Running a small business is like balancing a lot of things at once. You’re managing phone calls ☎️related to finances, marketing, customer service, and several other things all at once. And sometimes, it feels like your business phone system is just another ball you’re desperately trying to keep in the air 😪. But what if you could automate some of those calls?
This is possible with IVR systems 🤩. It’s like a virtual receptionist who answers your calls routes customers to the right department, and even gathers basic information before connecting them to a human representative. It’s like having a 24/7 employee who’s always polite, efficient, and never takes a break.
👉 This blog post will explore the best affordable IVR systems tailored for small businesses and some pro tips before choosing an IVR system provider.
🔑 KEY HIGHLIGHTS
- IVR, or Interactive Voice Response, is a technology that allows people to interact with a computer system using their voice or keypad inputs. It is commonly used in customer service phone systems to route calls, provide information, or handle simple tasks without needing a human operator.
- IVR software can help small businesses by efficiently managing customer calls, reducing wait times, and providing 24/7 support. It also helps to automate routine inquiries, freeing agents for more complex tasks.
- Some of the best and most affordable IVR systems for small businesses are KrispCall, RingCentral, Dialpad, Nextiva, Cloudtalk, Vonage, Twilio, Talkdesk, Aircall, and Callhippo.
- When choosing an IVR system for small businesses, look for user-friendly software with customization options that integrate well with your existing phone system and offer reliable customer support. Also, consider the cost and scalability to match your business growth.
- KrispCall is one of the best and most affordable IVR system for small businesses, offering a wide range of telephony features to enhance customer interactions, streamline operations, and boost overall productivity.
Why Small Businesses Should Use IVR Software?
Small businesses can greatly benefit from using IVR software. Here’s why small businesses should use IVR software:
1. Optimizes a Small Workforce
Managing tasks such as bill payments, account updates, and basic customer support issues can take a lot of time. But, using IVR automation to manage these time-consuming tasks can free up agents to make outbound sales calls, attend important business meetings, and help high-value customers.
IVR tools can help increase your call center productivity and first-call resolution rates thanks to its outbound voicemail drops, a range of routing strategies, and third-party integrations.
2. Enhances the Appearance of Small Businesses
Small businesses can leverage IVR systems to project a more professional and established image, elevating their perceived credibility among customers. IVR greets callers with a clear, professional voice message, eliminating the possibility of reaching a dead-end or waiting on hold for an unavailable staff member.
This initial, positive impression builds trust and demonstrates a commitment to customer service. Additionally, IVR systems can be customized with multi-language options, catering to a broader audience and showcasing a company’s attentiveness to diverse customers.
3. Reduces Operating Costs
By eliminating the need to hire additional agents to handle an increase in customer service requests, IVR reduces operations costs. Likewise, since IVR is a VoIP feature, businesses can eliminate the high investments in bulky hardware and equipment.
With IVR, small businesses will also benefit from reduced agent turnover rates due to the automation of frustrating business processes.
4. Provides a Better Customer Experience
With IVR technology, you can offer 24/7 customer self-service options to make them happy. The IVR enables customers to contact you at any time, skip long hold times, and get connected to the right agent, not just the first one available.
This leads to more personalized service, better-prepared agents, and stronger customer relationships, resulting in more referrals and a higher customer retention rate.
Best IVR System For Small Business: At A Glance
Here is a breakdown of the best affordable IVR systems for small businesses, selected based on features and pricing.
| Provider | Features | Pricing |
| KrispCall | Multi-level IVR, Auto-reply, Live call monitoring, Global virtual numbers, Mobile apps, Voicemail transcription | Starts at $12/user/month |
| RingCentral | Drag-and-drop IVR designer, Multi-language support, Integrations with Google and Microsoft apps | Starts at $20/user/month |
| Dialpad | AI-driven IVR, Real-time transcription and analytics, High customization options | Starts at $15/user/month |
| Nextiva | Advanced IVR with conversational AI, Custom hold music, Voicemail transcriptions, Queue callback | Starts at $22.95/user/month |
| Cloudtalk | Multi-level IVR, Advanced call routing, Robust analytics for performance optimization | Starts at $25/user/month |
| Vonage | Virtual receptionist, Call queuing, Dynamic Caller ID, Highly customizable IVR menus | Starts at $13.99/user/month |
| Twilio | Developer-friendly APIs, Highly customizable IVR solutions | N/A, Contact sales |
| Talkdesk | Intelligent call routing, Voice analytics, Integration | Starts at $85/user/month |
| Aircall | Cloud-based accessibility, AI-generated call summaries, Time-based routing | Starts at $30/user/month |
| Callhippo | Smart call forwarding, Robust call analytics, Customizable IVR options | Starts at $18/user/month |
10 Best IVR Systems For Small Business In 2024
1. KrispCall
KrispCall is a cloud-based phone system designed specifically for small and medium-sized businesses. It offers a comprehensive suite of telephony features, including a powerful and affordable IVR system, that can help streamline operations and enhance customer engagement.
Moreover, KrispCall’s IVR integration is seamless, built directly into its cloud telephony platform, making it easy to set up and manage. Unlike competitors, who charge extra for IVR features, KrispCall’s affordable pricing plans include access to its comprehensive suite of tools, including IVR. This ensures you get a complete solution without hidden fees, helping you optimize your budget and maximize your return on investment.
⚡ Key Features
- Multi-level IVR
- Auto-reply for missed calls
- Live call monitoring
- Voicemail transcription
- Multiple phone number
👍 Pros & Cons 👎
| Pros | Cons |
| Global accessibility – Provides virtual numbers from over 100 countries. | Mobile apps can lag sometimes. |
| User-friendly interface. | Lacks multilingual interface. |
| Offers a wide range of telephony features. | Lacks AI features compared to its competitors |
💰 Pricing
- Essential: $12/user/month
- Standard: $32/user/month
- Enterprise: Custom/ Contact Support
2. RingCentral
RingCentral is renowned for its comprehensive cloud-based contact center solutions. Its IVR system stands out for its user-friendly interface and robust features that cater to a wide range of business needs. One of the primary benefits of RingCentral’s IVR system is its seamless integration with other communication tools, such as messaging, video conferencing, and team collaboration platforms.
Additionally, RingCentral offers powerful analytics and reporting tools, enabling businesses to track call performance and customer interactions in real-time. This data-driven approach helps make informed decisions and improve customer service. The IVR system also supports multiple languages, which is a significant advantage for businesses catering to a diverse customer base.
⚡ Key Features
- Multi-Level auto-attendant
- Custom IVR prompts via text-to-speech
- Configure up to 250 IVR menus per account
- Multi-language support
- Call routing and auto-prompts for out-of-hours
👍 Pros & Cons 👎
| Pros | Cons |
| Easy drag-and-drop IVR designer interface. | Limited customization options in basic plans. |
| Up to 250 voice menus and submenus per account. | Lack of premium consultation services. |
| Supports multiple languages. | Expensive compared to other providers. |
💰 Pricing
- Core: $20/user/month
- Advanced: $25/user/month
- Ultra: $35/user/month
📑 Check: Best RingCentral Alternatives in Market
3. Dialpad
Dialpad is another strong contender for small businesses seeking a reliable IVR system. Known for its innovative approach to communication, Dialpad integrates artificial intelligence to enhance its IVR capabilities.
This AI-driven approach helps understand and manage customer inquiries more efficiently. Dialpad’s IVR system is particularly beneficial for businesses looking to implement advanced technologies to improve their customer service. Furthermore, Dialpad provides a high level of customization, allowing businesses to tailor the IVR system to their specific needs.
⚡ Key Features
- AI-driven IVR capabilities
- Integration with CRM platforms
- High level of customization
- Advanced call routing
- Real-time transcription and analytics
👍 Pros & Cons 👎
| Pros | Cons |
| AI-driven features for improved efficiency. | It may not be the best fit for businesses that only require basic telephony features. |
| High customization options. | Limited offline support. |
| Offers 100% uptime with an SLA guarantee. | Frequent software updates can be disruptive for some users. |
💰 Pricing
- Standard: $15/user/month
- Pro: $25/user/month
- Enterprise: Customized/Contact Sales
🧾 Also Read: Best Dialpad Alternatives and Competitors
3. Nextiva
Nextiva is well-regarded for its robust and reliable IVR system, which is tailored to small businesses. Its strength lies in its simplicity and ease of use, making it accessible even for businesses without extensive technical expertise. Nextiva’s IVR system is designed to streamline call management processes, ensuring that customer inquiries are handled efficiently.
One of the standout benefits of this provider is its excellent customer support, which is crucial for small businesses that may need extra assistance in setting up and managing their IVR systems. The system also integrates well with other business tools, including CRMs like Zoho, HubSpot, Oracle sales cloud, SugarCRM, and other helpdesk software, which helps in creating a comprehensive communication strategy.
⚡ Key Features
- Advanced IVR with conversational AI
- Custom hold music
- Voicemail transcriptions
- Queue callback
👍 Pros & Cons 👎
| Pros | Cons |
| The auto-attendant feature comes on the basic plan. | Limited integrations on lower plans. |
| Provides excellent customer service. | No unlimited minutes for toll-free numbers. |
| Easy-to-use interface. | Advanced auto-attendant and voicemail transcriptions require an upgrade. |
💰 Pricing
- Essential: $18.95/user/month
- Professional: $22.95/user/month
- Enterprise: $32.95/user/month
5. Cloudtalk
CloudTalk is a leading provider of affordable IVR systems tailored for small businesses seeking efficient communication solutions. It provides comprehensive IVR capabilities that enable businesses to automate customer interactions effectively.
This includes routing calls based on customer inputs, providing self-service options, and ensuring quick resolution of inquiries through automated responses. With competitive pricing and flexible plans, CloudTalk caters specifically to the budget-conscious needs of small businesses while delivering reliable and feature-rich IVR solutions that improve operational efficiency and customer satisfaction.
⚡ Key Features
- Multi-level IVR
- Advanced call routing and management
- Easy integration with business tools
- Robust reporting and analytics
- Scalability for growing businesses
👍 Pros & Cons 👎
| Pros | Cons |
| Powerful lead capture and qualification features. | Limited integrations compared to some competitors. |
| Automated follow-up processes for efficient lead nurturing. | Mobile app functionality might not be as comprehensive. |
| Detailed sales analytics for tracking performance and optimizing strategies. | Pricing can be higher compared to some competitors. |
💰 Pricing
- Starter: $25/user/month
- Essential: $30/user/month
- Expert: $50/user/month
6. Vonage
Vonage is a leading provider of communication solutions for small businesses, offering an affordable and robust IVR system that enhances customer interactions. Known for its cloud-based platform, Vonage provides flexible IVR capabilities that can scale with business needs.
The system enables businesses to create customized interactive voice responses that guide callers to the right departments or information quickly and efficiently. Vonage’s IVR system integrates seamlessly with other communication tools like VoIP, SMS, and email, allowing businesses to maintain consistent and reliable customer communications across various channels.
⚡ Key Features
- Virtual Receptionist for custom call routing
- Paperless faxing from your computer
- Call queuing for managing high call volumes
- Dynamic Caller ID for easily switching outbound numbers
👍 Pros & Cons 👎
| Pros | Cons |
| Highly customizable IVR menus and advanced call routing. | Pricing can be higher than some competitors. |
| Seamless integration with popular business tools. | Limited AI-powered features compared to some competitors. |
| Reliable performance and excellent customer support. | Can be complex to set up for less tech-savvy users. |
💰 Pricing
- Mobile: $13.99/user/month
- Premium: $20.99/user/month
- Advanced: $27.99/user/month
7. Twilio
Twilio is a cloud communications platform that empowers businesses to build custom communication solutions using APIs. It is an excellent choice for small businesses that require a high degree of customization and integration with other systems. Twilio’s IVR system is built on a robust cloud infrastructure, providing reliability and scalability for growing businesses.
One of Twilio’s primary benefits is its API-driven approach, which allows businesses to create highly customized IVR solutions tailored to their specific needs. This flexibility allows the IVR system to integrate with virtually any application or service. Additionally, this IVR system provider offers comprehensive documentation and support, making it easier for developers to build and maintain custom solutions.
⚡ Key Features
- Developer-friendly platform
- Highly customizable IVR solutions
- Robust cloud infrastructure
- Comprehensive documentation and support
- API-driven approach
👍 Pros & Cons 👎
| Pros | Cons |
| Developer-friendly APIs for building custom IVR solutions. | Requires coding experience for advanced customization. |
| Highly scalable and flexible platform. | Can be complex for non-technical users. |
| Extensive ecosystem of pre-built solutions and integrations. | Limited out-of-the-box features for simple IVR setups. |
💰 Pricing
Twilio’s pricing is based on usage, charging for each call, message, and other communication event. Their flexible pricing model allows businesses to pay only for what they use, making it cost-effective for businesses of all sizes. To know the exact pricing, we request you to contact the sales team.
8. Talkdesk
Talkdesk is a leading contact center platform that offers advanced features to enhance customer service and improve agent efficiency. Their IVR system is highly customizable and seamlessly integrates with other business tools, enabling businesses to create a personalized and efficient customer journey.
Talkdesk’s IVR systems are designed to handle high call volumes while optimizing agent productivity through intelligent call routing and self-service options. Its commitment to affordability, flexibility, and user-friendly features makes it a top choice for small businesses looking to enhance customer service through an efficient IVR system.
⚡ Key Features
- Intelligent call routing
- Voice analytics and sentiment analysis
- High reliability and security
- Easy integration with business applications
👍 Pros & Cons 👎
| Pros | Cons |
| Advanced call routing features and agent collaboration tools. | Expensive compared to competitors. |
| Detailed reporting and analytics for performance optimization. | Limited customization options for IVR menus. |
| Excellent customer support and comprehensive documentation. | Can be complex to set up for less tech-savvy users. |
💰 Pricing
- CX Cloud Essentials: $85/user/month
- CX Cloud Elevate: $115/user/month
- CX Cloud Elite: $145/user/month
9. Aircall
Aircall is an excellent choice for small businesses looking for a cloud-based IVR system with a focus on simplicity and collaboration. It is designed to help businesses manage their calls more effectively while promoting team collaboration.
Aircall’s IVR system offers features like call routing, queue management, and integration with various business tools. Its user-friendly interface and intuitive features empower businesses to improve agent productivity and deliver exceptional customer experiences.
⚡ Key Features
- Cloud-based accessibility
- AI-Generated Call Summaries
- Time-Based Routing
- Real-time analytics and monitoring
- Mobile-First Design
👍 Pros & Cons 👎
| Pros | Cons |
| User-friendly interface and intuitive navigation. | Limited customization options for IVR menus. |
| Strong focus on sales and customer service features. | The basic plan lacks advanced features like call recording. |
| Mobile-first design for on-the-go accessibility. | Limited integration options compared to some competitors. |
💰 Pricing
- Essential: $30/user/month
- Professional: $50/user/month
10. Callhippo
Callhippo is a cost-effective IVR solution that provides a solid foundation for basic IVR functionality. It’s a popular choice for small businesses seeking an affordable option with a user-friendly interface. Callhippo’s intuitive interface allows users to create and manage IVR menus without requiring advanced technical knowledge.
This platform focuses on providing essential IVR features at an affordable price point, making it an attractive option for budget-conscious businesses. While Callhippo may not offer as many advanced features as some competitors, it provides a reliable solution for basic IVR needs.
⚡ Key Features
- Smart Call Forwarding
- Robust Call Analytics
- Integration with popular business tools and CRMs
- Customizable IVR options
👍 Pros & Cons 👎
| Pros | Cons |
| Offers competitive pricing plans that are more budget-friendly compared to some competitors. | Provides a more basic set of features compared to some competitors, like RingCentral and Nextiva. |
| Simple and intuitive platform that makes it easy for users to create and manage IVR menus. | Offers limited customization options for IVR menus and call routing rules. |
| Provides a robust mobile app that allows users to manage calls and access features from anywhere. | Offers basic customer support options, which may not be as responsive as other competitors. |
💰 Pricing
- Starter: $18/user/month
- Professional: $30/user/month
- Ultimate: $42/user/month
How to Choose an IVR System for Small Businesses?
An Interactive Voice Response (IVR) system can be a game-changer for small businesses, automating calls, directing customers, and freeing up staff. But with so many options available, how do you choose the right one? 🤔
Here’s a quick guide:
1. Define Your Needs
Start by identifying your specific requirements. During this first step, consider asking some questions to yourself, such as:
- What kind of calls do you receive?
- How many calls do you get daily?
- Do you need a simple system for basic routing or something more advanced with features like call queuing, voicemails, or interactive menus?
💡 Consider your business goals and how an IVR can help you achieve them.
2. Budget Considerations
IVR systems come with a variety of price tags. Look for a system that fits your budget without sacrificing the necessary features. Some systems offer free trials or monthly subscription plans, which can be a good option for startups. Remember to factor in the cost of implementation and training as well.
3. Scalability and Flexibility
As your business grows, your IVR needs to evolve. Choose a system that can easily scale with your company, adding new features or functionalities as needed. Consider whether the system integrates with your existing CRM or other business software for seamless data flow.
4. Easy to Use and Manage
Select a system that’s intuitive and easy to navigate, both for you and your employees. A user-friendly interface makes setting up, managing, and customizing your IVR a breeze. Look for systems with clear documentation, training resources, and responsive customer support.
5. Consider Cloud-Based Solutions
Cloud-based IVR systems are becoming increasingly popular due to their affordability, accessibility, and scalability. They eliminate the need for expensive hardware and software, making them an ideal option for small businesses with limited IT resources. Therefore, always look for a cloud-based solution for your business.
Conclusion
Choosing the right IVR system for your small business can significantly enhance your customer experience and streamline operations. By carefully considering factors like affordability, ease of use, and feature set, you can find a solution that meets your specific needs.
While many options exist, it’s essential to prioritize a system that offers a balance of functionality and cost-effectiveness. Ultimately, the best IVR system will allow you to automate tasks, improve efficiency, and, ultimately, grow your business.
For small businesses seeking an affordable and highly reliable IVR solution, KrispCall stands out as the ideal choice. As a cloud-based platform, it provides all the essential features you need, including automated routing and detailed analytics, without breaking the bank. KrispCall’s intuitive interface makes setup and management a breeze, even for those with limited technical experience.
🔥 Sign up for a free demo today and discover how KrispCall can help you take your business to the next level.
FAQs
What is the IVR menu for small businesses?
An IVR (Interactive Voice Response) menu is an automated phone system that greets callers with options to be directed to the desired party or information.
How can I get an IVR for my small business?
Here are the key steps to get an IVR (Interactive Voice Response) system for your small business:
- Contact an IVR provider.
- Provide the necessary details.
- Configure the IVR setting.
- Integrate the IVR with your existing systems.
- Test the IVR system thoroughly.
How much does an IVR system cost for a small business?
The cost of an Interactive Voice Response (IVR) system for a small business can vary widely depending on several factors, including the complexity of the system, the provider, and any additional features required. However, if you choose a cloud-based IVR system for a small business, it can typically cost between $20 – $100, depending on the provider.
What are the disadvantages of the IVR system for small businesses?
The disadvantages of the IVR system for small businesses include negative customer experiences, as automated voice and menu options can frustrate customers. Similarly, it can damage the customer base as poor IVR implementation can lead customers to ignore the business entirely.
