The Best Restaurant Phone Systems for Efficiency in 2025
AI, Restaurants, Bookings,
Most restaurants miss 1 in 5 calls — and most of those are potential reservations. When staff are busy, phones go unanswered, voicemails pile up, and valuable revenue is lost. For multi-location restaurants, this can add up to thousands in lost revenue, every week.
Ideally, your restaurant phone system recovers as much of this revenue as possible. Modern technology allows you to capture (almost) every booking.
But that starts with choosing the right system.
What to Consider When Choosing a Restaurant Phone System
Modern phone systems allow you to do much more than just take calls.
With the latest features, your phone system can act as a 24/7 front-of-house assistant, ensuring every call is answered, every reservation is captured, and every guest feels taken care of.
Let’s start with the newest feature everyone is going crazy about:
AI Automation
AI-powered automation can dramatically improve customer experience and staff efficiency.
By enabling features like automated reservation booking, answering frequently asked questions, and handling reorders, the phone system can reduce the burden on your staff during peak times.
It ensures your customers receive quick, accurate responses without being placed on long holds. This responsiveness can increase customer satisfaction and helps retain loyal patrons.
Call Routing & Queue Management
During busy hours, effective call routing and queue management are critical — especially if you don’t have an AI agent answering calls.
An intelligent phone system should automatically route calls to the appropriate department, such as takeout, reservations, or customer service.
It should also handle multiple incoming calls by placing customers in a queue with estimated wait times or offering callback options.
If you do have an AI phone system, it should also be able to route calls to a staffer’s phone or to voicemail under specific circumstances (e.g. someone trying to book a large group).
Integration with Booking Systems
Ideally, your phone system should integrate seamlessly with your current booking system. This will reduce the staff training needed to get the system up and working, as they won’t have to learn to operate new software. You want a solution that doesn’t disrupt operations.
(This is exactly why we’ve made sure iovox AI Voice Agents integrate with leading booking systems like ResDiary and Opentable and why we help our clients set up the system ourselves. We want you to see results as soon as possible with minimal interruption.)
Analytics & Reporting
Robust analytics and reporting features help restaurant owners and managers gain actionable insights into call performance, customer behavior, and missed opportunities.
Tracking metrics like call volume, unanswered calls, abandoned calls, and frequently asked questions helps optimize staffing, improve service levels, and tailor marketing strategies.
Over time, this data can highlight trends and identify areas for operational improvements or revenue growth.
Scalability & Flexibility
As your restaurant grows—adding new locations, expanding service types (like delivery or catering), or increasing call volume—your phone system must be able to scale accordingly.
A flexible system allows you to add new lines, users, or features without significant infrastructure changes.
Reliability & Security
A dependable system ensures constant uptime so customers can always reach you, especially during high-demand periods.
Additionally, strong security protocols like encrypted communication and secure data storage help protect against breaches, maintain customer trust, and ensure compliance with industry regulations.
7 Common Restaurant Phone Systems (Pros and Cons)
Now that we’ve covered the features to look out for, let’s see how different phone systems stack up against each other.
The following systems are ranked based on how many of the above-mentioned features they provide (and how well they provide them).
AI-Powered Restaurant Phone System
An AI-powered phone system ensures you never miss another reservation.
It combines phone, SMS, and chat into one seamless solution, handling calls and texts with human-like intelligence — even during peak hours or after closing time.
AI answers every call, and instantly logs reservations into your booking system.
No more frustrated callers stuck on hold. Guests get immediate answers and confirmation.
This is a must-have for multi-restaurant chains that deal with lots of calls.
Pros:
- AI Voice Agents can answer calls 24/7
- Boosts operational efficiency
- AI Insights offer deeper analysis of caller behavior
- Eliminates missed calls
- Automates and increases bookings
- Improves customer satisfaction
- Reduces staff workload
- Easy to scale without additional costs
- No staff training required when integrated with existing system
Cons:
- Requires initial setup
- Some callers may want to talk to a human
Note: With iovox AI Automated Booking, you won’t have to worry about these challenges. Read how we’ve solved them in our section on common challenges.
Hosted VoIP / Cloud Phone Systems
Hosted VoIP, often called a cloud phone system, is where all the heavy lifting of your phone infrastructure (servers, hardware, software updates) is handled off-site by a service provider.
Your restaurant connects to it over the internet, usually through IP phones, mobile apps, or computer softphones.
This removes the need for on-site PBX hardware or complex wiring, which makes it particularly appealing for restaurants that don’t want to manage IT systems.
Pros:
- Quick setup
- Minimal hardware
- Remote access
- Scalable infrastructure
Cons:
- Call quality depends on your internet and network setup
- Still requires staff to answer calls and address voicemails manually
- Advanced integrations (POS, booking) vary by provider
- May require staff training to operate the system
VoIP (Voice over Internet Protocol) Systems
VoIP systems route calls through the internet rather than traditional landlines.
Restaurants can use softphones (apps on smartphones, tablets, or computers) or pair the service with physical IP desk phones.
Pros:
- Lower costs
- Highly scalable
- May include advanced features
Cons:
- Call quality depends on your internet and network setup
- Still requires staff to answer calls and address voicemails manually
- Advanced integrations (POS, booking) vary by provider
- May require staff training to operate the system
IP Phones
IP (Internet Protocol) phones are physical desk phones that look and feel like traditional telephones, but instead of connecting through a standard phone line, they plug directly into the internet.
Staff use the phone just like a regular landline — pick up, dial, transfer, and hold — but the signal is routed digitally over the internet.
Pros:
- Feels familiar for staff used to desk phones
- Improves quality over traditional landlines
- May include features like caller ID, voicemail, call recording, etc.
Cons:
- Call quality depends on your internet and network setup
- Still requires staff to answer calls and address voicemails manually
- Advanced integrations (POS, booking) vary by provider
- Regular maintenance may be needed
PBX (Private Branch Exchange) Systems
PBX systems are centralized telephone networks that allow restaurants to manage multiple internal and external phone lines.
Instead of each phone connecting directly to the public telephone network, all calls first run through the PBX system.
This setup enables advanced functions such as call routing, extensions, voicemail, and auto-attendants, which are crucial for larger or high-volume restaurants.
Pros:
- Higher call capacity over traditional landlines
- May include features like call queuing, automated greetings and forwarding
Cons:
- Requires hardware and continuous maintenance
- Expensive to install
- Call quality depends on your internet and network setup
- Still requires staff to answer calls and address voicemails manually
KSU (Key System Unit) Phones
KSU phones are a traditional type of landline-based business phone system.
They require a central control box — the Key System Unit — which connects multiple phones to the public telephone network. Each phone has buttons (or "keys") that allow staff to manually select lines, see which lines are in use, and transfer calls.
Pros:
- Can handle multiple calls at once
- Can transfer calls between phones
- Simple button press functionality
- Still available when internet goes down
Cons:
- Outdated compared to VoIP or AI
- Hardware dependant, requires set up costs and maintenance
- Harder to scale, typically capped at a certain number of lines
- Lacks modern integrations
Non-KSU (Basic Landline) Phones
Non-KSU phones are the simplest, single-line landline telephones — essentially the kind you’d find at home or in a small venue.
They don’t require a Key System Unit or PBX box. Each phone plugs directly into the wall jack and connects straight to the public switched telephone network (PSTN).
Pros:
- Extremely simple setup
- Low cost
- Works as long as the landline is active
Cons:
- Only one call at a time
- No call management options
- Not scalable
- Outdated for modern needs
6 Ways iovox AI Voice Agents Improve Diner Experience
iovox has nearly two decades of experience building workflows to specific use cases in hospitality. Doing so, we have facilitated more than £1 billion in UK dining revenue.
We can offer you a restaurant phone system customized to your specific needs.
These are just a few of the benefits you can achieve with iovox AI Voice Agents:
Answer Calls 24/7
Our AI Voice Agents ensure no call goes unanswered, even after hours, during staff breaks, or peak service times. Whether it’s a midnight booking request, last-minute cancellation, or a query on allergy-friendly options, your guests are always heard, and your restaurant never misses another opportunity.
Provide Instant Confirmations
With AI automation, reservations are processed in real-time and confirmed instantly. This builds trust and reduces no-shows, as customers are more likely to follow through when they receive timely confirmations.
Reduce Wait Times
No more being stuck on hold while staff juggle front-of-house duties.
AI systems handle multiple calls simultaneously, eliminating long wait times and keeping your guests happy from the very first interaction. This smooth experience sets a positive tone before customers even walk through the door.
Free Up Staff to Focus on Hospitality
Your team’s time is best spent creating memorable dining experiences—not answering repetitive questions or taking down reservations by phone.
By handling calls automatically, our AI system frees up your staff to greet guests, serve tables, and maintain high service standards during busy shifts.
Integrate Communication Channels (Phone, SMS, Online Ordering)
Today’s customers use more than just the phone.
Our AI integrates seamlessly across multiple channels—phone calls, SMS (coming in 2025), and online ordering—ensuring a consistent and convenient experience no matter how guests choose to connect.
Customizable for a Personal Touch
iovox’s AI Voice Agents support customizable voices, accents, languages, and workflows—so your phone system reflects your brand’s personality.
You can even define responses to unique scenarios, like directing large group requests to a manager or offering alternative venues when fully booked.
Common Challenges with AI Phone System for Restaurants
Any digital transformation comes with challenges. With an experienced team at your side though, these can be overcome.
Below are the two biggest challenges when it comes to setting up an AI phone system, and how we’ve addressed them for our restaurant clients.
Requires Significant Setup
Many AI phone systems come with lengthy implementation timelines, complex configuration, and unfamiliar tech—something most busy restaurants simply don’t have time or staff to manage. From setting up call flows to syncing with existing systems, traditional solutions demand more than most restaurants can give.
How iovox Solves It:
With iovox, you can be up and running in days, not weeks.
iovox makes setup fast and frictionless. We integrate with leading reservation systems (like Zonal, ResDiary, OpenTable), so there’s no need to change your tech stack. Our hospitality experts work closely with your team to install and customize our tool to your needs.
You get a system tailored to your business, without the IT headaches.
Some Callers May Want to Talk to a Human
Not every guest wants to speak with an AI agent. Whether they’re unfamiliar with technology, have a complex request, or simply prefer a human voice, forcing callers through rigid automation can lead to frustration—and lost bookings.
How iovox Solves It:
With iovox, callers always have the option to speak with your staff.
If the AI detects that it can’t complete the request, or if the caller presses to talk to someone, it will instantly route the call to your team or voicemail for follow-up.
Get a Restaurant Phone System Designed for the Future
The way guests interact with restaurants is changing fast. Today’s diners expect immediate responses, seamless service, and flexible ways to book, ask questions, and engage with your brand. Traditional phone systems simply can’t keep up with the pace or complexity of modern hospitality demands.
AI-powered phone systems represent the next evolution of customer service. With iovox AI Voice Agents, your restaurant can capture every reservation, reduce missed calls, answer FAQs instantly, and free up your staff to focus on what truly matters: delivering exceptional hospitality.
Ready to see what AI can do for your restaurant? Contact iovox to see how we may help.
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