What phone systems should I be evaluating as a tour operator?

Your phone system is critical for managing bookings, handling inquiries, and ensuring smooth communication with clients worldwide. As a tour operator, you need a solution that supports international calls, integrates with booking tools, and scales with seasonal demand. Here are the top options to consider:

• Nextiva: Offers cost-effective international calling, CRM integrations, and AI tools for managing customer interactions. Starts at $15/user/month.
• RingCentral: Known for global connectivity with local numbers in 40+ countries and advanced CRM integrations. Plans start at $20/user/month.
• Zoom Phone: Budget-friendly with international calling and video meeting integration. Plans start at $10/user/month.
• GoTo Connect: Includes free calling to 50+ countries and supports messaging apps like WhatsApp. Pricing varies by plan.
• Dialpad: Focuses on AI-driven features like live transcription and real-time analytics. Starts at $15/user/month.

Each system offers unique features tailored for tour operators, such as AI receptionists, multi-time-zone routing, and CRM compatibility. Choose based on your business size, international reach, and integration needs.

Quick Comparison:

Choose a system that aligns with your operational needs and budget, ensuring you can handle global clients and seasonal spikes efficiently.

The 5 Best VoIP Phone Systems For Small Business

1. Nextiva

Nextiva has been ranked as the #1 Best VoIP Phone System by U.S. News for three years in a row. It's designed to meet the needs of businesses that demand dependable and scalable communication solutions.

International Communication

For businesses working with international clients, Nextiva offers a massive cost-saving advantage - reducing international calling expenses by up to 90% compared to traditional phone systems. All plans include unlimited calls within the U.S. and Canada, along with competitive rates for international calls. Features like AI-powered language detection and skills-based routing ensure that international callers are matched with agents who speak their language. Additionally, toll-free numbers allow international travelers to reach out without incurring extra charges. These features, combined with seamless integration with essential business tools, make Nextiva an attractive option for global operations.

Integration Capabilities

Nextiva integrates effortlessly with widely-used platforms like Salesforce, HubSpot, Zoho, Microsoft Dynamics, Google Workspace, Microsoft Outlook, and Zendesk through its Integration Universe. When a call comes in, a screen pop displays critical customer details such as booking history and past support interactions, simplifying customer management for tour operators. The CRM Note API further enhances efficiency by syncing call notes directly into your customer database.

Scalability

With a 99.999% uptime guarantee, Nextiva ensures your communication system stays operational even during your busiest seasons. Its cloud-based NextivaONE portal makes it easy to add new lines or onboard remote agents without needing additional hardware. The multi-level auto-attendant feature is perfect for handling seasonal call surges, directing calls to the right departments efficiently. Real-time dashboards provide insights into call volumes, allowing you to adjust staffing levels on the fly.

"Nextiva is top-notch. Since starting to work with them, I've encountered legitimately some of the best customer service in any realm. It's outstanding." - Chris Hayes, IT Director at The Conan O'Brien Show

Pricing

Nextiva offers three pricing tiers tailored to different business needs:

• Core Plan: Starts at $15 per user/month (billed annually). Includes unlimited U.S. and Canada calling, business SMS, video meetings, and mobile apps.
• Engage Plan: Priced at $25 per user/month. Adds toll-free numbers, advanced reporting, and a shared SMS inbox.
• Power Suite CX: Costs $75 per user/month. Includes AI transcription, post-call summaries, and intelligent skills-based routing.

You can also take advantage of a 7-day free trial to explore the system before making a commitment.

2. RingCentral

Building on Nextiva's offerings, RingCentral delivers a robust platform for global communication with a wealth of advanced features. Recognized as a Gartner Magic Quadrant Leader for an impressive 11 years in a row, RingCentral supports over 500,000 customers worldwide. With a 99.999% uptime SLA, the platform ensures less than 6 minutes of downtime annually - keeping your tour operations running smoothly, even during peak seasons.

International Communication

RingCentral’s Global RingEX provides native PSTN support across 45+ countries, allowing businesses to maintain a local presence while adhering to regulatory requirements. With International Virtual Numbers (IVN) available in over 100 countries, international travelers can easily reach your business via local rates or toll-free options. The platform’s interface and admin portal support 18 languages, simplifying communication management for multi-national teams.

AI-powered features like live transcription and automated summaries help bridge language barriers and time-zone challenges. The "Office Hours" function prevents after-hours disturbances from international calls, while the AI Receptionist ensures customer inquiries are handled 24/7.

Integration Capabilities

With over 300 integrations and 500 open APIs, RingCentral offers seamless connectivity with booking systems and CRMs. Popular integrations include Salesforce, HubSpot, Zoho, Zendesk, Microsoft Dynamics 365, ServiceNow, and Freshdesk. The Computer Telephony Integration (CTI) feature lets agents manage calls directly within their CRM, displaying customer details and booking history as calls come in. Additionally, RingSense, an AI-powered conversation intelligence tool, syncs with CRMs like Salesforce to provide coaching insights and keep records updated.

Scalability

RingCentral’s cloud-based platform makes it easy to adjust digital lines and extensions through its online admin portal. Multi-site management capabilities allow businesses to oversee multiple locations with localized call routing. For example, Carbon Health successfully deployed RingEX nationwide in just seven days, while Ryder Systems integrated RingCentral across 200+ branches within six weeks, enabling sales reps to handle business calls via mobile devices.

"RingCentral's admin portal makes it easy to set up and update call flows and routing instructions for any location." - Nate Hawley, Network Architect, Brinker International

Pricing

RingCentral offers three pricing tiers to suit different business needs:

• Core: $20 per user/month (billed annually). Includes unlimited domestic calling (US/CA) and 100 toll-free minutes.
• Advanced: $25 per user/month (billed annually). Adds CRM integrations, multi-site management, and 1,000 toll-free minutes.
• Ultra: $35 per user/month (billed annually). Offers unlimited storage, 10,000 toll-free minutes, and advanced analytics.

Businesses with 50+ users can benefit from volume discounts.

Next, let’s explore another top solution to expand your options.

3. Zoom Phone

Zoom Phone brings the reliability and functionality of Zoom's video meetings into the world of phone communications, offering a powerful tool for tour operators. With over 10 million users as of late 2025, a 99.999% uptime SLA to ensure uninterrupted booking lines during peak travel times, and recognition as a Gartner Magic Quadrant Leader for UCaaS for five years running, Zoom Phone has become a trusted solution. It has also sold over 7 million seats globally.

International Communication

The Global Select plan makes international communication straightforward. It includes unlimited domestic calling, local telephony in 49 countries, toll-free or virtual numbers in 56 countries, and access to 45+ additional countries through the Zoom Provider Exchange.

The platform's Elevate to Meeting feature allows users to switch seamlessly from a phone call to a Zoom video session. This is perfect for sharing itineraries or hosting virtual property tours. Additional features like follow-the-sun routing ensure international calls are directed to available agents across time zones. Meanwhile, the AI Companion simplifies operations by summarizing calls and extracting tasks from voicemails, making it easier to handle complex bookings [37,36].

Integration Capabilities

Zoom Phone integrates effortlessly with popular CRM platforms like Salesforce, HubSpot, Bullhorn, and ServiceNow to streamline workflows. Features such as click-to-dial, automatic call logging, and screen pops enhance productivity. For instance, HubSpot automatically logs call details, while Salesforce users benefit from a complete view of customer interactions via the Lightning app.

The platform also includes an AI Concierge to act as a virtual receptionist, greeting callers and scheduling appointments. Built-in time tracking helps operators monitor and bill for client consultations. Additionally, Zoom Phone integrates with Slack, Microsoft Teams, and Google Workspace, enabling calling and SMS directly within these tools.

Scalability

Zoom Phone is designed to adapt to the needs of growing or seasonal businesses. Administrators can quickly add or remove phone lines through an easy-to-use web portal. The system handles high call volumes and supports rapid onboarding for new employees. Features like call delegation allow administrative assistants to manage calls on behalf of tour managers during busy periods.

"By eliminating the phone systems, the associated maintenance, and the time and labor, Zoom [Phone] costs us less than what we had for all those other things but comes with a lot more features. It's kinda a no-brainer - you ROI out of the box right away."

• Don Schlising, CIO, ALCIVIA

To keep costs under control, operators can mix metered and unlimited plans based on regional call patterns. For high-volume booking centers, the Power Pack add-on offers real-time analytics and advanced call handling tools [35,37,41].

Pricing

Zoom Phone offers flexible pricing options to suit operations of all sizes:

• US & Canada Metered: $10 per user/month (pay-as-you-go calling)
• US & Canada Unlimited: $15 per user/month (unlimited domestic calling)
• Global Select: $20 per user/month (unlimited calling in one of 48+ supported countries)
• Pro Plus Bundle: $18.33 per user/month (includes Zoom Workplace Pro with meetings and chat)
• Business Plus Bundle: $22.49 per user/month (adds unlimited domestic fax and 300-participant meetings)

Optional add-ons include unlimited international calling to 19 countries for $10/month and additional phone numbers starting at $5/month. Zoom Phone has earned a 4.5/5 rating on G2 from over 54,900 reviews and was awarded TrustRadius's "Buyer's Choice 2025" [36,41].

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4. GoTo Connect

GoTo Connect is a cloud-based phone system designed for flexibility and reliability, boasting 99.999% uptime. It’s built to handle rapid deployment, with the ability to be fully operational in just one day, making it ideal for tour operators with fluctuating seasonal demands.

International Communication

Every GoTo Connect plan includes free calling to over 50 countries, ensuring seamless communication with international clients without unexpected fees. Beyond traditional phone calls, the platform integrates with popular messaging apps like WhatsApp, Facebook Messenger, and Instagram. For tour operators looking to establish a local presence, GoTo Connect provides unlimited local, toll-free, and vanity numbers. It also supports multi-site management, making it easier to coordinate teams across time zones. Plus, each account comes with 1,000 toll-free minutes that can be shared across users.

"We have locations all over the world. We need a phone and meetings solution that is scalable and secure and at the same time, it should be reliable."

• Lovelee Borgohain, Project Lead Developer, Accenture

These international features are further enhanced by the platform’s integration capabilities.

Integration Capabilities

GoTo Connect integrates seamlessly with leading CRM platforms like Salesforce, HubSpot, Zendesk, and ServiceNow, allowing businesses to centralize customer data. Features such as click-to-dial, automated call logging, and screen pops that display customer histories help streamline workflows. For tour operators using specialized booking systems, the platform offers full API access for custom integrations. Its visual dial plan editor, featuring drag-and-drop functionality, simplifies call routing based on factors like language or time zone.

Scalability

GoTo Connect is built to grow with your business, offering unlimited extensions and numbers for instant team expansion. A great example of this scalability comes from Brandon Blear, IT Director at Special Health Resources, who implemented GoTo Connect across 11 locations and three call centers in August 2025. This move provided the organization with critical redundancy and professional communication tools. Additionally, the GoTo mobile app allows staff to use personal devices with a unified caller ID, cutting down on hardware expenses.

"GoTo Connect has given us a future-proof phone system that can grow as our business grows. The system is perfect for working from home, enabling our people to make and receive calls from anywhere, at no extra cost."

• EMS Copiers

Pricing

GoTo Connect offers three main plans, all of which include free calling to over 50 countries and 1,000 shared toll-free minutes.

• Phone System Plan: Covers essential features, offering over 100 tools and video meetings for up to 250 participants.
• Customer Experience (CX) Plan: Adds digital communication channels like WhatsApp, SMS campaigns, and AI-generated call summaries.
• Contact Center Plan: Includes advanced features such as skills-based routing, agent coaching, and AI-driven chat analysis.

The platform has earned strong reviews, with an 8.5/10 rating on TrustRadius and 4.5/5 on both G2 and Capterra.

5. Dialpad

Dialpad is a cloud-based VoIP system built on Google Cloud Platform, offering a hardware-free communication solution with advanced AI tools designed to meet the needs of tour operators. Accessible via desktops, mobile devices, and web browsers, the platform's AI has processed over 5 billion minutes of business communication data. This technology delivers real-time call transcriptions, automated post-call summaries, and "AI CSAT" to assess customer satisfaction across all calls.

International Communication

Dialpad supports local phone numbers in more than 50 countries, including the UK, Japan, Brazil, Australia, and Mexico, enabling tour operators to create a local presence wherever they operate. All plans offer unlimited calling within the user’s home country, the US, and Canada, while calls between Dialpad users are free, no matter the location. For businesses with extensive international calling needs, the "Global Unlimited Calling Add-on" covers up to 65 countries. Additionally, existing international business numbers can be ported to Dialpad in under a week.

Integration Capabilities

Dialpad seamlessly integrates with essential tools, enhancing its global utility. It offers direct integration with TripWorks, a booking platform tailored for tour and activity operators. The system also connects with popular CRM platforms like Salesforce, HubSpot, Zoho CRM, Copper, Pipedrive, and Microsoft Dynamics. These integrations allow for automatic call logging, SMS tracking, and in-app calling. During live calls, agents gain instant access to customer history and prior interactions, while Dialpad’s AI identifies potential friction points, such as pricing concerns or mentions of competitors.

Scalability

Leveraging Google Cloud Platform's autoscaling capabilities, Dialpad adjusts its capacity based on traffic, ensuring smooth performance during peak booking periods. Administrators can quickly manage users, lines, and call queues through a centralized dashboard. The platform's microservices architecture supports effortless expansion. For Enterprise plan customers, Dialpad offers a 100% uptime Service Level Agreement (SLA). To maintain high-definition call quality, tour operators should allocate at least 1 MB of dedicated bandwidth for every 10 simultaneous VoIP calls.

"Very satisfied with the service. You can use more than one phone line, the AI works in real time while making the call, and you can also assign pending tasks to the team."

• Tamara C., Customer Success Advisor

Pricing

Dialpad’s basic business phone plan starts at $15 per user, per month, including unlimited calls to the US and Canada, SMS/MMS messaging, AI-driven transcriptions, and integrations with Google Workspace and Microsoft 365. The Pro plan adds 24/7 support and additional CRM integrations, while the Enterprise plan includes the 100% uptime SLA and advanced security features, with pricing available upon request. A 14-day free trial lets new users explore features like call flipping between desktop and mobile devices. With a 4.4/5 rating on G2 based on over 2,600 five-star reviews, Dialpad stands out as a strong contender in the VoIP market.

Comparing the Options

Selecting the right phone system depends on your business needs. Below is a comparison of key features, integrations, and pricing to help you make an informed choice.

If customer support is your top priority, Nextiva stands out with a 9.0/10 rating on G2 for "Quality of Support" and 8.7/10 for "Ease of Use". Its standout feature, Call Pop, provides instant CRM insights during incoming calls. Additionally, Nextiva integrates with 19 third-party platforms.

For businesses with global operations, RingCentral offers unmatched international capabilities. It provides local numbers in over 40 countries and allows unlimited calls to more than 50 countries. With over 300 integrations, it’s ideal for companies needing extensive third-party connections. Its global data center network ensures 99.999% uptime. However, RingCentral’s G2 support rating is 7.8/10, with some users citing setup challenges for multi-country operations.

For those seeking an affordable option with advanced features, Zoom Phone delivers value at $10/user/month for metered calling, making it a smart choice for businesses with lower call volumes. It offers unlimited domestic calls in over 40 countries and uses the Opus codec for outstanding voice quality.

GoTo Connect is another strong option for businesses with high international call volumes, offering unlimited calls in over 50 countries under its Standard plan.

If cutting-edge AI features are what you need, Dialpad is worth considering. Priced at $15/user/month, it includes live transcription and real-time analytics, even on entry-level plans. Virtual numbers are available in more than 70 countries.

Pricing varies across providers. Nextiva plans range from $23 to $75/user/month, while RingCentral starts at $20/user/month. Other platforms offer competitive pricing, but advanced CRM integrations often come with higher-tier plans. Switching from traditional landlines to VoIP systems can save small and midsize businesses 30% to 50% on phone expenses.

"Nextiva and RingCentral are excellent VoIP services... small businesses will benefit significantly from Nextiva's volume, affordability, and long-term contract discounts."

• Jack Kosakowski, VP of GTM, Nextiva

Conclusion

Looking back at the key features, pricing, and scalability discussed earlier, it's easier to pinpoint the right phone system for your tour operation. The best choice will always depend on your specific needs.

For smaller operations, Zoom Phone’s $10/month metered plan is a budget-friendly option. On the other hand, businesses on a growth trajectory might find Nextiva’s $15–$20/user/month plans more suitable, thanks to their broader functionality.

If your operation involves international bookings, reliability and global calling capabilities are non-negotiable. RingCentral’s 99.999% uptime ensures you stay connected when it matters most.

Integration is another critical factor. Louis Balla offers a valuable perspective:

"Skip the fancy collaboration features if your core business processes aren't integrated first. I've watched companies spend six figures on advanced phone systems while their sales team still manually enters lead information from calls."

Before diving into advanced AI features, make sure your phone system works seamlessly with your booking platform and CRM. This foundation not only supports your current operations but also prepares you for future growth.

Speaking of growth, scalability is essential - especially for businesses managing seasonal spikes. A cloud-based system that allows you to quickly add or remove users can make all the difference during high-demand periods.

Finally, don’t overlook the total cost of ownership. While low monthly fees might seem appealing, additional charges for features like call recording, analytics, or integrations can add up quickly. Weigh these costs carefully to avoid surprises down the road.

FAQs

What should tour operators look for in a phone system?

Tour operators rely on phone systems that not only improve customer communication but also simplify operations and work seamlessly with their booking and CRM tools. Here are some essential features to look for:

• Integration with booking and CRM platforms: This allows agents to access reservation details and client notes during calls, cutting down on manual tasks and minimizing errors.
• Scalable, cloud-based systems: These solutions easily adjust to seasonal demand without the need for expensive hardware upgrades.
• Advanced call management tools: Features like auto-attendants and intelligent call routing ensure customers are quickly connected to the right person.
• Mobile and remote access: Apps that enable agents to handle calls and manage bookings from anywhere are invaluable for flexibility.
• Call recording and analytics: These tools help improve service quality and provide insights into customer trends.

Focusing on these features ensures that tour operators can maintain efficient, dependable communication while delivering a smooth guest experience - even during the busiest travel seasons.

How can tour operators handle international calls effectively with modern phone systems?

Modern phone systems empower tour operators to stay connected with travelers across the globe by leveraging internet-based technology like VoIP. One standout feature is the use of virtual local numbers in various countries. These numbers allow international travelers to call a familiar local number, which is then seamlessly forwarded to the operator’s central office or mobile device in the U.S. This setup not only simplifies communication for guests but also slashes costs compared to traditional phone carriers.

By transmitting voice data as IP packets, these systems offer advanced capabilities like high-definition audio, call recording, and real-time analytics. They also integrate seamlessly with booking and CRM tools, enabling operators to instantly view a traveler’s itinerary or details as soon as a call connects. Plus, the cloud-based nature of these systems ensures calls can be routed, forwarded, or queued across time zones, so travelers can always reach the right agent - even outside standard U.S. business hours.

Providers often include global rate plans and flexible options for making or receiving calls on any device, whether it’s a desktop, smartphone, or tablet. This ensures tour operators can maintain communication with clients no matter where they - or their travelers - are in the world.

What features should a phone system integrate with for tour operators?

A phone system designed for tour operators should work hand-in-hand with essential tools like CRM platforms and booking software. Why? Because this gives agents instant access to guest details, booking history, and preferences. The result? Quicker, more tailored service with less manual work.

But that’s not all. It’s equally important to integrate with payment gateways, marketing automation tools, and analytics platforms. These connections simplify tasks like invoicing, follow-ups, and tracking performance metrics. On top of that, linking with team collaboration apps and custom workflow tools can improve internal communication and automate processes - like generating support tickets or syncing call data with revenue systems. For a truly unified operation, opt for systems that offer strong integration features and API access.

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