or planned meeting, which creates a meeting ID, password, and URL.   Passwords are set by default, however, users can join by simply clicking on the meeting URL.  

2. 3CX

  3CX PBX offers unified communication and collaboration options, including mobile and online conferencing.   Its skillfulness and rich functionality serve a wide range of corporate demands, improving cooperation and promoting effective communication across several channels.  

Features

  3CX features many services like:

• Call Parking
• Auto-attendant
• Multi-level IVR
• Voicemail transcription

 

Cost

  The 3CX comes with multiple plans: Let us check out these plans below:

• The free plan comes with unlimited users for $0 forever.
• The 3CX SMB plan costs $175 annually
• The 3CX Pro plan costs $145 annually
• The 3CX ENT plan costs $180 annually.

 

Setup

  They provide flexible installation choices and scalability for expanding enterprises.  

3. RingCentral

  RingCentral's hosted PBX phone system includes a full range of communication products including messaging, video conferencing, and collaboration tools.   This single platform boosts productivity and efficiency, enabling companies to streamline processes and increase cooperation, ultimately improving overall business performance.  

Features

  The company has countless features like:

• Visual Voicemail
• Voicemail to email
• Vanity numbers
• Multiway conference calls

 

Cost

  To use the services, you get three plans for which you have to pay every month.

1. Core: $20 per user
2. Advanced: $25 per user
3. Ultra: $35 per user

 

Setup

  RingCentral provides a smooth connection to set up easily with mobile applications.  

4. CISCO IP PBX

  CISCO IP PBX is the preferred IP PBX system for a major worldwide organization. It offers a full set of capabilities, stability, and flawless performance.   CISCO provides a range of IP PBX solutions for businesses with 25 to 1000 users.  

Features

  They offer the best features like:

• Unified messaging
• Mobility
• Auto-attendant
• Instant messaging
• Voice mail
• Video conference

 

Cost

  It's hardly unexpected that CISCO meets the description, although at a higher-than-normal cost. A typical estimate for the basic service is $600 per user.  

Setup

 

1. Connect IP phones to the network with Ethernet wires.
2. Turn the phones on and off to allow them to register with the CUCM server.
3. Use the web interface or the phone's menu to adjust settings like:

• IP Address: Check that the phone has the right IP address and network settings.
• Extension: Assign the phone to a certain extension.
• Voicemail settings: Make sure you configure the voicemail settings.
• Security: Lastly, you must use the right security profile.

 

5. Avaya PBX System

  Avaya PBX system focuses on pioneering communications, and its UC solution now commands a respectable market share.  

Features

  Avaya offers a variety of capabilities, such as:  

• Unified communication
• Avaya IP Office 500
• BYOD

 

Cost

  Avaya Cloud Office has three price plans for the users. These are their plans listed below:

• Core ($20 per user/month)
• Advanced ($25 per user/month)
• Ultra ($35 per user/month)

 

Setup

 

1. Installation: Physically connect the Avaya IP phones to the network.
2. Registration: Add the phones to the Avaya PBX system.
3. Configuration: Set up the phones with the relevant settings, such as SIP domain, proxy server, and voicemail access code.
4. Codec Selection: Select your chosen codecs for voice transmission.
5. DTMF Support: Set the DTMF (Dual-Tone Multi-Frequency) tone transmission technique (e.g., RFC2833).

 

6. GRANDSTREAM IP PBX

  Grandtream IP PBX offers a complete, user-friendly on-premise solution with unified communication features that do not require any licensing, upgrades, or feature-specific expenses.  

Features

  Grandtream comes with features including:

• Auto-provisioning
• Call recording
• Multi-site support

  Their best product is the Grandstream ucm6301 IP PBX. If you are thinking. Why? Let us look at one of the client reviews of this product on Reddit.   As per a user they said, "Grandstream UCM6301 is suitable for our needs, including 30 extensions, call groups, a simple IVR with 5 selections, recording and routing for work and out of work hours, and internal call rules."

Cost

  The Grandstream UCM Series provides enterprise-grade capabilities at variable prices.  

Setup

  There are three methods to setup Grandstream, which are mentioned below:  

1. If you select DHCP, please press F3 to save and reboot the phone; the phone will automatically receive an IP address from the DHCP server.
2. If PPPoE is chosen, you will require a PPPoE account and password; if you do not know them, please contact your network administrator.

Enter the needed account name and password, then press F3 to save and reset the phone.  

3. If you select static IP, please input the IP address, Subnet mask, Default Gateway, and DNS Server (optional) accurately; then press F3 to save and reboot the phone.

 

7. Asterisk PBX

  Asterisk is an open source VoIP PBX known for its versatility in developing diverse communication solutions.   Its capabilities allow you to create many independent PBX setups from a single software installation.  

Features

  This multi tenant VoIP PBX includes a variety of functions like:

• Voice mail
• Conference calling
• Interactive voice response
• Automated call distribution

 

Cost

  Asterisk costs between $1,000 and $5,000 for hardware, including installation and maintenance expenses.  

Setup

 

1. Select hardware and configure it with an E1 interface.
2. Now install the operating system.
3. Then install the ASTERISK software and drivers.
4. Configure the Terratel D-401E phone card using Asterisk.
5. Now set up the ASTERISK software program.
6. Again, setup E1 Interfaces using PRI Signaling.
7. Finally, set up DAHDI.

  Also read: Multi Tenant PBX Open Source: Key Benefits for Businesses  

8. Sangoma IP PBX

  You might have heard of Sangoma, who is one of the contenders for reaching the top spot in the IP PBX market.   Its product PBXACT UC-40 is aimed at the SMB segment with support for 30 concurrent calls across 40 users.   Fun fact: Sangoma is one of the sponsors of a successful IP PBX Phone System called Asterisk.  

Features

  Sangoma IP PBX provides user-friendly features such as:

• Parameter setting
• simple integration with third-party apps
• Zero-touch provisioning
• Conferencing pro

 

Cost

  Sangoma is a cloud based VoIP PBX that provides their products at variable prices.  

Setup

 

1. Press the Menu button, press the (*) key three times, and hold the (X) key for 10 seconds.
2. To locate the phone's IP address, go to the Configuration button → Status → Information → IPv4.
3. Input this IP address into your web browser's address field to access the phone's web configuration interface.
4. The default username and password are admin. You will have to create it from your end.

 

9. Mitel IP PBX

  Mitel IP PBX is a cloud-based communication platform that lets enterprises manage their voice communications via VoIP technology.   There is one piece of information that very few people know, which is that Shoretel PBX has now become part of the Mitel company.  

Features

  They are easy to manage and cost-effective, you can select from private, public, or hybrid solutions. You are also provided with all accessibility tools in one platform.  

Cost

  Price is based on a quotation basis, but Mitel MiCloud's pricing ranges between $20.99 to $38.49 per user/month.  

Setup

 

1. Unpack and connect the phone to a power supply and network.
2. Log in with your phone number and PIN.
3. Record your voicemail greeting and name.
4. Lastly, change your PIN.

 

10. Yeastar IP PBX

  Yeastar offers credible, cost-effective, and high-performance on-premise IP PBX systems, particularly the S series for small enterprises with 20 users.   This high-end system supports four analog phones and two SIP trunks, making it an excellent choice for small enterprises.  

Features

  Yeastar offers features:  

• Call forwarding
• Call queue
• Ring group
• Auto attendant
• Conference calls
• Easy integration with Salesforce CRM

 

Cost

  The price of Yeastar S300 VoIP PBX is Rs 100,000 a piece.  

Setup

 

1. Loosen the screws at the bottom of the gadget.
2. Remove the top cover.
3. Insert the module into the Module Slot.
4. Insert a SIM card into the GSM/3G/4G LTE module as instructed.
5. Close the lid and secure the screws.
6. Rotate the antenna towards the Antenna Socket.

FAQs

 

Q1. What is the best IP PBX for small businesses?

  For small businesses, Zoom and RingCentral offer cost-effective, user-friendly solutions with amazing features.  

Q2. What are the features of a PBX system?

  The key features of the PBX system include call routing, voicemail, auto-attendant, call recording, conferencing, and mobile integration.  

Q3. How do I set up a PBX system?

  To set up a PBX system, choose software, install necessary hardware, configure settings, integrate VoIP PBX services, and test the system. Interface Digital Solutions, is an expert business automation service provider in Mumbai. They offer reliable solutions for your communication need and set up the most suitable IP PBX system that your business needs.  

Q4. Which is better, PBX or VoIP?

  PBX refers to the private phone system itself, while VoIP is the technology enabling internet-based calls. Many modern PBX systems include Voice over IP PBX for cost savings and flexibility.  

Conclusion

  As we have mentioned all the top 10 IP PBX Systems, now you will be able to decide which IP PBX system is right for you.   Invest your money in those systems that can significantly enhance your business communication while reducing costs.   If you need an easy-to-use, budget-friendly system, go for the Yeastar s20 VoIP PBX, Yeastar s300, or 3CX.   For a scalable, feature-rich solution, Zoom and RingCentral is the best VoIP PBX for small businesses. Enterprises needing top-tier security should consider CISCO or Avaya.   No matter your business size, there’s a perfect IP PBX system for you. Take the time to assess your needs and invest in a solution that will grow with your business!  

Also read: Key Features to Look for in an IP PBX System