Top 5 VoIP Desk Phones for Small Businesses in 2025

Is Your Old Phone System Hurting Your Business?

Relying on outdated technology poses a significant risk. Poor call quality, missed opportunities, and rising costs can hold your business back. It’s time to upgrade to VoIP and transform the way you communicate.

With the VoIP phone handsets, you can enjoy crystal-clear calls, advanced features, and significant savings, up to 30% on phone bills and 90% on international calls.

In this guide, we’ll explore the top 5 VoIP desk phones for small businesses in 2025. Whether you’re a startup or a growing team, we’ll help you find the perfect fit to take your communication to the next level.

Ready to make the switch? Let’s get started! 🚀

What is a VoIP Desk Phone?

A VoIP desk phone is a hardware device that allows you to make voice calls over the internet instead of traditional landlines. Unlike regular phones, VoIP (Voice over IP) desk phones use your internet connection to transmit voice data, offering advanced features like call forwarding, voicemail-to-email, and video conferencing.

For small businesses, conference phones, business phones, and VoIP desk phones are a game-changer. They’re cost-effective, scalable, and packed with features that streamline communication.

Benefits of Using VoIP Desk Phones in 2025

Here are the benefits of using VoIP desk phones in 2025:

• Cost Savings: VoIP desk phones Poly VVX, Yealink T48U, and Yealink T53W are cheaper to maintain than traditional landlines, reducing communication costs for small businesses.

• Advanced Features: Features like voicemail-to-email, call forwarding, and HD voice provide more functionality than traditional phones.

• Scalability: As your business grows, you can easily add more lines without the need for complex wiring or equipment.

• Flexibility: Many VoIP desk phones can be used with mobile apps, allowing employees to take calls on the go.

• Improved Communication: VoIP offers better call quality and a range of collaborative features, making communication more efficient.

• Easy Setup: Setting up a VoIP phone system is simpler than traditional phone lines and can be done remotely.

Top 5 VoIP Desk Phones for Small Businesses in 2025

When it comes to selecting the best VoIP desk phones, there are numerous options available. Here are our top 5 picks for VoIP desk phones that deliver great value, features, and performance for small businesses.

1. Yealink SIP-T46S IP Phone

The SIP-T46S IP phone is a great SIP tool for busy workers and leaders. It works better than the T46G and has a faster interface and a bright, high-quality color screen.

With Yealink Optima HD technology and the wideband Opus codec, it offers very clear calls. The SIP-T46S also uses Gigabit Ethernet for fast call handling and works with accessories like a Bluetooth USB Dongle and a Wi-Fi USB Dongle.

The new T4S series keeps the stylish look of the T4 line but has improvements for better teamwork and connection.

Telephone Type: 1

Number of Batteries: 1 CR123A batteries required.

Material: Plastic

Power Source: Corded Electric

Item dimensions L x W x H: 9.61 x 8.39 x 7.28 inches

Answering System Type: Digital

Item Weight: 3. 1 Pounds

Phone Talk Time: 24 Hours

2. Ooma Dp1-t

The Ooma DP1-T Wireless Desk Phone is a desktop device tailored for home office use. It connects wirelessly to an Ooma Telo, so you can start making calls in just minutes without needing extra cables or adapters.

It has clear call quality, a good speakerphone, and many useful features like speed dial keys, making it easy and enjoyable to work from home.

Telephone Type: Cordless

Number of Batteries: 1 AAA battery is required. (included)

Material: Plastic

Power Source: Battery Powered

Dialer Type: Single Keypad

Item dimensions L x W x H: 8 x 9 x 2 inches

Answering System Type: Digital

Item Weight: 2.5 Pounds

3. Cisco 8800 Audio KEM

The Cisco 8800 Audio Key Expansion Module is an accessory that expands the features of Cisco office desk phones. It lets you manage two pages of 18 customizable keys so you can quickly access more contacts, lines, or features.

This is great for receptionists, assistants, or anyone who takes many calls. The Cisco 8800 Audio KEM makes communication easier by giving quick access to often-used functions, helping to improve productivity and manage calls better.

Telephone Type: Phone Expansion Module

Material: Plastic

Power Source: AC adapter

Dialer Type: Tone

Item dimensions L x W x H: 7.75 x 4.25 x 0.75 inches

Item Weight: 600 Grams

Compatible Devices: Cisco IP Phone 8851, 8851NR, 8861

Recording Capacity: 17 minutes

4. Cisco IP Phone 8845 CP-8845

The Cisco 8845 IP Phone offers clear and reliable voice calls for businesses of all sizes, from small to large. It has a comfortable design, 720p HD video, and high-quality sound for great calls. It also keeps calls secure with encryption and provides many communication features.

The Cisco 8845 is suitable for workers, remote employees, office staff, executives, and managers in different industries.

Telephone Type: Corded

Number of Batteries: 1 12V batteries required.

Material: Plastic

Power Source: Corded Electric

Dialer Type: Single Keypad

Item dimensions L x W x H: 16 x 6 x 14 inches

Answering System Type: Digital

Item Weight: 1.62 Kilograms

5. Yealink T33G IP Phone

The Yealink SIP-T33G is a budget-friendly IP desk phone that works well and looks modern. It can handle four lines and has a 5-way conference feature, making it great for busy offices. The phone has a big color screen with a clear display and is easy to use.

With a strong new chip, the SIP-T33G helps improve communication and productivity. It also has features like two ports for fast internet, built-in power over Ethernet, compatibility with Yealink wireless headsets, and an adjustable stand for different viewing angles. This affordable phone is perfect for boosting efficiency in any office size.

Telephone Type: Corded

Number of Batteries: Unknown batteries required.

Material: Plastic

Power Source: Corded Electric

Dialer Type: Single Keypad

Item dimensions L x W x H: 10 x 10 x 6 inches

Answering System Type: Digital

Item Weight: 30 Grams

VoIP Desk Phone Vs. Softphone: Key Differences

Here’s a quick comparison to help you understand the differences between VoIP desk phones and softphones in table format:

What to consider when choosing a VoIP phone?

Choosing the right VoIP desk phone for your business is essential to ensure smooth communication. Here’s a comprehensive guide to the key factors you should consider;

1. Budget

• Consider the cost of the phone hardware itself.
• Evaluate the cost of the business phone system provider’s plans.
• Look out for potential fees for features like call recording, international calling, or extra extensions.

2. Features

• Focus on crucial features like call forwarding, voicemail-to-email, call recording, and auto-attendant.
• Consider features like video conferencing, CRM integration, and mobile app integration if needed.
• Choose a system that can grow with your business, making it easy to add or remove lines and extensions as your business changes.

3. Compatibility

• Verify that the phone is compatible with your chosen VoIP service provider.
• Check that your internet can support VoIP calls.
• Look for compatibility with your current network devices, like routers and switches.

4. Ease of Use

• Choose a phone with an intuitive and user-friendly interface.
• Look for phones that offer easy setup and configuration, reducing time spent on installation.
• Consider the availability of support and training resources for both installation and troubleshooting.

5. Audio Quality

• Choose a VoIP phone that supports HD voice for superior, crystal-clear call quality.
• Look for phones with noise cancellation features to minimize background noise.
• Make sure the phone supports the appropriate codecs for compatibility with your VoIP service.

 6. Connectivity

• Most VoIP phones connect through Ethernet.
• Consider Wi-Fi connectivity for wireless deployments.
• Look for Bluetooth support for connecting headsets and other devices.
• Power over Ethernet makes installation easier with a single ethernet cable for both power and data.

7. Security

• Make sure the phone can use security methods like SRTP and TLS to keep your calls safe.
• Choose a trusted company that gives regular security updates.

8. Reliability and Support

• Choose a trustworthy seller with a good history.
• Look at how available and helpful their customer support is.
• Review the warranty the seller provides.

How to Set Up a VoIP Desk Phone for Your Small Business?

Setting up a VoIP desk phone for your small business is simple if you follow these steps:

1. Choose a VoIP Service Provider:

• First, select a VoIP service provider like RingCentral, Ooma, or Nextiva.
• You can also consider working with a channel partner who can help guide you through the selection process and ensure you’re getting the right VoIP service for your needs.
• Sign up for the service and get your account details.

2. Connect the Phone to Your Network:

• Plug the VoIP desk phone into your router using an Ethernet cable. If your phone supports Wi-Fi, you can connect it wirelessly.
• Ensure your network has enough bandwidth to handle VoIP calls.

3. Power the Phone:

• If your phone supports Power over Ethernet (PoE), it will receive power through the same Ethernet cable.
• If not, plug the phone into an electrical outlet using the included power adapter.

4. Configure the Phone:

• Follow the on-screen instructions on your phone to set up your VoIP account by entering the login credentials provided by your service provider.
• You may have to enter SIP settings or connect through an app on your phone if needed.

5. Test the Phone:

• Make a test call to ensure the VoIP phone is working properly and the sound quality is clear.
• Check additional features like voicemail and call forwarding.

6. Adjust Settings (Optional):

• Change settings like ringtones, screen options, and call features using the phone’s menu or the VoIP provider’s website.

7. Train Your Team:

• Once everything is set up, provide your team with basic training on how to use the phone, including how to make and receive calls, transfer calls, and access voicemail.

Final Words

Choosing the right VoIP desk phone is essential for enhancing communication and boosting productivity within your small business. Whether you go for the feature-rich Yealink SIP-T46S, the simple yet effective Ooma DP1-T, or the versatile Cisco IP Phone 8845, there’s a VoIP phone suited for your needs.

When choosing, think about your budget, features, compatibility, and sound quality. The best business phone system makes communication easier and allows you to grow with your business.

Make your business communication smarter and more efficient with the best VoIP desk phones of 2025- start upgrading today!🚀

FAQs

What is the future of VoIP phones?

The future of VoIP phones includes increased integration with AI, enhanced video conferencing, and improved mobile integration.

What is the best phone service for a small business?

The best phone service for a small business is typically a VoIP service. Services like RingCentral, Ooma, and Nextiva are affordable and offer great features for businesses to communicate easily.

What is the best softphone for a small business?

The best softphones for a small business are Zoom Phone, Microsoft Teams, and RingCentral. They’re popular because they’re easy to use, flexible, and work well with other business tools.

Is VoIP worth it for small businesses?

Yes, VoIP is worth it for small businesses.

Can a VoIP phone be used as a landline?

No, a VoIP phone cannot be used as a traditional landline. It requires an internet connection to make calls, whereas a landline uses telephone wires for communication.

Can I just buy a VoIP phone?

Yes, you can buy a VoIP phone, but you’ll also need a VoIP service provider to make calls, as the phone requires an internet connection to function properly.

What is the main disadvantage of VoIP?

The main disadvantage of VoIP is that it requires a stable internet connection.