Despite being highly connected, most customers still prefer to resolve issues and get contacted over the phone. The phone itself is not outdated, but the old analog phone systems are. In the past, analog systems were the only option, and many organisations still use them, even though they are costly to run and implement.

Nevertheless, recent technological innovation has brought about digital business phone systems like Voice over Internet Protocol (VoIP) phones. The good news is that switching to a modern VoIP phone service is easy and straightforward. The challenge is choosing the right provider from the many options available.

That’s where we come in. In this article we intend to answer some of your pressing questions about VoIP Software Services, and give you access to our IT experts for easy implementation, migration, and training. But before we get down to business, take a look at the table of content below:

Table of Content  

• What is VoIP Software?

• What do VoIP service providers offer?

• What types of VoIP are available?

• What features do business VoIP systems offer?

• Business VoIP vs. Landline: Pros and Cons

• List of Top 17 VoIP Software Services | Business Phone Systems

• Top 10 VoIP Software Services Explained

• How to Choose the Best Business VoIP Provider

• Need Help Choosing, Implementing and Migrating to the best VoIP Software Service for your business?

• Frequently asked questions on VoIP phone service

What is VoIP Software?  

VoIP (Voice over Internet Protocol) is a way to make phone calls using the internet instead of traditional phone lines. For businesses, VoIP phone services are hosted on the internet and can be accessed through an app on your computer or mobile device that’s connected to the internet. This allows you to make calls using your internet connection instead of a regular phone line.

How does a VoIP business phone system work?  

VoIP uses the internet to handle phone calls. When you make a call, the VoIP app sends a signal to the VoIP servers, which then connect you to the person you’re calling. This process also works for transferring calls or putting callers on hold.

How is VoIP different from a traditional phone system?  

VoIP uses the internet, while traditional phone systems use phone lines. This means VoIP is usually more affordable, easier to scale, simpler to set up, and offers more features.

Does business VoIP include international calling?  

Most business VoIP solutions offer international calling, but the specifics may vary. Some services may require a higher tier plan or charge based on usage. Either way, international calling is generally more affordable with VoIP than with traditional landlines.

Why do I need a VoIP service for my business?  

VoIP is beneficial for businesses of any size. It eliminates the need for hardware investment and makes changes easy. You can add new phone numbers, agents, and adjust call routing and configuration with ease.

What internet speed do I need for VoIP services?  

The FCC recommends a minimum download speed of 0.5 Mbps for VoIP calls. However, your internet speed may need to be faster (around 50 Mbps) if you have multiple agents making calls simultaneously.

What do VoIP service providers offer?  

When considering an investment in your business, you want to know what benefits you’ll receive. VoIP service providers offer several advantages:

• Quick setup: Get started in less than a day, unlike traditional landline systems that take weeks or months to set up.

• Remote access: Manage your phone system from anywhere with internet access, ideal for remote call centres or flexible workforce arrangements.

• Mobile access: Use your phone system on mobile devices with most business VoIP services’ mobile apps.

• Easy scalability: Adapt to changing business needs quickly and affordably without hardware dependencies. Upgrade your plan for advanced features or add new users effortlessly.

• Flexibility: Add new users, phone numbers, and features as needed without installing new lines or equipment.

VoIP service providers simplify your phone system management, allowing you to focus on your business growth.

What types of VoIP are available?  

Cloud VoIP  

Cloud VoIP is a cost-effective option for businesses because it doesn’t require special equipment on your premises. A third-party provider hosts the service, and you make calls over the internet. You’ll need a stable connection and good bandwidth. Your provider will likely offer advanced features like call analytics and routing.

On-premises VoIP

With on-premises VoIP, you install special equipment at your location. This gives you more control and security, but it’s more expensive to set up and maintain. Scaling up can also be tricky and costly, as you’ll need to buy more equipment and configure it.

What features do business VoIP systems offer?  

Automatic Call Distribution (ACD) and Interactive Voice Response (IVR):
ACD routes calls based on your custom rules, while IVR greets callers with menu options to connect to the right extension, department, or agent.

App and Software Integrations:
VoIP’s digital nature makes it easy to integrate with apps and software you already use, like CRMs or a marketplace of hundreds of apps.

Basic and Advanced Calling Capabilities:
VoIP solutions offer standard call features like:

• Call waiting, transfer, blocking, and forwarding

• Conferencing and 3-way calls

• Voicemail, caller ID, and call masking

• Call monitoring, recording, whispering, and takeover

• Call forwarding

• Omnichannel communication, Analytics, and Automation for repetitive tasks.

Note that not all plans may include all features, but upgrading to a higher tier can provide your team with the necessary tools for a cost-efficient phone system.

Business VoIP vs. Landline: Pros and Cons  

Reliability:

Landlines use a separate network called public switched telephone network (PTSN) and don’t rely on the internet, making them more reliable in terms of downtime. VoIP, on the other hand, relies on the internet, so if it goes down, your phone service does too. However, landlines can still be used during power outages.

Call Quality:

VoIP call quality depends on your internet connection. If it’s good, VoIP sounds as good or better than landlines. But if your connection is poor, landlines might be better.

Features and Benefits:

Both VoIP and landlines offer similar call features, but VoIP is more flexible and cost-effective. VoIP plans can be upgraded easily, and you don’t need new hardware. VoIP also integrates with other apps like CRMs and email, making it more efficient.

Cost:

VoIP is generally cheaper than landlines, especially for long-distance and international calls. Setting up a VoIP system for 12 employees costs around £800, while a landline system costs £2,500. Adding new phone numbers or making changes is also more expensive with landlines.

Implementation:

Landlines require more hardware, are more complicated to set up, and take longer to implement. While this might not be a direct cost, it’s still a significant consideration.

In summary, VoIP offers more flexibility, integration, and cost savings, while landlines have better reliability and call quality (in some cases).

List of Top 17 VoIP Software Services | Business Phone Systems  

1. RingCentral MVP

2. Talkdesk

3. Zendesk

4. 8×8

5. Nextiva

6. GoToConnect

7. Mitel

8. Aircall

9. Dialpad

10. Five9

11. Vonage

12. Webex Calling by Cisco

13. CloudTalk Voice

14. CallRail Lead Center

15. Ooma Office

16. Zoom Phone

17. Bitrix24

Top 10 VoIP Software Services Explained  

1. RingCentral  

RingCentral is a leading provider of unified communications solutions, offering a range of features and pricing tiers to suit businesses of all sizes. The RingCentral MVP (message, video, and phone) solution offers advanced functionality, including video conferencing, contact centre solutions, and AI-powered features like speech analysis and meeting transcription.

The platform offers easy setup and administration, scalability, and integrations with popular tools like Microsoft 365, Google Workplace, and Slack. Their softphone apps allow remote workers to stay connected, and their video conferencing features include screen sharing, closed captions, and meeting notifications.

RingCentral MVP stands out with its advanced use of AI, combining natural language processing and machine learning to enhance communications and business performance. Their features include voicemail transcription, auto-attendant, software phone, SMS, call monitoring, and live coaching, among others.

With RingCentral, you can expect:

• Easy setup and administration

• Advanced video conferencing and contact centre solutions

• AI-powered features for enhanced communications and business performance

• Integrations with popular tools and apps

• Scalability and flexibility for growing businesses

• High encryption levels and data security

Pricing

• Essentials: £12.99user/month (billed annually)

• Standard: £19.99 user/month (billed annually)

• Premium: £24.99 user/month (billed annually)

• Ultimate: £29.99 user/month (billed annually)

Contact us to learn more about the benefits of RingCentral MVP for yourself

2. Talkdesk  

Talkdesk offers a flexible business VoIP system that meets various needs. Their products include Talkdesk Phone for corporate offices and CX Cloud for contact centers. CX Cloud offers features like: Reporting on agent call metrics, Managing call queues, and Intelligent call routing.

Talkdesk Phone, on the other hand, is designed for private business telephone networks.

Pricing:

• CX Essentials: £55 per user, per month

• CX Elevate: £83 per user, per month

• CX Elite: £105 per user, per month

• Talkdesk Phone: Pricing not available

Features (Essentials Plan):

• Customizable call routing and IVR

• Unlimited call recording storage

• Automation tools

• Real-time analytics dashboards

• Talkdesk Guardian security feature

• API access for integrations

• Over 40 integrations available

 3. Zendesk  

Every business can benefit from VoIP software, which eliminates the need for hardware investments and makes it easy to make changes like adding phone numbers or agents. Zendesk is a great option for customer support, offering a flexible and agile call center solution that works across any channel.

With Zendesk, agents can make calls directly from their browser, allowing them to work from anywhere. You only pay for the minutes used, reducing overhead costs and allowing your team to provide effective phone support without breaking the bank.

Pricing:

• Suite Team: £45 per agent, per month

• Suite Growth: £75 per agent, per month

• Suite Professional: £89 per agent, per month

Features (Professional plan):

• Customizable call handling and forwarding

• Personalised greetings for call centres

• Call recording and tracking

• Call conferencing and IVR

• Request callback and call quality notifications

• Local and toll-free numbers

Book a free discovery with us to chat about a VoIP system for your business

4. 8×8  

8×8 offers a business VoIP service with user-friendly apps for desktop and mobile devices. While their service is feature-rich, some users have reported difficulty in getting prompt support when needed. 8×8 offers two options to suit your business needs:

1. All-in-one communications plans, which include business VoIP and act as a traditional phone system.

2. Contact center plans with advanced features like skills-based routing, IVR, CRM integrations, and more.

Pricing:

• Small business phone system: $15 per user, per month

• All-in-one voice, video, and chat: $24 per user, per month

• Advanced call handling and analytics: $44 per user, per month

Features (small business phone system):

• Voice, video, and messaging

• Unlimited calling (US and Canada)

• Intelligent call routing

• Voicemail and custom hold music

• Audio conferencing and self-attendant

• Team messaging

5. Nextiva VoIP Services  

Nextiva offers a reliable and fully cloud-based VoIP phone service, with an impressive 99.99% uptime. Their service is flexible and suitable for all types of businesses. With Nextiva, you get more than just voice calls – you also get video conferencing and messaging tools to enhance your communication. Nextiva’s Call Flow Builder is a user-friendly tool that helps you design and manage your call routing flows with ease. You can simply drag and drop to create your desired call flow.

Nextiva offers both VoIP software and hardware solutions. You can purchase VoIP desk phones, cordless phones, adapters, and other equipment from them. Their service comes in two plans – Professional and Enterprise – both of which offer a free trial.

Pricing

• Professional: $20.95 per user per month

• Enterprise: $26.95 per user per month

Enterprise Plan Features

• Unlimited calling in the US and Canada

• Unlimited business SMS

• Call recording

• Real-time analytics

• Integration with other tools and services

6. GoToConnect VoIP Service  

GoToConnect is a cloud-based phone service that lets you make calls from anywhere with an internet connection. You can use any device to make calls, as long as you have access to your network. Many well-known companies trust GoToConnect for their phone needs.

GoToConnect makes it easy to set up and manage your phone system. You can use their visual interface, called the Dial Plan Editor, to map out call routes and schedules. Even their basic plans include chat and video conferencing, making it a great value.

Pricing

• Basic: $24 per user per month

• Standard: $29 per user per month

• Premium: $39 per user per month

Standard Plan Features

• Keep your existing phone number

• Smart call routing to get calls to the right person

• Call forwarding, ring groups, and call queues

• Unlimited extensions for your team

• Voicemail sent to your email

• Audio conferencing for team meetings

7. Mitel’s MiCloud Connect  

Mitel’s MiCloud Connect is a complete, cloud-based phone system for businesses. Mitel’s products are built on Google Cloud, ensuring reliability, security, and scalability. Plus, their solutions are HIPAA compliant, making them a great choice for businesses that need to meet strict security standards.

Note: Pricing information is not available.

Key Features:

• PBX features for managing calls and extensions

• Softphone for making calls from your computer

• IP desk phone options for a traditional phone experience

• Conferencing and screen sharing for team collaboration

• File sharing for easy document exchange

8. Ooma Office  

If you’re a small business looking for a simple and flexible VoIP phone service without a long-term contract, consider Ooma Office. It’s easy to use and offers the essential features you need to get started.

While Ooma Office may not have all the advanced features of other solutions, it’s a great choice for small businesses. Ooma is always updating their software to add new features, so you can expect improvements over time.

Key Features:

• Ring groups to manage calls

• Extension dialing for easy connections

• Call log to track your calls

• Call blocking and forwarding for control

• Mobile app for on-the-go access

• Voicemail for convenient messaging

Pricing:

• Ooma Office: $19.95 per user per month

• Ooma Office Pro: $24.95 per user per month

Ooma Office supports traditional phones, and you can even bring your own VoIP phones if you prefer. This makes it easy to transition from analog phones to a cloud-based PBX.

9. Zoom Phone  

Zoom, the popular video conferencing app, also offers a robust VoIP service for businesses called Zoom Phone. Zoom Phone is a cloud-based service that combines VoIP with video and chat communications in one platform. Plus, with Zoom Phone Hardware as a Service, you can get the latest devices for your team at a fixed monthly price.

Pricing:

• Pay As You Go: $10 per user per month

• Unlimited Regional Calling: $15 per user per month

• Pro Global Select: $20 per user per month

Unlimited Regional Calling Plan Features:

• Unlimited internal calls

• Voicemail with text transcription

• Call takeover, monitoring, and whisper features

• Call recording

• Chat functionality

• Integrations with Salesforce, Slack, Microsoft, and Google

10. Bitrix24  

Bitrix24 offers a flexible business VoIP service that can be used in both contact centers and internal phone systems. This makes it an excellent choice for small businesses looking to get started quickly.

What’s more, Bitrix24 is an all-in-one solution that combines VoIP with other communication channels, making it easy to manage your business communications in one place. If you like their VoIP service, you can also explore their other tools, including a CRM, project management software, and a website builder.

Pricing:

• Basic: $49 per month for 5 users

• Standard: $99 per month for 50 users

• Professional: $199 per month for unlimited users

Standard Plan Features:

• High-quality video calls

• Call-back widget for easy callbacks

• Business hours settings for efficient call management

• Call routing, transfer, and forwarding options

• Interactive voice response (IVR) for automated call handling

• Automatic dialing for easy outreach

• Call transcription for easy reference

• Call recording with adjustable playback speed

How to Choose the Best Business VoIP Provider  

Selecting the right business VoIP provider can be overwhelming, but prioritising the things that are important to you and your business can help. Consider the following factors to make an informed decision:

1. Current and Future Needs
   Choose a provider that meets your current needs and can scale with your business growth. Consider if the solution can be upgraded or modified to meet future requirements.

2. Quality and Cost
   Evaluate the quality of service based on features and uptime. Understand the features you need now and in the future, and compare providers’ offerings. Also, consider the cost structure, including package prices and usage-based pricing.

3. Easy Implementation and Customer Support
   Consider the time and labour costs of implementation and maintenance. Opt for a provider with quick and easy setup and reliable customer support to minimise disruptions and costs.

Need Help Choosing, Implementing and Migrating to the best VoIP Software Service for your business?  

Choosing the right VoIP software service for your business can be a difficult task, but with the right guidance, you can make an informed decision that meets your needs and drives growth.

At Digital Socius, our expert IT consultants are here to help. Book a free discovery call with us today to discuss your business requirements and let us assist you in selecting, implementing, and migrating to the best VoIP solution for your organisation.

Our team will work closely with you to ensure a seamless transition and help you unlock the full potential of VoIP technology. Don’t hesitate – schedule your free consultation now and take the first step towards transforming your business communications.

Frequently asked questions on VoIP phone service  

When should I Consider Business VoIP Services?  

Invest in business VoIP services when you need advanced features to improve your phone system. For instance, if you often receive calls when you’re busy and want to forward them to a colleague, it’s a good time to consider VoIP. This way, you can ensure that important calls are never missed and your customers receive the best possible service.

What Type of Company Needs a VoIP Business Phone Solution?  

Most businesses can benefit from a VoIP business phone solution, except for very small businesses or solo operators who don’t use phones to communicate with customers. VoIP services are a cost-effective option that can grow with your business, making it easy to add or remove lines as needed.

Can You Use a Cordless Phone with Business VoIP?  

Yes, you can use a cordless phone with business VoIP. However, you’ll need to use a WiFi phone or a DECT phone. Additionally, any smartphone with an internet connection can also work with business VoIP. This gives you more flexibility and options for making calls.