Introduction
Many UK businesses did not expect to revisit their cloud based phone system options so soon. Missed calls from rigid landlines, spotty remote access, and climbing costs are getting harder to ignore. Customers now expect fast responses as standard, not as a bonus. Traditional setups often struggle to keep up.
There’s also a fixed deadline forcing the issue. The UK’s PSTN network is due to shut down in January 2027. When that happens, traditional phone lines will cease to function. No workaround. No extension. For many organisations, what once felt like a future upgrade has quietly become something that needs action.
As a result, more companies are actively reviewing the best cloud phone system providers available in the UK. The conversation has moved beyond simple replacement. Reliability, flexible working, and predictable costs now sit at the centre of the decision. This guide explains how cloud phone systems work, why adoption is accelerating across the UK, and which providers suit different business needs.
What Is a Cloud Phone System?
A cloud phone system runs business calls over the internet instead of traditional lines. Secure cloud servers handle calls, letting staff use desk phones, mobiles or computers without bulky on-site PBX hardware.
Cloud based phone system setups break free from single-office limits. Staff log in from anywhere, tweak extensions easily, and unlock features without expensive hardware. Cloud phone systems have become the practical PSTN and ISDN replacement for many UK businesses.
Why UK Businesses Are Switching to Cloud Phone Systems
The move to cloud telephony isn’t happening for one reason alone. It’s a combination of practical pressures and operational changes.
PSTN switch-off
The 2027 closure will permanently end analogue and ISDN services. Businesses that delay migration risk sudden service disruption.
Remote and hybrid working
Cloud systems allow staff to stay connected wherever they’re working, without forwarding calls or juggling personal numbers.
Predictable costs
Monthly subscriptions replace variable line rental and maintenance fees, making budgeting simpler.
Scalability
Adding or removing users doesn’t require new hardware or lengthy setup work.
Customer experience
Features such as call routing, auto-attendants, and voicemail-to-email reduce missed calls and delays.
Compared with traditional phone systems, cloud solutions remove many of the restrictions businesses have worked around for years.
Top Best Cloud Phone System Providers in the UK
Below is a practical breakdown of reliable cloud phone system providers for UK businesses, based on usability, features, and long-term value rather than marketing claims.
1.VoIP Shop – Best overall Cloud Phone System Provider
VoIP Shop appeals to UK businesses that want a clear, dependable cloud phone system without unnecessary complexity. Instead of pushing feature-heavy bundles, it focuses on flexibility and ease of management, supported by a UK-based service.
Best for:
Small to mid-sized UK businesses
Key features:
- UK geographic and non-geographic numbers
- Call routing and hunt groups.
- Voicemail-to-email
- Mobile and desktop apps
- Simple user management
Pros:
Straightforward setup, practical features, and responsive UK support.
Ideal business size: SMEs and growing organisations
Mini use case: A UK accounting firm reduced missed client calls by around 30% within weeks of switching to VoIP Shop.
2.RingCentral – Best for Large and Distributed Teams
RingCentral, a global leader with solid UK presence, gets picked by businesses handling tricky comms across multiple sites or offices.
Best for:
Medium to large businesses
Key features:
- Advanced call routing
- Integrated messaging and video
- CRM integration
- High uptime reliability
Pros:
Enterprise-level functionality and strong app performance across devices.
Ideal business size: Mid-sized to large organisations
Mini use case: A multi-location marketing agency improved internal coordination by linking RingCentral with its CRM and collaboration tools.
3. 8×8 – Best for Call Analytics and Reporting
8×8 is commonly selected by businesses that rely heavily on call data and performance monitoring, particularly in sales or support environments.
Best for:
Call-driven teams
Key features:
- Advanced call analytics
- Call recording and quality monitoring
- Multi-level auto-attendants
Pros:
Strong reporting tools and reliable service.
Ideal business size: Growing SMEs to mid-sized companies
Mini use case: A UK support centre reduced response times by improving agent visibility through 8×8’s reporting tools.
4. Vonage Business – Best for CRM-Focused Teams
Vonage suits organisations where phone systems need to work closely with existing CRM platforms.
Best for:
Sales-oriented businesses
Key features:
- CRM integrations
- Call queues and IVR
- Mobile and desktop applications
Pros:
Good integration options and flexible scaling.
Ideal business size: Small to medium-sized businesses
Mini use case: A retail company automated follow ups using Vonage, leading to noticeable improvements in customer satisfaction.
Key Features to Look for in a Cloud Phone System
Not all cloud phone systems deliver the same value. UK businesses should focus on features that directly affect day-to-day operations.
- Call routing and auto-attendants to handle higher call volumes.
- Mobile and desktop apps to support flexible working
- UK number support to maintain local presence
- CRM integration to improve workflow efficiency
- Security and reliability to protect business communications
A good system reduces friction. It shouldn’t add more layers to manage.
Cloud Phone System vs Traditional Landline
Traditional landlines depend on fixed infrastructure and physical locations. With the PSTN switch off approaching, they’re no longer a long term option.
Cloud phone systems offer:
- Location independence
- Faster deployment
- Easier scaling
- Lower ongoing maintenance
For most UK businesses, cloud telephony is now the more practical and sustainable choice.
How Much Does a Cloud Phone System Cost in the UK?
Pricing typically follows a per-user monthly model.
- Entry-level plans: around £10–£15 per user
- Advanced plans: roughly £20–£30 per use
Costs depend on features, team size, call volume, and support. Cloud systems might look pricier upfront, but most businesses save big long term no hardware to buy, less maintenance, cheaper than line rentals.
How to Choose the Right Cloud Phone Provider
Focus on what your business actually needs. Here’s the short checklist:
- Team & Growth
- Current users? Future hires?
- Ask: “Instant add/remove users?”
- Call Volume
- More inbound or outbound? Peak times?
- Ask: “Hunt groups & queues included?”
- Integrations
- CRM? Teams? Helpdesk?
- Ask: “Native Salesforce/HubSpot sync?”
- Numbers
- Keep existing? Local UK numbers?
- Ask: “Free number porting?”
- Support
- UK-based? 24/7?
- Ask: “SLA uptime guarantee?”
- Budget
- Per-user cost + call bundles?
- Ask: “Full 12-month TCO quote?”
Quick Action:
Score 3 providers on these 6 points. Demo the top 2 with your team. Pick the best fit.
Talk through your cloud phone options
FAQ
1. When will the UK PSTN network be switched off?
The PSTN and ISDN networks are scheduled to close by January 2027, after which traditional lines will no longer function.
2. Can existing UK phone numbers be kept?
Yes. Most providers support number porting, allowing businesses to retain current numbers.
3. Is new hardware required?
Not necessarily. Many systems work through apps, though desk phones can still be used if preferred.
4. Will call quality be reliable?
With stable broadband, cloud phone systems offer clear audio. Poor internet quality can affect performance.
5. What additional features are included?
Common features include call routing, voicemail-to-email, CRM integration, auto-attendants, and remote access.
Final Thoughts
With the 2027 PSTN shutdown coming up fast, old phone systems just won’t cut it for UK businesses anymore. Picking the right cloud phone system is a real business call now one that lets your team work from anywhere, keeps calls crystal clear, and dodges headaches down the road. VoIP Shop works great for most small firms with simple cloud-based phone systems, while RingCentral or 8×8 sort out bigger or trickier setups. Bottom line: grab one that matches your needs today and grows with you tomorrow.
Compare cloud phone systems based on your business needs
