In 2025, good communication is vital for any successful business. PBX phone systems are relatively a new technology that’s changing how companies connect. A Cloud PBX, or Private Branch Exchange, is a phone system that works completely over the internet. A service provider manages it from a remote location. Cloud PBX is a modern phone system. Unlike older, on-site systems that need expensive hardware and IT staff, Cloud PBX offers flexibility and lower costs. It works by turning your voice into data and sending it over the internet. This lets your team make and take calls from anywhere they have an internet connection. It is a big improvement over old systems.
This guide, brought to you by Defend My Business, is the result of our deep research. After looking at over 25 Cloud PBX providers from reviews on Gartner and G2, we’ve put together this comprehensive guide to help you find the right one for your business. We’ll cover key details like prices, call quality, and features.
Comparison Table of Top Cloud PBX Providers
| PROVIDER | STARTING PRICE | KEY FEATURES | BEST FOR | UPTIME |
|---|---|---|---|---|
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$20/user/month | Unlimited calls/SMS, team messaging, video conferencing, app integrations | Unified Communications | 99.999% SLA |
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$15/user/month | AI-powered call routing, CRM tools, strong analytics | Customer Service | 99.99% |
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Quote-based | Global calling in 48+ countries, AI analytics, contact center features | Global Teams & Enterprises | 99.999% SLA |
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$15/user/month | Smooth video/voice integration, post-call summaries, AI task help | Video-Centric Workflows | 99.99% |
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$15/user/month | AI voice intelligence, live call transcription, no hardware needed | AI & Collaboration | 99.99% |
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$13.99/user/month | Developer-friendly APIs, over 50 features, custom workflows | Customization & API Use | 99.999% SLA |
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$19.95/user/month | Virtual receptionist, toll-free numbers, high-quality audio | Value for Small Teams | 99.9% |
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$27/user/month | All-in-one UCaaS, great call center tools, custom plans | IT and Support Teams | 99.99% |
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Free plan available | Live chat, video conferencing, ring groups, mobile apps | Remote Work & Budget | 99.9% |
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$15/user/month | Works with Microsoft 365, simple to manage | Microsoft Users | 99.9% |
Grab our handy checklist + scorecard to compare providers based on your business needs.
Note: Prices are for annual billing and may change.
Top 5 Cloud PBX Providers
RingCentral is a top all-in-one communications provider. Their MVP (Message, Video, Phone) platform puts all communication tools in one place. It's great for businesses that want to simplify their work.
Key Features
- Unlimited calls/SMS in the US & Canada, HD video meetings, team messaging, call routing, and voicemail-to-text.
Integrations
Works well with apps like Microsoft 365, Salesforce, Google Workspace, and Slack.
Pros
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Many Features:Offers a comprehensive set of communication tools in one platform.
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Very Reliable:99.999% uptime ensures your business stays connected.
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Great Apps:Excellent mobile and desktop apps for seamless communication.
Cons
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Higher Cost:Can be more expensive and complex for small businesses.
Best For: Medium to large businesses that need a full, reliable, and growing communication platform.
Unique Selling Point (USP): The all-in-one platform cuts down on the number of apps you need to use, making work easier.
Nextiva is a well-known provider that focuses on customer communication. It's a powerful tool to make every customer talk better.
Key Features
- Smart call routing, call analytics, video conferencing, built-in CRM, and team messaging.
Integrations
Connects with major CRM platforms like Salesforce, HubSpot, and Zendesk.
Pros
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Great Customer Support:Known for excellent customer service and support.
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Easy to Use:User-friendly interface that's simple to navigate.
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Customer Management Focus:Strong focus on customer relationship management.
Cons
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Limited Advanced Features:Some advanced features are only in more expensive plans.
Best For: Businesses where customer service and sales are very important.
Unique Selling Point (USP): Its built-in CRM and analytics give businesses deep insights into customer talks, helping them make smarter decisions.
8x8 is known for its global reach and strong security. It's a perfect choice for businesses with international teams or customers because it offers unlimited calls to many countries.
Key Features
- Unlimited calling in over 48 countries, AI-powered speech analytics, and contact center tools.
Integrations
Works with Salesforce, Microsoft Dynamics, and Zendesk.
Pros
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Excellent for International Calls:Unlimited calling to over 48 countries saves money for global teams.
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Very Secure and Reliable:Strong security features and reliable service.
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Great for Large Teams:Scales well for enterprise-level organizations.
Cons
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Complex Pricing:Pricing can be complex and some features require custom plans.
Best For: International businesses and large companies that need a secure, reliable, and globally connected system.
Unique Selling Point (USP): Unlimited global calling to many countries, which saves money for teams spread out across the world.
As an extension of its popular video platform, Zoom Phone puts voice calls right into the Zoom system. This is a great choice for businesses that already use Zoom as their go to online meeting software.
Key Features
- Unlimited calling, smart call routing, voicemail-to-text, and call analytics. Its main strength is working with Zoom Meetings.
Integrations
Works with Microsoft Teams, Google Workspace, and Salesforce.
Pros
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Simple to Use:Intuitive interface that's easy to navigate.
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High Call Quality:Crystal-clear voice quality on all calls.
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Easy Meeting Switch:Seamlessly switch from phone call to video meeting.
Cons
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Limited Phone Features:Doesn't have some of the detailed phone features other providers offer.
Best For: Teams that already use Zoom daily and want to combine their tools.
Unique Selling Point (USP): You can switch from a phone call to a full Zoom video meeting with just one click.
Dialpad is a Cloud PBX provider built for the modern, mobile worker. Its AI-powered platform gives you unique insights and automation, making it a great tool for productivity.
Key Features
- Live call transcription, AI that analyzes voice and customer feeling, unlimited calls, and built-in text and video messaging.
Integrations
Connects with Google Workspace, Salesforce, and HubSpot.
Pros
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New AI Features:Cutting-edge AI capabilities for call analysis and insights.
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Easy to Set Up:Quick deployment with minimal technical expertise required.
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Clean, Modern Look:Sleek interface designed for modern users.
Cons
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Learning Curve:The AI features can take some time to learn and master.
Best For: Sales and customer service teams that can use AI to do better and save time.
Unique Selling Point (USP): Its own AI, called Voice Intelligence, that writes down calls as they happen and gives you action items.
How to Choose the Right Cloud PBX Provider
Choosing the right provider means knowing what your business needs. Here are the main things to think about:
- Uptime & Reliability: Look for providers that guarantee high uptime, like 99.99%. This means your phone system will almost always be working.
- Call Features: Check for features like a virtual receptionist (IVR), call routing, call queues, call recording, and voicemail to email. The right mix of features can make your team much more efficient.
- Mobile & Remote Access: Your team should be able to work from anywhere. Make sure the provider has good mobile and desktop apps.
- Number Portability: Confirm that you can easily move your current business phone numbers to the new provider.
- Pricing: Understand how they charge. Most charge a fixed fee per user each month. Look out for any hidden costs, like setup fees or per-minute charges for international calls.
- Integrations: A great Cloud PBX system should connect with your other business tools, like CRM and helpdesk software.
Use our free calculator to see what your current phone system really costs and how much you could save with cloud.
Best Cloud PBX for Specific Uses
- For Small Businesses: Ooma Office is a good choice because it’s affordable and has all the main features you need. Vonage is also a strong option with its custom plans.
- For Remote Teams: 3CX has a free plan with key remote features like live chat and video calls. RingCentral is also a top choice because it combines messaging, video, and phone in one place.
- For Enterprises: 8×8 and RingCentral are the best choices here. They offer strong features, global reach, and high reliability for large businesses.
- For International Calling: 8×8 is a standout with its unlimited international calling to many countries. Vonage also has affordable virtual numbers in over 96 countries.
- With Microsoft Teams or Google Workspace: RingCentral and Zoom Phone both have powerful ways to make calls right inside Microsoft Teams or Google Workspace.
Cloud PBX Pricing
Cloud PBX providers usually have one of three pricing models:
- Per-User Pricing: You pay a set monthly fee for each person who uses the system. This makes budgeting easy.
- Tiered Packages: Providers offer different plans (like Basic, Pro, Enterprise) with more features at each level.
- No-Contract Plans: Some providers have no-contract or pay-as-you-go pricing. This is good for new businesses or those with changing call volumes.
Verdict: Which Cloud PBX Should You Choose?
Getting a Cloud PBX in 2025 is a smart move for any business. The right choice, however, depends on what you need. Looking for a complete communication system? RingCentral is our top choice for combining messages, video, and calls in one easy package. For companies that want to focus on amazing customer service, you can’t beat Nextiva’s built-in customer management and analytics tools. And if your business works around the globe, 8×8 has you covered with its great international reach. These companies are industry leaders because their modern solutions can help your business grow.
Schedule a free consultation with our cloud communication specialist and make your move in 2025.
Frequently Asked Questions (FAQs)
What is a cloud PBX system?
It’s a business phone system that works on the internet. It uses VoIP to handle calls without any on-site hardware.
How does cloud PBX work?
It turns calls into data that are sent over your internet. A remote server manages all the calls, transfers, and other features.
How much does a cloud PBX system cost?
Prices are usually from $15 to $50 per user each month. It depends on the provider, how many users you have, and your plan’s features.
Can I use cloud PBX with my current phone system?
Yes, usually. Providers let you keep your old numbers when you move to their service.