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9 best automated phone systems for small businesses

Automated phone system

Thing #403 they don’t tell you about running a small business: the unbelievable number of calls you’ll get. As with chocolate, it’s possible to have too much of a good thing. And if you have multiple teammates to manage, basic call forwarding is off the table.

That’s one of the reasons business owners turn to automated phone systems — not to avoid phone calls but to help customers help themselves. Callers can easily take themselves to the right department or team member by pressing a button or speaking into their phones.

Of course, every automated phone system is a bit different, so we’ve rounded up the best. This guide covers the top nine automated phone systems so you can make an informed decision for your business.

What is an automated phone system?

Phone menu in OpenPhone

Automated phone systems route callers to team members, voicemail greetings, or informational recordings without the help of a live person. If you use VoIP phone systems, you can send calls to almost any device, including computers, mobile phones, and tablets.

Automated phone features are often referred to by different names, such as auto-attendants, interactive voice response (IVR), virtual receptionists, and phone menus. Depending on your provider, they may include features like time-based routing or easy-to-use graphical editors.

How an auto-attendant works

Auto-attendants automatically answer incoming calls and direct them to the right place using voice commands (IVR) or keypad selections (aka call routing). You can also customize your system with rules that apply during and outside business hours, like after-hours voicemail messages or custom voice recordings for the holidays.

The best business phone systems offer advanced features to maximize the benefits of automated calls. These include:

  • Analytics for call tracking
  • AI call tags for call labeling
  • Integrations with other business tools like your CRM

So, what are the benefits of automated phone systems? Keep reading to find out.

What are the benefits of using an automated phone system for businesses?

Here’s what encourages businesses to invest in automated phone systems:

More efficient call flows

Customers can easily route calls to different team members or departments after listening to your menu options (like ‘Press one for Sales’).

Custom voicemail greetings based on specific scenarios

For example, you might set up a voicemail greeting, letting customers know there’s a wait time due to high call volume. Or you might record two different auto-attendant scripts so callers have more context about your availability (e.g., before and after business hours).

Less spam

Hate getting spam calls? Auto-attendants can help. Since robocalls can’t get past phone menus, they won’t be able to reach your team.

Call routing to any device

Phone menus can route calls to nearly any app or device (think mobile apps, PBX systems, and tablets). You can also use VoIP auto-attendants to send calls to non-virtual numbers, which means even distributed team members with personal numbers can stay on the same page.

9 top automated phone systems for small business owners in 2025

How do the best phone systems with auto-attendants compare?

Let’s break it down:

ProviderStarting priceUnlimited calling to the US and CanadaSMS and MMS to the US and CanadaShared numbersAdditional numbers
OpenPhone$15 per user per month$5 per number per month
RingCentral$20 per user per month✓ (starts at 25 SMS per user per month)$4.99 per number per month
Grasshopper$14 per monthLocal numbers onlyX$10 per number per month
Dialpad$15 per user per monthUS and Canadian customers onlyRequires upgrade
CallHippo$18 per user per monthX (limitations on toll-free, premium, and specialty numbers)✓ (starts at 100 SMS per user per month)XVaries
Vonage$19.99 per user per month Local US and Canadian numbers onlyRequires upgrade or $4.99 add-on for each call group$14.99 per number per month
Nextiva$20 per user per monthRequires upgradeRequires upgradeRequires purchase of additional user seat
Aircall$30 per user per monthMMS only available for US and Canadian numbersX$6 per number per month
Ooma$19.95 per user per monthRequires upgrade$9.95 per number per month

1. OpenPhone: Best for small business owners

Best automated phone system: OpenPhone

Pros

  • Auto-attendant feature with IVR
  • Local, toll-free, and vanity numbers are available
  • AI contact suggestions after calls
  • Automatic call recording
  • Customizable ring order

Cons

  • Can’t verify accounts through two-factor authentication*

*Nearly all virtual phone numbers share this problem. For safety reasons, companies like Facebook, Uber, and Google rarely let you authenticate accounts through a virtual phone number.

OpenPhone integrates VoIP calling, texting, call routing, and CRM tools into a single, convenient platform for small business owners. The Business plan offers an auto-attendant with IVR that works on any phone number, including local, toll-free, and vanity numbers.

With OpenPhone, you can set up phone menus that direct callers to specific numbers, departments, or team members. You can also use call forwarding and call transfers to move callers around or delegate tasks in a pinch.

But this barely scratches the surface of what you can do with OpenPhone. For example:

  • Call analytics can help you identify busy times. That way, you can add more bandwidth for days or times with the highest call volumes.
  • Custom ring orders and simultaneous ring make it easier to send customers to the available (or most qualified) team member.
  • AI call tags automatically organize calls so you can prioritize conversations and keep track of topics and trends.
  • Automatic call recordings let you instantly capture conversations and store them in-context with the contact’s conversation history.
  • If you don’t want to listen to these call recordings, you can use AI call transcripts to read through them instead.

Plus, OpenPhone automates more than calls — we also make it easier to manage business texting. It only takes a few minutes to create custom auto-responder text messages, which instantly reply to missed calls, texts, and voicemails.

See why OpenPhone offers the best auto-attendant system for small businesses by signing up for a free seven-day trial.

OpenPhone

Setup an auto-attendant phone system for your business

OpenPhone Conversations

OpenPhone pricing

OpenPhone pricing

Two OpenPhone pricing plans come with auto-attendants:

  • Business: $23 per user per month for phone menus, AI call summaries and transcripts, group calling, custom ring orders, CRM integrations, analytics, automatic call recording, live chat support, and call transfers
  • Scale: $35 per user per month for AI call tags, dedicated onboarding, and priority chat and email support

2. RingCentral: Best for multi-level attendants

Best automated phone system: RingCentral

Pros

  • Multi-level auto attendant and IVR
  • Graphical editor for call flows

Cons

  • Limited texts per month
  • No unlimited toll-free minutes
  • Limited storage without upgrading

RingCentral offers multi-level auto-attendants, so you can set up submenus for various departments, teams, or phone numbers. You can connect your number to a Dial-By-Name Directory, then add up to 250 voice menus and submenus per account.

You can also access unified communication features (think voice, video, and messaging) to make day-to-day call flows easier. The base plan offers:

  • Call menu (IVR)
  • Voicemail transcriptions and live call captioning
  • HD video with up to 100 participants
  • SMS auto-replies (requires RingCentral Automator app) 

While RingCentral’s auto-attendants offer plenty of scalability, their core communication features leave much to be desired. You only get 25 texts per user per month and 100 toll-free minutes on the base plan — though most RingCentral alternatives offer unlimited use of both.

RingCentral pricing

RingCentral pricing

Get the full scoop on RingCentral pricing and its three plans:

  • Core: $20 per user per month for unlimited calls in the US and Canada, 25 SMS messages per user, and call menus with IVR
  • Advanced: $25 per user per month to access video meetings, voicemail transcriptions, automatic call recording, and CRM integrations
  • Ultra: $35 per user per month to get additional storage and device analytics

3. Grasshopper: Best for live receptionists

Best automated phone system: Grasshopper

Pros

  • Number extensions for call forwarding
  • Live receptionists are available (add-on)

Cons

  • Can’t add multiple extensions or team members without upgrading
  • Best features are locked behind more expensive plans
  • Confusing phone menu setup

Grasshopper specializes in virtual phone number extensions that allow you to add additional menu options to a single phone number. It also offers live receptionists, which can be helpful if you never want your callers to go to voicemail.

You get a few useful features with your Grasshopper plan, although many of them have restrictions. For example, you get:

  • Unlimited users on every plan (after you upgrade from the base plan)
  • Unlimited extensions (requires an upgrade plus $3 per extension per month unless you opt for the highest plan)
  • Instant response messages (only applies to new callers who aren’t in your address book)

You should also know that Grasshopper’s base plan doesn’t offer call recording, call transfers, or simultaneous call handling. Plus, users report that Grasshopper’s virtual receptionist feature can be confusing, which doesn’t bode well for setting up an intuitive phone menu for callers.

Looking for a simpler auto-attendant without arbitrary limits? You might want to opt for a Grasshopper alternative.

Grasshopper pricing

Grasshopper pricing

All three Grasshopper pricing plans come with auto-attendant features, although only two let you add more than one user:

  • True Solo: $14 per month for one number, one extension, and one user 
  • Solo Plus: $25 per month for one number, three extensions, and unlimited users (plus call forwarding)
  • Small Business: $55 per month for four phone numbers, unlimited extensions (no additional cost), and unlimited users

4. Dialpad: Best for inbound contact centers

Best automated phone system: Dialpad

Pros

  • Call flow prioritization
  • Activity-based call routing

Cons

  • User minimums for upgraded plans
  • Call queues are difficult to scale (no additional extensions or numbers without upgrading)
  • Slow customer support

Dialpad’s auto-attendant was designed for smaller call centers looking for a simpler way to manage incoming calls. You can set ring priority on specific call queues to deal with emergency situations (like stolen vehicles or busted pipes). Then, you can decide which representative should receive what calls based on their idle time, skill set, and more.

You get several call management features with Dialpad:

  • Unlimited calls and texts in the US and Canada
  • Ring groups (three max on the base plan)
  • The ability to switch calls between devices

But Dialpad’s system may be difficult to scale, which isn’t ideal for fast-growing brands. Past users also complained about its complexity and bugginess compared to Dialpad competitors — and unless you pay extra for Platinum Support, reps may be slow to respond.

Dialpad pricing

Dialpad pricing

Here’s a breakdown of Dialpad’s pricing plans:

  • Standard: $15 per user per month for multi-level auto-attendants, custom call routing, automatic spam detection, and caller ID
  • Pro: $25 per user per month for additional numbers, hold queues, CRM integrations, up to 25 ring groups, up to 10 office locations, and phone support (three-user minimum)
  • Enterprise: Contact for pricing for unlimited office locations, unlimited ring groups (departments), access to extensions, and priority routing (100-user minimum)

5. CallHippo: Best for international call centers

Best automated phone system: CallHippo

Pros

  • Click-to-dial
  • Power Dialer (requires upgrade)

Cons

  • Multi-level IVR is only available on the third-highest plan
  • Best features require multiple upgrades
  • No truly unlimited texts or minutes

CallHippo’s phone service was designed for international call centers. The base plan comes with outbound features like click-to-dial, leaderboards, and Global Connect tools for checking recipient time zones. Upgrading your plan unlocks dedicated auto-attendant features like multilingual IVR, custom greetings, and call distribution.

CallHippo also offers basic business communications features — with a few caveats:

  • Unlimited calls in the US and Canada (to landline and mobile numbers only)
  • Business SMS and MMS (limited to 100 messages per user per month)
  • Call transcriptions (requires AI add-on)

You’ll notice there’s no IVR feature included on the Starter plan — you have to purchase the Professional plan to access it ($30 per user per month). This is a somewhat steep price compared to most CallHippo alternatives, which also offer unlimited talk and text in the US and Canada.

CallHippo pricing

CallHippo pricing

Here’s what you should know about CallHippo pricing:

  • Starter: $18 per user per month for ‘unlimited’ calling minutes, forward-to-device, click to dial, AI Global Connect, leaderboards, custom ring times, 100 SMS per month, and shared inboxes
  • Professional: $30 per user per month for multilingual IVR, voicemail drop, call notes and ratings, 500 SMS per month, and AI reports and analytics
  • Ultimate: $42 per user per month for multi-level IVR, call blocking, multiple level call transfers, 1,000 SMS per month, conference calling, customizable caller ID, and the embedded dialer integration
  • Enterprise: Custom pricing for the Power Dialer, unlimited calling to 48 countries, priority support, speech analytics, and custom SMS per user per month (20-user minimum)

6. Vonage: Best for shift-based businesses

Best automated phone system: Vonage

Pros

  • Flexible routing for variable schedules
  • Receptionist console is available for high call volumes

Cons

  • Time-consuming to configure
  • Features are limited by country
  • Integrations require an upgrade

Vonage’s automated phone system offers timing and scheduling features so you can set up custom call routing throughout the day. For example, you can set routing options for business hours, lunch breaks, and after-hours calls. And you can preconfigure custom greetings based on employee schedules.

Every Vonage pricing plan comes with access to the auto-attendant feature, along with call management features like:

  • Call rerouting (during power outages or emergencies)
  • Receptionist consoles (US and Canadian businesses only)
  • Shared line appearances (monitor and manage calls from any extension)

But unlike other Vonage alternatives, this is where the exciting part ends. Don’t expect access to modern features like AI call summaries or call tags. Integrations are also limited to around 20 apps. And if you live outside the US, you might not have access to all of Vonage’s features (like toll-free numbers), which will get frustrating as your business grows.

Vonage pricing

Vonage pricing

Every Vonage pricing plan comes with access to an auto-attendant or virtual receptionist. 

However, some plans are more robust than others:

  • Mobile: $19.99 per user per month for desktop and mobile apps, multi-level IVR, unlimited domestic calling, voicemail to email, and access to the VBC Admin Portal
  • Premium: $29.99 per user per month for desk phone support, team messaging, Vonage meetings, single sign-on, and access to the VBC App Center (~20 third-party integrations)
  • Advanced: $39.99 per user per month for call groups, visual voicemail, and on-demand call recording (15 hours max)

7. Nextiva: Best for customer support teams

Best automated phone system: Nextiva

Pros

  • Advanced IVR with Conversational AI is available
  • Integrates with multiple customer touchpoints

Cons

  • No calling or texting on the base plan
  • Priority routing requires the most expensive plan
  • Conversational IVR requires an add-on

Nextiva is technically a customer experience platform, but its upgraded plans come with a simple IVR. You can route incoming calls using touch-tone prompts or prioritize them based on rep demographics, skills, and languages.

If you’re looking to set up more self-service workflows, you could contact the Nextiva sales team to learn about advanced IVR with conversational AI. This allows you to build cost-effective automations for:

  • Payment processing
  • Appointment scheduling
  • Program enrollment
  • And additional services

Just keep in mind that you’ll need a separate add-on for conversational IVR. All you can get on the second-tier plan is simple IVR, and you’ll still need to upgrade for features like priority routing, digital fax, and toll-free numbers.

Nextiva pricing

Nextiva pricing

There are only three Nextiva pricing plans that support IVR:

  • Core: $30 per user per month for inbound and outbound voice, smart call routing (simple IVR), voicemail with AI transcriptions, call routing, and video conferencing
  • Engage: $40 per user per month for live chat and chatbot features, digital fax, toll-free numbers (2,000 minutes max), voice call recording, and call dashboards
  • Power Suite: $60 per user per month for priority/skills-based routing, a web-based voice and digital platform, and access to the inbound sales and service call center

8. Aircall: Best for sales centers

Best automated phone system: Aircall

Pros

  • Dynamic call routing with visual flows
  • Call coaching (whispering, call scoring, and talk-to-listen ratios)

Cons

  • User minimums increase the cost
  • AI and analytics require pricey add-ons
  • No unlimited call recording storage without upgrades

Aircall can help you set up cloud-based call flows specifically designed for sales reps and supervisors. You can access IVR phone menus on every plan, as well as number extensions, call routing tools, and custom business hours.

Aircall’s higher-tier plan comes with call coaching features so you can easily keep track of your team’s performance. You can tap into:

  • Call whispering to give advice without callers listening in
  • Call scoring to evaluate whether reps followed their call flow script correctly 
  • Topic trackers help you evaluate what callers are asking about (and where they’re getting routed to)

But be prepared for sticker shock — there’s a user minimum on every plan. This means Aircall starts at $90 per month for three users, not including the AI add-on or access to Analytics+. Keep in mind the best Aircall alternatives start at $23 per user per month, and even if you add three users to your plan, you’ll still pay significantly less than with Aircall.

Aircall pricing

Aircall pricing

Take a closer look at Aircall’s pricing with these three plans:

  • Essentials: $30 per user per month for simple IVR, call routing, call queueing, and time-and-date-based routing (three-user minimum)
  • Professional: $50 per user per month for smart routing, queue callback, call whispering, mandatory tagging, live monitoring, and access to the Power Dialer (three-user minimum)
  • Custom: Custom price for unlimited outbound international calls, unlimited analytics data, API developer support, and access to single sign-on tools (25-user minimum)

9. Ooma Office: Best for traditional offices

Best automated phone system: Ooma

Pros

  • Supports IP and analog desk phones
  • Directories and extensions for multi-level IVR

Cons

  • Integrations require an upgrade
  • Desktop app requires an upgrade
  • Limits on calling minutes, texts, and video conference participants

Ooma Office offers a virtual receptionist that can help you set up multi-level auto-attendants at multiple locations. It also comes with features like extensions, company directories, and analog desk phone support so you can manage incoming calls from brick-and-mortar offices.

There are a few other features worth mentioning here, like:

  • Call forwarding during device outages
  • Call flip (transfer calls between analog phones, IP phones, and the Ooma Office mobile app)
  • Shift to text so mobile callers can serve themselves (upgrade required)

Ooma’s IVR system works well for inbound callers, but it won’t do much to make life easier for your team. There’s no way to take calls from the desktop app without upgrading, and you can’t set up automated workflows with third-party apps unless you purchase the Pro Plus plan.

Ooma office pricing

Ooma pricing

Here’s what to expect from Ooma’s pricing:

  • Essentials: $19.95 per user per month for virtual receptionists, ring groups, music on hold, call forwarding, virtual extensions, call transfers, company directory, and analog/IP phone support
  • Pro: $24.95 per user per month for calling on the desktop app, 250 texts per month, call recording, caller info match, caller ID, and a ‘contact us’ website widget
  • Pro Plus: $29.95 per user per month for integrations with CRM systems, 1,000 texts per month, hot desking, call queueing, auto-dialing, Find Me Follow Me, and shift-to-text

How to set up an automated phone system with OpenPhone

It’s easy to set up a phone menu with OpenPhone.

Here’s how to get started in 20 minutes or less:

  1. Activate your OpenPhone account. You can try us free for seven days. When you’re ready, upgrade to the Business plan to keep access to your number and phone menu(s).
  2. Select the business phone number you wish to add a phone menu to. You can get local, toll-free, and vanity phone numbers with OpenPhone. You can also port existing numbers (always 100% free) by filling out our port request form.
  3. Add your business hours. Under Settings, then Phone numbers, scroll down to Business Hours. Once you toggle on Enable business hours, you can select an appropriate time zone and set daily availability for your team.
Add business hours to your business line
  1. Add call routing options to the number. OpenPhone allows you to route calls in six ways:
    1. Let the call through
    2. Forward the call to an OpenPhone number
    3. Forward the call to a US or Canadian number
    4. Send the call to a specific team member
    5. Send the call to voicemail
    6. Play a prerecorded message
Phone menu setup OpenPhone
  1. Create a voicemail greeting. You can set up greetings for before and after your business hours, which gives callers a better idea of when they’ll hear back from your team. There are three ways to create a custom voicemail with OpenPhone: record your message in-app, upload an MP3 file, or use our free AI business voicemail greeting generator.
  2. Invite your team to your workspace and number(s). Every new member of your account comes with their own local or toll-free number. However, you can also add coworkers to a shared phone number so everyone can make and receive business calls as a team.
Invite team members OpenPhone

Put more calls on autopilot with OpenPhone

OpenPhone mobile and desktop apps

Inbound calls can go from awesome to overwhelming in a flash, but the right automated phone system can help you handle them with ease. With a VoIP platform like OpenPhone by your side, you can easily grow your business and work more efficiently.

You can do a lot with an OpenPhone plan, from call transfers and integrations with your favorite tools to AI-powered SMS and calling tools. And with the OpenPhone API available on every plan, the sky’s the limit for your automated system.

Test our automated phone system today by signing up for OpenPhone’s seven-day free trial.

FAQs

How much does an automated call system cost?

Automated call systems range from $23 to $50 per user per month. Keep in mind that some platforms come with additional costs like per-minute pricing and per-message SMS fees.

How do customers get through an automated phone system?

When a person calls your automated phone system, they’re automatically greeted with a prerecorded voicemail greeting. Then, they select an option from your phone menu, such as “Press one for Sales” or “Press # to speak with a receptionist.”

How can I improve a customer’s experience with an automated phone system?

Automated phone systems help customers route themselves to the right person, which cuts back on the number of transfers they’ll need. It also streamlines how quickly they can get their questions answered, which means less time spent on the phone for your team and your customers.

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