Top 20 Hotel PBX Systems To Unify Hotel Communications In 2025
10 Best Hotel PBX Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
As a seasoned professional in the hospitality industry, I understand your need for efficient, reliable, and user-friendly communication systems. The right hotel PBX (Private Branch Exchange) system can streamline communication among your staff and with your guests, elevating your service and improving your operations.
The hospitality phone systems on my list address significant communication challenges, from handling high call volumes to delivering clear and reliable calls that enhance the guest experience. Let me guide you through my top options, which have the potential to revolutionize your hotel operations and ensure you're providing the best possible service to your guests.
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Best Hotel PBX Summary
This comparison chart summarizes pricing details for my top hotel procurement software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for intelligent call routing and insights | Free demo available | From $15/user/month (billed annually) | Website | |
| 2 | Best for data-driven decision-making in hospitality communication | 14-day free trial | From $19/user/month (billed annually) | Website | |
| 3 | Best for simplified call center operations in hotel management | Free trial available | From $30/license (billed annually) | Website | |
| 4 | Best for multi-channel customer engagement in hospitality | 14-day free trial + demo available | From $29/user/month (billed annually) | Website | |
| 5 | Best for feature-rich cloud-based communication solutions and advanced call forwarding with a high-quality softphone application | Free demo + free trial available | From $19.99/user/month (billed annually) | Website | |
| 6 | Best for cost-effective IP-PBX solutions in the hospitality sector, offering a reliable softphone application | Not available | From $10/user/month (billed annually) | Website | |
| 7 | Best for offering a tailored PBX solution for every hotel size | Not available | Pricing upon request | Website | |
| 8 | Best for unified communication solutions in large-scale hotels | Not available | Pricing upon request | Website | |
| 9 | Best for enhancing direct bookings with innovative communication tools | Not available | From $50/month | Website | |
| 10 | Best for transforming guest experience with intuitive telephony | Not available | From $15/user/month. | Website |
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roommaster
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Little Hotelier
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.5 -
Minihotel
Visit Website
Best Hotel PBX Reviews
Below are my detailed summaries of the best hotel procurement software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Squaretalk is a cloud-based communication platform that offers a comprehensive PBX (Private Branch Exchange) system tailored for various industries, including hospitality. It provides a reliable and scalable solution for managing internal and external communications.
Why I Picked Squaretalk: The platform's auto-attendant feature allows for efficient call routing, ensuring that guest inquiries and requests are directed to the appropriate department without delay. Additionally, its voicemail-to-email functionality enables hotel staff to respond promptly to missed calls, enhancing overall guest satisfaction.
Standout Features & Integrations:
Squaretalk also offers other standout features like real-time reporting and a user-friendly dashboard that provides hotel managers with valuable insights into communication patterns and staff performance. Key integrations include Salesforce, Zoho CRM, Freshworks, Pipedrive, and Lynx.
Pros and cons
Pros:
- Has global reach
- Advanced features such as predictive dialing and intelligent call routing
- High call quality
Cons:
- Many predictive dialer features limited to higher-tier plans
- Could offer more options for customization
New Product Updates from Squaretalk
Real-Time Agent KPIs Now Available In Squaretalk
Squaretalk now displays real-time Agent Status KPIs to help contact center leaders track performance and react quickly to changes in workload. This improves operational visibility and supports faster decision-making. For more information, visit Squaretalk's official site.
Best for data-driven decision-making in hospitality communication
CloudTalk is a cloud-based phone system designed to enhance communication in various business sectors, including hospitality. The tool offers an extensive range of features that empower hotels to improve their customer service and make data-driven decisions. Its emphasis on analytics and data utilization make it best suited for data-driven decision-making in hospitality communication.
Why I Picked CloudTalk: I picked CloudTalk for this list because of its impressive data analysis features. Its ability to record, store, and analyze call data distinguishes it from other similar tools. By facilitating data-driven decision-making, and access to a mobile app that allows you to manage your hotel's communications right from your smartphone, it can effectively enhance communication within the hospitality industry.
Standout Features & Integrations:
CloudTalk excels with its call recording and analytics capabilities, enabling data-driven decisions. Additionally, its Smart Dialer and Automatic Call Distribution (ACD) features enhance efficiency in handling calls. CloudTalk also offers integrations with popular CRM and helpdesk platforms, including Salesforce, Zendesk, and HubSpot, among others.
Pros and cons
Pros:
- Smart Dialer and ACD for efficient call handling
- Integrations with popular CRM and helpdesk platforms
- Strong data analysis capabilities
Cons:
- Some advanced features are only available on higher-tier plans
- Pricing can be a bit steep for smaller hotels
- No free tier beyond the 14-day trial
Aircall
Best for simplified call center operations in hotel management
Aircall is a cloud-based phone system designed to streamline call center operations. By providing robust call-handling capabilities and insightful analytics, it supports efficient customer service and management in hotel businesses. This makes it a powerful tool for any hotel establishment looking to simplify their call center operations.
Why I Picked Aircall: I chose Aircall for its superior call management features and insightful analytics. The platform's ability to effectively handle high-volume calls while providing detailed insights into call data sets it apart. Given its proficiency in streamlining call center operations, Aircall seems particularly suited for hotel management, where efficient customer service is key.
Standout Features & Integrations:
Aircall stands out with its strong call handling capabilities, including smart call routing, power dialer, and intuitive interactive voice response (IVR) system. Furthermore, it integrates easily with various popular platforms such as Salesforce, HubSpot, and Slack, which can boost productivity and streamline operations.
Pros and cons
Pros:
- Detailed call analytics
- Integrates with major CRM and team collaboration platforms
- Powerful call-handling capabilities
Cons:
- Additional costs may apply for international calls
- The lowest-priced plan is billed annually
- No fully free tier is available
JustCall is a cloud-based phone system designed to facilitate multi-channel customer engagement. Designed for businesses in various sectors, including hospitality, JustCall offers the tools necessary for efficient and effective communication with customers. The platform's capacity for multi-channel engagement makes it an ideal choice for the dynamic communication needs of the hospitality industry.
Why I Picked JustCall: JustCall stood out for its particular strength in managing multi-channel customer engagement. I chose this tool because it provides an array of features to facilitate various types of communication. JustCall differentiates itself with its easy-to-use interface and comprehensive feature set. Given the dynamic nature of customer engagement in the hospitality sector, I determined that JustCall is best suited for this role.
Standout Features & Integrations:
Some of JustCall's standout features include its cloud-based telephony, SMS capabilities, and the option to use local numbers from over 58 countries. These facilitate multi-channel customer engagement, a critical aspect of successful operations in the hospitality industry. JustCall also integrates with a variety of CRM and Helpdesk software, such as Salesforce, Zendesk, and Hubspot, to provide a well-rounded communication solution.
Pros and cons
Pros:
- Local numbers availability from over 58 countries
- Integration with major CRM and Helpdesk software
- Efficient multi-channel communication
Cons:
- The interface may seem complex to first-time users
- More advanced features require a higher-priced plan
- No permanent free tier offered
Best for feature-rich cloud-based communication solutions and advanced call forwarding with a high-quality softphone application
RingCentral is a cloud-based communication and collaboration platform that enables businesses to stay connected through voice, video, team messaging, and more. With its robust set of features and advanced call forwarding options, RingCentral shines in providing a high-quality softphone application for enhanced communications in the hotel industry.
Why I Picked RingCentral: I selected RingCentral for its comprehensive suite of communication tools and its exceptional softphone application. Compared to other platforms, RingCentral provides more versatility with its advanced call-forwarding feature. It's clear that RingCentral stands out as best for establishments seeking a feature-rich cloud-based solution, voicemail transcription feature, and an advanced call-forwarding system in their softphone application.
Standout Features & Integrations:
RingCentral provides several standout features, including video conferencing, team messaging, and advanced call handling - all accessible from their superior softphone application. Furthermore, RingCentral can be integrated with various business tools such as Salesforce, Microsoft 365, and Google Workspace, enabling streamlined workflows.
Pros and cons
Pros:
- Wide array of integrations with business tools
- Advanced call handling with high-quality softphone application
- Comprehensive suite of communication tools
Cons:
- International calling is an add-on and not included in the base pricing
- Some features are only available at higher price tiers
- No permanent free plan is available
Yeastar
Best for cost-effective IP-PBX solutions in the hospitality sector, offering a reliable softphone application
Yeastar is a powerful IP-PBX solution tailored to meet the specific requirements of the hospitality sector. The platform provides a reliable softphone application that allows for efficient, cost-effective telecommunication. This is especially beneficial for businesses in the hospitality sector that often deal with high volumes of calls.
Why I Picked Yeastar: In my search for the most effective telecommunication tools, Yeastar emerged as a clear choice. This selection was informed by its focus on the hospitality sector and the provision of cost-effective IP-PBX solutions. Its standout feature, a reliable softphone application, complements the need for efficient communication within this industry. Thus, I confidently chose Yeastar as the best for this niche.
Standout Features & Integrations:
Yeastar's key features include its robust softphone application and its efficient IP-PBX solutions. The softphone application facilitates smooth internal and external communications, while the IP-PBX system ensures cost-effective call handling. As for integrations, Yeastar can seamlessly connect with numerous third-party applications, including popular CRM tools and other hospitality-focused software, to enhance operational efficiency.
Pros and cons
Pros:
- Effective integration with CRM tools and hospitality-focused software
- Reliable softphone application for efficient communication
- Specializes in IP-PBX solutions, making it ideal for the hospitality sector
Cons:
- Some users have reported a steep learning curve for new operators
- More advanced features require a higher-priced plan
- Lack of a perpetual free tier may discourage some potential users
Dialexia provides a robust PBX solution that can be customized to accommodate any size hotel. It's an IP-based system designed to manage phone services in a more efficient, streamlined manner, which can be beneficial to hospitality businesses of all sizes.
Why I Picked Dialexia: In selecting Dialexia, it was the customizability and scalability that primarily attracted my attention. It stands out for its ability to provide tailored solutions depending on the size of the hotel, making it a versatile option for both small and large-scale operations. Considering its adaptability to varying business sizes, I believe Dialexia is best suited for offering a tailored PBX solution for every hotel size.
Standout Features & Integrations:
Dialexia's customizable PBX solutions are its most significant feature. They allow for scalability as your hotel grows. Additionally, the platform integrates with a wide array of third-party software solutions, enabling a more comprehensive service. This includes CRM tools and billing software, further enhancing its utility for hotel management.
Pros and cons
Pros:
- Tailored pricing based on specific needs
- Broad range of integrations with other software tools
- Customizable solutions that scale with your business
Cons:
- Could be more complex to set up due to its custom nature
- Pricing is not transparent; direct contact is necessary for a quote
- No free trial or tier is available
Best for unified communication solutions in large-scale hotels
Cloud5 Communications offers comprehensive communication solutions designed specifically for the hospitality industry. The tool delivers unified communication systems that are perfectly suited for large-scale hotels. By seamlessly integrating different communication methods, Cloud5 optimizes and streamlines interactions.
Why I Picked Cloud5 Communications: Cloud5 Communications caught my attention due to its specific focus on large-scale hotels. The tool offers a unique combination of unified communications, which I determined to be quite advantageous for larger establishments with complex communication needs. For this reason, I concluded that Cloud5 is best for large-scale hotels seeking an integrated solution for their various communication channels.
Standout Features & Integrations:
Key features of Cloud5 include its high-speed data solutions, advanced voice systems, and comprehensive unified communication strategies. These features make it possible to have seamless and efficient communication processes within large-scale hotel operations. For integrations, Cloud5 integrates with major PMS systems, as well as other tools like call accounting systems, which are commonly used in the hospitality sector.
Pros and cons
Pros:
- Integration with major PMS and call accounting systems
- Offers unified communication solutions
- Tailored for large-scale hotels
Cons:
- Some users have mentioned a need for more detailed user training
- Pricing structure may not be suitable for all businesses
- No free tier or trial version offered
HotelLink is a hospitality communication platform that employs innovative strategies to help increase direct bookings. Their tools enable improved communication with potential guests and provide integrated booking features for a streamlined customer experience. As such, it is particularly well-suited to establishments looking to boost direct booking rates.
Why I Picked HotelLink: I chose HotelLink for its innovative approach to guest communication and its effective promotion of direct bookings. Its ability to provide these services in a cohesive and integrated manner makes it a standout choice. Given its unique emphasis on enhancing direct bookings with cutting-edge communication tools, HotelLink secures its position as the best in this category.
Standout Features & Integrations:
HotelLink's standout feature is its direct booking enhancement capabilities, enabled by its integrated communication tools. Furthermore, the platform provides seamless integration with major property management systems and channel managers, facilitating an efficient and cohesive operational environment.
Pros and cons
Pros:
- Tailored pricing structure
- Seamless integration with existing systems
- Specialized focus on enhancing direct bookings
Cons:
- May not be cost-effective for smaller establishments
- Pricing information isn't publicly available
- No free tier or trial version available
ThinkSimplicity provides an integrated voice solution designed to elevate hotel operations. By centralizing communications and simplifying telephony processes, it enhances the guest experience in hospitality settings. Its intuitive approach makes it ideal for transforming the guest experience with straightforward telephony.
Why I Picked ThinkSimplicity: ThinkSimplicity earned its place on this list due to its commitment to simplicity and centralization in communication. The tool stands out because it specifically caters to the hospitality industry, aligning with the requirements of hotels of varying sizes. I believe it's "best for" transforming guest experience as it offers an intuitive telephony solution that aids in providing exceptional guest service.
Standout Features & Integrations:
ThinkSimplicity excels with its key features such as automated attendant, call accounting, and voice messaging. These features provide a comprehensive voice solution for hotels. It also offers integrations with major property management systems (PMS), contributing to a more streamlined hospitality management process.
Pros and cons
Pros:
- Customizable to specific hotel needs
- Integration with major PMS
- Comprehensive voice solution for hotels
Cons:
- Customization may require additional setup time
- Pricing is not transparent
- No free plan or trial
Other Hotel PBX
Below is a list of additional hotel PBX I shortlisted but did not make it to the top 10. Definitely worth checking them out.
- XorCom
For high-availability redundancy in hospitality
- 3CX
For seamless integration with property management systems and enabling efficient conference calling and video conferencing
- Ooma
For robust and reliable hotel phone system with excellent conference calling features
- GoCo
Good for comprehensive HR solutions in hospitality
- Vonage
Good for powerful and reliable communication solutions
- Acefone
Good for streamlined communication with hosted PBX solutions
- Guest Suites Hotel Management Software
Good for PBX and voicemail integration in hotels
- Akia
Good for leveraging AI for personalized guest communication
- VirtualPBX
Good for robust virtual PBX systems in hospitality
- Zadarma
Good for cost-effective cloud-based PBX solutions for hotels
Hotel PBX Selection Criteria
When selecting the best hotel PBX to include in this list, I considered common buyer needs and pain points like improving internal communication and managing guest requests efficiently. I also used the following framework to keep my evaluation structured and fair:
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Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Handle internal calls
- Manage guest wake-up calls
- Facilitate voicemail services
- Support multi-line management
- Integrate with property management systems
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Mobile app support
- Advanced call analytics
- Customizable call routing
- Integration with CRM systems
- Automated guest notifications
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive interface design
- Easy navigation
- Minimal learning curve
- Clear labeling of functions
- Responsive system performance
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Access to templates
- Live webinars for guidance
- Chatbot assistance for setup
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 availability
- Multiple support channels
- Prompt response times
- Knowledgeable support staff
- Access to a comprehensive help center
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Flexible pricing plans
- No hidden fees
- Free trial availability
- Clear return on investment
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Positive feedback on reliability
- Satisfaction with customer service
- Ease of use comments
- Testimonials on feature effectiveness
- Overall recommendation rates
How to Choose Hotel PBX
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Can the system grow with your hotel? Consider future expansion and whether the PBX can handle more lines or locations as your business grows. |
| Integrations | Does it sync with your current systems? Look for compatibility with property management systems and other essential hotel software. |
| Customizability | Can you tailor it to your needs? Check if you can adjust call flows and other settings to fit your hotel's unique operations. |
| Ease of use | Is it user-friendly for your team? Ensure the interface is intuitive and that your staff can learn it quickly without extensive training. |
| Implementation and onboarding | How long will setup take? Evaluate the time and resources needed for a smooth transition, including training and support availability. |
| Cost | Does it fit your budget? Compare pricing plans, check for hidden fees, and determine if the cost aligns with your financial constraints. |
| Security safeguards | Are calls and data protected? Verify encryption standards and how the system handles sensitive guest and hotel information. |
| Support availability | When can you get help? Ensure the vendor offers reliable support options in case you encounter issues or need assistance outside regular hours. |
What Is Hotel PBX?
Hotel PBX is a private branch exchange system designed for hotels to manage internal and external communications. Hotel managers, front desk staff, and IT professionals generally use these tools to improve communication efficiency and guest service.
Call management, reservations, voicemail services, and integration with hotel systems help with handling guest requests and internal coordination. Overall, these tools enhance communication and operational efficiency in hotel environments.
Features
When selecting hotel PBX, keep an eye out for the following key features:
- Call management: Allows easy handling of internal and external calls, ensuring efficient communication within the hotel.
- Voicemail services: Provides guests and staff with reliable voicemail options for missed calls, improving message handling.
- Multi-line support: Enables the management of multiple phone lines, essential for handling high call volumes in busy hotels.
- Wake-up call scheduling: Automates guest wake-up calls, enhancing the guest experience through reliable service.
- Integration with hotel systems: Syncs with property management and other hotel software for seamless operations.
- Customizable call routing: Offers flexibility in directing calls to the right departments or staff members based on specific needs.
- Mobile app support: Allows staff to manage calls and messages on-the-go, increasing mobility and responsiveness.
- Advanced call analytics: Provides insights into call patterns and performance, helping to optimize communication strategies.
- Automated guest notifications: Sends timely updates and information to guests, improving communication and service delivery.
- Security safeguards: Ensures data protection and privacy through encryption and secure handling of sensitive information.
Benefits
Implementing hotel PBX provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved communication: Efficient call management and multi-line support enhance internal and guest communication.
- Enhanced guest service: Features like wake-up call scheduling and automated notifications improve the guest experience.
- Operational efficiency: Integration with hotel systems and customizable call routing aid in smoother operations.
- Increased mobility: Mobile app support allows staff to stay connected and responsive while on-the-go.
- Data-driven insights: Advanced call analytics provide valuable information to refine communication strategies.
- Cost-effective operations: Efficient call handling and resource management can lead to reduced operational costs.
- Data security: Security safeguards ensure the protection of sensitive information, building trust with guests and staff.
Costs & Pricing
Selecting hotel PBX requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in hotel PBX solutions:
Plan Comparison Table for Hotel PBX
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic call management, limited voicemail services, and restricted support. |
| Personal Plan | $10-$30/user/month | Call management, voicemail services, wake-up call scheduling, and basic analytics. |
| Business Plan | $40-$70/user/month | Multi-line support, integration with hotel systems, customizable call routing, and mobile app support. |
| Enterprise Plan | $80-$120/user/month | Advanced call analytics, automated guest notifications, enhanced security safeguards, and dedicated customer support. |
Hotel PBX Frequently Asked Questions
Can a hotel PBX system handle international calls?
Yes, most hotel PBX systems, as part of their telephone system package, offer international calling capabilities. However, the rates for these calls may vary depending on the provider and the destination country.
Can a hotel PBX system be used with room phones?
Yes, a robust hotel PBX system should be compatible with room phones. This compatibility allows guests to make room-to-room calls, contact the front desk, or dial external numbers.
Do PBX systems support conference calling?
Yes, many PBX systems include conference calling capabilities, allowing for simultaneous participation in phone calls by multiple people. This is useful for internal team meetings or speaking with guests simultaneously.
What is the difference between VoIP and PBX?
VoIP systems allow you to make voice calls using a broadband internet connection instead of a traditional phone line. It converts voice signals into digital signals that travel over the internet. VoIP providers include companies like Vonage, Cisco, GoToConnect, Nextiva, and others.
PBX, on the other hand, is a private telephone network used within a company or organization. The users of the PBX phone system can communicate internally (within their company) and externally (with the outside world), using different communication channels like Voice over IP, ISDN, or analog.
What’s Next:
If you're in the process of researching hotel PBX, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.