Automated phone systems are an essential component of creating a call routing strategy. With features such as call queues, personalized greetings, extensions, and voicemail boxes, these systems empower small businesses to enhance communication efficiency and elevate the caller experience. While pricing can vary widely among providers, you can generally expect monthly fees to fall between $15 and $40 per user.
To help you discover the perfect fit for your needs, I’ve put together a list of the best auto attendant phone systems along with their unique use cases and an overview of how each solution can transform your business communications.
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1
Nextiva
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Any Company Size
Any Company Size
Features
24/7 Customer Support, Coaching Tools , Online Account Management, and more
2
800.com
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Small (50-249 Employees), Medium (250-999 Employees)
Small, Medium
Features
Call Management/Monitoring, Call Routing, Contact Center, and more
Why you can trust Fit Small Business
Fit Small Business (FSB) is a reliable source for technology advice, built on a rigorous editorial policy that evaluates products and services valuable to small business owners. In every article, we assess the quality of each provider using a set of evaluation criteria. If you would like to learn more about how I evaluated each auto attendant phone system, please visit the methodology section at the end of this article.
Lead Writer, VoIP at Fit Small Business
Comparing the best auto attendant phone systems
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RingCentral: Best overall automated attendant phone system
Pros
- User-friendly interface with drag-and-drop features (e.g., Visual IVR editor)
- Highly customizable call management with flexible prompts and call routing
- Up to 250 voice menus and submenus per account
Cons
- Limited SMS credits across plans
- Unlimited storage for call recordings only unlocks at the highest plan
- Automatic call recording and internet fax aren’t available on the base plan
Read our RingCentral review
My expert opinion
I consider RingCentral the best overall auto attendant phone system because of its effective call management and routing tools, such as IVR, custom business hours, call handling, and a dial-by-name directory. These tools enable businesses to cope with any call type, volume, and flow with self-service capabilities, such as an AI-powered receptionist who can route calls and answer simple inquiries.
Its multilevel auto attendant enables users to create complex call flow configurations using up to 250 menus, including submenus. The Visual IVR editor simplifies call management with intuitive customization of phone tree menus and inbound call routing. In addition to call routing solutions, its analytics tools record and analyze agent calls, providing insights into client sentiment and interactions.
Despite its extensive features, RingCentral does not offer unlimited text messaging. In contrast, Talkroute offers metered and unmetered business messages, generous call management, and videoconferencing tools. Similarly, Grasshopper offers unlimited business texting with all its plans.
*Pricing is for 1-100 users, but custom pricing is available for larger teams.
- Phone extensions: Assigning extensions allows you to connect multiple departments from different locations. Each employee also gets a distinct number with voicemail and answering rules.
- Call delegation: Enable admins to assign assistants to answer calls on behalf of a line owner. A delegate can manage multiple incoming calls for up to 10 executives.
- Shared lines: Share a single phone line across multiple phones to answer calls from any phone and efficiently distribute calls within your workspace.
Create shared line groups to route calls to up to 16 phones. (Source: RingCentral)
Nextiva: Best for customer communication
Pros
- AI features, like smart routing and chatbots, are offered in a modern and intuitive interface
- Customer experience tools, including a unified shared inbox and video screensharing
- Unlimited business voice and video conferencing across plans
Cons
- Limited SMS messaging across plans
- Call recording isn’t available on the base plan
- CRM integrations are only accessible as an add-on feature
My expert opinion
Nextiva is always my top choice for customer experience and engagement, which makes it one of the best auto attendant platforms for call management. As an experience management solution, employees working off-site can use the Nextiva mobile app and remote call management features to manage calls from anywhere effectively. This allows you to maintain professionalism and accessibility to your customers.
Like RingCentral, Nextiva has a multilevel auto attendant with intuitive menu options and submenus. It’s completely customizable, letting you record announcements, use custom greetings, assign phone numbers, and configure call forwarding. It also provides features that allow businesses to streamline customer communications, including call pop, automatic surveys, conversation analysis, and intelligent automation.
Despite this fact, Nextiva is one of the only providers on this list that only offers CRM integrations as an add-on for its small business plans. If you want a provider that includes a comprehensive suite of third-party apps without the extra fees, consider RingCentral.
*Nextiva also offers enterprise-grade contact center plans with multiple pricing tiers.
- Smart call routing: Automatic transaction routing and AI features directly send calls to the correct department for more efficient call management.
- Directed call pickup: This feature lets you pick up an incoming call on another user’s extension using a feature access code. It is helpful if a teammate is away from their desk.
- Voicemail transcription: Nextiva uses AI to convert audio voicemails into written transcripts, making it easier to access messages on the go.
Read or listen to your voicemails in the NextivaONE app. (Source: Nextiva)
GoTo Connect: Best for scalable plans
Pros
- Unlimited auto attendants and customizable dial plans across plans
- Attendant console for efficient call management
- Customizable messages with unlimited greetings
Cons
- Most AI features are only included in higher-tier plans
- Doesn’t offer a free trial for the phone plans
- Lacks transparent pricing on the website
Read our GoTo Connect review
My expert opinion
GoTo Connect is my top choice for scalable plans because it offers three distinct phone subscriptions with different automated phone system features. For example, the business phone plan includes unlimited auto attendants and custom greetings, making it more straightforward to build complex phone systems and handle a large number of calls.
The next plan is Connect CX, which includes an auto attendant console that enables team members to visually analyze incoming calls and direct them to the correct departments within a single, centralized workspace. For businesses that need the most advanced call routing, the contact center plan offers intelligent and skill-based routing with specific call assignments.
However, the downside of this scalability is that most of GoTo Connect’s more advanced AI tools, such as AI chat analysis and assistants, are not available on the base plan. For more advanced auto attendant features across all plans, I recommend looking into Talkroute.
- Contact sales for pricing on the business phone, customer experience, or contact center plans.
- Customizable dial plans: Use the visual call flow editor to create unlimited dial plans with customizable call routing, scheduling, and auto attendant features.
- Text-to-speech greetings: Create messages and greetings for your auto attendant system with the help of AI.
- Call routing optimizer: The call analytics features allow you to view changes in your call flow and optimize your routing to create the best customer journeys.
View custom reports to optimize your call flows. (Source: GoTo Connect)
MightyCall: Best for cloud call centers
Pros
- Unlimited calling, SMS, and MMS messaging
- Three local or toll-free business numbers included in each plan
- CRM integrations are available across plans
Cons
- Requires a minimum number of users in all plans
- No call analytics in the basic plans
- Doesn’t offer video conferencing
Read our MightyCall review
My expert opinion
Although there are many reasons why you may be interested in an auto attendant phone system, call centers, sales, and customer support teams often benefit the most from this feature. Therefore, I wanted to choose at least one standout provider for cloud call center solutions, and MightyCall is my top choice.
As a low-cost, fully cloud-based system, MightyCall doesn’t require expensive hardware, which minimizes maintenance costs and upfront fees. The mobile app also boosts flexibility because it lets you manage calls on the go. The system also has generous call routing and forwarding features that offer flexibility for agents who are answering calls in multiple locations or a single office.
However, MightyCall lacks collaborative features like video conferencing. For teams that want a more expansive feature set for remote work, try GoTo Connect. It facilitates file sharing and messaging, streamlining communication flows.
*There is a 3-user minimum for the Core, Pro, and Power plans.
- Call verification: MightyCall utilizes STIR/SHAKEN protocols to block unwanted and spam calls, ensuring customers can reach your business when needed.
- Cold transfer: This involves passing an incoming call to another agent or department without prior notification to the receiving party. It creates an efficient and seamless call management flow, optimizing resource utilization and the customer journey.
- Call notes: Allow agents to document calls and add comments or notes after a call. This makes it easier to capture and share important information with the team.
Agents can create and keep track of call notes with MightyCall. (Source: MightyCall)
Grasshopper: Best for virtual numbers and extensions
Pros
- Fixed monthly fee with unlimited users for each plan
- Unlimited business calling and texting provided
- Toll-free, vanity, and local virtual phone numbers offered
Cons
- Limited advanced call management features
- Lacks unified communication tools
- Doesn’t provide international numbers
Read our Grasshopper review
My expert opinion
Grasshopper is my preferred choice for small teams because it offers affordable shared phone numbers with multiple extensions. This allows you to present a professional image with a single business number that connects to various extensions for sales, support, and management. These features eliminate the need for multiple phone lines, helping to reduce costs while maintaining efficiency and organization.
Depending on the size of your business, this provider offers the best options for solopreneurs and small businesses. Specifically, Grasshopper provides multiple plans, and its auto attendant phone system is both customizable and easy to configure. Additionally, users can integrate Ruby Receptionist into their Grasshopper account to have live virtual receptionists handle their calls.
Additionally, Grasshopper offers essential voice features, like different virtual phone number options. However, if you need a unified communications solution with extensive collaboration tools, you’re better off with Nextiva. It’s a powerful collaboration solution with voice, chat, video, and customer engagement tools.
- Call blasting: This paid add-on rings up to 15 lines simultaneously, so you can avoid missed calls and lessen wait times.
- Instant Response: Automatically send a text message to new callers when you miss their call. Showcase your brand by inserting images and website links.
- Call analytics: Collect usage, activity, and call information data. Each report includes call-tracking metrics that deliver valuable insights into every aspect of your calls.
Use Grasshopper reports for details on call usage and activity. (Source: Grasshopper)
Talkroute: Best for business messaging
Pros
- Unlimited inbound and outbound calling in the US and Canada
- Call forwarding, routing, and stacking are available across plans
- Professional voice-over services through the Voice Studio
Cons
- Auto attendant not included in the Basic plan
- Multilevel IVRs are included only in the Pro and Enterprise plans
- Requires Zapier to connect to third-party integrations and apps
Read our Talkroute review
My expert opinion
As your business grows, Talkroute’s metered and unmetered texting is ideal for small teams relying on SMS to communicate with customers. Use your primary business number to send and receive text messages, ensuring timely responses to customer inquiries.
Whether it’s a quick question, feedback, or a service inquiry, Talkroute’s text messaging allows for rapid replies, resulting in better response times and higher customer satisfaction. Its entry-level plan also includes unlimited incoming and outgoing calls and 500 text credits, with unlimited messaging on the higher tier plans.
At the same time, Talkroute falls short on third-party integrations because it doesn’t have native integrations and requires Zapier to establish connectivity. For a more inclusive auto attendant phone system, RingCentral features robust third-party integrations, connecting with over 500 business apps, including CRM platforms.
- Voice Studio: Talkroute’s voice talent services provide professional-sounding prompts for your phone system. Submit a script through a website form and receive your voice-over recording after three days.
- Call reporting and analytics: Access detailed historical reports and call information, including date, time, caller ID, and status. When retrieving information, use filter options to select the specific data you want to view.
- Scheduled call forwarding: Create a custom weekly schedule for routing your calls to specific extensions. You can also set up times for calls to ring on specific phones.
Create custom call schedules in your Talkroute account settings. (Source: Talkroute)
Vonage: Best for mobile call management
Pros
- Mobile application with remote call handling features
- Virtual receptionist with customizable greetings and call scheduling
- User-friendly call management system
Cons
- Early termination fees for canceling an annual plan before the contract ends
- Additional fees are incurred for basic phone features, like virtual extensions and local numbers
- Virtual receptionist can only handle calls in English
My expert opinion
Vonage is an excellent choice for managing mobile calls due to its user-friendly mobile application and extensive range of remote calling features. Vonage Business Communication (VBC) provides several “Never Miss a Call” features, such as voicemail-to-email and call forwarding, both of which can be easily set up with the click of a button.
Additionally, businesses can schedule a virtual receptionist to create self-service call pathways for potential clients and customers. Through the VBC mobile app, you can take your entire business phone system on the go, whether you have an Android or an iPhone. You can also use the App Center to add integrations from Vonage or third-party providers, like virtual assistants or CRMs.
Although Vonage provides cost-effective monthly plans, the à la carte service means that adding VoIP features, like virtual phone extensions, local numbers, and business call recording, incurs additional monthly fees. For a more affordable automated phone system, check out Grasshopper.
- Mobile call management: The Vonage mobile app allows you to manage your business phone system through Android or iOS. Call forwarding, simultaneous rings, and follow-me features make mobile call management more convenient.
- Busy lamp field (BLF): This feature allows you to view the call status of up to 50 lines in your phone system. You can also use BLF keys to speed-dial extensions and streamline employee communication.
- Call dashboard: Display user extensions, parked calls, and call queues in the call dashboard, with customizable settings to change which tables or information is displayed.
View user extensions and call queues in the Vonage call dashboard. (Source: Vonage)
How I evaluated the best auto attendant phone systems
I looked at several VoIP phone systems with auto attendants in their subscription plans. From there, I chose the top seven providers by evaluating factors critical to small business owners, such as pricing, key features, and ease of use. Learn how I assessed the top auto attendant phone systems by clicking on the tabs below:
20% of Overall Score
Cost is a key factor when choosing an automated phone system for my small business. I rated each provider based on the current cost of its plans and confirmed whether there is a free trial, annual billing, termination fees, and volume discounts.
30% of Overall Score
A small business phone system with an auto attendant should include basic functionalities, such as menus, voicemail transcriptions, and unlimited domestic calling. Providers who offered standard tools like number porting, integrations, and mobile apps also received higher scores.
15% of Overall Score
An automated phone call system should include advanced call management tools to ensure a smooth call routing experience. These include custom greetings, analytics, call handling capabilities, working hours configuration, and virtual numbers.
10% of Overall Score
Usability is crucial for businesses new to setting up automated phone systems. The system should be easy to set up and operate, particularly for small businesses with limited in-house technicians and IT experts. An intuitive interface is also essential, enhancing the overall user experience and boosting providers’ ratings.
10% of Overall Score
In my review, I assessed each provider’s support options and whether they included phone, live chat, and an email ticketing system. As I looked through several auto attendant phone systems for small businesses, I awarded extra points to those offering 24/7 support across all channels.
15% of Overall Score
To develop my expert score, I considered each phone system’s standout features and overall value for the cost. I also evaluated its interface and phone menu editors for usability. Finally, I looked at online reviews of real customers to measure each platform’s popularity and ease of use.
*Percentages of overall score
Frequently Asked Questions (FAQs)
The cost of an auto attendant varies based on the service provider. While some providers charge extra for auto attendant features as an add-on, most include it as part of the monthly fee for a business phone answering system. On this list, Grasshopper offers the lowest-cost annual plan at $18 per month for a phone system with auto attendant features. However, higher-tier or enterprise plans can be more expensive.
The primary benefit of using an auto attendant is enhancing the caller experience. Auto attendants greet callers, provide company information, and route calls to the right destination, helping create more efficient call flows. They also support self-service by instantly giving callers the answers they need and reducing wait times for human agents to answer calls.
Setting up an automated phone system first requires choosing a service provider. You can use our guide to find the right auto attendant phone system for your business. Then, create a call management plan using the provider portal, dashboard, or mobile application.
Your plan should include custom messages and call flows, so begin by recording or uploading call greetings and then constructing menu options to route calls through your business directory. Finally, you can enable additional features, like voicemail options, custom caller IDs, and call forwarding to extensions and business phone numbers.
Bottom Line
Auto attendant phone systems are game-changers for businesses looking to enhance their call management and elevate customer service. Acting as virtual receptionists, they expertly route calls to the right departments, individuals, or extensions. By efficiently managing call flows, auto attendants not only minimize wait times but also handle high call volumes with ease. This ensures that every caller enjoys a polished, professional experience, making your business stand out in a competitive landscape.
RingCentral stands out among various solutions with its advanced features such as IVR menus, custom greetings, and user extensions. Offering a 14-day free trial, businesses can experience the benefits of this automated phone system before making a commitment, ensuring it fits their needs and improves their communication capabilities. If you’re interested, sign up and try RingCentral today.