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Nextiva vs. Ooma Office: How Do They Compare?
Nextiva and Ooma Office are two solid options for business phone systems but one may be suited better for your company. See how the products compare.
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At a time when seamless audio and video communication is more important than ever, it’s essential for companies to choose a cloud-based voice-over-internet-protocol (VoIP) solution that is scalable, flexible and tailored to their unique needs. Nextiva and Ooma Office are leading options for businesses seeking a business phone system that functions as a robust, unified communications platform.
Nextiva’s streamlined, intuitive user interface and compliance with the Health Insurance Portability and Accountability Act (HIPAA) give it an edge for businesses operating within the healthcare industry. Meanwhile, Ooma is a highly user-friendly solution for small teams that are exploring VoIP for the first time. Below, we compare these top business phone systems directly so you can determine which one is the best fit for your business.
Nextiva vs. Ooma Office highlights
Criteria | Nextiva | Ooma Office |
|---|---|---|
Starting price | From $30 per user, per month, for VoIP features | From $19.95 per user, per month |
Features |
|
|
Video conferencing | Video meetings with no time limits (available for all tiers with VoIP features) | Four-hour video meetings for 25 participants (available starting at Pro tier) |
Onboarding | Professional implementation, setup guide, and onboarding tools | Express Setup Assistant and how-to guides |
Base-level customer support | 24/7 live chat, phone, email, and knowledge base | 24/7 live chat, phone, and knowledge base |
Who is Nextiva for?
As we highlighted in our full Nextiva review, this business phone system is known for its user-friendliness and customizable features. The platform supports multiple communication channels and uses an intuitive interface for precise call routing, thereby optimizing both efficiency and customer satisfaction. Particularly noteworthy is its compliance with HIPAA standards, making Nextiva a go-to choice for businesses in the healthcare industry.
The vendor offers a comprehensive suite of services, with pricing as low as $30 per user, per month (billed annually) for the Core plan (a $20 monthly Digital plan is also available (billed annually), without VoIP features). At this level, Nextiva users can take advantage of standard communication features, such as voice and video calls and basic integrations. Higher-tier packages include thousands of toll-free minutes, voice analytics and an integrated CRM system — a feature that sets this solution apart from many competitors.
Nextiva also stands out for its extensive analytics and reporting capabilities. The program provides real-time call logs, graphical representations and around 250 custom report templates that users can easily generate for deep business insights. Even for nontech-savvy users, setting up automated report delivery is a breeze.
Who is Ooma Office for?
Ooma Office is an ideal business phone system for small teams, especially those lacking technical expertise. This easy-to-use platform boasts an Express Setup Assistant to guide you through processes, such as adding new users, setting up a virtual receptionist and exploring additional services.
Designed with small and midsize businesses in mind, Ooma’s service plans start at $19.95 per user, per month, with an annual contract. This platform is particularly well-suited for businesses transitioning from traditional landlines to VoIP, as Ooma seamlessly integrates with preexisting devices such as hardwired intercom and paging systems. The Ooma Office base station provides the flexibility to use both physical desk phones and fax machines with the VoIP service and the company even offers preconfigured IP phones for swift deployment.
Ooma’s mobile and desktop applications are designed with a clean user interface that streamlines critical features so users aren’t bogged down with complex navigation. Though this small business phone system has evolved over time to meet modern customer expectations, it has maintained its simplicity and user-centric design, as stressed in our detailed Ooma Office review.
Nextiva vs. Ooma Office comparison
Both Nextiva and Ooma are equipped with comprehensive communication tools and useful features, but there are some differences between the two. Here’s how they stack up on core criteria.
Pricing
Nextiva
Nextiva’s per-user, per-month starting rate for small business plans ranges from $20 to $60, depending on the service plan, number of users and contract length. Enterprise-level plans are also available for larger organizations.
Here’s a breakdown of the plans with pricing for a small business on an annual contract. Prices are 20 percent higher if you opt for a month-to-month plan:
- Digital: For $20 per user, per month, the Digital plan includes support for messaging apps and social media channels, as well as a digital service help desk. This plan does not feature any voice or video tools.
- Core: At $30 per user per month, the Essential plan includes everything in Digital, plus inbound and outbound voice services, integration with Outlook and Google Contacts, business short message service (SMS), video meetings and call routing. Toll-free numbers and digital faxing are available as add-ons.
- Engage: For $40 per user, per month, the next Nextiva tier features everything from the Core package, including toll-free numbers with minutes and digital faxing, plus call center and queuing, live and bot web chat, integration with Microsoft Teams and advanced reporting tools.
- Power Suite: For $60 per user, per month, you get everything from the Engage plan, as well as advanced interactive voice response, intelligent routing, transcription and summary tools, a supervisor dashboard and a unified team interface.
Ooma
Ooma’s cost structure is built on transparency, setting it apart from many providers in this sector. Furthermore, the vendor’s competitive pricing starts at $19.95 per user per month, making it a more affordable option than Nextiva. Another perk is that this price is available with monthly billing and no contractual obligation:
- Essentials: For $19.95 per user each month, the Essentials plan offers call forwarding, virtual faxing, call parking, virtual receptionist, call flip, ring groups, call transfer and up to three-way calling. It also comes with mobile app functionality.
- Pro: At $24.95 for each user every month, Ooma’s Pro tier comes with all of the Essentials features, plus call recording, voicemail transcription, text messaging, four-hour video meetings with 25 participants, analytics and integrations with Microsoft 365 and Google Workspace. The Pro plan also includes desktop app functionality.
- Pro Plus: This plan costs $29.95 per user each month and includes everything from the Pro package, plus HubSpot and Salesforce integrations, video recordings, hot desking and 12-hour video meetings with up to 100 participants.
Features
Nextiva
- Trends and performance analysis: Nextiva uses AI-driven insights to generate detailed data analytics and VoIP reporting.
- Voice analytics: Voice analytics go beyond basic call logs and allow for an in-depth analysis of call quality and custom group reporting.
- Nextiva CRM: Unique to Nextiva, this CRM offers multichannel outreach, AI-powered customer sentiment, click-to-call, automated follow-up and customer data displays, including dialed numbers.
- Threaded conversations: This feature consolidates all communications, including emails, texts and calls, in one place so your team can see a comprehensive communication history for a particular contact without switching apps.
- Collaboration rooms: Nextiva’s collaboration rooms give users an immediate transition from chat to video or phone call.
- Video conferencing: Available across all Nextiva plans, the platform supports one-to-one video calls, screen sharing, file sharing and instant messaging.
- Auto-attendant for phone calls: Nextiva’s user-friendly interface includes a virtual receptionist that can provide professional implementation support and simplify administrative tasks, such as updating employee details or permissions.
Nextiva makes it easy to transition from text-based chat to an audio or video call for seamless collaboration. Source: Nextiva.
Ooma
- Virtual receptionist: Ooma has simple call-flow editing tools for business-day and after-hours actions. Users can set up a dial-by-name directory and record custom responses for incoming calls.
- Enhanced call blocking: Using a dynamic database with over two million known spam numbers, this feature allows you to block up to 1,000 individual numbers.
- Caller info match: Ooma displays caller details for outgoing and inbound calls; integrates with CRM systems; and searches LinkedIn, Facebook and Google for caller information.
- Voicemail transcription: Ooma users can transcribe voice messages and send them via email with an attached audio file.
- Overhead paging: Ooma supports physical paging systems with a plug-and-play paging adapter. Administrators can set up multicast paging from the dashboard.
- Ring groups: Multiple users can answer one line/extension calls with this feature. Ring groups support the recording of custom greetings and provide options for simultaneous or sequential ringing.
- Faxing: Internet faxing is included with all Ooma plans. It allows digital faxing through Google Chrome or the Ooma Office Manager and the system also supports traditional fax machines connected to Ooma.
- Video conferencing: Ooma’s video conferencing features, available only above the base tier, allow for meetings of 25 to 100 participants for four- to 12-hour sessions.
Ooma’s virtual receptionist feature is simple to configure with your company’s unique business hours, holiday schedules and other variances in availability. Source: Ooma
Video conferencing
Nextiva
Nextiva offers video conferencing in all of its phone-enabled packages, including the Core plan. The video conferencing platform allows participants to share their screen, chat via instant message, host breakout rooms and share files during the call. Additionally, Nextiva recently removed its 45-minute meeting cap, with all video conferencing plans including unlimited meeting time.
Ooma
Ooma provides video conferencing in the Pro and Pro Plus packages, allowing for meetings with 25 to 100 attendees of up to four hours (Pro) or 12 hours (Pro Plus). In 2024, Ooma added a whiteboard feature to its video calls — a feature we were happy to see added. However, unlike many of its competitors, including Nextiva, Ooma still does not offer breakout room functionality.
Scheduling, joining and launching meetings is easy with Nextiva’s simple, user-friendly interface. Source: Nextiva
Onboarding
Nextiva
Nextiva facilitates an exceptional onboarding experience with professional implementation services across all of its subscription tiers. The setup guide is well-structured, leading users seamlessly through four primary steps: Adding employees, creating hunt groups, configuring auto-attendants and assigning phone numbers. This streamlined process, combined with an easy-to-use interface, allows businesses to configure single or multiple auto-attendants quickly. For larger enterprises, Nextiva allows users to bulk-upload employees from active directories.
Smaller teams can have the system up and running in mere minutes, although intricate configurations, like specific user permissions and advanced call flows, might require additional time. The platform comes with valuable onboarding tools, such as training webinars and detailed guides, to help teams adapt to their new phone system quickly and comfortably. Keep in mind that while many setup operations can be self-managed online, more complex tasks, like activating end-to-end encryption, require users to reach out to Nextiva directly.
Ooma
Ooma boasts a user-friendly implementation and onboarding process that is notably simpler than what is offered by many of its rivals. Preconfigured IP phones can expedite the setup, especially for smaller teams; users can enjoy a hassle-free configuration by importing details of up to 20 VoIP phones using a comma-separated values file template in the Ooma Office portal. With a turnaround time as short as three business days post-purchase for hardware configuration and shipping, businesses can hit the ground running.
Softphone apps for mobile and desktop devices are also available through Ooma. Most users can manage implementation within 20 minutes with help from Ooma’s Express Setup Assistant. This three-step wizard makes it a breeze to add users and configure accounts. We appreciate the simplicity of the system, which allows most businesses to handle the installation without external assistance. Though Ooma may not offer as many training resources as other vendors, its intuitive features, paired with comprehensive how-to guides and visual tutorials, make extensive training less essential.
Customer support
Nextiva
Nextiva’s customer support includes 24/7 assistance with all plans, which not all competitors offer. Users have access to a dedicated support team through live chat, phone and email. While online ticketing is available, with response time varying based on the issue’s security level, Nextiva advises directly calling the support line for urgent matters.
We like that Nextiva also has extensive self-service options for users who prefer a do-it-yourself approach to troubleshooting. The platform’s comprehensive knowledge base includes quick-start guides for apps, call flows and VoIP setups. Users can also benefit from instructional videos and on-demand webinars covering diverse topics ranging from call recording to equipment provisioning.
Ooma
Like Nextiva, Ooma stands out for its 24/7 customer support available for all subscribers. Users can conveniently reach out to the company’s customer care team via online chat within the Ooma Office Manager portal or through a toll-free number. Enterprise plan customers enjoy the added luxury of a dedicated support team and professional onboarding support.
While Ooma’s knowledge base is rich and detailed, we found that more visual content in the tutorials would further enhance the support experience. Additionally, the activity level on the business segment of Ooma’s community forum is limited, so those seeking insights from fellow users may be disappointed.
Nextiva vs. Ooma Office summary
Both Nextiva and Ooma are outstanding solutions for businesses seeking unified communications solutions. However, the best choice for companies will vary based on each organization’s specific needs across pricing, features and other factors.
Nextiva is best for businesses in the healthcare industry.
Nextiva is the optimal cloud-based business communications platform for businesses in the healthcare industry, thanks to its HIPAA compliance. This guarantees that all communications — whether through voice, video calls or threaded conversations spanning emails, SMS and beyond — maintain the highest standard of patient confidentiality and data protection. Given the sensitive nature of healthcare communications and the need for organized and traceable interactions, Nextiva’s tools are invaluable for businesses that want to effectively keep track of their communications.
Nextiva’s threaded conversations allow users to see all communications across multiple methods, which can help businesses provide better customer service. Source: Nextiva
Ooma is best for small teams transitioning to VoIP.
For small businesses and teams venturing into the realm of cloud-hosted phone systems for the first time, Ooma is an excellent option. Transitioning from conventional landline systems to VoIP is seamless with Ooma, primarily because of the solution’s compatibility with existing devices, even hardwired systems. Additionally, the preconfigured IP phones, which make the deployment rapid and simple, ensure small teams won’t be bogged down with complex setups. The vendor’s clear pricing also positions Ooma as the best fit for small teams seeking an efficient, straightforward VoIP communication solution.
FAQs
Danielle Fallon-O’Leary contributed to this article.
