VoIP Phone System – VoIP Phone Service for Business, Home

VoIP Phone: Voice over Internet Protocol (well known as VoIP) is a technology that allows users to make and receive phone calls over the internet.

In this article, we will be telling you all you need to know about VoIP phone and how it works.

However, be sure to read the entire article to get every info you need.

Now without delay let’s get startedVoIP Phone

VoIP phone

A VoIP phone is any phone that makes and receives calls using the internet.

It can work anywhere you are, as long as you have internet.

Hence, you can make and receive calls without being tied to one place.

It can come either in the form of specialized digital hardware or a program (running on a computer or mobile device) that performs the same functions.

Types of VoIP Phones

VoIP phones are divided into; VoIP hard phones and VoIP softphones.

VoIP hard phones are like the regular phones that are kept on a desk or a conference room, they can be used for the following:

  • Direct calls
  • Conference calls
  • Accessing voicemail
  • Communications through handsets, headsets, Bluetooth, and speakerphones

On the other hand, VoIP softphones are software phones that are in apps of devices such as; computers, tablets, or smartphones.

VoIP softphones can be used for the same purpose as VoIP hard phones.

How VoIP Phones Work

A VoIP phone system is a phone that allows users to make and receive phone calls through their internet connection instead of a regular landline or a mobile network.

Its system works by converting analog voice signals into digital signals over a broadband connection.

Its server is used to connect calls to other telephone networks.

However, as long as you have a high-speed internet connection, this consist of a router and modem, then you can make use of VoIP phones.

VoIP Phone System Requirements

There are some things to consider before setting up a VoIP system in your home or office.

Hence, below are VoIP Phone System Requirements, they are:

  • Network Bandwidth

To set up a VoIP system in your home or office, you must ensure you have a reliable internet connection such as DSL, cable, or fiber from an Internet Service Provider (ISP).

However, the standard bandwidth required for VoIP is 100 Kbps per device.

Hence, you might need more bandwidth than the standard, based on the type of data and features you’ll use.

  • Phones & Devices

Another major factor to consider when setting up a VoIP system in your home or office is to make sure that you have the right devices in place.

You must have a SIP phone, a softphone, or an Analog Telephone Adapter to complete calls over VoIP.

Hence, here’s a quick summary of each:

SIP Phones:

All VoIP phones are SIP phones and vice-versa. They establish calls by using a VoIP service provider.

Softphones:

You can just download an app to make VoIP calls using your cellphone, laptop, or desktop if you don’t have a regular telephone.

These VoIP apps keep your Caller ID separate due to the voice data is being handled directly through your VoIP provider.

Analog Telephone Adapters:

With an Analog Telephone Adapter, you can install your phones, so they can function well over VoIP.

Hence, they might not have all the conferencing abilities, but they offer reliable service.

VoIP Pros

Below are some benefits of VoIP, they are:

  • Cheaper and more scalable than landline phone service
  • Increased portability and flexibility
  • More advanced features than standard business phones
  • Better overall voice and call quality

VoIP Cons

Below are some disadvantages of VoIP, they are:

  • In some cases, some VoIP services don’t work during power outages and the service provider may not offer backup power.
  • Not all VoIP services connect directly to emergency services.
  • VoIP providers may or may not offer directory assistance/white page listings.
  • VoIP needs a high-speed internet connection.

Difference between VoIP Phones and Landline Phones

The table below list the differences between VoIP phones and regular Landline phone.

VoIP phones Landline Phones
Users communicate over the Internet via transmitted voice data packets Users communicate via the copper and fiber optic cables of the PSTN
Needs Internet connection to function Needs an analog phone (physical phone) to function
Let’s users make free VoIP to VoIP local and long-distance calls, international calls are often more affordable All calls come with a charge, and long-distance and international calls will be expensive
Easy to scale and add on new features as needed Need wired phone lines and additional equipment to access features that are still limited
Usually not functional during a power outage unless a backup power source is used It May still be functional during a power outage
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VoIP phone installation

Follow these easy steps below to set up a VoIP system:

  • Assess your team’s needs
  • Research VoIP types
  • Work out a VoIP budget
  • Get the right provider
  • Buy the necessary hardware and software
  • Port your numbers
  • Configure your VoIP system
  • Test your network and the newly installed system
  • Regularly monitor and maintain your VoIP system

VoIP caller

VoIP caller is a term used to describe a person who’s using an internet-based phone service to make a call.

On the other hand, it can also refer to the VoIP phone system itself as it is sometimes referred to as “VoIP caller software”.

Hence, you don’t need a VoIP phone to be regarded as a VoIP caller as you can just use an adapter to convert an existing phone.

In the same vein, you can also call people who don’t have VoIP without them needing any extra equipment.

This is made possible with VoIP gateways, a component of SIP, which converts digital voice data into analog, and vice versa, so that it can travel over the internet.

VoIP call

A VoIP call is a phone call powered by VoIP technology.

When making a VoIP call, your voice data gets broken down into small “packets” so that it can travel across various networks as a digital signal.

How to Make a Call Using VoIP

To make a call using VoIP, you first need a VoIP business phone service and also an internet connection with good bandwidth.

Then, you can make a call using VoIP with any of the following devices:

An existing phone handset: This can be connected to the VoIP system using an analog telephone adapter (ATA).

A special IP phone: This looks and works like a normal phone and it has a handset with buttons that slots into a charging cradle.

Your computer: You will need an app that lets you make calls over VoIP. This is sometimes called a ‘softphone’.

Your mobile phone: Again, you will need the right app and a Wi-Fi connection. You can also use a mobile data plan with 4G or higher speeds.

VoIP number

A VoIP (or Voice over Internet Protocol) number is basically a virtual phone number.

It is used like a regular phone number, apart from the fact that VoIP numbers ease phone calls by using an Internet connection.

In the same vein, you can make VoIP calls from any Internet-enabled device such as; a cell phone, computer, softphone, desk phone, etc.

Also, the number is not tied to any particular device or a specific geographic location.

VoIP Home Phone

Below are some top VoIP home phones, they are:

  • Vonage VoIP for home

It is best for advanced VoIP features

Pros

  • Great voice-to-text voicemail tools
  • Advanced call blocking features
  • Affordable international calling

Cons

  • Higher prices without a contract
  • International calls to mobile can be expensive
  • Ooma Telo VoIP for home

It is a good all-round VoIP service for home use

Pros

  • highly competitively priced
  • No long-term contracts
  • multipurpose hardware options

Cons

  • Basic plan is a limited
  • Upfront hardware purchase required
  • RingCentral

It is a highly advanced home phone solutions

Pros

  • Great selection of advanced features
  • Available for use on any device
  • awesome audio and video quality

Cons

  • Expensive compared to other providers
  • Video conferencing is not available with the cheapest plan
  • AXvoice VoIP for home

It is the best budget home VoIP service, provider

Pros

  • Great redirection features to ensure maximum uptime
  • Very affordable home phone solutions
  • Advanced call forwarding tools

Cons

  • Hidden fees for specific situations
  • International calling is much more expensive
  • 1-VoIP for home

It is a great option for international calling

Pros

  • Free hardware with every plan
  • No lock-in contracts
  • Great for international calling

Cons

  • Reports suggest call quality can be a problem
  • Fewer configuration options than many competitors

VoIP service

Below is a list of some of the best VoIP service providers, they are:

  • Vonage

Vonage is an excellent option for companies looking for a reliable VoIP phone solution with a wide range of features and incorporation.

Key Features

  • Business Inbox ensures that all of your company’s voicemails, missed calls, and faxes are delivered to one central inbox.
  • The Admin portal gives you the ability to manage your account settings, users, features, and billing all in one place.
  • Vonage Meetings is a great video conferencing tool that allows you to connect with multiple participants.
  • Other flexible features like call forwarding, call waiting, and caller ID helps you manage your calls more efficiently.
  • Desktop and mobile apps let you take your Vonage extension with you wherever you go.
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VoIP Phone System Pricing

Vonage cost $13.99 per line per month.

Pros

  • It is easy to get help with its excellent customer service.
  • You have the option of answering phone calls from a phone, computer, or desk phone.

Cons

  • It takes more procedures to transfer a call compared to other providers.
  • However, it is completely direct once you get used to it.
  • Ooma

Ooma Office is a no-contract flexible service with reliable voice and video solutions.

It is the best VoIP service for freelancers and is small business oriented.

Key Features

  • Work from anywhere
  • Unlimited united states/Canada calls
  • Enhanced Call Blocking
  • Multi-Ring feature to allow your multiple devices to ring, including your VoIP phone and smartphone app to avoid missed calls.
  • Virtual Receptionist
  • Manage all business calls on the go through its free mobile app.

Pricing

Ooma offers two pricing plans, which include; $19.95 and $24.95 per month per user.

Pros

  • 35+ advanced features for users that need more.
  • Offers easy setup and installation.
  • Offers unlimited calling services in the U.S., Mexico, Canada, and Puerto Rico.
  • Charges lower international calling rates
  • Transfer numbers free of cost.
  • Each user gets a conference bridge.
  • Sends voicemail through an email attachment.
  • Higher usage limits for call parks, conference, and extension monitoring.

Cons

  • Its hardware cost is higher than other VoIP options.
  • Most users complain about call drops.
  • 8×8

This option is best for Cloud Communications by providing a single platform for voice, video, and chat apps.

Hence, businesses can use this by merging its features into their customer service workflows or using video conferencing abilities to enhance alliances among employees.

Key Features

  • Business Continuity Planning allows a seamless transition in the event of any disarrays to your business, such as outages or natural disasters.
  • Cloud Migration makes it easy to access your phone service from your comfort zone, without worrying about hardware maintenance or upgrades.
  • Collaboration and mobility features such as video conferencing and chats help enhance communication and alliance within your team, allowing you to be more effective and run your business with ease.
  • Customer experience enhancement allows you to provide a more customized and natural customer experience, helping you build strong relationships with your customers.
  • Marketing and demand generation features such as automated call tracking and business analytics which help you better understand your customers and target the right marketing efforts towards them.
  • Finally, Microsoft Teams integration allows seamless communication between distant teams within your organization.

Pricing

8×8 offers three pricing plans, they are:

  • Small business phone system: $15 per user per month
  • Voice, video, and chat for teams: $24 per user per month
  • Advanced call handling and analytics: $44 per user per month

Pros

  • The ability to combine SMS, Talk, and video, make communication with colleagues easy despise time and location.
  • Easy switching of 8×8 without any extra set-up time or disorders in service.
  • Ability to identify your signal level

Cons

  • Combination with some CRMs can be improved to provide a better experience all-around.
  • Nextiva

It is the best VoIP provider for businesses that want features like call recording, call forwarding, online fax, team messaging, and more at a reasonable price.

Key Features

  • Automate Customer Data allows you to put all your customer data in one place automatically, including call data, account history, and notes, etc.
  • Know your Customer allows you to track your customer and share the info to business channels to enhance teams to act properly.
  • Live Chat enables you to chat with your customers live for quicker solving of queries while improving the overall business system.
  • Manage Customers feature helps you manage all customer interactions to keep context after the conversation is over.

Pricing

Nextiva offers four pricing plans, they are

  • Essential: $14.95/user/month
  • Professional: $20.95/user/month
  • Enterprise: $26.95/user/month
  • Ultimate: $57.95/user/month

Pros

  • High-quality of calls in a reliable and secure manner.
  • You can its smartphone app to stay connected with customers from any location in the world.
  • It offers unlimited calling in the USA and Canada.
  • It allows your phone bell to ring differently based on the phone number to easily identify the caller.
  • It uses SIP trunking to quickly establish, modify, and also terminate multimedia sessions.
  • Connect with customers easily through instant messaging.
  • User Call Screening feature to easily decide whether to take or reject a call.
  • Get textual notifications straight in your smartphone through its voicemail-to-text feature.
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Cons

  • It’s recording sometimes makes it difficult to understand a caller’s conversation.
  • At times, it does not blend that well with the call (APP) system, which can be annoying for users.

VoIP phones for home

Below are some top home VoIP phones, they are:

  • 1-VoIP
  • Ooma VoIP
  • Axvoice VoIP
  • Phone Power
  • RingCentral
  • Vonage VoIP

VoIP providers

Below are some top VoIP Providers:

  • Intermedia Unite

Pros

  • Full-fledged PBX system available via the cloud
  • Deep feature set suitable for SMBs and enterprises
  • Good incorporation with third-party software and services

Cons

  • The mobile app needed for importing and initial syncing of contacts
  • Restricted call monitoring features
  • At times it is difficult switching between user and administrator roles
  • RingCentral MVP

Pros

  • Much-improved video conferencing
  • AI-backed transcription and call analysis
  • Improved collaboration capabilities
  • Various add-on apps

Cons

  • Restricted report modification
  • Slow, wizard-based configuration
  • 8×8

Pros

  • Lots of features in the base offering, such as; video conferencing
  • Enhanced mobile video from earlier versions
  • Easy setup for mobile and desktop clients
  • New Frontdesk feature for receptionists

Cons

  • Lack of productivity features found in other products
  • Some user settings are only configurable using bulk edit
  • Logic reports aren’t configurable
  • Vonage

Pros

  • A long list of features for admins and users
  • Solid mobile and desktop apps
  • Good API incorporation

Cons

  • Bringing in contacts requires multiple steps
  • Extra features cost extra and can add up quickly
  • Softphone won’t start without a microphone attached to your desktop
  • Dialpad

Pros

  • The desktop client acts as a network hub
  • AI-based call transcription highlights functional call content
  • The new geographic call routing feature

Cons

  • Video conferencing is still a $15 add-on for more than 10 meeting associates
  • No call quality info in the logic report
  • Microsoft 365

Pros

  • Deep incorporation with Microsoft Teams and Microsoft 365
  • Complete call quality standards with deep insight into the system
  • Wide range of local calling plans

Cons

  • The calling plan is still limited to 3,000 minutes (50 hours) per month
  • Some administration tasks still require PowerShell scripting
  • Ooma

Pros

  • Versatile service that lacks a fixed contract
  • Full-featured meetings with no client installation required
  • Easy to use

Cons

  • Call-quality reporting is based only on user feedback
  • Lacks unified capacity features
  • Username and password are the only verification option
  • Mitel

Pros

  • Available Bluetooth handset
  • Contact import from CSV plus Google and some Microsoft 365 syncing
  • A long list of available CRM incorporations

Cons

  • Fixed number of reports and changing or adding new ones costs extra
  • Overall costs are gradual and can therefore rise speedily
  • Line2

Pros

  • Simple setup
  • Automatic softphone client
  • Incoming fax features

Cons

  • Limited reporting; analytics cost extra
  • Lacks third-party incorporations
  • No video conferencing or alliance features
  • Freshdesk Contact Center

Pros

  • Easy to configure
  • Great feature set for a low-cost call center solution
  • Complete and customizable reporting

Cons

  • Restricted support for physical devices
  • Designed for call centers operations, not general business use
  • Per-minute pricing could get costly depending on call volume

How Much Does a VoIP Phone System Cost?

A VoIP phone system costs between $20 and $40 monthly per line.

Based on the number of users, commitment, and features, your costs could be less.

A decent IP phone starts at $70, but it can also be leased for as low as a few dollars each month.

FREQUENTLY ASKED QUESTIONS (FAQS)

What VoIP phone?

A VoIP phone is any phone that makes and receives calls using the internet.

What VoIP means

Voice over Internet Protocol (well known as VoIP) Phone is a technology that allows users to make and receive phone calls over the internet.

How does VoIP work?

Its system works by converting analog voice signals into digital signals over a broadband connection.

Its server is used to connect calls to other telephone networks.

However, as long as you have a high-speed internet connection, this consist of a router and modem, then you can make use of VoIP phones.