The 7 best affordable video conferencing software for small businesses in 2025

If you work at or run a small business, choosing the most secure video conferencing app is an important task. With a tighter budget and not as many IT resources, you’re probably going to be the one trying out the free demos, making a wishlist, setting up the video conferencing software—and doing maintenance and troubleshooting too.

Of course, there isn’t a one-size-fits-all solution. You have to look at your particular business needs—and oh, price isn’t everything either. (At least, not the up-front price tag. But more on that later.)

First, let’s look at video conferencing for small businesses specifically.

What is video conferencing?

Video conferencing is when you have a face-to-face meeting online in real time, instead of in person. This is slightly different from an audio conference call, which doesn’t have video. A traditional phone call would be a good example of this.

Back in the day, video conferences were hosted from specially designed meeting rooms in an office, with expensive and sometimes bulky equipment required to connect one location with another.

But now, of course, it’s easy to download an app or join a meeting from your browser, on any mobile device, in any location.

If you have a small team that’s dispersed across different cities or countries, video conferencing is especially useful for keeping everyone connected. But that’s not the only use for them.

Many businesses also use video calls to handle customer support questions live, talk to clients, sync up with contractors, and more.

It’s a great way for small businesses to save money (fewer travel expenses), and can give them a national or even global reach at the touch of a button.

Key functions of video conferencing software for small businesses

When choosing video conferencing software, it helps to focus on the functions that actually move the needle for a small business. Below are some must-have capabilities:

• 🎥 HD video and audio quality keeps meetings professional and frustration-free with crystal-clear calls.

• 🌐 Browser-based access that lets participants join with one click without having to download anything. This is especially important for having video meetings with clients, contractors, or prospects outside your company.

• 📝 Real-time transcriptions and summaries so you never miss important meeting details again.

• 🔒 Enterprise-grade security to minimize “Zoom-bombing” and protect sensitive discussions with encryption, locked meeting rooms, and host controls.

How we selected the best small business video conferencing software

We know choosing the right video conferencing software is a big decision—especially for small businesses with limited time and budget. To create this guide, we researched a wide range of providers using publicly available information, including:

• Customer reviews on trusted platforms like G2

• Published feature lists from vendor websites

• Pricing pages and plan comparisons

Think of this as a starting point—a curated shortlist to help you narrow down your options faster.

Our goal is to highlight affordable solutions that small businesses can realistically use. Every team’s needs are different, so be sure to take advantage of free plans and demos before making a final decision.

The benefits of video conferencing for any small business

Video conferencing is a great solution for any type or size of business, but its biggest benefits are probably most obvious for small businesses.

It's a cost-effective alternative to face-to-face meetings

Money isn’t everything, but small business owners face the particular challenge of balancing the budget while trying to grow the company.

Any opportunity to reduce costs is probably more than welcome, and implementing video conferencing can help you do just that.

Attending a meeting used to mean traveling, whether it was hopping in the car for a conference across town, or taking an airplane trip to visit colleagues or customers in other countries.

But by meeting online, everybody can join in from wherever they are. This saves small businesses a ton of money in travel expenses—and you’re helping to save the planet too!

Video conferencing technology is also great news for workers who find commuting and traveling stressful, especially as a recent study found workers now attend 13% more meetings than before. (The good news is that those meetings are 20% shorter, so it makes even less sense to travel to them.)

Video conferencing technology can also help your small businesses move to a remote or hybrid model of working, which is another way to cut costs because you could get rid of a physical workplace altogether—or just rent a small office where colleagues can hot-desk.

When you’re choosing a video conferencing solution, try to choose a versatile solution that does more than just connect you over a video call with someone else.

For example, some software today offers automatic transcription and video meeting recordings, which used to be time-consuming and required either extra equipment or outsourcing.

Good video conferencing software makes communication easier

Yes, phone conversations are fine—but being able to see someone as well as hear them makes things so much easier.

Video calls are pretty much the next best thing to meeting in person, and they’re much more personal and engaging than a phone call.

Participants can take cues from things like eye contact, facial expressions, and body language. And sometimes, a phone call or email just won’t cut it. If you’re having a meeting about a sensitive topic like a performance review, face-to-face meetings are best. (If you are looking for a small business phone system, though... Dialpad has you covered there too.)

You can also use online meetings for things like remote interviews, onboarding sessions, and employee training. Plus, video calls are a great way to hold team-building or social events when it’s hard for the workforce to get together physically.

But what if you want the flexibility of video meetings and also phone calls and other communication channels? Some video conferencing solutions have all those channels built in! That means you can make VoIP calls, send faxes, and do instant messaging—all in the same handy app:

10 essential (and nice-to-have) video conferencing features for small businesses

Every video conferencing solution has slightly different functions, and every business will be looking for different things.

As a rule of thumb, expect fewer features and restrictions like time limits from “freemium” packages. Of course, this isn’t a dealbreaker, because depending on what your business needs, that might be good enough.

Here are some must-have features and other considerations that aren’t exactly features but are still worth thinking about when you’re looking for a video conferencing solution.

1. Ease of use

• Simple, intuitive interface for quick adoption

• Easy-to-manage admin portal for licenses and user settings

• Works across devices (Mac, PC, Android, iOS)

2. Cloud-based conferencing

• No need for expensive in-office setups

• Subscription-based pricing (vs. high upfront hardware costs)

• Join from desktop, mobile, or web browser

• Ability to host meetings directly from a browser

3. Screen sharing

• Share presentations, designs, or files in real time

• Standard feature for remote collaboration

4. Meeting transcripts

• Useful for customer interviews, team recaps, and action items

• Real-time transcription with AI for accuracy

For example, Dialpad transcribes meetings in real time (more accurately than almost all competitors out there) thanks to Dialpad AI:

5. Security and encryption

• Enterprise-grade encryption to protect data

• Host controls: PINs, lock meetings, remove unwanted guests

• Moderator tools (mute, boot participants, manage access)

With Dialpad, moderators have full control over the meeting and can set up virtual meeting rooms to make sure only invited guests can join a meeting:

6. Browser-based access

• Join video chats with one click—no downloads required
  Convenient for external clients and stakeholders

7. High-quality video and voice

• Essential for professionalism in client-facing meetings

• Essential for minimizing risk of call drops, missed details, and repetitive conversations

8. Multiple communication channels

• Integrated messaging, calls, texts, and contact center management

• Keeps all communication channels in one platform

With Dialpad’s app, for instance, you can send a text to someone, message a group, make a phone or video call—and even manage your contact center from the same window:

9. PINless calling

• Faster, more seamless joining process

• Secure via unique meeting links

• Calendar integrations for auto-invites and smart notifications

  • For example, Dialpad is integrated with Google Calendar, so you just set up an invite and it will send out the link.

10. 24/7 support

• Access to phone, email, and chat support anytime

• Comprehensive online help center and documentation

• Important to check coverage (global vs. US-only, live chat vs. phone)

How much does small business video conferencing software cost?

Pricing for video conferencing tools varies widely depending on features, user count, and whether you're paying monthly or annually. Here are some factors that typically affect pricing:

• Number of users and hosts. Most providers provide free or low-cost plans for a small number of users or seats.

• Features included. Basic video + audio vs. AI-powered transcription, breakout rooms, large participant limits, recording, etc.

• Support level and service level agreements (SLAs). 24/7 support, uptime guarantees, dedicated account managers typically cost more.

• Add-ons or extras — Toll-free numbers, international dialing, additional phone lines, custom branding, and so on will add to your final cost.

• Billing model — Annual subscriptions often come at a discount vs. monthly.

The best of the best: 7 video conferencing software solutions for small businesses

Bearing all those must-have features in mind, here is a quick overview of the seven best video conferencing solutions for small businesses, taking into consideration ease of use, feature-richness, price, and more.

Note that we didn’t include “webinars” as a functionality here—some folks may try to have both webinar and video conferencing functionality in the same app, but webinar functionality alone could be a whole separate topic.

1. Dialpad Meetings (Sign up for free!): Best for AI-powered meeting functionality

Dialpad Meetings is designed to be easy to use no matter how tech-savvy your customers, prospects, and teammates are, meeting participants can join—and host—video meetings from a web browser without downloading any apps or software. (But in case you do like apps, Dialpad offers a mobile and desktop app that works across iOS, Android, Mac, and PC too.)

Besides the included Google Workspace integration in the basic plan, there’s also a useful automatic dial-out to participants. What this does is make sure that everyone arrives at your video meeting on time because it “calls” your attendees when it’s time for the meeting to start—no more “pinging people to see if they can make it.”

We mentioned the screen sharing and HD video and voice quality, but there’s also a voice enhancement function that reduces background noise (both for those who join through the app or dial in using a phone).

If you're looking for just video conferencing, Dialpad Meetings has you covered, but if you need a full communications suite, you can upgrade to Dialpad Connect. Dialpad Connect is a full-featured business communications platform that includes all the communication channels you use every day, like phone calls, messaging, and of course, video meetings.

Features

• Join meetings instantly from browser or app, no downloads needed

• Dialpad AI, which powers real-time transcripts, call summaries, and action items, reducing manual work (think of it as your personal AI meeting assistant)

• Automatic dial-out to participants to ensure everyone joins on time

• Native integrations with Outlook, Google Calendar, Salesforce , and more for fewer workflow disruptions

• Background noise reduction for when you have to take meetings on the go

• Fully integrated cloud contact center product (Dialpad Support) if you want an all-in-one solution

Pros:

• Proprietary AI features that transcribe calls in real time

• Easy browser-based access

• Affordable pricing with robust free plan

• You can make phone calls and send SMS/MMS + team messages in the same app

Cons:

• Free plan capped at 10 participants

• Some advanced features require being on a paid tier

What users are saying:

⭐⭐⭐⭐4.4/5

“Dialpad is the best fully integrated communications (voice, video, chat, SMS/MMS) in one unified app. This application has a built‑in AI (Dialpad AI), it allows for live transcription of calls, automated meeting and voicemail summaries (“AI Recaps”), and action‑item extraction.” — Sudheer Y., Lead HR-Talent Acquisition, Enterprise company

Pricing

2. Google Meet: Best for teams already using Google Workspace

Previously known as Google Hangouts Meet, Google Meet is tightly integrated with Google Workspace, offering an easy, reliable option for businesses already living in Gmail, Calendar, and Drive. It’s designed to work in the Google Chrome browser, and has mobile apps available for iOS and Android.

Features

• Free for up to 100 participants

• Browser-based to provide instant access, no downloads needed

• Google Drive integration for seamless file sharing during video meetings

Pros:

• Excellent integration with Google ecosystem

• Intuitive and widely familiar interface

Cons:

• Meeting recording and storage features are locked behind paid plans

• Missing SMS/fax and other advanced collaboration features (unless you upgrade)

What users are saying:

⭐⭐⭐⭐⭐4.6/5

“It's great for virtual meetings, conferencing, and catching up with friends and family. One amazing feature is creating a meeting link that can be shared with others we want to connect with… The downside of the app is its dependency on a Google account, hence difficult for others who do not or prefer not to have a Google account to use it.” — Julieth J., Investor Relations Specialist, Small business

Pricing

3. Zoom: Best for brand recognition and familiarity

Zoom is one of the most recognized names in video conferencing. It became popular as a free video chat service that gives small companies the basic conferencing tools they need and for the most part that hasn’t changed.

Features

• Free plan with 100 participants and a 40-minute limit

• Background noise suppression for clearer communication

• Reactions, polls, and hand raising for more interactive meetings

Pros:

• Widely adopted and familiar for most users

• Strong free tier for small businesses

Cons:

• Paid tiers jump significantly in price

What users are saying:

⭐⭐⭐⭐⭐4.5/5

“The platform is highly reliable, even for large meetings and features like AI companion, breakout rooms and persistent whiteboards make collaboration more structured and efficient… While Zoom Workspace is reliable overall, the interface can feel crowded when switching between chats, meetings and white boards. Managing permissions during webinars or larger sessions also takes more steps then expected.” — Tarun K., Founder and CEO, Small business

Pricing

4. Whereby: Best for privacy-conscious teams

Whereby is a browser-based conferencing solution that prioritizes privacy and simplicity, operating under strict Norwegian data protection laws. This is good for businesses with particular concerns about security, and means you can reassure your customers that their data is safe.

Features

• Fully web-based (no downloads, instant access)

• Lockable meeting rooms with “knock” approval for stronger meeting security

• Custom meeting URLs for a consistent, branded experience

Pros:

• Strong privacy protections

• Super simple user experience

Cons:

• Free plan limited to 30-minute meetings and four attendees per meeting

• Lacks advanced AI and UCaaS collaboration tools

What users are saying:

⭐⭐⭐⭐⭐4.6/5

“No hassle. Easy to send link to my permanent private room to people in my network / prospects for last minute calls. Simple and easy interface. It works every time, fast. No waiting to update the client like Zoom… The chat is not persistent (of course, since this is a dedicated, permanent 'room'). I wish callers would be prompted to save the chat content to the clipboard before exiting the call.” — Peter L,, Founder and Consultant, Small business

Pricing

5. FreeConferenceCall: Best for cheap and cheerful meetings

FreeConferenceCall is essentially a donation-based free online meeting service that lets businesses host meetings with up to 1,000 participants at no cost. It’s ideal for organizations needing scale without budget constraints, and the free video conferencing plan includes video conferencing, screen sharing, and meeting chat.

Features

• Up to 1,000 participants, which works for webinars and large calls

• Screen sharing and call recording included

• “Pay what you can” model which provides some flexibility for nonprofits and startups

Pros:

• Generous free participant limits

• Quick sign-up process

Cons:

• Lacks advanced business features like AI and analytics

• Not integrated with other UCaaS channels (like phone calls, SMS/MMS)

What users are saying:

⭐⭐⭐⭐4.4/5

“Truly free, unlimited conferencing tools… The interface feels outdated and lacks modern integrations. ” — Olujide S., Information Technology Manager, Mid-market company

Pricing

6. Enghouse Video (fka. Lifesize): Best for 4K video quality

Now acquired by Enghouse, the video conferencing platform formerly known as Lifesize is now branded as Enghouse Video. Its flagship feature is 4K video conferencing, making it an option for businesses who hold a lot of virtual meetings with high-value clients and want that extra professional polish.

Features

• 4K video resolution for a premium client experience

• Up to 500 meeting participants per call

• Works on desktop, mobile, and web

Pros:

• Market-leading video resolution

• Scalable plans with enterprise options

Cons:

• Doesn’t provide other communication channels in a single unified platform

• Uptime SLA only with premium support

What users are saying:

⭐⭐⭐⭐⭐4.6/5

“High‑quality video (up to 4K) even at moderate bandwidth usage. Strong integration with Teams, Slack, Exchange and others… Chat functionality is basic and lacks advanced features and the cost is on average higher than other platforms like zoom or teams for example.” — Eduardo F., Sales Consultant, Small business

Pricing

7. AnyMeeting: Best for small teams already using Intermedia Unite

AnyMeeting is the video conferencing solution that comes as part of Intermedia Unite’s suite, and offers an easy-to-use interface and a handful of features, including screen annotations in the whiteboard function, an AI-powered smart assistant for meeting transcriptions, and unlimited recording, storage, and sharing capabilities.

Features

• AI-powered meeting transcripts to save time on note-taking

• Screen annotations and whiteboard for more interactive meetings

• Unlimited recording and storage so you can archive everything

Pros:

• Includes AI tools and unlimited recording

• Comes as part of a UCaaS platform

Cons:

• Intermedia Unite plans are more expensive compared to other providers’ UCaaS plans (which start at around $15)

• No free trial

What users are saying:

⭐⭐⭐⭐4.3/5

“It is difficult to do meeting[s] in various apps, but here it is all in one… There is nothing to dislike, but at times there is a lag in software.” — Sourav M., Insurance Sales, Small business

Pricing

Challenges of video conferencing software for small businesses

Small businesses face unique hurdles when it comes to adopting video conferencing. Here are some of the most common ones:

Challenge: Steep learning curves for teams

Employees often struggle to adopt new software if the interface is clunky or requires IT support. This slows down adoption and creates resistance among team members who just want something that “works.”

Solution: Choose a platform with a clean, intuitive design and flexible access (desktop, mobile, browser). For example, Dialpad allows users to join directly from a browser without downloads, which speeds up onboarding.

Challenge: Complex integrations with everyday tools

Constantly switching between apps slows down workflows and frustrates users.

Solution: Look for providers with native integrations with your core systems (like Google Workspace or Microsoft 365) and consolidated communication channels. Dialpad, for instance, comes with phone calls and messaging in the same app as its video conferencing features, and also syncs directly with Outlook and Google Calendar so invites and reminders happen automatically.

Challenge: Missing important details after meetings

Just relying on memory or manual notes can lead to missed action items. For small businesses without dedicated project managers, this often means tasks slip through the cracks or need to be repeated later.

Solution: Opt for software that includes built-in recording, transcription, or AI summaries. Dialpad, for example, offers real-time transcriptions and automated post-call summaries to ensure no decision or task is forgotten.

Challenge: Security concerns and uninvited guests

Small businesses are just as vulnerable to breaches as enterprises—but they don’t have the cybersecurity resources that enterprises have. An unsecured meeting link or lack of host controls can expose sensitive client information, which damages your brand over the long run.

Solution: Choose a provider with enterprise-grade encryption, host controls, and secure meeting links. For example, Dialpad lets admins lock meetings or remove participants instantly, which helps minimize risk.

How to choose the best video conferencing software for a small business

When you’re picking a video conferencing solution, make sure the tool fits your team’s workflows, budget, and growth plans. Here are six key steps to guide your decision:

1. Set your budget (and look beyond free tiers). Start by determining what you can realistically spend per user per month. Free plans are great for testing, but they often cap participants or limit meeting length. Paid tiers unlock essentials like recording, admin controls, and support.

2. Evaluate scalability and how it aligns with your future growth. Your business today may only need 10 seats, but what about in 12 to 24 months? Look for providers that make it easy to upgrade without disruptions.

3. Check the available integrations with your existing tools. Video conferencing doesn’t exist in a vacuum—your team probably relies on calendars, CRMs, and cloud storage apps too. Choosing a platform with native integrations to Google Workspace, Microsoft 365, Salesforce, or Slack will reduce manual work and keep your workflows consistent.

4. Review your security and compliance needs. Even small businesses need good security features. Make sure your vendor supports encryption, meeting controls, and compliance frameworks that are relevant to your industry (like HIPAA or GDPR). Dialpad, for instance, offers built-in encryption and SOC 2 compliance to protect sensitive client conversations.

5. Test usability across devices. This step is especially crucial for free video conferencing solutions, because the user experience and overall quality can vary so widely. A good solution should be easy for anyone to use—whether they’re on a laptop, smartphone, or joining via browser. Look for providers with a consistent user experience across platforms and minimal setup requirements.

6. Assess support and reliability. Again, the quality of customer support can be very different across small business video conferencing software. Check whether your provider offers things like 24/7 support, global coverage, and an uptime SLA, especially if you routinely have important client calls on video.

Choosing the best video conferencing software for your small business

For small businesses that need to communicate with clients, partners, and remote teams, video conferencing is no longer optional—it’s essential. The right solution can help you save money on travel, enable flexible remote work, and streamline communication across multiple channels.

For small businesses that need an affordable, versatile, and reliable solution, Dialpad stands out. Its browser-based access, real-time AI transcripts, and seamless calendar integrations make it ideal for teams that need to connect quickly and efficiently without adding extra apps or administrative complexity. 

Try Dialpad for free now!

Related reading:

• Secure video conferencing best practices

• The perfect video conferencing setup

• A guide to video conferencing equipment