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What should you look for in a business phone system?

With business VoIP you usually pay per user, and what that price includes varies widely. Look at call minutes, numbers and what happens to your number if you switch.

  1. What the price per user includes

    With one provider, call minutes, a landline number and a phone menu are included, with another you pay for them separately. So compare what you get, not just the amount.

    Ask the vendor

    Are call minutes to landline and mobile numbers, a landline number and a phone menu included in the price per user?

    Sort by lowest price10 of 11 tools have a public price

  2. Taking your number with you

    According to the ACM, you have the right to keep your number when you switch. A landline number can only come with you if you stay in the same region with the same area code. You request it from your new provider, and your old provider may not charge for it.

    Ask the vendor

    Will you arrange the transfer of my current numbers, and how long will my phone be out of service?

    We do not have a filter for this yet. Ask the vendor.

  3. Contract length and cancelling

    According to the ACM, a provider may charge a cancellation fee if you leave before the end of your contract. A subscription you can cancel monthly keeps you free.

    Ask the vendor

    How long does the contract run, and what do I pay if I cancel early?

    We do not have a filter for this yet. Ask the vendor.

  4. Integration with your CRM

    If you see straight away who is calling and what the last appointment was when a call comes in, you help customers faster.

    Ask the vendor

    Is there an integration with my CRM, and are calls logged there automatically?

    Sort by most integrations11 of 11 tools list integrations

  5. Support in Dutch

    If your phone system goes down, customers cannot reach you. You then want to talk quickly to someone who understands your problem.

    Ask the vendor

    How do I reach your support when calling does not work, and in which language?

    Show tools with support in Dutch6 of 11 tools meet this

  6. Call data in the EU

    A phone system stores who called when, and sometimes recordings. If that is stored outside the EEA, the transfer must rest on a valid basis.

    Ask the vendor

    In which country are my call data and recordings stored, and how long do you keep them?

    Show tools with data in the EU5 of 11 tools meet thisMore about data in the EU

  7. Data processing agreement

    Numbers, calls and voicemails are personal data. If the provider processes them for you, the GDPR requires a data processing agreement.

    Ask the vendor

    Do you offer a data processing agreement, including for call recordings?

    Show tools with data in the EU and a data processing agreement4 of 11 tools meet thisMore about the data processing agreement

Frequently asked questions about choosing business phone providers

What should you look for in a business phone system?

Look mainly at what the price per user includes, taking your number with you, contract length and cancelling, integration with your CRM, support in Dutch, call data in the EU and data processing agreement. For each point we explain why it matters and which question to ask the vendor.

Which questions should you ask a vendor of business phone providers?

Are call minutes to landline and mobile numbers, a landline number and a phone menu included in the price per user? Will you arrange the transfer of my current numbers, and how long will my phone be out of service? How long does the contract run, and what do I pay if I cancel early? Is there an integration with my CRM, and are calls logged there automatically?

Can I take my business number to another provider?

Yes. According to the ACM, you have the right to keep your number. A landline number can only come with you if you stay in the same region with the same area code. You request it from your new provider, and your old provider may not charge for the transfer.

How many business phone providers in the guide can you use or try for free?

Of the 11 business phone providers in our guide, 1 have a free plan and 4 can be tried for free, according to the vendor's site.

Sources

  1. ACM: Keeping your number on a business contract (in Dutch)
  2. Autoriteit Persoonsgegevens: Transferring personal data outside the EEA (in Dutch)
  3. Autoriteit Persoonsgegevens: Data processing agreement (in Dutch)

Texts and sources checked on . The counts follow from the facts in the guide. Rules can change; the source prevails. This is an explanation, not legal or tax advice.

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