Alexis Kestler
VoIP phone systems have revolutionized business communications, allowing companies of all sizes to access advanced telecom features. Traditional phone systems require major investments to install and maintain, and they can be difficult to scale as business needs change.
After the pandemic forced remote work, demand for cloud-based communication skyrocketed. VoIP systems streamline communication, reduce costs, and provide valuable features, so investing in them just makes sense.
Let‘s look at what VoIP is and how it benefits businesses.
What is a VoIP Phone System?
VoIP (Voice over Internet Protocol) is a phone service that allows you to make and receive calls over the internet. It converts your voice into digital signals and transmits them through the web.
VoIP lets you communicate with anyone, anywhere with a stable internet connection. It differs from traditional connections like landlines that use copper wiring. VoIP utilizes the internet to facilitate communication, enabling seamless international collaboration at a lower cost.
VoIP systems work for all business sizes. Startups, small businesses, medium enterprises, and large corporations can leverage this modern phone technology to reduce expenses and boost convenience.
VoIP systems commonly include features like:
- Voice calls and voicemail
- Video conferencing
- Call routing, forwarding, and parking
- Advanced call management
- Notifications and alerts
- Anonymous call rejection
- Text messaging
- Call recording, monitoring, and screening
- Auto-attendant, speed dial, and caller ID
- Do Not Disturb (DND) and Interactive Voice Response (IVR)
- Call analytics and reporting
- Mobile apps, and more
Types of VoIP Services
VoIP systems come in two main types:
On-Premises VoIP
On-prem VoIP is like a landline, but it uses the internet for calls instead of traditional telephone lines. The Private Branch Exchange (PBX) hardware is located on your business‘s physical premises. A PBX is a phone system with inbound and outbound lines and call management capabilities.
You‘re responsible for maintaining and upgrading an on-prem system. But you also control operations and can implement security. On-prem requires major upfront investment and a small recurring fee to connect calls.
Cloud-Hosted VoIP
Cloud-hosted VoIP locates the PBX equipment in the cloud rather than on-site. To use it, you connect configured IP phones to your local network (LAN).
A key benefit is minimal maintenance and upgrading – your phone service provider handles that. There‘s also no major upfront cost, just a smaller monthly per-user fee.
Benefits of VoIP Systems
Switching to VoIP systems provides many advantages:
Cost Efficiency
A major plus of VoIP is cost savings for any business. Traditional systems require per-minute call charges. But with VoIP you pay a low monthly fee to your provider.
If you regularly call international clients, VoIP will save you a bundle compared to traditionally expensive international calls. The hardware and software costs are lower too. And there‘s no maintenance or upgrade expenses.
Global Access
Many companies now offer remote work options. Your whole team can stay connected on VoIP systems through video meetings, calls, texts, and more. No need to travel for far-flung business meetings and jeopardize health. VoIP provides seamless operations anywhere with internet access.
Network Flexibility
VoIP isn‘t tied to any particular network technology. You can use your existing WiFi, ethernet, etc for connectivity. This removes limitations and complexities compared to legacy systems, enabling maximum flexibility. VoIP smoothly facilitates voice, video, text, and more with minimal system administration.
Simple Setup and Configuration
You don‘t need to be an IT expert to install and configure VoIP systems. Just connect your VoIP system to the internet and start using it to communicate. Cloud-based systems spare you from upgrades and maintenance.
Scalability
Growing businesses require scalable solutions, which VoIP delivers unlike traditional phones. You can quickly add lines as you hire and remove them effortlessly if employees leave.
VoIP also integrates smoothly with other tools and technologies, improving productivity.
Now let‘s look at some top VoIP systems to realize these benefits.
1. Zoom Phone
Zoom Phone works for all business sizes, providing enterprise-grade cloud VoIP features. It offers a flexible, intuitive phone system.
Zoom Phone supports various desk phones from top brands. It includes core capabilities like supervised transfers, call forwarding, hold, and auto call blocking.
You can manage voicemails with notifications and transcripts. Zoom Phone also features on-demand and continuous call recording with playback for retrieval. Call delegation lets assistants handle calls for executives.
It integrates with Salesforce, HubSpot, Microsoft Teams, Google Workspace, IFTTT, iPilot, Slack, and more.
An admin portal allows managing and monitoring your system remotely. You can port numbers, handle devices, route calls globally, customize on-hold music, access analytics, make emergency calls, and more.
Plans include:
- USA & Canada metered – $120/year/user
- USA & Canada unlimited
- Pro global select
All plans offer unlimited internal calls, HD voice quality, and native apps for major platforms.
2. Talkroute
Talkroute is ideal for businesses needing VoIP on the go.
You can make and get calls on your computer or mobile without revealing personal numbers to customers. Avoid buying and maintaining phone hardware and equipment. Also benefit from low cost international calls.
Other Talkroute features:
- Voicemail to app and email
- Call forwarding anywhere
- Live transfer to departments and extensions
- Unlimited direct extensions
- Set availability by hours
- Detailed history reports and exports
It offers ample customization like greetings, routing, availability, and more. Dedicated apps are available for Windows, Mac, Linux, iOS, and Android. You can also use the web app.
3. Vonage
Vonage enables top-tier business communication. With a global presence and over 300 patents, Vonage provides everything for collaboration and customer service.
Vonage unifies voice, video, text, and social on one platform for seamless teamwork. The App Center integrates business apps like G Suite, Office 365, CRM, etc. for maximum productivity.
The Vonage Business Communications (VBC) solution packs 40 essential features and 18 premium add-ons. Notable capabilities:
- Missed Call Routing
- Multiple Devices Per Extension
- Call Tagging and Screening
- HD Voice
- Call Blocking and Conferencing
- Call Waiting and Logging
- Local and International Numbers
- Multiple Device Forwarding
- Video Conferencing
- Voicemail Transcripts
- Scheduled Auto-Texting
- Premium Support
VBC desktop and mobile apps enable full management. Vonage is a robust, globally available VoIP system worth considering.
4. Aircall
Aircall offers scalable VoIP systems for full team collaboration. Easily manage business calls and integrate tools for simplified work.
Onboarding is straightforward across departments, and you can create numbers globally. Adjust settings to suit your business needs on desktop, web, and mobile. Auto-sync call details to helpdesk and CRM software to save time.
Review recordings, account histories, and contact context for each conversation. See who‘s on a call and available for incoming calls. Metrics identify reasons for missed calls and wait times. Track historical trends to boost team and individual performance.
Collaborate via call conferencing, warm transfers, international numbers, toll-free numbers, availability, ring groups, IVR, call forwarding, shared contacts, and more. Route calls by time or skill and stay organized with tags.
Check if Aircall can port your current number. Plans start at $30/user/month with a free trial.
5. RingCentral
RingCentral transforms traditional phones into advanced business systems. It provides enterprise-grade management with top-tier security, compliance, and 99.999% uptime SLA.
Take your business phone anywhere with superb video conferencing. Keep your personal number private using your RingCentral number.
RingCentral offers flexibility, reliability, and ease of use. Respond quickly to missed calls with voicemail transcripts on its desktop, mobile, tablet, and laptop apps. Bring your existing number over and configure routing rules, hours, users, and more.
Manage employee permissions, monitor call quality, view usage, and handle billing and support from one portal. Share workflows via video, messaging, and calling.
Plans start at $19.99/user/month billed yearly.
6. Nextiva
Nextiva provides exceptional cloud-based VoIP services. It guarantees 99.999% uptime and robust security with SRTP and TLS encryption. VoIP empowers startups and enterprises alike.
Nextiva includes sales CRM, helpdesk software, unlimited nationwide calling and texting/faxing, auto-attendant, and virtual voicemail. Use Android and iOS mobile apps to work remotely via calls, texts, and one-click conference calls. The Mac and Windows desktop apps boost productivity.
Host unlimited video and audio meetings with conferencing, messaging, and dedicated bridges. Get HD audio, clear voice, and call recording.
Nextiva enables collaboration through video, audio, chat, project tracking, and conversation history. Access live and historical call data, real-time tracking, custom dashboards, reports, logs, performance metrics, and insights.
Integrate VoIP with CRM and other apps to extend capabilities. Improve communications with click-to-dial and advanced security, scalability, and reliability.
7. Grasshopper
Make business calls easy with Grasshopper‘s VoIP phone service over WiFi. Call and text just like with cellular networks anywhere with internet.
Never miss important calls or meetings – Grasshopper ensures you‘re always reachable. It offers great reception and WiFi calling to conserve cell data and minutes.
Features include voicemail transcription, texting, call forwarding, business numbers, instant response, extensions, greetings, reporting, call transfers, and more. Efficiently manage communications on desktop and mobile.
Select local, vanity, or toll-free numbers to suit your business needs and boost productivity.
8. Ooma
Ooma offers a powerful, easy-to-use VoIP business phone system. It delivers robust capabilities to seamlessly manage phones. Never miss calls and keep everyone connected for teamwork.
Ooma provides desktop and mobile apps to use VoIP from your device of choice for maximum convenience.
Collaborate from anywhere without missing meetings. Get features like virtual receptionist, call transfer, call park, forwarding, flip, ring groups, multi-extension dialing, 7-digit dialing, voicemail with attachments, call logging, fax per user, and more.
Plans start at $19.95/month per user.
9. OpenPhone
OpenPhone simplifies business calling. Differentiate between personal and business calls to know what kind of call is coming in. For multiple OpenPhone numbers, see which one is receiving an incoming call.
Set business hours to maintain work-life balance. Activate Do Not Disturb when you don‘t want interruptions. Mute specific numbers in notification settings per your preferences.
OpenPhone offers more flexibility than legacy phone lines. Easily customize business messages and enjoy intuitive experiences. Record calls with one tap or enable auto-recording to capture every call. Use recordings for training, feedback, and more.
Leverage auto-attendant to route customers to the right contacts. Quickly transfer calls to available team members. Forward calls automatically if necessary.
Call any country from anywhere with no roaming fees. Just need a device and internet. Try OpenPhone free or go with the Standard plan at $10/user/month.
Conclusion
Modern VoIP systems provide major cost, scalability, and feature benefits for all business sizes. The systems above help realize these advantages so you can streamline communications and boost productivity.
Looking for IVR solutions? Check out the best IVR software for SMBs.
