The best multi-line phone system for small businesses combines ease of use with advanced call handling for efficient management of high call volumes. It can support four to 16 lines and includes features like hold, transfer, and conferencing. Built-in support for Wi-Fi and Bluetooth ensures flexibility in hybrid office setups as well as compatibility with headsets, expansion modules, and unified communications platforms. Reliable audio quality and intuitive navigation make up the overall user experience.
In this guide, I’ve reviewed seven top-rated models to help you find the right multi-line phone system that fits your team’s size, needs, and budget.
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Nextiva
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The Fit Small Business editorial process follows strict standards to ensure that our best answers are founded on the basis of accuracy, clarity, authority, objectivity, and accessibility. Drawing from over four years of experience evaluating voice-over-internet-protocol (VoIP) solutions, I’ve identified industry-leading multiple line phone systems and popular choices among business professionals, thoroughly assessing each through an in-depth review.
Review my full methodology to learn more about my evaluation process and criteria.
Office Technology Staff Writer at Fit Small Business
Best multi-line phone systems compared
Yealink SIP-T58W Pro: Best overall for secure, high-quality interactions
Pros
- Powered by Android 9.0 OS for better security
- Download apps of your choice
- Wireless handset for mobility
Cons
- Higher price point compared to similar phones
- Limited support from VoIP providers
- AC adapter not included
I chose the Yealink T58W Pro as my overall best multi-line phone system for small business operations because it delivers advanced, future-ready capabilities tailored for modern teams. The wireless Bluetooth handset lets you move freely without sacrificing audio clarity, a standout feature I found helpful in hybrid setups. With its sleek design and intuitive interface, it’s a smart fit for users who want flexibility and high-quality communication in one device.
What really sets this phone apart is its Android 9.0 system, which allows users to install productivity apps directly onto the desk phone. You can run tools like calendars, messaging apps, or even video conferencing right from the touchscreen, so you don’t need to switch between devices. It also has built-in video and dual USB ports, making it a true productivity hub.
On the security side, Yealink boosts peace of mind with features like data encryption, authority management, and anti-exploitation protection. While it’s packed with premium features, the starting price of $303.75 may stretch the budget for some small businesses. If you need a more affordable alternative, the Cisco 8851 offers excellent call quality, expandability, and trusted reliability at a lower price point.
Specifications:
- 17 hours of talk time and 46 hours of standby time
- 16 lines with up to 16 SIP accounts
- 10-party audio conferencing
- 3-way 720p 30fps HD video conferencing
- Speakerphone with HD acoustic chamber
- Advanced echo cancellation
- Excellent double-talk performance
- Built-in Power over Ethernet (PoE/PoE+) and Bluetooth
- 5-point touch screen
- Android 9.0 system: Enables administrators to install third-party apps from the Google Play Store to improve collaboration and productivity.
- HD audio and video: Uses the latest optimal HD voice technology and noise-proof capabilities to maximize the acoustic performance of its handset, headset, and speakerphone.
- Security mechanisms: Adopts the Arm TrustZone technology for a reliable security defense system. Its upgraded Android version includes firmware and data encryption.
This wireless handset lets you move around when on a call. (Source: Yealink)
Nextiva X-885: Best for quick-access workflows
Pros
- Integrated digital expansion card for shared line appearance
- 3-year hardware warranty included when purchased via Nextiva
- Competitive pricing for its feature set
Cons
- Limited hardware documentation
- Expansion modules are only compatible with other Nextiva products
- Screen quality is functional, but not high resolution
The Nextiva X-885 stands out for quick-access workflows thanks to its multi-page design and 12 programmable line keys. You can customize each key for frequent tasks like speed dial, call park, or transfer, which keeps essential functions just one press away. This layout is especially useful for receptionists or managers who need to juggle multiple calls throughout the day with minimal disruption.
Beyond its workflow-friendly layout, the X-885 offers excellent audio quality, a vibrant color display, and dual gigabit Ethernet ports for fast, stable connectivity. It supports up to 12 lines, which is ideal for busy offices or teams managing multiple departments. The phone is also PoE-capable and comes with a built-in USB port for headset connectivity, adding more flexibility to your setup.
While I admire Nextiva for delivering a strong mix of features and a user-friendly design, the user manual is very limited and doesn’t provide enough documentation. This can be a challenge for beginners new to multi-line phone systems or configuring VoIP hardware. If you want a modern desk phone that works right out of the box, I recommend the Mitel 5320e, which includes clearly labeled buttons for core calling features and a simpler setup experience.
Specifications
- 12 lines
- Colored LCD display
- 4.3″ screen size
- Power over Ethernet
- Gig Ethernet Ports
- Wi-Fi with USB dongle
- Bluetooth: Native (Built-in)
- Speed dialing
- RJ-9 headset input
- HD Voice
- 1 USB input
- Up to 3 expansion module connectivity
- Warm transfer: Enables users to speak with the intended recipient before completing the transfer, ensuring they’re available and ready to take the call.
- Blind transfer: Transfers the call to another number without speaking to the recipient, whether or not they answer.
- Bluetooth native (built-in): Allows the desk phone to wirelessly connect to compatible devices like headsets, smartphones, or the included cordless handset without needing an external dongle.
The X-885 features twelve additional programmable keys. (Source: Nextiva)
Cisco 8851: Best for multiple deployment options
Pros
- Smooth interface and easily customizable
- Can be remotely managed and configured
- Provides a range of customization features
Cons
- New unit is more expensive than similar units
- Potential lag and reboot issues
- No built-in Wi-Fi
The Cisco 8851 is best for businesses that need flexible deployment options across various platforms. Whether you’re running Cisco’s on-premises system, Webex Calling, or a third-party VoIP provider, this phone adapts easily to your infrastructure. It’s a great choice if you’re planning to scale or migrate platforms over time without having to replace hardware.
Beyond its deployment flexibility, the Cisco 8851 combines mobility and desk phone features through Cisco Intelligent Proximity. This lets you move an active mobile call to the desk phone for better audio quality or shared listening, something I find useful in collaborative office settings. It also includes five programmable line keys, a USB charging port, and intuitive navigation that boosts daily productivity.
Despite its enterprise-grade capabilities, the Cisco 8851 doesn’t include built-in Wi-Fi, which is now standard in many modern multi-line phone systems. For businesses that prefer wireless networks or want a simpler setup, this can be limiting. I suggest the Nextiva X-885, which offers built-in Wi-Fi support and easier installation.
Specifications:
- 5 programmable line keys
- 56 additional line/feature keys
- Busy Lamp Field (BLF)
- Extension mobility
- Silent monitoring and recording
- Full-duplex speakerphone
- Two-port Cisco Ethernet
- Analog headset jack
- EnergyWise™ technology
- Flexible deployment options
- Multi-call per line: Allows users to manage multiple simultaneous calls on a single directory number for seamless call handling, toggling, and queueing.
- Fixed function keys: Provides one-touch access to essential tools like applications, messaging, and contacts, along with frequently used call functions such as hold, resume, transfer, and conference calling.
- Cisco EnergyWise: Certified by the Energy Star program, Cisco offers an energy-efficient design that helps reduce power consumption and supports environmentally responsible business operations.
Cisco provides a familiar telephony-like experience. (Source: Cisco)
Avaya J179: Best for power users
Pros
- Can be configured even for work-from-home setups
- Supports Bluetooth headsets
- Sleep mode reduces energy consumption
Cons
- Functionalities may exceed small business needs
- Advanced features may be too complex for beginners
- Inconsistent customer support
The Avaya J179 is my top-recommended multi-line phone system for power users who need fast, efficient access to call management features throughout the day. With four softkeys, support for multiple line appearances, and an intuitive display, it helps you handle transfers, conferences, and call forwarding without missing a beat. I’ve seen it perform especially well in fast-paced roles like reception, customer support, and executive assistance, where every second counts.
In addition to its call handling strengths, the J179 brings advanced functionality to the desk. It features a color display, HD audio, integrated Gigabit Ethernet, and headset support, plus optional Wi-Fi and Bluetooth for more flexible setups. You can also connect up to three 24-button expansion modules, making it a scalable solution for users managing high call volumes or multiple departments.
While I like the J179 for its advanced features and flexibility, it may be more than smaller teams or casual users really need. If you’re looking for a simpler alternative that focuses on the essentials, the Nextiva X-885 offers strong core functionality with a cleaner setup. It’s a smart pick for teams that want ease of use without sacrificing performance.
Specifications:
- LEDs for speaker, mute, headset, message, history
- 8 buttons with dual LEDs (red, green); 4 softkeys
- Full duplex speakerphone
- Rich, classic, alternate, and downloadable ringtones
- Gigabit Ethernet
- Zero-touch deployment
- Optional Wireless Deployment
- Bluetooth connectivity
- User interface personalization
- Ergonomic hearing aid compatible
- Multi-language support
- Ergonomic hearing aid compatible: Ensures comfortable use and clear audio for users with hearing impairments and provides high-quality multi-party calls through the wideband audio codec.
- Gigabit Ethernet port: Allows the phone to transmit data at faster speeds for reliable network connectivity for both the phone and connected devices.
- Unified communications: Uses Session Initiation Protocol (SIP) for seamless integration with VoIP platforms and enhanced call control features.
Softkeys simplify call control on the displays. (Source: Avaya)
Grandstream GXV3370: Best integrated video
Pros
- Built-in Wi-Fi and Bluetooth
- Blends Android OS with physical keys
- Fully interoperable with all major SIP platforms
Cons
- Loads slower than other models
- Built-in features may be too overwhelming for new users
- No existing update path
The Grandstream GXV3370 offers a feature-rich experience for teams that rely on face-to-face collaboration. It creates a complete desktop video hub with its seven-inch touchscreen, tiltable megapixel camera, and 720p HD video conferencing capabilities. This phone thrives in hybrid meeting spaces where video clarity and multi-party interaction are essential.
On top of video support, the GXV3370 brings impressive specs for power users. It runs on Android 7.0, includes dual-band Wi-Fi, Bluetooth, and PoE+, and offers support for up to 16 SIP lines. Plus, the built-in security protocols like transport layer security (TLS) protect your calls and user accounts.
Like the Avaya J179, its robust feature set can feel overwhelming for users who only need a desk phone for traditional voice communication. If you prefer a simpler, voice-focused experience, I recommend the Mitel 5320e, which combines rich telephony features with a large backlit graphics display for streamlined call handling. It’s a better fit for teams who prioritize ease of use over advanced video tools.
Specifications:
- 16 lines with up to 16 SIP accounts
- Seven-way audio conferencing
- Three-way 720p HD video calling
- Speakerphone with HD acoustic chamber
- Advanced echo cancellation
- Built-in PoE/PoE+
- Built-in Bluetooth
- 5-point touch screen
- Built-in megapixel camera: Delivers high-definition video conferencing, providing crisp, clear visuals for professional face-to-face communication over IP networks.
- Built-in PoE/PoE+: Allows the phone to receive both power and network connectivity through a single Ethernet cable, simplifying installation and reducing cable clutter.
- Double-talk performance: Supports two-way conversations where both parties can speak and be heard simultaneously without audio clipping or delay, ensuring smoother and more efficient communication.
Grandstream GXV3370 offers a five-point touch screen. (Source: Grandstream)
Poly Edge E220: Best for hybrid working
Pros
- Hardware unit is anti-bacterial
- Integrated Bluetooth for headset pairing
- Text-to-speech feature for accessibility
Cons
- No Wi-Fi capabilities
- Power cord must be purchased separately
- Firmware update can be too complex to configure
The Poly Edge E220 is best for hybrid working, thanks to its built-in Bluetooth 5.0 for mobile pairing and headset support, making it easy to switch between desk and mobile communications. It’s designed for hot-desking, where users can log in quickly and stay productive no matter where they sit. I’ve found its antimicrobial protection and adaptive design especially useful for shared workspaces that prioritize both flexibility and hygiene.
Beyond its hybrid-ready setup, the E220 delivers impressive audio performance with Poly HD Voice, NoiseBlockAI, and Acoustic Fence technologies. These features help block out background noise, whether you’re using the speakerphone, handset, or headset, ensuring clear calls even in open office environments. It also includes a bright 2.8” color LCD display, intuitive navigation keys, and text-to-speech features for improved accessibility.
While I like the Poly Edge E220 for its smart design and hybrid-friendly tools, some user reviews point out that firmware updates can be overly complex to install. If long-term manageability is high on your list, Cisco, a close competitor, offers firmware updates that are generally easier to manage, especially for businesses deploying devices at scale.
Specifications:
- Four-line keys with up to 16 SIP lines
- Poly Acoustic Clarity
- Integrated Bluetooth
- Hearing aid compatibility
- Two-port Gigabit Ethernet
- Shared line appearance
- NoiseBlockAI technology
- Distinct incoming call treatment
- Poly NoiseBlockAI: Filters out most background noise during speakerphone use, allowing for clearer conversations in open or noisy environments.
- Hands-free speakerphone modes: Make and receive calls without lifting the handset, promoting multitasking and convenience during meetings or desk work.
- WebKit-based browser: Provides built-in access to web content directly from the phone’s interface, enabling integration with web apps, portals, or internal tools.
The Poly Edge E220 features four-line keys for presence monitoring. (Source: Poly)
Mitel 5320e: Best for entry-level users
Pros
- Self-labeling programmable keys
- Enhanced call clarity with hands-free use
- Designed to minimize power consumption
Cons
- No wireless headset pairing
- Requires a wired Ethernet connection
- Traditional monochrome display
The Mitel 5320e is best for entry-level users because it combines essential telephony tools with an easy-to-understand structure. With a large backlit display, three contextual softkeys, and 12 fixed-function keys, users can quickly navigate features like voicemail, transfer, and speaker mode. I’ve found the self-labeling keys helpful for new users, since they update automatically and eliminate the need for paper inserts or manual relabeling.
Beyond its accessibility, the Mitel 5320e still delivers solid enterprise functionality. It supports wideband audio, hot desking, unified communications integrations, and embedded apps for businesses that want to connect it to other tools. Admins will appreciate features like centralized remote programming, which streamlines setup and lowers ongoing maintenance costs .
Due to its straightforward functionality, you’ll find that the Mitel 5320e lacks modern features like wireless headset pairing or built-in Wi-Fi, and it requires a wired Ethernet connection. This can be limiting for hybrid teams who need more flexibility in their desk setups. If you’re looking for a modern desk phone with hands-free mobility and advanced app support, the Yealink SIP T58W includes a Bluetooth handset and Android OS, making it ideal for remote-friendly workflows.
Specifications:
- Call line indication
- Conference call
- Full-duplex speakerphone
- Dedicated headset jack
- Self-labeling programmable keys
- 3 context-sensitive softkeys
- Dual Gigabit Ethernet
- Twelve fixed-function keys
- Call line indication: Displays incoming and active calls for each line, making it easy to manage multiple conversations.
- Self-labeling keys: Automatically update labels on the display screen, allowing flexible customization without the need for paper inserts.
- Unified Communicator® Express: Integrates desktop call control and presence features, enabling users to manage calls directly from their computer for improved efficiency.
Mitel features a range of buttons for easy access to certain functionalities. (Source: Mitel)
How I evaluated the best multi-line phone systems
To evaluate the best multi-line telephone systems, I started by researching industry-leading brands and selecting their top-rated multi-line phone models designed for small business use. From there, I developed a scoring rubric grounded in my years of experience, factoring in pricing, scalability, and real-world performance drawn from hands-on reviews and provider documentation.
20% of Overall Score
I looked at the phone’s upfront cost, whether it’s sold on Amazon for easy access, and if refurbished options are available for budget-conscious buyers. Models also earned points for offering a manufacturer warranty, which adds long-term value and lowers the total cost of ownership.
25% of Overall Score
Systems were scored for basic call management tools like hold, transfer, conference, and call park. I also checked how many lines each unit supports and gave more points to phones with more than five lines.
20% of Overall Score
I gave extra credit for built-in voicemail indicators, speed dial buttons, expansion module support, and compatibility with video calling or mobile apps. These features may not be essential for every small business, but they’re vital for teams that need flexibility and efficiency.
15% of Overall Score
Multi-line business phone systems were rated on whether they support PoE or Wi-Fi, have color or touchscreens, and include user-friendly elements like one-touch keys and intuitive interfaces. I also considered whether power adapters were included, a small detail, but a helpful one for plug-and-play installation.
20% of Overall Score
Lastly, I factored in my own hands-on impressions from testing and reviewing each device. Phones that struck the right balance between performance, design, and business readiness scored highest in this final category.
*Percentages of overall score
How to choose the right multi-line phone systems
When you’re shopping for a business multi-line phone system, it’s easy to get overwhelmed by specs and feature lists. To narrow your options, here are the most important factors I always recommend focusing on, especially if you’re aiming for long-term value and ease of use.
- Number of line appearances: Start with how many simultaneous calls your team needs to manage. If you’re a receptionist or part of a customer-facing role, look for phones with support for 6 to 16 lines. For general office use, a 2- to 4-line phone might be enough.
- Call handling features: Think about what your team does every day. Features like call hold, transfer, conferencing, call park, and speed dial are essential for maintaining a smooth workflow.
- Compatibility with your VoIP provider: Not all desk phones work with every VoIP system. Always check whether the phone is pre-configured or fully compatible with your provider’s platform.
- Display and navigation: Color displays and touchscreen navigation can make a big difference in usability. Phones with clear visual indicators and intuitive menus reduce the learning curve and keep teams moving efficiently.
- Wired vs. wireless accessories: If your team prefers headsets or needs to stay mobile around the office, look for phones with Bluetooth, USB, or RJ9 headset ports. Wireless handsets, like the one in Yealink’s T58W Pro, are essential if you’re constantly moving.
- Power and connectivity options: Make sure the phone supports PoE if you want to reduce cords and avoid buying extra power adapters. Dual gigabit ports are also useful if you’re chaining the phone with a computer on the same Ethernet line.
- Expandability: If you’re handling high call volumes, check whether the phone supports expansion modules or sidecar displays. These are ideal for receptionists, sales teams, or support agents managing multiple contacts and departments.
- Price and warranty: Prices can vary widely, from under $100 for basic models to over $500 for advanced units with video and Android OS. I always recommend balancing cost with warranty coverage to ensure you’re not overspending for features you don’t need.
Frequently asked questions (FAQs)
It depends on your team size, call volume, feature preferences, and budget. But if you’re looking for a well-rounded option, RingCentral stands out. It offers excellent scalability, robust VoIP features, and built-in tools like call routing, SMS, and video conferencing.
The best softphone will vary based on how your team works, but I’ve found that providers like Nextiva, RingCentral, and Ooma deliver some of the most complete softphone experiences. Their mobile and desktop apps mirror desk phone capabilities, including voicemail, call flip, and team messaging.
Yes, VoIP is worth it for small businesses. It gives you lower monthly costs, advanced call management, and the flexibility to run your business phone system from anywhere with an internet connection.
Bottom line
Choosing the best multi-line telephone system comes down to what your business needs most. Think about whether you prioritize advanced call handling, ease of use, or compatibility with your VoIP provider. With the right phone, you can streamline communication, reduce missed calls, and improve team productivity.
My top pick for the best multi-line phone system for small business use is the Yealink SIP-T58W Pro because it offers modern features that are perfect for collaborating with remote and hybrid teams. It also includes advanced audio and video capabilities for high-quality virtual meetings, plus built-in security features that give you peace of mind.