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Effective communication is critical for law firms. Whether you're a solo practitioner or part of a large firm, having the right VoIP phone system can streamline your operations, improve client relationships, and reduce overhead costs. This guide explores the top VoIP phone systems for law firms to helps you make the best choice for your firm.
A VoIP (Voice over Internet Protocol) phone system is a technology that allows you to make and receive phone calls using an internet connection rather than traditional landlines.
For a law firm, choosing the right VoIP phone system can make or break your firms efficiency. Through integration with your legal software, you can save time per call and automate your file note creation, meaning you can focus on the work that matters.
Attorneys who wait until the end of the day to record their billable time lose approximately 10-15% of their billable hours and those who wait until the end of the week to record their time can lose up to 25% of their billable hours. (Source) (Source) To keep up to date with call admin, an attorney might spend an additional 5-10 minutes on associated administrative tasks like writing file notes and properly logging the call. This makes it vital that the phone system you choose works with your tools and can sync your contacts to and from your case or practice management system as well as ensuring that any calls and call notes are logged directly into the apps you use.
How to select the best VoIP Phone System for your firm
Selecting the right VoIP phone system for your law firm requires balancing essential features with your firm’s specific needs. At a minimum, your system should offer reliable calling, voicemail, and call routing, along with basic call logs for tracking communication. You should also ensure it works across both mobile and desktop devices, which is crucial for remote work or when attorneys are on the move.
One of the most important factors when selecting a phone system is integration with your firm’s existing tools, like practice management or CRM software. Seamless integration automates tasks such as call logging, note taking and time tracking, saving time and reducing manual errors. Also, in the legal industry, data security should not be forgotten, with features like end-to-end encryption, especially if you handle sensitive client information.
Additional features to consider in a phone system include scalability, so the system can grow with your firm, and multi-device support, ensuring calls can be taken from any location. While video conferencing can be helpful, it’s not essential if you already use other tools. Be cautious of added features like advanced analytics or AI-powered tools, which may drive up costs without offering substantial value for your specific law firm.
And finally, as a law firm, avoid unnecessary extras like omnichannel communication or features like call whispers and call barging, which are more relevant in sales or customer service environments. Instead, focus on a system that enhances communication, improves client service, and integrates well with your firm’s workflows.
Which VoIP phone system is right for you? Our Recommendations
We’ve found our top 6 recommendations for VoIP phone systems for your law firm. All of the options on our list feature the basics like the ability to take and receive calls, SMS functionality and voicemail.
1. VXT
We want to first say that we naturally have a bias towards our own product. We wouldn’t be writing this article otherwise. However, we genuinely believe that VXT is the best choice for most modern law firms. Our platform offers one simple plan built specifically to meet the needs of legal professionals, with integrations for the leading case management software on the market.
VXT is an excellent solution for law firms of all types and sizes, due to our law specific features and focus on legal integrations. Our features include unlimited domestic calling, call transcriptions and AI summaries, custom call routing, advanced analytics from the start and call records for quality assurance and dispute resolution.
Integrations:
The VXT integrations include MyCase, Actionstep, Clio, EvolveGo, LEAP, Lawmatics, Mitimes, Smokeball, triConvey, NebuLAW, Filevine and many more. As we are specifically built for law firms, we focus our integrations on practice management software and other legal applications that help lawyers streamline their workflows.
Pros:
- Built specifically for law firms.
- Deeply integrated with legal software.
- Ease of use and quick to learn.
Cons:
- Potential bias as we are the provider.
- Video conferencing capabilities are still coming soon.
- A focus on law & recruitment, so VXT misses out on features that may be necessary to other industries.
Pricing:
VXT comes with one plan which gives access to all features. With annual or monthly billing options.
- $37.50 USD/user/month (billed annually)
- SMS, phone numbers & call transcriptions come with usage based pricing
Reviews for VXT:
Reviews online say VXT is easy to use and works well with legal software, a key highlight in the platform. They also mention great customer support, with quick resolutions to any issues. However, some users find it lacking a search function for contacts and having occasional issues with mobile notifications.
Overall:
VXT is an excellent option for law firms of all sizes, particularly those that need a VoIP system tailored to legal workflows. With over 20 legal-specific integrations, VXT is perfect for firms looking to save time and generate more revenue for their firm through deep integrations with their current legal software.
2. RingCentral
RingCentral is an excellent choice for firms seeking a feature rich solution, while not being too concerned about the depth of integration with their legal tools. Firms that are using non-legal specific CRM’s and document management will find RingCentral a great choice.
Integrations:
RingCentral integrates with Akazio, Lawmatics, SmartAdvocate, and Filevine. As law firms are not RingCentral’s target market, the specific legal integrations that RingCentral includes are built by the integration themselves, meaning that the depth of integration is rather shallow and it misses out on some key features.
Pros:
- Scalable for small to large firms.
- Reliable customer support.
- Video conferencing capabilities included.
Cons:
- Advanced features require higher-tier plans.
- No built in call analytics.
- Legal integrations are lightweight
Pricing:
RingCentral has four different plans, ranging from $30 to $45 per user depending on what features you require.
- $30 USD/user/month (billed monthly) for the basic plan
- $35 USD/user/month (billed monthly) for the advanced plan
- $45 USD/user/month (billed monthly) for the ultra plan
- $30 USD set up fee and a $4.99 fee for additional vanity numbers
- $5.99 USD/user/month for additional international numbers
- SMS comes with usage based pricing
Reviews for RingCentral:
RingCentral is recognised for its wide range of features, reliability, and easy-to-use interface. Criticisms include occasional slow customer service and a somewhat complex and bloated feature list. RingCentral has extensive features, but users might find the options a bit overwhelming.
Overall:
RingCentral is a robust and well-tested choice for firms looking for a feature-rich VoIP solution. Its several legal integrations make it a reasonable choice for small to mid-sized law firms that need comprehensive functionality and scalability.
3. 8x8
8x8 is another solid option, offering five different plans with a variety of features. We would recommend 8x8 to law firms that need a versatile VoIP solution with strong video conferencing capabilities. Its user-friendly interface and comprehensive feature set make it suitable for firms of various sizes, especially those that don't require specific legal software integrations but value robust communication tools.
Integrations:
8x8 integrates with many business apps, but no specific legal practice management systems.
Pros:
- Easy to use interface
- Scalability
- Strong general business app integrations
Cons:
- No legal software integrations.
- Key features only available in higher-tier plans.
- Must contact sales for pricing
Pricing:
8x8 comes with 5 seperate plans. To get a specific quote tailored to your requirements, you must contact their sales team to get plan details and pricing, which aren’t readily available online.
Their plans are the X2, X4, X6, X7 and X8 plans, each with their own level of features.
The X6 plan is most in line with the other alternatives in this list, with the X7 plan offering omni-channel support, and the X8 plan adding in quality management and text to speech management.
- Reports state that the X2 plan starts at $24 USD/user/month (billed annually)
- The X6 plan is reported to start at $85 USD/user/month
- It was hard to find good evidence for the pricing of their other plans, but it appears that the price does increase substantially for the higher tier plans.
Higher-tier plans add features such as call analytics, supervisor tools, and additional integrations.
Reviews for 8x8:
Reviews for 8x8 highlight its reliability, advanced call management, and great call quality. On the downside, it’s seen as a pricey option, and some users experience slow customer service. 8x8 is considered a strong option for medium to large companies due to its extensive features, though it might not be the best fit for smaller businesses due to its cost.
Overall:
8x8 is a great choice for firms looking for comprehensive features. It's particularly suitable for firms that don't require specific legal software integrations but need a reliable and versatile VoIP solution.
4. Nextiva
We recommend Nextiva for firms that prioritize ease of use and strong customer support. Its flexible plans and integration with popular CRMs make it a solid choice for law firms that don't require specific legal software integrations. Nextiva's user-friendly interface and robust feature set cater to firms of various sizes, making it particularly suitable for growing practices.
Integrations:
Nextiva has no integration with legal tools but integrates with popular CRMs such as Hubspot, Salesforce, Zoho, and SugarCRM.
Pros:
- Flexible and scalable plans.
- Easy to use and set up.
- Strong customer support.
Cons:
- No specific legal software integrations.
- Additional costs for international calling.
- Multiple pricing plans with certain key features locked in higher cost plans.
Pricing:
Nextiva has two sets of packages. Small business and enterprise packages. Enterprise are for much larger clients and these plans largely target sales and call centres.
Their small business packages are the right option for most law firms, and there are four plans to choose from
- Digital - starting at $20 USD/user/month (billed annually)
- Core - starting at $30 USD/user/month (billed annually)
- Engage - starting at $40 USD/user/month (billed annually)
- Power Suite - starting at $60 USD/user/month (billed annually)
Higher-tier plans offer additional features like a call flow builder, text messaging, and premium integrations. So the best plan for you will be based on your firms size and needs.
Reviews for Nextiva:
Nextiva is praised for its top-notch customer service, reliability, and ease of use. Some users have reported issues with the mobile app and find the pricing a bit high. Despite these points, Nextiva is valued for its support and overall dependability, making it a solid choice for businesses with a focus on reliability.
Overall:
Nextiva is ideal for firms seeking a flexible and scalable VoIP solution without the need for integrations with specific legal tools. It's suitable for law firms that rely on popular CRMs and need a robust communication system.
5. Microsoft Teams
Microsoft Teams (MS Teams) is a popular collaboration platform that also offers VoIP capabilities, making it a viable option for law firms already using the Microsoft 365 suite. While not primarily designed as a standalone VoIP system, Teams can be an effective communication solution when combined with Microsoft 365 Business Voice. We would only recommend the use of MS Teams to firms that are already deep in the Microsoft ecosystem and are needing a solution that will fit in natively with that.
Integrations:
While Teams integrates seamlessly with Microsoft products, it has limited/no native integrations with legal-specific software. However, it does offer integrations with popular business tools like Salesforce, Trello, and Asana.
Pros:
- Seamless integration with other Microsoft tools
- Familiar interface for firms already using Microsoft products
- Security and compliance features suitable for legal industry
Cons:
- Complex to set up as a full VoIP system
- Limited/no integrations with legal-specific software
- Not cost-effective for firms not already invested in Microsoft ecosystem
Pricing:
Microsoft Teams is included in Microsoft 365 Business plans, which start at $12.50 USD/user/month (billed annually).
To use Teams as a full VoIP phone system, you'll need to add Microsoft 365 Business Voice, which costs an additional $20 USD/user/month (billed annually).
Reviews for MS Teams:
Microsoft Teams Phone is loved for how well it integrates with Microsoft 365 and provides detailed call quality metrics. However, it has limited calling minutes and requires PowerShell scripting for some admin tasks. It’s seen as a great choice for businesses already using Microsoft 365 but may lack some advanced features found in other VoIP services.
Overall:
Microsoft Teams with Business Voice can be a good VoIP option for law firms already heavily invested in the Microsoft ecosystem. It offers a unified platform for communication and collaboration, which can streamline workflows. However, firms looking for deep integrations with legal-specific software will likely find other VoIP solutions more suitable.
6. Dialpad
Dialpad is a cloud-based VoIP system that offers a range of features suitable for law firms. While it provides some useful functionalities, it may not be the best fit for legal practices requiring deep integrations with law-specific software. We would recommend Dialpad for small to medium-sized law firms that prioritize AI-powered features and don't require extensive legal software integrations.
Integrations:
Dialpad integrates with popular business tools like Salesforce, Google Workspace, and Microsoft 365. Dialpad currently has three legal app integrations. Clio, LawGro and DataGrail. For users looking for deeper legal integrations, you’ll likely need to look elsewhere.
Pros:
- AI-powered features like real-time transcription and sentiment analysis
- User-friendly interface
- Google Calendar Integration
Cons:
- Limited integrations with legal-specific software
- Advanced features only available in higher-tier plans
- Limited advanced call handling features
Pricing:
Dialpad offers three main pricing tiers:
- Standard: $15 USD/user/month (billed annually)
- Pro: $25 USD/user/month (billed annually)
- Enterprise: Custom pricing, contact sales
Additional numbers come at a per number cost.
Reviews for Dialpad:
Dialpad gets a lot of positive feedback for its AI features, user-friendliness, and excellent customer service. Some downsides are that you need to upgrade for full integration options and there can be issues with Google logins.
Overall:
Dialpad offers some innovative features, particularly with its AI capabilities. However, it may not be the ideal choice for law firms that require deep integrations with legal-specific software.
Summary
Summary Table
Your next steps
We hope this article has provided you with some valuable infromation in helping pick your next VoIP phone system for your law firm. As always, we recommend you book in a demo with these providers to see for yourself if they may be the right fit for you. We want you to make the most informed decision that you can.
As the legal industry continues to evolve, embracing advanced communication technologies like VoIP is crucial for staying competitive and efficient. Whether you're considering a switch from traditional phone systems or an upgrade to enhance your current VoIP setup, the right VoIP system can change how your law firm operates, improving client communications and streamlining internal processes.
Has this article got you interested in VXT? You can book a demo here and we’ll give you a personal tour around the product.
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