2018 VoIP Service Reviews & Pricing Guide for Small Business

What You’ll Need to Get Started with Your VoIP

Once you sign up for a VoIP system, you’ll need to outfit your employees and office with certain equipment. Plus, you’ll need to make sure you have a good internet connection to handle the call volume. You’re also going to have to consider security and backup plans, in case of internet outages. The decisions you make here are important to ensure you get all you can out of your VoIP system.

Below we cover the equipment options you have to make a VoIP system work for your company. Plus, we explain what you’ll need when it comes to bandwidth, security, and a comparison chart to show how much more affordable VoIP is compared to traditional business phone lines.

Handsets vs Headsets: The Many Ways to Use VoIP Services

Using a VoIP system to place or receive calls requires at least one existing service on your end: a broadband internet connection. The device you use to communicate with coworkers, clients, and others is up to you, and there are plenty of options. From desk IP phones to headsets to just a mobile phone, they’ll all work. Of course, most VoIP services do not include phones or headsets, but many give you the option to rent them. You could also choose to buy the devices you need outright from a provider or reseller.

Phones

The most popular choice in phones for a VoIP system is an IP desk phone. It looks a lot like a traditional desk phone, but it uses an ethernet cable. You’ll just have to program it with its proper extension and the VoIP software to get it to work. These IP phones have more functionality than traditional desk phones because it is made to work with the added features of VoIP services. To buy one, you’ll likely spend anywhere from $100 to $500 each. Renting these phones are usually $10 to $25 each per month.

An IP conference phone works similarly to a regular IP phone in that it hooks up to your internet connection and is configured to work with your VoIP system. The looks and functionality of this type of phone are a little different. Usually there’s no handset, rather a large speaker and a 360-degree microphone that allows everyone’s voice in the room to be easily transmitted over the call.

Computers & Headsets

Technically, to receive and place calls through a VoIP system, all you need is a microphone, speakers, and an internet connection. So, you could opt to use your laptop as it is and it would work. If you want a little more privacy and better quality sound and voice, then you might want to opt for headsets. There are many brands that use USB ports, so they’re easy to use on any computer or laptop. Plus, this is an affordable option.

Mobile phones

Most VoIP systems offer a mobile app with their plans, so you can turn your own smartphone into a business phone without revealing your personal phone number, and you don’t have to use your data. Just download your VoIP’s mobile app on your phone, login, and set up the software so you receive calls to your mobile device. Oh, and make sure you’re connected to your office’s Wi-Fi.

How Much of Your Internet to Devote to VoIP

As technology improves, so does the quality of services, such as VoIP. Also, internet connections are getting faster and more affordable, which means small businesses are finally able to operate like a bigger company with these services far more accessible than they were in the past.

To ensure you have high-quality calls, it’s important to get the right amount of internet for the number of people you have using the VoIP system at any given time. Do a quick check of your internet speed and check out a helpful bandwidth-to-lines chart here.

What to Do about Internet Outages and Your VoIP System

Any VoIP service is likely to have a plan for when the internet goes out at your office. Make sure you set up routing for when outages occur, so you don’t miss any calls. Usually, you can choose a mobile phone number, a private landline, or another network. You can set the system up to route all calls to a business voicemail until your connection is restored.

What Security Measures You Need to Take

You probably didn’t think about security with a traditional business phone system, but a VoIP system is a little different. Your whole system is working off your broadband internet connection, so it’s important you take the proper precautions to keep eavesdroppers and hackers out. All your calls, voicemails, and texts made through a VoIP system are data, just like any other sort of data, and therefore vulnerable to attacks.

As long as you use a trusted VoIP host, your data is safe on its end. The company employs several layers of protection, from physical firewalls to encryption of every transmission. You can add further security by providing your own firewalls at your office, ensuring software is updated regularly, and enforcing two-factor authentication wherever available.

Integration with Internal Systems

A big benefit for small businesses and VoIP systems is the ability to integrate the phone service with other software you use. For example, you could attach a transcribed voicemail from your inbox to a customer’s card in your chosen CRM solution, if it’s supported. Other business app integrations often include Zendesk, G Suite, and Microsoft Outlook, making your company run more efficiently.

Traditional Telephony vs VoIP Services

If you’re still considering using traditional telephony services, it’s important to understand what you would get, the estimated cost, and how it stacks up to VoIP. That’s why we pit a popular bundle from a well-known provider of phone and internet services to a top VoIP provider. Here’s how it shakes out:

Traditional vs VoIP Comparison

How VoIP Helps Your Business Grow, Succeed, and Spend Less

It might seem like a no-brainer to sign up for VoIP services for your small business right now, but if you’re still struggling to see the benefit, this section is for you. Learn how switching to a VoIP system like RingCentral can help you grow your business and save you money.

Perform Like a Bigger Business

When you have a VoIP system in place with an auto attendant, your customers call in to a recorded greeting and they’ll have the chance to choose a department, use a directory to connect with an individual, or simply get helpful information about your business. This call center-like setup implies a larger corporation. That impression could go a long way with customers or other callers wanting to do business with you.

Increase Efficiency & Efficacy

A VoIP service can also free up your time spent answering phone calls when they’re unnecessary. Features such as call screening can help you decide as a call comes in whether you should take it, reroute it, or let it go to voicemail. Some services let you block a number, which can be helpful if you’re getting calls from relentless telemarketers.

Using a VoIP system with advanced features can help ensure each call gets to the right person, or that a call doesn’t go unanswered. The hunting feature, or find me/follow me, will ring you at your desk, and if you don’t pick up after a certain amount of time or rings, will route to your mobile phone.

Cut Costs & Increase Flexibility

Presenting a professional front in telecommunications is vital for any business, even if we do rely heavily on email. A VoIP system is far more affordable than a traditional phone system, and it can go with you wherever you go. There’s no need to pay for physical installations of the system or lines, so if you decide to move headquarters across the country, you’ll be turnkey-ready when you set up shop in the new spot.

In addition to being affordable, VoIP services are as flexible as you are mobile. You and your teams can’t be expected to stay in the office 24/7, so having access to your telecommunications on your laptop or mobile phone is important. Plus, you’ll maintain your professionalism with your business’ phone numbers and caller ID, rather than using your personal phone for business.

What’s the Future of VoIP Technology?

As tech-forward as VoIP systems are already, there’s room for improvement, and the top services are always working toward making it better for everyone. The industry is on an upward climb and it’s expected to grow 9.8 percent by 2021, according to market research.

Although many VoIP services already offer mobile apps, there are plenty of telecommunication companies creating mobile-only VoIP systems, thanks to Wi-Fi and 5G network technology advances.

You can also expect to see more businesses adopt VoIP as part of a unified communications (UC) approach, which will combine instant messaging, email, texting, calls, and social media. Plus, VoIP services are making it easier for small businesses to think and expand globally, as it continues to make it possible for everyone around the world connect effortlessly and affordably.

The Bottom Line

Adopting a VoIP system for your small business is a smart choice for your own bottom line. It can help bridge gaps in communication, save you money in infrastructure, and provide flexibility for all your employees. Read through our reviews of the top VoIP services to choose the one that best fits your budget and your needs.