Best Business VoIP Providers

Business VoIP Providers Guide

Business VoIP providers are companies that offer Voice over Internet Protocol (VoIP) services to businesses. VoIP is a communication technology that transmits voice calls over an internet connection instead of traditional phone lines. As opposed to telephony systems, business VoIP services are designed for businesses of all sizes and can be adapted to meet their specific needs.

Businesses choosing to use business VoIP benefit from a variety of features such as greater flexibility, scalability, cost savings, integrated video conferencing and more. With the rise of cloud computing, many businesses have adopted a hybrid approach where some features are hosted on-premise while others are available via the cloud. This allows businesses to customize their service plan in order to maximize efficiency and reduce costs.

When considering business VoIP providers it’s important to look at what features they offer including call routing, scalability, auto attendants, unified messaging, multi-site support and integration with other applications. Businesses should also take into account the provider’s customer service and technical support since this can make or break the user experience. It is also recommended that businesses evaluate the provider’s customer satisfaction ratings by reading online reviews or talking with customers who have already used their services.

Businesses can choose from several different types of business VoIP plans including pay-as-you go plans which allow for lower upfront costs but higher monthly payments; prepaid plans which require a one-time payment but provide unlimited minutes; flat rate plans which may be suitable for small businesses; and enterprise plans which typically include all features needed by large organizations such as extensive customization options and multi-site support. Depending on the size of your organization you may want to consider investing in a PBX system or an IP PBX system if you need robust features like call routing, IVR, auto attendant and others.

Overall when considering business VoIP providers it’s important to research what features they offer and compare them with your own requirements before making any decisions so you can ensure you get the best value for money possible.

What is VoIP?

Voice over Internet Protocol (VoIP) is a type of phone system that uses the internet to make and receive phone calls. It is a digital communication system that allows users to send audio, video, and other data over an IP network. VoIP is an efficient and cost-effective way to make and receive phone calls, as it uses the same internet connection that is used for data transmission. VoIP also offers a range of features such as call forwarding, voicemail, caller ID, and more. It is an ideal solution for businesses and individuals who are looking for a reliable communication system.

Instead of using the traditional copper wires that make up the PSTN, VoIP utilizes your existing broadband connection in order to make and receive calls. To get started, all you need is a high­-speed internet connection, a VoIP-­enabled telephone, and a VoIP service provider: that’s it!

History of VoIP

VoIP surfaced in the mid 90’s, and was a good way to avoid long distance and international calling charges. The first instance of VoIP started with a company called VocalTec in 1995. They made Internet phone accessible to users, who could then call other Internet phone users. As the years progressed, this humble beginning of a VoIP phone solution evolved alongside the Internet and became one of the preferred phone solutions for businesses of all sizes.

Types of VoIP

There are many different types of VoIP available to businesses. From cloud-hosted PBX providers to unified communications to wholesale VoIP, there is definitely a solution that will meet your needs. One of the best things about a VoIP phone solution is that it is scalable and flexible, and can easily grow alongside your business. Plus, VoIP comes with different types of plans depending on your calling needs and usage.

How is VoIP Different Than a Traditional Phone System?

PSTN history

Traditionally, an old fashioned phone system was used to make or receive a call. The PSTN (Public Switched Telephone Network) was popular because it was the only way to make calls, and users suffered from high charges from long distance and international calling over copper wires. The days of the switchboard receptionist are long gone, but your POTS (Plain Old Telephone Service) still uses telephone exchanges (circuit switches), telephone lines, cellular networks, and more to complete calls.

VoIP

Enter VoIP, also known as Voice over Internet Protocol. Instead of relying on traditional wires and switches to place your call, VoIP uses your existing broadband Internet connection in order to place a call. Simply put, your call is converted into voice packets, transferred over the Internet, and reassembled on the recipient’s end into analog audio signals (aka your voice). VoIP is a much more efficient, current, affordable, and viable option to your traditional phone network. In fact, Network World predicts that VoIP will (sooner than later) replace the PSTN in its entirety!

What Are the Benefits of VoIP?

Mobility

With a VoIP phone system, you are more mobile than ever. A business VoIP solution offers flexible options to include users who work in remote offices or are constantly on the go. A majority of business VoIP providers offer free mobile apps for both iOS and Android to keep users connected to their contacts, features, and more within their VoIP phone system. Plus, VoIP presents users with features that help them no matter where they are. Things like call forwarding, find me/follow me, virtual extensions, and more are all catered towards keeping employees connected to their business and nested within the same phone system.

Unlimited and Affordable Calling

Business VoIP not only gives you the option to choose what type of VoIP is right for you, but also which plan is right for you. Some providers have specific plans for a specific limit of users, while others have a “one size fits all” plan. So before shopping for business VoIP, you should ask yourself: “What are my calling habits and where do I call to?” If you use your phone system sporadically, then a Pay As You Go or Metered Plan might be best, where you are charged per­ minute on the calls you make. If you’re constantly on the phone, then an Unlimited Plan is your best bet. Furthermore, some providers also offer international calling plans if you make calls overseas.

Additional advantages provided by business VoIP include:

1. Cost Savings: VoIP phone systems are significantly cheaper than traditional landlines and offer customers a more reliable and cost effective way to manage their communication needs. Businesses that switch to VoIP can save up to 40 percent on their telephone bills each month, allowing them to put more of their budget into other areas of the business.
2. Flexibility: VoIP systems are incredibly flexible, offering businesses the ability to scale up or down depending on their needs. This means that businesses can add lines or features quickly and easily as they need them. They also allow remote employees to stay connected while working from home or in another state.
3. Ease of Use: VoIP systems offer an intuitive user interface that allows users to easily set up call forwarding or voicemail options with just a few clicks of a mouse. Additionally, many providers offer mobile apps that let users make and receive calls right from their smartphone or tablet.
4. Integration with Other Systems: Many modern VoIP providers offer integration with existing systems such as CRM software, so customer data can be easily accessed during calls for more efficient customer service.
5. High Quality Voice Calls: With advances in technology, VoIP calls now have better quality than traditional landlines thanks to improved compression algorithms and faster internet speeds. This means clearer conversations for both parties on either end of the line.
6. Advanced Features: VoIP systems come with a variety of advanced features, such as call recording, auto-attendants, hold music, and conference calling capabilities. This allows businesses to offer customers more efficient service and improve customer satisfaction.

Calling with a VoIP Phone System

How Does VoIP Make Calls?

To boil it down simply: VoIP takes your phone call, converts it into data packets, pushes it through the Internet, and then reassembles these data packets on the receiving end into an audible voice call. It is an affordable technology that makes calling easy from any location where there is a high-­speed internet connection.

How Much Do VoIP Calls Cost?

Calling with a business VoIP phone system depends upon what type of plan you select. With a Metered or Pay As You Go plan, you will be charged a low per­ minute rate for calling. Unlimited plans will give you unlimited local and long distance calling within the United States and Canada (check with your provider for details and calling area). International plans will give you unlimited calling to select countries. And as always, on­-network calling with your provider is free and included, regardless of location. This is one of the best perks about a business VoIP phone system.

International Calling

With VoIP, you are no longer subjected to unreasonably high international calling rates. VoIP providers offer their customers low rates to international destinations, and sometimes even include a set number of international minutes for free! Plus, calling other users on the same VoIP provider network is always free, regardless of location!

Comparing Business VoIP Providers and Plans

What do I need to know to compare?

Comparing VoIP providers shouldn’t be a tedious process. There are a few things you can ask yourself to help you narrow down your choices:

Does my provider offer number portability?

For most customers, keeping their number is important when moving to a new service. Your telephone number is your identity in the phone network, and is one of the ways customers remember your business. Be sure to check and see if your business VoIP provider offers number portability, and whether or not there is a one­time fee associated with porting your number.

Do I want a contract or no contract?

There are benefits to both. Choosing a long ­term contract with your business VoIP provider can help you secure a cheaper rate per month, and can sometimes provide you with free equipment. A month­-to-­month contract is more flexible and does not lock you into a specific service provider.

Do I need an unlimited plan or a pay as you go plan?

Your choice of plan depends on your business and your calling habits. If you use your phone infrequently, a Metered or Pay As You Go option may be a good option and may end up costing you little in the long run. If you are a regular caller, Unlimited plans are a great option, and are still very affordable.

What features are important to my business?

One of the biggest perks of choosing a business VoIP plan is that a number of call management and collaboration features are included. Ensure that the provider you choose has all the features that are important to your business. Features like call hold, call forwarding, conference calling, and more should all be on your list to make for a productive and efficient business phone system.

Understanding VoIP

Voice over Internet Protocol (VoIP) is a protocol that you can use to make calls using your internet connection as a phone line. Since you're already paying for internet access, the only added cost is purchasing the VoIP service, thereby reducing your cost of phone services.

Mobile apps are also available from the top VoIP providers, allowing you to use your mobile phone to make and receive calls from anywhere.

Especially useful for business, some of the more important aspects of using a VoIP system include video calling, screen and file sharing, web conferencing and chat. Additional high-end features include solutions also offer digital assistants, call queues and integrated email.

More prominent VoIP providers include Avaya, Skype, 8x8, and Viber. Our team of B2B experts provide comprehensive reviews of these platforms, including RingCentral, one of the highest scoring solutions in the VoIP category.

Choose the Best VoIP Provider for Your Needs

VoIP cuts the traditional landline wires often used in a business telephone system and anticipated to diverge and effectively displace traditional landlines in modern businesses for the foreseeable future. Realistically, the increasing volume of worldwide VoIP service providers demonstrates that fast and reliable online phone service will permanently institute Voice over Internet Protocol as our standard communication outlet more quickly than we can imagine.

Why cut the cord on traditional landlines for VoIP? It's elementary – Today's VoIP systems for nearly any businesses and SMBs are multi-faceted, customizable, omnipresent, and cost so much less than the convoluted landline systems! Although the benefits of software-based VoIP systems vary from one platform to the next, what remains a common thread is that they all rely on IP networks to transmit voice calls. This translates to a much more efficient customer connection throughout your entire business system.

VoIP: First Things First

You may dream of having a more state-of-the-art business; however, you should consider whether a VoIP solution would be beneficial to your needs. Two benchmarks must be met first before opting for a VoIP system: One – will a VoIP system minimize the call traffic you receive each day? Second – do you have the necessary internet systems prepared to install and initiate an advanced VoIP platform to handle those calls?

The basis of any VoIP platform requires a stable broadband internet connection and solid bandwidth, followed by the flawless performance of all of your switches and routers. VoIP translates voice calls to data, so your internet system will be data-heavy. This requires a system that can compile traffic according to priority and help you select the correct system provider, specifically one that offers caps on bandwidth so you don't have to set them yourself.

Not only does your internet system need to be adequate, you also require the correct hardware (telephones, fax machines, routers, adapters, etc.) that can recognize and protect against probable security threats. Defense against your security include anticipating traffic volume, installing DDoS and password control to prevent hacks to your network.

Installing and Launching VoIP

Often the VoIP service is hosted elsewhere, eliminating any difficulties you may have with its installation. You can also bypass the need of redirecting or forwarding calls without added hardware installation.

A more complicated option is investing in a VoIP compatible PBX system that uses a PSTN gateway that converts data to voice calls. While this type of a system may be less expensive, it also requires a much more arduous installation process and may not be worth the investment in the long run. It would also require knowledge of PBX software.

The basis of VoIP technology itself is three-fold, all working toward the primary function of any VoIP system - the ability to make virtually free phone calls.

One installation option is to use IP phones. They look like conventional telephones; however they use an RJ-45 Ethernet connection rather than the standard RJ-11 connection. Via the Ethernet, all calls are transmitted to your network router so you can implement them online via Wi-Fi.

Secondly, and also requiring a solid and quick internet connection, is to install an analog adapter. With this installation, the analog adapter converts all analog phone calls to digital data. Although this seems like a convoluted approach, it is one of the easiest ways to install and launch your VoIP system quickly.

The third installation option also manages long-distance calls. In this instance, you must establish a connection between multiple devices through a DSL modem. Since you will also have monthly payments to your ISP for the modem and services, this once again spotlights the lower cost features of VoIP.

Testing VoIP Providers Through Free Trials

The try-before-you-buy concept is critical before making the final decision on your new system. It's important that you thoroughly understand what each service option is, what it does and how it can positively affect your business's productivity.

Targeted Businesses for VoIP Providers

• Small and mid-sized businesses and organizations can lower costs with VoIP systems.
• Larger operations can take advantage of the higher-end services with business-level VoIP services.

5 Featured Top-Rated VoIP Platforms

1. MightyCall: an advanced virtual phone system that centralizes all of your customer calls, emails and social media activities, into one queue for easier tracking.
2. Nextiva: an all-in-one cloud-based system for voice calls, business conferences, online meetings, and more. They also offer a free online demo.
3. 8x8: another cloud-based VoIP service for small to large enterprises with advanced features that include web conferencing, internet faxing and smartphone integration.
4. Skype: a web-based communication tool, Skype is more than text software. It also offers video chat and international calling services.
5. Mitel: Mitel Communications offers a suite of cloud-based services to integrate any size business including phone and video conference calls, web sharing capabilities, and mobile communications.

7 Typical Categories of VoIP Providers

1. Integrated platforms: For the beginner just learning about VoIP systems, integrated systems utilize traditional phone equipment and legacy systems integrated with VoIP service. Users are familiar with their current phone systems while the system works in the background to enhance the legacy system.
2. SIP Trunks: Session Initiation Protocol is an ideal solution for companies still using PBX systems yet want all of the benefits of VoIP including mobile phone capabilities. (Related: SIP Trunk Providers)
3. Hosted VoIP Provider: This type of VoIP provider offers a full service VoIP system that is hosted on their own servers. All hardware and software is managed by the provider and are typically cloud-based. This type of service requires minimal upfront cost and is the most common type of VoIP provider.
4. On-Premise VoIP Provider: This type of VoIP provider deals with the installation and maintenance of the VoIP system on the customer’s premises. This is a more costly option as it requires the purchase of the hardware and software, as well as the installation and setup of the system.
5. Hybrid VoIP Provider: This type of VoIP provider is a combination of the on-premise and hosted VoIP providers. It allows businesses to use their existing VoIP system while still using the hosted VoIP service. This is a cost-effective option as the customer is only paying for the services they need.
6. Managed VoIP Provider: This type of VoIP provider offers more than just the VoIP service. They provide support and maintenance, as well as other services such as network and storage management. This is a more comprehensive service, as it offers more than just the VoIP service.
7. White Label VoIP Provider: This type of VoIP provider acts as a middleman between the customer and the actual VoIP provider. They provide the same services as the main VoIP provider, but the customer does not have to deal with the actual VoIP provider directly. The white label provider takes care of all the technical details and provides the customer with a more streamlined experience.

7 Key Features of VoIP Providers

1. Find Me/Follow Me – an advanced call routing, call-forwarding feature for mobile teams. Users provide a list of phone numbers where they can be reached prior to the call being forwarded to voicemail.
2. Voicemail to Email Transcription – this feature will transcribe your voicemail messages into text and send them to your email inbox.
3. On Hold Music – Callers placed on hold will hear music while they're on hold.
4. Call Screening – Using a Caller ID feature, you can see the phone number of the caller, allowing you to decide how to handle the call.
5. Auto Attendant – Callers are greeted with an automated voice menu system allowing callers to select the proper menu option for their needs.
6. Conferencing – This feature allows you to seamlessly coordinate a conference including a floor monitor, inviting participants, muting callers and even "hand raises" for participants who want to ask questions or comment.
7. Do Not Disturb – Use this option to put a temporary block on incoming calls while you are busy.

VoIP providers may also provide features such as unified communications, web conferencing, and virtual phone numbers.

VoIP Service Benefits

In comparing various VoIP service platforms, we found the following two benefits:

1. VoIP is relatively inexpensive, thereby keeping you within your budget.
2. VoIP keeps your up-front costs low, regardless of the size of your company, especially those who already maintain a strong broadband internet connection for their current calls and instant messaging. With the exception of SIP, most times there is no need for high-end hardware to support a VoIP system. Most providers also offer package subscriptions without contracts, so you only pay for the services or data that you use. If you operate a global unconsolidated business, you can save on the free international calling benefit, which further enhances the attractiveness of the low-cost startup.

VoIP Redirected Mobile Calls via VoIP

This is another benefit for the discerning businessperson who is always on the go. You can use your cell phone to call and receive calls right from the home office just by installing an app.

VoIP - Powerful and Multi-Faceted

Unheard of with traditional landline phone services, VoIP provides multi-faceted, powerful and timesaving services including, but not limited to instant notifications, voice mail, voice recording and transcription.

Are There Risks with VoIP?

Depending on the quality of your internet connection, you may experience disruptions in your phone service or poor quality calls. While these risks are not seen in traditional landline systems, if your internet provider is stable and your connectivity is solid, the cost and timesaving features far outweigh the risks. You can use a VoIP monitoring software solution in order to continuously monitor and troubleshoot your VoIP QoS and call quality.

To offset any disruptions, if your employees' internet connections are reliable, you can offer them the option of working from home if your office experiences a loss of connection so you don't miss many calls if any.

Special Calls May Require Extra Fees

Some unique calls require additional payment, for example, emergency calls or international calls to countries with higher rates. You should inquire about free-minutes packages if you know you'll be calling overseas often.

Traffic Going Through the Internet May Not Be the Most Secure

If you regularly route unencrypted confidential or critical business information toward the internet, you risk hackers getting that information. Having a virtual private network (VPN) offers relative protection but it isn't 100% foolproof and shouldn't be completely relied upon.

Furthermore, unless you configure your wireless security during installation, your network may be exposed to a number of vulnerabilities in the VoIP system.

Business VoIP Trends

1. Increasing Adoption Rates: The business VoIP market is growing rapidly, with more and more businesses adopting VoIP technology to streamline their communication processes. This trend is driven by the fact that VoIP providers offer advanced features such as unlimited calling minutes and conference calling capabilities at an affordable cost.
2. Growing Demand for Mobility: Businesses are increasingly looking for ways to facilitate remote access to their communications networks. This is leading to a growth in demand for mobile VoIP services, which allow users to make and receive calls from anywhere with an internet connection.
3. Expanding Range of Services: Businesses are no longer satisfied with just a basic VoIP service – they are demanding providers that can offer a wide range of services, from web conferencing and unified communications solutions to cloud-based contact centers and customer relationship management (CRM) integration tools.
4. Security Enhancements: Security is becoming increasingly important as businesses move their communications infrastructure online. VoIP providers are responding by offering state-of-the-art encryption methods to protect customer data and innovative authentication models to verify user identities.
5. Personalized Support: With businesses handling a larger volume of calls than ever before, personalized customer support is becoming increasingly important for successful long-term relationships between customers and service providers. Many VoIP companies are now offering tailored support packages to ensure that customers get the help they need when they need it most.

How to Select the Right Business VoIP Provider

1. Evaluate Your Needs: Before selecting any business VoIP provider, it is important to identify your communication needs. Ask yourself questions such as how many lines you will need, what type of call routing system you want, and if you need any specialized features like video conferencing or faxing.
2. Research Multiple Providers: Once you have identified your needs, research multiple VoIP providers and compare their available plans and services. Consider factors such as customer reviews, overall price point, quality of service, scalability options and the provider’s trustworthiness in the industry when making your decision. Compare business VoIP providers using the tools on this page to sort by user reviews, pricing, features, integrations, and more.
3. Test Out The Service: Before committing to a contract with a provider, it’s important to know their service capabilities through a free trial period or demo. This can help ensure that the service lives up to its promises before investing in a longer-term plan with them.
4. Read The Contract Carefully: Once you have decided on a provider that suits your needs best, read over all terms outlined in the contract carefully before signing off on it. Make sure that everything is fair for both parties involved and that there are no hidden fees or additional costs down the line that could negatively affect your operations latter on.
5. Consider The Future: Lastly, make sure to evaluate the provider’s long-term support capabilities and scalability options for your business in case you outgrow your current contract. Choosing a provider that is able to grow with you as your needs change can help save you time, money and hassle in the future.

Who Uses Business VoIP?

• Small Businesses: Small businesses, such as startups and sole proprietorships, use business VoIP providers to stay connected and save money. They often need only a few phone lines and basic features, such as auto attendants, voicemail, and call forwarding.
• Mid-Size Business: Mid-size businesses often require more advanced features, such as virtual receptionists, call recording, cloud-based data storage, and call analytics. They typically need more phone lines and may take advantage of scalability options offered by VoIP providers.
• Large Enterprises: Large enterprises often require specialized features, such as conference calling, video conferencing, and multiple user accounts. They also need a high degree of scalability, redundancy, and security.
• Call Centers: VoIP providers offer specialized features and services designed specifically for call centers. These include call routing, interactive voice response, and advanced call analytics.
• Home-Based Businesses: Home-based businesses often require fewer features than other types of businesses. However, they still need reliable service and a variety of features, such as call forwarding and voicemail.
• Mobile Workers: Mobile workers need access to their business VoIP services from anywhere. Many providers offer mobile applications and web-based interfaces to help mobile workers stay connected.
• Remote Workers: Remote workers need access to their business VoIP services from any location. Providers often offer remote access features, such as virtual extensions and softphone integration.

How Much Does Business VoIP Cost?

Business VoIP costs can vary significantly depending on the type of system and services you choose, as well as the provider you select. Generally speaking, most businesses will pay a one-time setup fee and then a monthly subscription or per-minute charge for their usage. The setup fee typically covers any hardware and installation costs associated with getting the system in place. After that, monthly subscription plans may include unlimited calling within certain geographic areas, or they may provide flat rates depending on how many minutes are used each month. Other service packages may offer additional features such as call waiting and voicemail transcription, so these should be considered when choosing a plan. Ultimately, business VoIP costs range from approximately $20 to $50 per month per user (plus any applicable taxes) but can reach much higher prices for more comprehensive packages that offer more features and better scalability.

What Does Business VoIP Service Integrate With?

Business VoIP services can integrate with different kinds of software to provide even more features and make communication easier. Some types of software that can integrate with business VoIP services include CRM (Customer Relationship Management) software, which helps track customer information and manage customer relationships; chat or collaboration software, which allows users to easily message each other and collaborate on projects; video conferencing software for remote meetings; contact center solutions for better call routing and handling; analytics software, which provides insights into performance metrics such as the length of wait times and call abandonment rates; cloud storage platforms like Dropbox or Google Drive to easily store files in the cloud; and AI-powered voice bots for automating frequently asked questions. By taking advantage of these various integrations, businesses are able to benefit from a comprehensive communications solution that is tailored to their exact needs.