What is a VoIP phone system?

A VoIP phone system lets you make and receive calls over the internet instead of traditional phone lines. There is no hardware, no desk phones, and no physical infrastructure to maintain. Everything runs in the cloud, from any device, anywhere.

How does a VoIP phone system work?

Your voice is converted into digital data and transmitted over the internet in real time. With dialnote, calls are managed through the cloud so your team can take and make calls from a laptop, mobile, or desktop app without any specialist equipment.

What is the best VoIP phone system for small businesses?

The best VoIP system for a small business is one that doesn't charge you per user as you grow. dialnote's unlimited user plans give your entire team access from $49/mo, with AI call handling, smart routing, and CRM integrations built in from day one.

How much does a VoIP phone system cost?

dialnote starts at $49/mo for unlimited users. That covers your whole team, included domestic calling minutes, IVR menus, AI transcription, and core integrations. No per-user cost, no hardware costs, and no surprise charges as you scale.

What is the difference between VoIP and a regular phone system?

Traditional phone systems rely on physical hardware and fixed lines that are expensive to maintain and difficult to scale. A VoIP system runs entirely over the internet. It is cheaper, more flexible, works on any device, and comes with features that legacy systems simply cannot match.

Do I need special hardware for a VoIP phone system?

No. dialnote requires zero hardware. Your team uses the dialnote app on the devices they already own. No desk phones, no adapters, no installation, and no IT support needed to get started.

Can I keep my existing phone number when switching to VoIP?

Yes. dialnote supports number porting at no extra cost. Bring your existing business number across and it will be live on the platform within a few days. You can also add local, toll-free, or international numbers instantly.

Is VoIP reliable enough for business use?

Yes. dialnote is built on enterprise-grade cloud infrastructure, so call quality is consistent whether your team is in the office, at home, or on the move. And because your AI voice agent handles calls 24/7, your business stays reachable even when your team is not.

VoIP Phone System for Small Businesses

Crystal-clear VoIP calling, without per-user billing

Free included calling, local and toll-free numbers, and number porting (all in one plan).

Unlimited calling, unlimited users

Every dialnote plan includes a monthly pool of calling minutes for domestic calls within your provisioned region. Scale without per-user calling costs eating into your budget.

See per-country calling rates →

Domestic calls within your region, included up to your monthly minute pool
International calls draw from your prepaid wallet at transparent per-minute rates
Shared calling pool across your entire team

Local, toll-free & international numbers

Pick up local area code numbers to establish presence in any market. Add toll-free numbers for a professional image, or go global with clear international calling to 90+ countries.

Get numbers in minutes, not days
Port your existing number at no extra cost
Per-country international rates from $0.0106/min

Shared numbers, done right

One number, multiple teammates. Calls and texts flow into a shared inbox so the first available agent answers. Every interaction is logged for the whole team to see.

Ring all teammates simultaneously, or in sequence
First to answer picks up, no missed calls
Full conversation history visible to every team member

Every call recorded, every insight captured

dialnote automatically records every call so AI can do what it does best: transcribe, summarise, tag, and sync to CRM without any manual effort.

Every call recorded automatically, from the first ring
AI transcription and summarisation generated on every call
Recordings power auto-tagging, CRM sync, call evaluations & more

Every call recorded, every insight captured

AI receptionist that never clocks out

Deploy AI voice agents trained on your business in under 10 minutes to answer calls, capture leads, and trigger follow-ups 24/7.

Answer every call, even after hours

Your AI voice agent handles inbound calls around the clock so no inquiry goes unanswered and no lead is missed. It greets in your brand's voice and knows exactly when to loop in a human.

Explore the AI voice agent →

Trained on your FAQs, pricing, services and policies
Handles accents, background noise and complex queries
Hands off smoothly to a human when the conversation needs it

Capture leads while you sleep

Every call becomes a potential sale. The AI qualifies callers, collects their details, and makes sure your team wakes up to a warm pipeline rather than a backlog of missed calls to chase.

Auto-logs contact details and lead summaries to your CRM
Tags leads based on conversation context
Sends instant SMS follow-ups to keep the conversation going

AI actions that do the heavy lifting

dialnote's AI doesn't stop when the call ends. It works in the background after every conversation so your team has everything they need without lifting a finger.

AI transcription and summarisation generated on every call
Auto-tags every call by topic and outcome
Triggers SMS follow-ups and CRM sync from call outcomes

Multilingual support, globally ready

Serve callers in their language without hiring multilingual staff. dialnote's AI picks up on language and tone automatically so every caller gets a natural, confident response.

14 languages supported out of the box
Consistent experience across every language and timezone
No additional setup needed to activate a new language

Brand your AI agent as your own

Your AI agent should sound like your business, not a generic bot. Build its personality, train it on your processes, and give it a name your customers will recognise.

Custom agent name, voice and branded greeting
Knowledge base built from your call flows, FAQs and pricing
Included with AI agents from the Team plan up

Smart call routing that gets it right, first time

Build custom phone menus, set business hours, and automate call flows. No technical skills required.

IVR menus callers actually understand

Build multi-level phone menus that route callers to the right person instantly. Custom recordings make every menu sound like your brand, not a call centre.

Explore IVR and call routing →

Drag-and-drop IVR builder, no coding needed
Up to 3 levels of nested menus
Text-to-speech or custom voice recordings

Handle unanswered calls gracefully

Set fallbacks so no caller ever hits a dead end. Route to voicemail, trigger a callback, or forward to another number silently and automatically.

Custom voicemail greetings per number
Callback requests logged instantly
Call forwarding to any device at no extra cost

Never miss an after-hours call

Set custom schedules for each number and let dialnote handle the rest. After-hours calls roll to your AI agent, voicemail, or a callback request automatically.

Per-number business hours configuration
AI agent takes over when your team is offline
Voicemail with transcription so no detail is ever lost

Route by team, time or availability

Direct calls to whoever is actually available right now. Set routing rules by department, business hours, or individual agent status so no call lands in the wrong place.

Automatically skips agents on DND or vacation
Ring sequentially, simultaneously, or by priority
Warm transfers so context travels with the caller

Keep your whole team in sync, on every call

Shared inboxes, internal threads, and group calling so nothing falls through the cracks.

Shared inbox, no context lost

Every call, text, and note lives in one shared inbox. Your team sees the full conversation history before picking up so customers never have to repeat themselves.

See team collaboration →

Multiple teammates share one number without dropping the ball
See when teammates are typing or have responded
Unified contacts and shared address book across the team

Collaborate without breaking the call

dialnote's internal threads let your team coordinate behind the scenes while keeping the customer conversation flowing. Solve issues without the customer ever knowing.

Internal threads within any customer conversation
Mention teammates to pull in the right person instantly
Notes and tags visible across the whole team

Group calling and warm transfers

Bring in a teammate mid-call with one tap. Or hand off with a warm transfer so the next agent already knows the full story.

Add team members to any live call instantly
Warm transfer with shared context before handoff
Ring groups or individuals, your choice per call

Snippets and scheduled messaging

Stop writing the same message twice. Save responses as snippets and schedule follow-ups so nothing gets missed, even when your team is flat out.

Reusable message templates for fast replies
Schedule texts and follow-ups in advance
Auto-replies for missed calls and after-hours texts

See what is working. Fix what is not.

Real-time analytics, AI call evaluations, and team activity overviews so you always know where things stand.

Call analytics that tell the full story

Go beyond call count. Track missed call rates, response times, and volume trends to find the gaps and double down on what works.

Explore call analytics →

Live and historical call reporting
Per-agent and per-number performance breakdowns
Identify peak hours and staffing gaps at a glance

Team roles and performance overview

See your whole team's activity from one dashboard. Set roles, manage permissions, and stay across performance without micromanaging.

Role-based access for agents, managers, and admins
Team activity dashboard with key metrics at a glance
Performance trends over days, weeks, and months

Smart call tagging, hands-free

Every call gets tagged based on conversation context. No manual labelling, no chasing agents for call notes.

AI assigns tags like 'lead captured' or 'complaint' automatically
Outcome tags log how every call ended
Filter and export tagged calls for reporting

AI call evaluation, built in

AI scores every conversation automatically. Flag calls that need coaching and surface winning patterns without listening to a single recording manually.

Auto-scores calls against custom criteria
Flags low-quality calls for manager review
Tracks improvement over time, per agent

Call Routing

Call Forwarding

Call Recording

IVR (Phone Menu)

Call Transfer

Business Hours Routing

Group Calling

Call Hold & Queuing

SMS & MMS

Shared Inbox

Auto-Replies

Scheduled Messages

Canned Responses (Snippets)

Voicemail & Transcripts

AI Voice Agents

AI Knowledgebase

AI Call Transcription

AI Call Summarization

AI Actions

AI Call Evaluation

AI Call Tags

Conversation Intelligence

Call Analytics Dashboard

Busy Times Report

Missed Calls Report

AI Voice Agent Reports

AI Call Tags Report

Team Performance Reports

Shared Numbers Report

Live Queue Dashboard

Custom Reports

CRM Integrations

Automation Platforms

Scheduling

API & Webhooks

Shared Numbers

Internal Threads

Shared Contacts

User Management

Phone Numbers

Number Porting

Mobile Apps

Build your AI voice agent

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See dialnote in action (5 min)

VoIP phone system that needs no hardware