Top 7 Multi-Line Phone Solutions for Small Businesses in 2025

As VoIP service providers continue to grow and the telecommunications industry evolves, businesses now have a wider array of phone system choices than ever before. Understanding how to select the right VoIP provider is essential for sustained success, but choosing the right phone system is equally important. Small businesses often prefer multi-line phone systems because they come packed with many features and functions that can be customized to meet specific business requirements. These systems typically enhance call clarity and teamwork, helping companies run more smoothly and productively.

In this article, I’ll review some of the top multi-line phone systems for small businesses, considering their features, costs, customer feedback, and more. This overview aims to help you identify the best fit for your company so you can focus on what truly matters—serving your customers. Let’s explore this topic in detail.

Below is a list of the leading multi-line phone systems suitable for small business owners.

This system supports two separate lines, allowing users to handle calls on different lines simultaneously. Made by VTech, it features caller ID functionality and can store up to 50 recent calls in its log, making it easier to keep track of important contacts. The handset displays caller’s number, name, call date, and time, and all data is stored for quick access. Additionally, the package includes both a handset and a base speakerphone for hands-free calls.

The current price for this VTech DS6151 system is approximately $88.95.

The MiVoice 5330e IP Phone features keys that can be customized or programmed as line or feature keys, allowing businesses to adapt the device to their operational needs. Equipped with 12 fixed-function keys, it provides quick access to common telephony features, making daily tasks more efficient. Additionally, it includes three soft keys that can be programmed for more specific functions as required.

For pricing details, you need to contact the sales team directly, as prices are not publicly listed.

The Polycom VVX 250 is crafted to deliver superior sound clarity, ensuring conversations feel natural and precise. This phone features four line keys, enabling you to handle up to four calls simultaneously. Its user-friendly interface includes context keys, allowing quick access to essential functions without hassle. The device’s vibrant color display complements contemporary office decor, providing both style and ease of use.

The current selling price for the Polycom VVX 250 is $179.00.

The Cisco 8841 VoIP system delivers reliable, high-quality voice communication perfect for business environments. It allows you to maintain your current telephony investments while upgrading to advanced VoIP features. Suitable for remote or in-office use, it incorporates a five-way navigation cluster for easy function access. The device also includes four soft keys that provide quick one-touch access to frequently used features. Its built-in Ethernet switch helps connect your computer, VoIP adapter, and phone through a single cable, reducing clutter and simplifying network setup.

Pricing details require contacting Cisco directly; interested buyers should request a quote from their sales team.

If you need a multi-line phone system that is straightforward to set up and operate, the Nextiva X-835 might be your best choice. With support for 12 lines, it can handle multiple calls at once, minimizing the need for callers to be put on hold. The phone features multi-page support, enabling you to assign frequently used keys to each page for quick access. An additional USB dongle can enhance flexibility, giving you options for expansion beyond the built-in ports.

The Nextiva X-835 is priced at $149.99, or you can opt for a monthly payment plan of $6.00 per month.

The RCA ViSys 25424RE1 stands out as one of the most economical options for a business phone system. It features 3-way call conferencing, allowing multiple participants to be connected simultaneously, making teamwork easier. While it doesn’t include voicemail on every line—likely due to its lower price point—if voicemail isn’t essential for your operations, this model is worth considering as a cost-effective solution.

Its affordability does come with some trade-offs, but the core functions such as conferencing make it a good choice for small business needs.

Pricing details are available through direct contact with the sales team, as costs can vary based on your specific needs.

The Cisco IP 8865 is an advanced high-end video phone that delivers crisp HD video and audio quality. It uses secure, encrypted connections to protect your conversations. Its flexible deployment options allow you to customize the device to fit your business requirements, all while enabling access to Cisco’s full suite of collaboration tools such as WebEx and Expressway, making remote collaboration seamless and effective.

The phone also includes features like 720p high-definition video, Cisco Intelligent Proximity for Mobile Voice, and the ability to expand with additional key modules or use third-party headsets for maximum comfort and functionality.

For pricing, it is best to contact sales directly to receive a tailored quote based on your business needs. Other systems not covered in this guide include options like the Panasonic Link2Cell.

A multi-line business phone system enables your company to handle multiple phone calls at the same time, which is especially useful for businesses experiencing high call volumes. These systems typically leverage DECT 6.0 technology, providing better range while maintaining the same power efficiency as older models. Additionally, most multi-line systems are designed to be easily expandable, so adding extra units as your business grows is straightforward and seamless.

Here are some critical features to look for when choosing a multi-line phone system:

The most fundamental feature is the ability to support multiple active phone lines, enabling your business to manage numerous calls concurrently. Systems can range from two to twenty-four lines, catering to small startups or larger enterprises. While small companies may initially need only a few lines, considering future growth ensures your system can adapt as your business expands.

In addition, features like call waiting and caller ID significantly enhance call management by allowing your team to prioritize incoming calls effectively. Call waiting puts incoming calls on hold if you’re already on a call, and caller ID displays who is calling before you answer, helping you screen and respond to calls appropriately.

A comprehensive business phone system should include features like auto-attendant and voicemail. An auto-attendant plays a pre-recorded message that greets callers and offers options such as Press 1 for Sales, Press 2 for Support, and so on. This feature makes it easier to direct calls efficiently to the right department or individual. Voicemail, on the other hand, allows callers to leave a message when no one is available, ensuring that no call is missed. When paired with an answering machine, voicemail ensures all messages are captured, giving businesses the flexibility to check and return calls at their convenience.

A flexible phone system should include a speed dial function. Speed dial enables users to set up a list of frequently contacted numbers that can be dialed instantly with a single press. This feature is especially useful for businesses that regularly communicate with the same clients or partners, as it saves time and streamlines calling processes.

Having a dedicated business phone line is crucial for reliable communication. Providers that offer a dedicated number ensure customers and clients can reach the business at any time, day or night. This availability can give clients peace of mind, knowing they can contact the company whenever needed.

An Ethernet connection provides a physical link to the internet for your phone system, allowing for clear and reliable internet-based calling. Using internet connectivity for calls can significantly reduce costs associated with long-distance calls. Plus, it opens up access to advanced Voice over Internet Protocol (VoIP) features, enhancing overall communication capabilities.

Complementing Ethernet, a WiFi connection offers wireless flexibility, enabling businesses to connect their phones to the internet without physical cables. This feature is especially valuable in dynamic work environments where mobility is key, allowing staff to stay connected from various locations within the office.

Call forwarding ensures that no call slips through the cracks, even outside of business hours. Calls can be redirected to mobile phones or an answering service when the office is closed, keeping customers connected and ensuring their inquiries are addressed without delay.

Unlike call forwarding, call transfer involves manually moving an ongoing call to another line, such as a mobile or another extension. This feature allows for a seamless handoff during conversations, improving customer service and flexibility for staff.

Recording calls can be invaluable for training staff, monitoring call quality, and maintaining records. Certain systems even transcribe recordings into text, making it easier to review conversations and analyze interactions, saving time and enhancing productivity.

When customers are placed on hold for extended periods, playing music can improve their experience and reduce frustration. It demonstrates that their call is valued and that the business is working to address their needs. Most systems allow administrators to turn this feature on or off with a simple button press.

A softphone is software installed on computers that enables voice calls over the internet. It can help businesses save money on long-distance calls and offers features like call forwarding and call waiting. Softphones often include controls for volume and echo cancellation, making them a versatile addition to traditional phone setups. Combining softphones with physical phones provides a comprehensive communication solution.

High-definition (HD) call quality ensures conversations are clear and natural, fostering trust with customers and clients. While systems with HD audio may cost more initially, the improved clarity often justifies the expense by enhancing communication and professionalism.

Providing employees with personal headphones or earbuds is a cost-effective way to improve comfort and productivity. Features like noise cancellation can help reduce background noise, improving call focus. Businesses can choose between corded headsets for stability or cordless options for increased mobility, depending on their needs.

A PBX (Private Branch Exchange) is a telephone system that manages internal and external calls within an organization. It can be an on-site hardware system or a cloud-based solution hosted by a third-party provider, facilitating efficient call routing and management.

Analog PBX systems use traditional copper-wire lines for calls, while digital PBX systems rely on internet-based protocols like IP. Digital systems typically cost less to maintain and come with more advanced features, making them a popular choice for modern businesses.

Yes, most cordless phones are compatible with PBX systems. However, you might need a separate base station for the cordless handset if it isn’t included with your PBX setup.

Power or internet outages can disrupt call routing through a PBX system. Many systems, however, include backup power supplies and secondary internet connections to reduce downtime and ensure continuity of service.

A multi-line phone system is a valuable asset for both small and large businesses. The ability to handle multiple calls simultaneously becomes increasingly important as your business expands. While traditional systems supported only one call at a time, modern VoIP systems can manage several calls at once, offering both basic features and advanced options.

In summary, top multi-line phone systems include:

Have you used a VoIP phone system in your business? Share which features you found most helpful in the comments. For more insights, check out StepThroughThePortal.com, where you can find information on top call center software, conference call services, and call tracking tools to maximize your company’s communication efficiency.