Best Reliable Phone Systems for Law Firms in 2024

Like in every industry, communication is the keystone for connecting lawyers👨‍⚖️ and clients in the law industry.

The law industry regularly needs to communicate with clients regarding legal matters. Dealing with any legal issues or cases can have high stakes for people or businesses. That’s why lawyers need a reliable phone system with strong features and services.

A phone system plays an important role in handling the legal profession for running their cases or talking with clients. Law offices, either small or big, need to professionally deal with incoming and outgoing phone calls to conduct a well-structured conversation.

In this article, we have listed some of the best phone systems for small law offices🏛️. These phone systems are necessary to support and streamline lawyers’ work and their workplaces.

What is a Law Office Phone system?

A law office phone system is a collection of multiple interconnected phone lines for handling incoming and outgoing phone calls in a law firm. It has a separate connection for each lawyer and employee. It consists of powerful VoIP features like call transferring, call routing, voice messages, etc. 

What are the types of Phone Systems for Law firms?

Phone systems have gone through various technological changes over the years. Nowadays, there are 3 common types of phone systems for law firms used across the globe. They are:

1. POTS

Plain Old Telephone System(POTS) enables analog voice transmission using physical copper wires. The phone gets power as well as connectivity to the phone service provider’s switching system through these wires.

As of today, POTS is regarded as a traditional landline phone system. It requires a dedicated telephone device to dial the phone number of the destination telephone.

2. PBX

PBX or Private Branch Exchange is a private phone network system. It enables internal and external communication of a company. Generally, there are local lines connected in a system that can switch between calls. PBX can use either analog technology or digital technology. 

3. VoIP

Voice over Internet Protocol (VoIP) enables digital voice transmission using an internet connection. It converts voice into a digital signal then the signal is compressed and transferred over the internet. 

The VoIP service provider requires a compatible VoIP desk phone or calling softphone to make inbound and outbound phone calls. Anyone can make phone calls as long as there is a stable internet connection. 

Which is the best phone system for a law office? 

Out of the three, the VoIP phone system is the best option for law firms. It checks all the necessary qualities necessary for a phone system from remote accessibility, affordability, and security to reliability. It also provides advanced features that assist law firms to keep track of all their business calls.

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Why do law firms need a VoIP phone system?

Regardless of the size or specialty of law offices, having effective business communications in the office is necessary for any attorney’s workday. Lawyers have client meetings, court dates, and conference calls which means they need mobility and flexibility. 

VoIP phones enable clear and simple to all clients. Attorneys should be able to make calls both inside and outside of the office on their business line. With VoIP softphones, lawyers can make VoIP phone calls using their personal smartphones.

Lawyers are often on the go, juggling meetings in offices and court appearances. Furthermore, law firms require voicemail, conference calls, and call-waiting features to ensure full control of their work on time.

Law offices should be responsible to their clients. Since there are high stakes in the law industry, law firms should always be ahead of the competition. The greatest method to establish a long-lasting first impression is to have features for assisting lawyers’ ability to value and hear clients’ feelings.

Benefits of VoIP Phone systems for law firms

On a higher note, law firms receive many benefits by using a VoIP phone system. This is the very reason why most lawyers are shifting from POTS and PBX phone systems to cloud-based phone systems for law firms. There is great importance of VoIP for law firms. Some of the important benefits are as follows:

Legal issues are risky that’s why law firms need a secure phone connection line. VoIP phone systems and cloud-based call center software for law firms provide layers of security encryption. These encryptions assist lawyers to keep their phone call conversations secure and avoid security breaches. There are necessary security protocols that keep the system in check so that all the information is safe.

Lawyers need to stay connected with clients whenever necessary. With a mobile application, users can handle VoIP phone calls anytime using their smartphone. It helps lawyers never miss a call from their clients.

It’s very important for all the employees of a law firm to work together in a systematic manner. VoIP phone systems enable you to conduct regular meetings and easily collaborate with team members. It offers video and voice call conferring, workspaces, and third-party app integration.

Advanced Features

VoIP phone systems for law firms consist of powerful features that enhance the phone calling experience. IVR, ACD, call recording, CRM integration, call monitoring, etc. enables law firms to handle their business communication.

Easy to use

Business phone systems are easy to use because of their dedicated dashboard and mobile applications. Law firms can easily set up business phones by signing up and purchasing subscription packages.

Route calls

Business phone systems to help law firms to route important calls to anyone automatically or manually. Users can route calls to either virtual phone numbers or regular phone numbers. It enables lawyers to never miss a call.

Client loyalty

Since law firms can regularly communicate with clients without any intervention, clients can form a feeling of loyalty. Client loyalty makes a positive impact on the reputation of the firm. Business phone helps to connect with clients from anywhere anytime. 

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10 Best Cloud-Based VoIP Systems for Law Firms

There are various best VoIP phone systems for law offices in the marketplace. However, there are many factors you must consider to determine which ones are good platforms. We have considered the following factors while filtering the phone system for solicitors:

1. Features and services: Includes all necessary features and services necessary for law firms.
2. Pricing plans: Affordable monthly and annual subscription packages as well as cheap calling charges
3. Public reviews: Positive reviews from people who are using the platform
4. User Interface: Easy-to-use dashboard and clean user interface
5. Customer support: Quick assistance from customer support of the platform

To make things easy for you, we have compiled a list of powerful internet-based phone systems for law firms. Let’s learn briefly about each one of them.

1. KrispCall  

We start our list with KrispCall – a powerful virtual cloud phone system. It is one best legal office phone solutions to meet all the business law firm phone service requirements.

KrispCall has an all-in-one dashboard known as a unified callbox. The dashboard presents your conversation history with clients, voicemails, contact information, and call logs in one place. You can easily make outbound calls or receive inbound calls via its web app, mobile softphones, or desktop software.

There are many powerful features that make KrispCall an excellent option for business communication. Intelligent call routing, Interactive voice response, voicemail, call recording, call analytics are some of its popular cloud phone features.

KrispCall offers an international phone number for multiple countries (more than 100 countries). Law firms who are reaching out to other countries can take advantage of virtual numbers. KrispCall is a very affordable business phone system for law firms.

Features:

• Call recording
• Call monitoring
• Unified Callbox
• Intelligent call routing
• Call center software
• Click-to-call widget
• Voicemail
• Contact tags

Pricing Plans: Paid plan starts from USD 15$

2. Vonage

If you want a long-term subscription, Vonage is the finest alternative. Vonage has evolved from offering internet phones in the 2000s to offer modern cloud phone service now.

Vonage is a straightforward cloud phone service provider. It offers useful VoIP features like call screening and call forwarding. It provides virtual assistants for law firms.

Vonage offers reasonable pricing plans with additional charges for add-ons. Overall, it offers a very diverse feature set from which to build the ideal business phone system for your needs.

Features:

• Call forwarding
• CRM integration
• Call monitoring
• Virtual Assistant
• Call screening

Trial period: 14 days

Pricing Plans: Paid plan starts from USD 19.99

3. Alliance Phones

Alliance Phones is a popular phone system in the US for small and medium-sized companies. Each solution it provides is customized to meet the specific requirements of each user. The provider guarantees that all elements of its services are reliable, accessible, flexible, and cost-effective.

Alliance Phone is compatible with Android, iOS, Windows, and Mac. While many alternatives promise to give substantial customer support, Alliance Phones is solely a business supplier meaning they do not sell residential services. 

Features:

• Access Controls
• Call Recording
• IVR
• SIP Trunking
• Call Routing
• Unified Communications

Trial period: 30 days

Pricing Plans: Paid plan starts from USD 19.97 per month

4. Dialpad

Dialpad is a major cloud-based phone service provider that combines call, text messaging, conference meetings, and contact center functionality into one app. Through practical transcriptions,  coaching live agents, and sentiment analysis, Dialpad’s technology provides a basic AI experience to every employee and client.

Firms can effortlessly communicate with one another, their clients, and their employees at any hour.  It provides seamless integration to help the program work more smoothly. Also, its versatile features can be customized to meet the demands and objectives of the firm.

Features:

• CRM integration
• Call transcription
• Click-to-call
• Number porting
• Custom routing
• Call recording

Trial period: 14 days

Pricing Plans: Paid plan starts from USD 15 per month

5. RingCentral

RingCentral is a well-known cloud-based phone service across the globe. It’s an all-in-one cloud phone platform with a diverse set of features for any business including law firms. It is easy to use while also providing a wide range of VoIP and collaboration possibilities.

The subscription plans of RingCentral for law firms bundle a variety of sophisticated features and services. It enables companies to receive regular updates and real-time statistics on how their operations are progressing.

RingCentral is easy to set up and provides a level of flexibility that appeals to both small and large businesses. It’s a cloud-based service that includes a desk and conference phone rental service.

Features:

• Multi-level IVR
• Call screening
• Live reports
• Call monitoring
• Call forwarding
• RingOut

Trial period: 15 days

Pricing Plans: Paid plan depends upon customer requirements

6. 8×8

8X8 is a leading cloud-based phone platform for SMBs. 8X8 provides exceptional customer service with  HD-voice calling for law firms to engage with clients more effectively and rapidly.

8×8 provides flawless call activity logs and voice analytics powered by AI. It increases the efficiency of business communication. It also helps a range of industries by increasing customer service via a versatile solution that works regardless of time or location.

Extension dialing, call routing auto-attendant,  call forwarding, and other advanced functions are included in the system. The performance of 8×8  can be improved by merging it with a variety of well-known commercial software and services.

Features:

• Auto-Dialer
• Call Monitoring
• Automatic Call Distribution
• Call Recording
• File Sharing
• Call Routing
• Event-Triggered Actions

Trial period: 30 days

Pricing Plans: Paid plan starts from USD 12 per month

7. Grasshopper

With Grasshopper, law firms can show professional skills using the virtual phone system to stay connected with clients. It bundles a wide range of basic features and services at an affordable cost. 

Grasshopper provides mobile and desktop applications to connect remotely from any geographic region. It provides local numbers, toll-free numbers, and vanity phone numbers to help law firms establish their business image.

It enables you to provide necessary phone extensions for agents and departments. It automatically sends transcribed voicemails to your email.

Features:

• Automated Attendant
• Call Routing
• Fax Management
• IVR 
• Call Analytics
• Virtual Extensions
• Voicemail

Trial period: 7 days

Pricing Plans: Paid plan starts from USD 26 per month

8. Freshdesk

Freshdesk is a virtual customer service provider that helps companies of all sizes provide excellent customer service.

Freshdesk enables law firms to effortlessly automate workflows, monitor SLAs, provide self-help, and track KPIs for giving the best services to clients. It also comes with pre-installed tools like an AI-powered support chatbot.

FreshDesk is a brilliant way to integrate your CRM and helpdesk. Because of its sophisticated reporting and analytics, law firms can access real-time information.  It provides international phone numbers for 90+ countries.

It allows you to handle inbound and outbound phone conversations with ease. It also allows agents to set up help desks easily without using additional phone equipment.

Features:

• Appointment Management
• Automated Routing
• Case Management
• Collaboration Tools
• Community Management
• Content Management

Trial period: 21 days

Pricing Plans: Paid plan starts from USD 18 per month

9. Nextiva

Nextiva is a cloud-based phone system that integrates business communication with business applications and workflow automation. Nextiva assists law firms in communicating with their clients and forging stronger bonds with them.

It unifies all communication channels like phone calls, messaging, real-time chats, etc. into one single platform This enables organizations to gain access to customer data for necessary exceptional customer service and achieve business goals. 

It’s simple to set up, use, and operate without any technical expertise. You can easily integrate third-party applications such as CRM and productivity tools.

Features:

• Activity Dashboard
• Automated Attendant
• Auto-Dialer
• Call Reporting
• Call Recording
• Call Routing

Trial period: 30 days

Pricing Plans: Paid plan starts from USD 18.95 per month

10. Ooma Phone

Ooma is a simple-to-use and cost-effective VoIP phone solution for law firms. Ooma offers phone and collaboration features that are adaptable and scalable for businesses. Whether they have two, twenty, or two hundred employees, Ooma can handle the workload.

Ooma Office offers the flexibility to have limitless business lines with a simple set-up that requires no contracts or long-term commitments. As a result, a small business can easily scale its office phone system using Ooma.

Ooma provides a comprehensive set of business phone capabilities that ensure a seamless calling experience. Virtual receptionists, call parking, call routing, and multi-site access are some of its advanced features for strong business communication.

Features:

• Automated Attendant
• Call Recording
• Call Transfer
• IVR
• SIP Trunking
• Unified Communications
• Video Conferencing

Trial period: 60 days

Pricing Plans: Paid plan starts from USD 19.95 per month

How to Choose VoIP Phone Systems for Lawyers?

There are a lot of cloud-based phone systems for law firms in the market that handles VoIP phone calls but it’s up to law firms to decide which platform suits them the most. Generally, law firms have to go through the following steps when selecting the best phone system for their law firm.

4 Steps in selecting a VoIP service Provider for attorneys.

1. Determine what your law firm needs on the phone system

It’s very essential to decide what a law firm expects from a law office phone system. How many users do you have, what is your budget, or which third-party integration should you add? Determine what they want and get your desired platform.

2. Look for available features

Make sure to check all the available features on your desired platform. There are certain features that you will want to have in your arsenal. So, list your requirements and get the right package from the right VoIP service provider.

3. Research about your pick

It’s always important to research relevant information about the cloud phone platform you pick. Look for reviews, expert opinion, customer service, pricing, etc. 

4. Try before you buy

Legal VoIP systems offer a trial package for a certain number of days. Using software will help you to know what kinds of services you will be getting for your law firms. 

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What are the Top Notch features of business phone systems for law firms?

Every business phone system’s highlight is its sophisticated features. However, not all industries need the same set of features. Their requirements vary depending on the type of business they are running. In our case, the following are some of the necessary features for large and small law firm phone systems.

Call Analytics

Call analytics uses artificial intelligence (AI) to collect data from incoming phone calls. The marketing source,  phone number,  caller’s name, and other information are included in the call tracking data.

Businesses may utilize the data to make smarter campaign funding decisions, target consumer conversions, advertise more effectively, and generate more leads.

IVR

Incoming callers are connected to a menu-based voice response system known as Interactive Voice Response (IVR). This system consists of previously recorded messages containing menu options that callers can listen to. 

It employs a touch-tone keypad or speech recognition to direct inbound calls to certain departments or professionals by following the caller’s command.

Call recording

Call recording is a common method of capturing audio from a phone call. This has been one of the most necessary features for law firms to record every phone call with clients for future reference.

Individuals and businesses can utilize call recording to keep track of verbal agreements. Businesses record VoIP calls to remember details from a fast-paced conversation.

Call routing

Call routing is a call management technology used by business phone systems. Incoming calls are directed to a certain individual or group of people based on specified characteristics and conditions.

It takes into account criteria like call volume, time of day, the caller’s preferred language, required department, and the availability of agents to route calls. It automatically distributes inbound phone calls. Automatic Call Distribution (ACD) is a term used to describe call routing systems.

Voicemail

Voicemail is a digitally preserved voice message that a caller leaves for the intended recipient to retrieve later. Depending on the recipient’s cloud-based phone system, the message can be accessed through phone, email, desktop, and other communications devices.

Agents can use it to choose, play, and manage messages. Message delivery failures are not an issue when the sender has the option of playing the message or delivering it via delivery options. Voicemail receivers can be notified of unanswered messages via alerting methods.

Conclusion: The best phone system for law firms is….

Law firms need to set up legal phone systems in their offices to handle all their clients’ phone calls. They aren’t like any other businesses, but they are highly important for handling legal matters. 

Law firms require the best cloud phone for lawyers. That means a secure, powerful, flexible, and reliable modern legal phone system is essential.

There are many VoIP phone service providers that are great in their own ways. If you are looking for a middle ground where you can get everything you need at a reasonable cost, then KrispCall is the ideal choice.

At first glance, KrispCall’s user interface and dashboard look very simple, yet it offers powerful features and services. The system can also be customized to suit the needs of law firms, making it one of the best phone systems for both small and large law firm. 

The best thing about KrispCall is that you will never get lost in managing your contacts and information. Its intuitive unified callbox provides you with an amazing calling experience. Not to forget, its mobile application for iOS and Android allows you to easily keep all your business communication in your pocket.