Ready to build better conversations?
Simple to set up. Easy to use. Powerful integrations.
Get free accessReady to build better conversations?
Simple to set up. Easy to use. Powerful integrations.
Get free accessKeeping your customers happy and your team productive is key to the success of your business. But struggling with dropped calls and unreliable phone systems can hinder your team’s productivity and frustrate your customers.
One solution to this is Voice over Internet Protocol (VoIP) technology, which lets you make phone calls using the internet instead of a traditional landline. These solutions bring with them benefits like lower costs, productivity-boosting features, and high call quality.
But finding the right VoIP service can be tricky. In this guide, we’ll explain why VoIP is important for your business and help you find the best options to improve your communication.
TL;DR
A breakdown of how VoIP works
Reasons to use a VoIP phone system
Overview of the top VoIP service providers
What to consider when choosing a VoIP provider
How VoIP Works
Unlike traditional phone systems, which use telephone lines to transmit sound, VoIP phone systems use the internet to make calls.
VoIP works by converting voice audio into electrical signals and then into binary data by codec software. This data is broken into “packets” and sent over the internet. At the other end, the packets are reassembled and converted back into voice audio.
For calls to computers, the process is straightforward. However, if you're calling a cell phone or landline, the call passes through a private telephony platform like Twilio or Voxbone. These platforms then convert the digital signal into a format compatible with regular phone lines.
Setting up a VoIP system for your business is simple. You just need a reliable high-speed internet connection, VoIP software or hardware, and a VoIP service provider. With these in place, you can start making and receiving calls over the internet seamlessly.
Why You Should Use a VoIP Phone System for Your Business
Switching to a VoIP service offers numerous benefits that can transform the way your team communicates internally and with your customers.
Cost savings
One of the primary reasons businesses switch to VoIP services is the significant cost savings. Traditional landlines often come with high installation fees, maintenance costs, and expensive long-distance charges.
VoIP, on the other hand, uses your existing internet connection, reducing the need for additional infrastructure. This can yield substantial savings on your monthly phone bills, especially for businesses with high call volumes or international clients.
Many VoIP providers also offer flexible pricing plans that can be tailored to your business needs. Whether you're a small startup or a large enterprise, you can choose a plan that fits your budget. And the scalability of VoIP services means you can easily add lines as your business grows without incurring hefty costs.
High sound quality
Gone are the days when internet calls meant poor sound quality and dropped connections. Modern VoIP services use advanced technology to ensure crystal-clear sound quality.
With features like HD voice and background noise cancellation, VoIP calls often surpass the audio quality of traditional desk phones, providing a better experience for both your employees and customers.
Additionally, VoIP services typically offer higher reliability and uptime compared to landline phone services—as long as you have a stable internet connection. With robust networks and multiple data centers, you can expect consistent and uninterrupted communication, ensuring your business operations run smoothly.
Suitable for remote and hybrid teams
Having a communication system that supports remote and hybrid teams gives you unparalleled flexibility. VoIP phones allow your employees to make and receive calls from anywhere with an internet connection, meaning your team can stay connected and productive whether they’re working from home, on the road, or in different office locations.
VoIP systems also come with features like mobile apps and softphones, which enable employees to use their business phone numbers on their personal devices. This helps you keep all business and customer communication centralized and standardized.
Integrations with sales and customer support tools
Another significant advantage of a VoIP service is its ability to integrate seamlessly with your tech stack. Integrations allow for automatic call logging, access to customer information during calls, and enhanced communication history tracking.
So by connecting your VoIP system with your CRM, helpdesk, and other software, you can streamline your workflows and improve efficiency.
These integrations also help your sales and support teams work more effectively, providing them with the tools they need to deliver excellent customer service and close deals faster.
The result is more cohesive and efficient operations that can lead to increased customer satisfaction and higher revenue.
Additional built-in features
Features like call forwarding, voicemail-to-email, call recording, and auto-attendants are often included as standard with VoIP services. These tools help ensure your team can manage calls efficiently and avoid missing an important call or message.
And more advanced features, like call analytics and reporting, provide valuable insights into your communication patterns and team performance. With these tools, you can monitor call volumes, track relevant metrics, and identify areas for improvement.
VoIP providers also offer flexibility in terms of customization, allowing you to tailor the system to meet your specific business needs.
Top VoIP Phone Service Providers
A dependable VoIP service is essential for modern businesses to ensure reliable, cost-effective, and flexible communication with your team and customers. Here are five top VoIP providers to consider for your business.
Aircall
Aircall helps teams manage their calls more efficiently, from sales departments to customer service and support centers. With features like auto-attendant, caller ID, call queuing, and live recording, Aircall is a complete customer communications platform.
The easy-to-use dashboard lets you manage your team and track performance in real time. And Aircall integrates smoothly with tools like ActiveCampaign, HubSpot, Microsoft Teams, Salesforce, and Slack—keeping all your information connected and reducing the hassle of switching between systems.
It’s fit for a variety of industries, including healthcare, education, and financial services, making it a versatile choice for improving your customer communications.
Features: AI-powered call intelligence, easily automated calling, multi-line power dialer, disposition logging, conversation intelligence
Integrations: 100+ integrations
Pricing: From $40/month/user
See for yourself why Aircall is the leading VoIP provider on the market. Sign up for a free 7-day trial.
RingCentral
RingCentral comes with features like auto-attendant, call queuing, and a mobile app for on-the-go calls. It supports virtual meetings, messaging, and file sharing, and it’s a suitable choice for enterprises, small businesses, startups, and frontline workers.
RingCentral serves a variety of industries, including healthcare, finance, retail, education, legal, real estate, tech, and consumer services.
Features: Video conferencing, toll-free phone number, visual voicemail, real-time insights
Integrations: 300+ integrations, including Google, Microsoft, and Salesforce
Pricing: From $30/month/user
See our RingCentral alternatives comparison for more information, or check out an in-depth review of Aircall vs. RingCentral.
Dialpad
Dialpad comes with features like auto-attendant and call routing and recording. Its AI-powered Voice Intelligence (VI) technology transcribes calls, takes notes, and provides real-time insights into your conversations.
Additionally, Dialpad integrates seamlessly with popular tools like G Suite, Salesforce, and Zendesk, ensuring all your apps work together efficiently.
Features: Visual voicemail, caller ID, international calls, three-way calling
Integrations: 70+ integrations, including Microsoft Teams, Slack, and Zapier
Pricing: From $27/month/user
See our Dialpad alternatives comparison for more information, or check out an in-depth review of Aircall vs. Dialpad.
Grasshopper
Grasshopper is a good option for small businesses and sole proprietors in the US and Canada. It allows you to make and receive calls from both desktop and mobile phones and helps you separate professional and private contacts.
The auto-attendant feature directs callers to the right department or agent, and call forwarding ensures you never miss a customer inquiry. Grasshopper also comes with voicemail transcription, business texting, and custom greetings.
Additionally, the platform offers an instant response tool that automatically reaches out to customers when you miss their calls, ensuring timely communication.
Features: Mobile and desktop apps, VoIP/Wi-Fi calling, extensions, reporting
Integrations: No direct integrations
Pricing: From $14/month/user
See our Grasshopper alternatives comparison for more information, or check out an in-depth review of Aircall vs. Grasshopper.
8x8
8x8 integrates calls, video conferencing, chat, and contact center functions. Ideal for industries like business services, eCommerce, education, and financial services, it helps you deliver exceptional customer experiences.
The cloud-based phone system ensures high-quality, reliable communications and simplifies employee onboarding and voice service management.
Additionally, 8x8's analytics tools provide insights into communication patterns and team performance, helping you make data-driven decisions to improve your approach to sales and customer support.
Features: Auto-attendant, team messaging, voicemail to email, call management
Integrations: 60+ integrations, including Hubspot, Microsoft Dynamics, Microsoft Teams, and Salesforce
Pricing: Contact sales for a quote.
See our 8x8 alternatives comparison for more information.
What to consider when choosing a VoIP provider
You need to consider several key factors in order to choose the best VoIP provider for your needs. Here’s what to keep in mind when making your decision:
Integration capabilities: Ensure the platform can seamlessly integrate with your existing tools, like CRM systems, helpdesk software, and productivity apps. This will streamline your workflows and keep all your data connected, making it easier to manage communications and provide an excellent customer experience.
Scalability: Look for a provider that can grow with your business. Whether you’re a small startup or a large enterprise, the provider should offer flexible plans that allow you to easily add or remove users and features as your needs change.
Customer support: When something goes wrong or you have an urgent question, you’ll be glad you chose a VoIP provider with strong customer service. So choose a solution that offers 24/7 support via multiple communication channels, such as phone, email, and live chat.
Price: Compare the pricing plans of different VoIP providers to find one that fits your budget. In addition to the base price, pay attention to any additional costs for features, hardware, and long-distance calls. Look for a platform with a clear and transparent pricing structure to help you avoid unexpected expenses.
Invest in the Best VoIP Phone Service for Your Business
When you choose the right VoIP provider for your business, you can improve communication, productivity, and the customer experience. When making your choice, be sure to research available features, integration capabilities, scalability, customer support, and pricing structure.
Aircall’s reliable VoIP solution comes with a user-friendly interface, seamless integrations, and advanced features, and it’s designed to meet the needs of sales, IT, and customer support teams across various industries. Invest in Aircall for reliable, efficient, and flexible communication for your business.
See for yourself why Aircall is the leading VoIP provider on the market. Sign up for a free 7-day trial.
Published on August 22, 2024.
