Best Video Conferencing Software for 2025
The right meetings can move your business forward - and the best video conferencing software helps make that happen. Whether you’re growing your team, connecting with clients, or running virtual workshops, we’ve rounded up the top tools that make communication simple and affordable. From free favorites like Google Meet to feature-rich options like Zoom and RingCentral, we help you find the perfect fit for your small business.
Approximately 58% of companies report using video conferencing daily in their operations. If you manage a small business, meetings are a daily reality — whether with clients, remote staff, or vendors. The right video conferencing software can make those conversations faster, clearer, and more productive without breaking your budget.
Almost 47% of businesses have reported a significant reduction in their travel expenses by implementing video conferencing technologies (Founderjar). This shift towards virtual meetings not only cuts costs associated with transportation and accommodation but also enhances productivity by allowing teams to communicate more efficiently, regardless of their physical location. By adopting platforms such as Zoom, Microsoft Teams, or Google Meet, organizations can hold meetings, collaborate on projects, and maintain strong connections with clients and partners, all while minimizing their environmental impact.
Small and mid-sized businesses often face three main challenges when choosing:
- Too many options with overlapping features
- Limited budgets for premium tools
- Unclear differences between free and paid plans
To help, here’s a data-backed list of the best video conferencing tools for small businesses – including which tool fits each business type, when to upgrade, and how to get the most from free plans.
1. Zoom Workplace – best overall video conferencing software
Features
General Features
Devices
Calling
Advanced Calling
Pros & Cons
Pros
Cons
Best for: All-purpose meetings, client calls, and webinars
Free plan: Up to 100 participants, 40-minute limit
Paid plan: From $15.99 per user/month
Zoom Workplace is still the gold standard for SMBs that want dependable, high-quality meetings. It’s designed for speed, simplicity, and consistency — making it ideal for teams with limited tech support.
Why it’s best for small businesses
- Reliable even on slower internet connections
- Easy to use for clients and employees
- Strong integration library (CRM, calendars, chat, project tools)
- Excellent AI features, including automated meeting notes and Smart Gallery
When to upgrade
If you frequently exceed the 40-minute limit or need cloud recordings, the Pro plan is worth it.
Perfect for: Agencies, consultants, and hybrid teams that run client-facing meetings daily.
65% of meeting platforms now incorporate AI-based insights for real-time decision making, and 50% of virtual meetings utilise AI for automatic note-taking and summarisation.
2. Google Meet – best free video conferencing software
Best for: Startups, freelancers, and small teams using Gmail or Google Workspace
Free plan: 100 participants, 60-minute limit
Paid plan: From $8.40 per user/month via Google Workspace
Google Meet stands out as the best free video conferencing software for small teams that need simplicity and speed.
Why small businesses love it
- No downloads needed — runs directly in your browser
- Easy scheduling via Google Calendar
- Noise cancellation and automatic captions
- Secure, encrypted calls by default
When to upgrade
If you start hosting long client meetings or need recordings, upgrade to a Google Workspace plan for added features.
Perfect for: Teams that already use Gmail and want frictionless, free meetings.
3. RingCentral Video – best for hybrid and multi-location teams
Features
General Features
Devices
Calling
Advanced Calling
Pros & Cons
Pros
Cons
Best for: Businesses wanting unified communication (voice, chat, and video)
Free plan: 100 participants, 24-hour limit
Paid plan: Starts at $14.99 per user/month
RingCentral Video combines video conferencing with business phone and team chat, creating an all-in-one communication platform.
Why it’s great for SMBs
- AI-powered meeting summaries and transcriptions
- Analytics dashboard for performance and engagement
- 24-hour meeting limit even on the free tier
- CRM and workflow tool integrations
When to upgrade
If you want advanced analytics or phone integration, upgrade to the Standard or Premium plan.
Perfect for: Remote or hybrid teams managing communication across multiple channels.
The average video call lasts about 38 minutes, business calls about 29 minutes (zebracat)
4. GoTo Meeting – best for client-facing businesses
Features
General Features
Devices
Calling
Advanced Calling
Pros & Cons
Pros
Cons
Best for: Professional services, consultants, or agencies
Free plan: Limited
Paid plan: Starts at $14 per user/month
GoTo Meeting is known for security, reliability, and professionalism — three essentials for client-facing teams.
Why small businesses choose it
- Reliable dial-in phone support
- HD-quality audio and video
- Recording and transcription options
- HIPAA-compliant plans available
When to upgrade
If you’re handling frequent external meetings or webinars, the Professional plan ensures seamless quality and compliance.
Perfect for: Law firms, accountants, and agencies that prioritize secure, reliable client communication.
5. Microsoft Teams – best for businesses using Microsoft 365
Best for: Businesses already using Outlook, Excel, or Word
Free plan: 100 participants, 60-minute limit
Paid plan: From $4 per user/month (Microsoft 365 Business Basic)
Microsoft Teams brings meetings, chat, and document sharing into one workspace — ideal if your team already runs on Microsoft software.
Why it’s ideal for SMBs
- Deep integration with Outlook and OneDrive
- Built-in chat, file sharing, and scheduling
- Background blur and live captions for professional calls
When to upgrade
Upgrade if you need team recording storage or enterprise security tools.
Perfect for: SMBs running on Microsoft products that want a unified experience.
6. Slack Calls – best for internal team communication
Best for: Small teams that already collaborate in Slack
Free plan: Included with Slack Free
Paid plan: Included in Slack Pro and Business+
Slack Calls are built for instant communication. With one click, teams can turn a chat into a quick video or audio call — no switching apps.
Why small teams use it
- Fast, no-setup calls inside Slack
- Perfect for quick internal updates or daily standups
- Screen sharing and emojis for real-time feedback
When to upgrade
If your business holds longer meetings or needs recordings, pair Slack with Zoom or Google Meet.
Perfect for: Small, fast-moving internal teams.
7. Zoho Meeting – best budget-friendly paid solution
Best for: Small businesses using Zoho CRM or looking for affordable video calls
Free plan: 3 participants
Paid plan: Starts at $3 per host/month
Zoho Meeting is one of the most affordable video conferencing software platforms, offering solid reliability and webinar support.
Why it stands out
- Built-in webinar hosting and recording
- Integrates with Zoho CRM and other Zoho tools
- Supports polls and Q&A during sessions
When to upgrade
Upgrade to host more participants or enable recording storage.
Perfect for: Budget-conscious SMBs and startups looking for a low-cost, all-in-one platform.
8. Whereby – best for freelancers and solo founders
Best for: Freelancers, consultants, and personal coaches
Free plan: 1 meeting room, up to 100 participants
Paid plan: Starts at $9.99 per month
Whereby lets you host video meetings instantly in the browser with a personal meeting link — no logins or software required.
Why small businesses love it
- Personalized meeting URL (e.g., whereby.com/yourbrand)
- Simple, no-download experience for clients
- Screen sharing and chat included
Perfect for: Freelancers who want easy, branded video calls with clients.
9. Vonage Meetings – best for Vonage customers
Features
General Features
Devices
Calling
Advanced Calling
Pros & Cons
Pros
Cons
Best for: Businesses already using Vonage for phone systems
Free plan: Basic tier included
Paid plan: Custom pricing
Vonage Meetings integrates directly with Vonage Business Communications, allowing small businesses to manage phone, chat, and video in one place.
Why it’s useful
- Unified dashboard for voice and video
- Secure browser-based access
- Custom branding options
Perfect for: SMBs using Vonage for telephony and wanting video without switching tools.
Bonus: best free video conferencing software comparison
| Platform | Participants | Time limit | Recording | Integrations | Best for |
| Google Meet (Free) | 100 | 60 min | No | Gmail, Calendar | Free teams and startups |
| Zoom Free | 100 | 40 min | Local only | CRM, Slack, Zapier | Client meetings and freelancers |
| RingCentral Free | 100 | 24 hrs | Limited | CRM, Slack | Hybrid teams |
| Microsoft Teams Free | 100 | 60 min | Yes | Outlook, OneDrive | Office 365 users |
| Slack Free | 15 | None | No | Slack | Internal huddles |
How to choose the right video conferencing software
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Start with your size and purpose
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- Under 10 employees → Google Meet or Slack Calls
- 10–50 employees → Zoom Workplace
- 50–100+ employees → RingCentral Video
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Consider your client type
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- B2B meetings → Zoom or GoTo Meeting
- Internal collaboration → Slack or Teams
- Customer calls → Vonage or RingCentral
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Think about future growth
Start free, then upgrade as your meetings become longer, more frequent, or client-heavy.
Key takeaways
The adoption of AI features in video conferencing is accelerating: note-taking, action-item generation, and analytics are no longer fringe features. For a small business, this means you have access to tools previously reserved for large enterprises.
- Best overall: Zoom Workplace
- Best free tool: Google Meet
- Best for scaling: RingCentral Video
- Best for client-facing: GoTo Meeting
- Best budget option: Zoho Meeting
Choosing the right video conferencing software can help your small business improve communication, project delivery, and client satisfaction — without wasting time or money.
FAQ
1. What is the best video conferencing software for small businesses?
Zoom Workplace is the best overall choice for small businesses because it combines reliability, features, and scalability.
2. What’s the best free video conferencing software?
Google Meet offers the most generous free plan with easy access and no downloads.
3. How much should small businesses budget?
Expect to pay between $8 and $20 per user per month for professional-grade plans.
4. Which is best for internal team meetings?
Slack Calls or Microsoft Teams — both integrate directly into daily workflows.
5. Which software works best for client calls?
Zoom and GoTo Meeting offer the most professional presentation experience.
6. What’s the best option for hybrid or remote teams?
RingCentral Video unifies video, chat, and calls across locations.
7. What’s the cheapest paid option?
Zoho Meeting, starting at $3 per month, is the most affordable.
8. Which video conferencing apps use AI?
Zoom Workplace and RingCentral Video both provide AI-generated meeting notes and summaries.
9. Which platform offers the longest free meetings?
RingCentral Video’s free plan allows 24-hour calls.
10. When should I upgrade from free to paid?
Upgrade once you hit time limits, need recordings, or host frequent client meetings.