VoIP phone systems have revolutionized business communications, allowing everyone to access advanced telecom features, from startups to enterprises.
Business phone systems like VoIP are steadily replacing traditional phones in businesses. These legacy systems come with a lot of investment to install and maintain and are difficult to scale with changing business requirements.
And after the pandemic hit the world and work from home became a norm, the demand for cloud-based communication systems rose higher than ever.
Given the capabilities of VoIP systems to streamline communication, cost-efficiency, and advanced features, investing in them makes sense.
Let’s understand this by discussing what a VoIP phone system is and how it can benefit your business.
What Do you mean by a VoIP phone system?
Voice over Internet Protocol (VoIP) is a phone service that allows you to make phone calls and receive them using an internet connection. This technology works by converting your vocal sound into digital signals and sending it over the web.
VoIP allows you to communicate with people anywhere and anytime as long as you have a stable internet connection.
This phone system differs from traditional phone connections such as landlines using copper wiring. On the other hand, VoIP uses the internet to facilitate communication. Hence, you can easily interact with people in your team or clients overseas at a lesser price.
VoIP systems are the perfect choice for businesses, irrespective of their size. From startups and small businesses to medium and large-scale enterprises, everyone can easily use this modern phone system to save costs and increase convenience and benefits from its valuable features.
Some of the features included in modern VoIP systems are:
- Voice calls and Voicemails
- Video calls and conferencing
- Call routing, forwarding, and parking
- Advanced call management
- Notifications and alerts
- Anonymous call rejection
- Text messaging
- Call recording, rating, and screening
- Auto-attendant, speed dial, and VoIP caller ID
- Do Not Disturb (DND) and Interactive Voice Response (IVR)
- Call analytics and reporting
- Mobile apps, and many more.
Types of VoIP services
VoIP systems are basically of two types:
On-premise VoIP systems are similar to landlines, but it uses the internet to make calls and receive them. Here, the Private Branch eXchange (PBX) equipment is placed within your business premises. A PBX is a business phone system with outbound and inbound lines and other features for call management.
In this case, you are responsible for maintaining the system and upgrading it. Besides, you’ll get control of its operation and install security systems. However, it needs heavy upfront investment along with a small monthly fee to facilitate the call connection.
Cloud-hosted VoIP systems place PBX equipment directly in the cloud instead of on-premises. Businesses using this need to connect their configured IP telephones to their local area network (LAN). The benefit it provides to companies is that you don’t need to maintain or upgrade the system; the phone service provider will take care of it.
In addition, these systems don’t involve upfront costs, just a smaller per-user fee every month.
Advantages of VoIP systems 👍
Implementing VoIP systems in your business comes with extensive benefits.
One of the most significant benefits of using a VoIP system is cost-efficiency for any business size. Unlike traditional phone systems where you had to pay for every minute in a call, now you need to pay a small monthly sum to your VoIP service provider.
Furthermore, if you deal with international clients and need to talk to them regularly, it will save you big bucks compared to expensive, traditional calls. Additionally, the software and hardware systems for operating the VoIP systems are also lesser. You also don’t have to invest in maintaining or upgrading the systems.
With the changing work dynamics after the pandemic, many companies offer work from home to their employees. Now, the whole team can be connected using the modern phone system and utilize its benefits like video conferencing, text and calls, and more. In addition, you don’t have to travel thousands of miles for business-related meetings and risk your health. Using your VoIP is enough for smooth business operations.
VoIP’s underlying network doesn’t have to be a part of a particular technology layout. Instead, you can use your current WiFi, ethernet, etc., for connectivity. This way, it removes the complexities and limitations of traditional systems and allows greater flexibility. It facilitates various types of communications like voice, video, or text with minimal system management.
Easier to install and configure
Even if you are not a geek, you won’t feel hassles while installing and configuring VoIP systems. All you need to do is plug your configured VoIP system into the internet and start using it for communication. In addition, using a cloud-based VoIP system will also save you from performing upgrades and maintenance.
Your growing business needs scalable solutions, and VoIP systems offer this capability, unlike traditional phones that are way more challenging to scale. You can add a phone line quickly for a new joiner and remove a line easily if someone quits.
In addition, you can integrate these systems seamlessly with other tools and technologies and improve your productivity.
So, let’s discuss some VoIP phone systems to avail of these benefits for your business.
No matter your business size, you can use Zoom Phone for cloud VoIP phone service. Its enterprise-class features ensure a flexible and intuitive VoIP phone system. Besides supporting various desk phones from leading manufacturers, it provides all the essential services like supervised and blind transfer, call forwarding, call hold, and automatic call blocking.
Zoom Phone lets you manage voicemails with notifications and transcriptions. There is also an on-demand and full-time call recording feature. You can get the transcript or playback records to archive and retrieve phone conversations.
Its call delegation feature allows you to permit the assistants to make and receive calls for the executives. Zoom Phone supports integration with Salesforce, HubSpot, Microsoft Teams, Google Workspace, IFTTT, iPilot, and Slack.
It also has a powerful administrator portal for managing and monitoring your phone system from any place. From this portal, you can port your phone number, manage deskphone devices, route global calls, customize on-hold music, check call logs, make emergency calls, access dashboards, and access advanced analytics.
Zoom Phone offers three subscription plans: USA & Canada metered, USA & Canada unlimited, and pro global select. All plans include features like unlimited internal calling, HD quality calls, and native apps for Windows, Mac, Linux, Android, and iOS. The plans start at $120/year/user with additional fees.
Vonage is how you can do business communications in the best possible way.
With a global presence and over 300 patents, Vonage is about everything one might need for top-notch collaborations and providing superior customer service.
Vonage brings voice, video, text, and social on a single platform for seamless teamwork. Their App Center helps integrate business apps like GSuite, Office 365, etc., and CRM for high throughput.
The Vonage Business Communications (VBC) is loaded with 40 essential features and 18 premium add-ons, making it tough to talk about the complete offering. However, some noteworthy features include:
- Missed Call Routing
- Multiple Devices on a Single Extension
- Call Tagging and Screening
- HD Voice Quality
- Call Blocking and Conference
- Call Waiting and Logging
- International and Local Numbers
- Multiple Device Forwarding
- Video Conferencing
- Voicemail Transcripts to Email
- Scheduled Auto Texting
- Premium Support
In addition, you can manage everything from either desktop or mobile VBC apps.
Finally, Vonage is a no-nonsense VOIP solution with excellent uptime and worldwide availability worthy of your attention.
Aircall provides VoIP phone systems that can scale your businesses and offers a flexible solution for the whole team to collaborate today and tomorrow. Start managing your business calls and integrate with other tools to make your work more accessible and convenient.
Using the tool makes it easy to onboard teammates from various departments and create numbers across many countries. You can also adjust the settings according to your business demands for desktop, web, and mobile apps. Allow Aircall to automatically synchronize your call details to helpdesk and CRM software to save time and avoid switching between apps.
You will have access to review the call recordings, check the history of every account, lead, or contact, and see the context around each conversation. Gain visibility by viewing who is on the call and who is free to take the incoming call. Using the metrics allows you to learn the reason behind missing inbound calls and spot holding times. Additionally, you can track historical trends to enhance team and individual performance.
Collaborate with your team using the call conferencing feature with the Aircall VoIP calling solution. It offers more features like warm transfer, international numbers, toll-free numbers, business hours, ring on speakers, interactive voice response, forward to phone, shared contacts, and more. Direct every call to the right person with time-based or skill-based routing, comment on the calls, and stay organized with the tags.
You can check if Aircall can port your existing business number and get everything you need at just $30/user/month, including a free trial.
Convert your traditional phone system into a new business phone system with RingCentral. It provides enterprise-grade capabilities to manage your phones with ease. Using this solution will save you from missing any calls, and it uses industry-leading compliance, security, and 99.999% uptime SLA.
Carry your business phone with you, no matter where you are, and enhance your video calling experience to improve business talks. It also protects your privacy by allowing you to use the RingCentral number while keeping your personal number private.
RingCentral is flexible and reliable for your business. It offers a single application for your desktop, mobile, tablet, or laptop to manage calls and lets you respond to missed calls easily and quickly with automated voicemail transcriptions. In addition, port your existing business number to the RingCentral account and set call routing rules, business hours, edit users, etc.
Furthermore, you can manage employee permissions, monitor the quality of the call, dive into the usage, and many more from a single app. Also, use your available tools for easy billing and other support resources. Create workflows and share them with your teammates via video meetings, team messaging, and phone calls.
Choose a plan according to the number of users and other features at a starting price of $19.99/user/month, when billed annually.
Nextiva provides exceptional VoIP phone service for your modern business. It is an entirely cloud-based solution and guarantees 99.999% uptime with enhanced privacy with SRTP and TLS encryption. Its VoIP phone service empowers your business, whether you have a startup or an enterprise.
The tool comes with a sales CRM, helpdesk software, unlimited calling, texting/ faxing nationwide, auto-attendant, and virtual voicemail. You can also use their Android and iOS mobile applications to work from anywhere you want, from sending text messages to single-click conference calls. Additionally, it helps boost your productivity with the easy-to-handle desktop application for Mac and Windows.
Nextiva allows you to host unlimited video and audio meetings, audio conferencing with screen share or messaging, build a dedicated conference bridge for the meetings, and more. You will get HD audio, crystal clear voice, and call recording during VoIP conferencing.
With Nextiva, it is easy to bring your teams together by collaborating with teammates using the business phone software. Furthermore, you can create groups for different tasks via video, audio, and chat and track your team projects and conversations.
Nextiva lets you access live and historical call data, real-time call tracking, custom dashboards, reports, call logs, employee performance data, and more with real-time insights. You can also integrate with different apps to extend functionalities and boost efficiency by connecting VoIP systems and CRM.
Moreover, you can improve your communications and click to dial business numbers. Use drag-and-drop Call Flow Builder to quickly get the VoIP phone service and enjoy its security, scalability, reliability, and expertise in offering the best service.
Making business calls is now effortless using VoIP and WiFi with the help of Grasshopper. It offers professional VoIP phone service for businesses of any size, from startups to enterprises. It lets you make calls and texts the same way as cellular networks, no matter where you are if you have an internet connection.
Use Grasshopper to ensure accessibility all the time so that you will never miss any important calls and meetings. It offers superb cell reception, and you can switch to WiFi to save data and minutes for outbound calls.
Get features like voicemail transcription, being able to send text messages, call forwarding, business phone number, instant response, extensions, custom greetings, reporting, ruby receptionist, incoming call control, call transfers, and a lot more. Manage all communication efficiently with the desktop and mobile apps.
Since your business will need a dedicated number, choose from local, vanity toll-free, and toll-free numbers and enhance your productivity.
Get a powerful and easy-to-use VoIP phone system – Ooma that comes with a wide range of features for your modern business. This advanced phone solution helps you maintain a separate line for your business and keep everyone connected to work together seamlessly.
They also offer a desktop app and mobile app to use the VoIP phone system from your convenient device and make your work easier.
Collaborate with anyone from anywhere quickly and never miss any meetings. Experience more business features such as virtual receptionist, call transfer, call park, call forwarding, call flip, ring groups, multi extension dialing, seven-digit dialing, voicemail with audio mail attachments, call log, virtual fax per user, and more.
Pick a plan that best suits your needs at a starting price of $19.95/month/user.
Make business calling more convenient and seamless with OpenPhone. It allows you to differentiate between personal and business calls to help you learn what type of call you are receiving. If you are using multiple OpenPhone numbers, you can check incoming calls are landing in which number.
Never compromise your free time; use the tool to set your business hours and enjoy a balanced life. You can also enable the Do Not Disturb mode on demand if you wish not to be disturbed during a specific timeframe. Ignore some phone numbers by muting them from the notification settings as per your preferences.
OpenPhone is a flexible VoIP phone system compared to traditional lines. It lets you customize your business messages with just a few clicks and gives you clean and intuitive user experiences. In addition, you can record your ongoing calls with a single tap.
Opt for the auto-recording option to make it easier for you to record every call and never miss anything. In addition, you can use the recorded calls to help newcomers onboard, get feedback from managers, and more. You can also use the auto-attendant feature to pull customers to the right person according to the need provided as numbers.
For example, use auto-attendant to navigate the options – press 1 for support, 2 for sales, 3 for change language, 4 for schedule a call, 9 for repeat the menu, etc. If you are busy, but someone in your team is available to take your call, you can quickly transfer it to them. You can also forward the calls if necessary to another Canadian or US phone number automatically.
With affordable rates, you can call anyone across the globe from anywhere with zero roaming fees. You need the device and internet access to make a call or send texts. Try OpenPhone for free or go with the standard plan for $10/user/month and get the features you need.
Phone.com solves your business communications problems in a go. It is a modern solution that allows business owners to work from anywhere and manage everything from a single solution with effective communication. To get started, select the number of users you want to add, choose from toll-free, vanity, or local numbers, and link your devices to enjoy the never-ending features.
It lets you port your existing number and works in physical phones, softphones, and mobile devices to maintain authentic communication between the users. You can enjoy texting, call conferencing, sophisticated call management, and more with this VoIP phone solution.
You can add users from the admin panel, change the settings, and benefit from its features anywhere you work. Add your business numbers instead of using personal numbers to maintain a healthy work-life balance. Phone.com offers many features such as click-to-call, do not disturb, call logs, text messaging, fax, transcription, queues, voice tagging, apps, fax from phone, dial by name directory, and more.
The price for this VoIP solution is $12.99/user/month, and you can avail yourself of a 30-day money-back guarantee.
Modern business phone systems like VoIP are in high demand as they are cost-efficient, scalable, and come with plenty of benefits. Thus, use a VoIP phone system as discussed above and reap its benefits for your business, irrespective of its size.
Looking for IVR solutions? 10 best IVR Software for small and medium businesses.