November 18, 2025
Researching a small business phone system online? First off, we’re sorry. There are too many names for the same or similar things, the acronyms are strange, and cloud-based communication platforms have come a long way in a short time, so a lot of the information out there is outdated and, therefore, misleading.
The best way to find the best phone system for you is to talk to an expert, but a lot of companies out there are going to use that opportunity to try to sell you something you don’t need. That’s not our style, but if you haven’t worked with us before, you’ve got no way of knowing that! So if we were in your shoes, here’s what we think you should know about Microsoft Teams for small businesses.
What Is Microsoft Teams Phone, Anyway?
Think of Microsoft Teams Phone as a cloud-based phone system that lives inside the Microsoft Teams app you might already be using. Instead of managing separate systems for calls, meetings, chat, and collaboration, everything happens in one place. Your team can make and receive calls through their computers, tablets, or smartphones — no desk phone required (though you can add them if you want).
For small businesses, this consolidation can be a game-changer. Instead of juggling multiple communication tools, your staff works from a single, familiar interface.
Why Teams Works Well for Many Small Business Phone Systems
Okay. Let’s get this out of the way: Every business is different, and that means no single solution is the right choice for everyone. But in the past few years, as a lot of businesses have gotten more comfortable with using teleconferencing platforms, adding voice calling to that mix is less of an adjustment. And with more widespread adoption, we’ve also gotten to see what’s worked well for our clients in various industries, and what hasn’t.
Microsoft Teams isn’t the only unified communications (UC) platform out there. But here’s what it brings to the table.
Predictable, Manageable Costs
Traditional phone systems come with unpredictable expenses — maintenance calls, hardware replacements, and per-line charges that add up quickly. Cloud-based systems like Teams Phone typically operate on a per-user subscription model, making budgeting more straightforward. You know what you're paying each month, and there's no hardware depreciating in your closet.
For small businesses watching every dollar, this predictability matters. It's also worth noting that if you're already paying for Microsoft 365, you're already partway there. Because Microsoft has uncoupled Teams from many of its plans, you may just end up paying a little bit more to get a significant amount of ROI.
Built for Remote and Hybrid Work
Remember when your receptionist had to be physically at the desk to answer calls? Those days are over. With Teams Phone, anyone on your team can take calls from anywhere with an internet connection. This flexibility is especially valuable for small businesses that may not have dedicated receptionists or IT staff at every location.
Need someone to cover the phones while working from home? No problem. Want your sales team to make calls from the road? They're already equipped. This kind of flexibility was once a luxury; now it's expected — and Teams Phone delivers it without complex workarounds.
Grow Without Growing Pains
Small businesses that are successful eventually become medium-sized businesses. Traditional phone systems often require expensive upgrades or complete replacements as you scale. Cloud-based systems like Teams Phone grow with you. Adding users is as simple as adding licenses. Opening a new location? They're connected from day one, as long as they have internet access.
This scalability means you're not locked into infrastructure decisions that might not fit your needs three years from now.
One System To Learn (and Support)
Let's be honest: training staff on new systems is time-consuming and expensive. If your team is already using Microsoft Teams for meetings and collaboration, the learning curve for adding phone capabilities is minimal. The interface is already familiar, which means faster adoption and less frustration.
From an IT perspective (even if your "IT department" is one person wearing multiple hats), managing one integrated system is much simpler than maintaining separate platforms for calling, meetings, and collaboration. Fewer vendors, fewer passwords, fewer issues.
Just one thing we should note here — UC platforms like Teams are much easier to set up and manage than on-premises phone systems. However, just because it’s “easier” doesn’t mean it’s easy.
What To Consider Before Making the Switch
If you’re thinking of using Teams for voice calling, here are a few things to keep in mind:
Internet Dependency
Teams Phone requires a reliable internet connection. If your internet goes down, so do your phones. For many businesses, this isn't a dealbreaker. Not only are internet disruptions rare and brief if you’ve got a decent carrier, but outages would already disrupt most operations anyway. For others, internet dependency can be a real problem.
Call Volume and Features
If you're running a high-volume call center or contact center with complex routing needs, you'll want to carefully evaluate whether Teams Phone's capabilities match your requirements.
For typical small business calling — customer service, sales, internal communication — it usually handles things well, but specialized needs might require additional consideration or enhancements.
Implementation Expertise
We alluded to this earlier — while Teams Phone is powerful, setting it up correctly requires expertise.
Things like call routing, security settings, and compliance configurations aren't something you want to guess at. This is where working with a Microsoft Solutions Partner can save you time, money, and headaches down the road.
Microsoft Teams Costs
Is Teams Phone the cheapest option available? Not always.
But "cheapest" and "best value" aren't the same thing. The question isn't just what the licenses would cost — it's whether the investment delivers predictable expenses, reduces complexity, improves productivity, and scales with your business. For many small businesses, when you run those numbers honestly, Teams Phone makes financial sense.
Pro tip: One of the best things about moving to a UC platform like Teams is being able to get rid of a lot of other communication and productivity tools to offset costs. As an added bonus, your staff will spend less time searching for where that file was sent and toggling between tabs.
Making Business Internet Phones Work for Your Business
The technology itself is only part of the equation. Success with Teams Phone — or any new communication system — comes down to proper implementation, security configuration, and ongoing support. Microsoft builds powerful tools, but where you find power, you also find complexity. Configuring and securing Teams takes experience.
But won’t getting expert support cost more than buying directly? That’s a common misconception. Going through a provider (yes, like us) is usually how you get the best overall deal. Software developers like Microsoft provide volume discounts to their strategic partners because they’d rather focus their resources on making good products and leave the service part of the equation to an organization that’s focused on service. We pass on the savings to our clients. Our clients get a great deal, Microsoft can stay focused, and we can focus on making our clients happy. Everybody wins.
Want to explore whether Teams Phone makes sense for your specific situation? Click the link below to learn more about your options with Microsoft Teams.
