Even though some companies still prefer good old analog phone systems, VoIP is without doubt the future of telephony. It provides far more features than analog phone systems for much better prices, while offering much more convenience. So it is basically mandatory for SMBs to move to the clouds and say goodbye to hard-to-maintain phone systems and a jungle of wires and cables.
As one of the most popular virtual phone systems on the market, Nextiva has stayed on top of the latest VoIP trends since its launch in 2008.
By consistently developing its product over the years to ensure the best possible quality and user experience, Nextiva provides a comprehensive VoIP solution with a 99.99% uptime guarantee.
Available on both desktop and mobile, this provider goes beyond its duties as a virtual phone system and integrates other advanced tools into its software.
In addition to serving as a task manager, the platform also offers AI features designed to enhance business efficiency and user experience.
Even though Nextiva's prices are a bit high, plans start at $15 per user per month with a yearly subscription.
Although there isn't a free trial, businesses can still test the platform without risk by taking advantage of its 30-day money-back guarantee.
As one of the leading providers of VoIP systems, 800.com offers a comprehensive suite of features designed to streamline operations and boost productivity.
From customizable SMS marketing campaigns to seamless online faxing and intuitive call management options, the platform empowers businesses to communicate efficiently.
With prices starting at just $19 per month, users can also get a discount of 15% on the monthly rate by committing to a yearly subscription.
Better yet, it's possible to test out the platform completely without risk with its 30-day money-back guarantee.
As the traditional office phone fades into obscurity and we embrace the future of communication, virtual phone systems such as Talkroute are at the forefront of innovation.
Since its launch in 2013, Talkroute has established itself as a reliable and effective service. With prices starting at just $19 per month, this VoIP provider is home to a clean interface and an array of highly intuitive features that allow it to stand out from the crowd. The cherry on top is that users can get a discount of up to 20% for 12 months, and can even test the platform before committing by taking advantage of its 7-day free trial.
This guide helps you make that move by explaining which features you should look for in the VoIP system for your small business. You can not only read about the advantages of cloud telephony and info about our recommended VoIP service providers, but you can also learn how you can use your old devices with your new system, and how you can carry your phone system in your pocket while completely separating business calls/messages from private conversations.
Regardless of your VoIP service you get tons of enterprise-grade features, such as:
This feature takes the role of a receptionist as its main function is to greet callers (with a greeting you can customize to your liking) and to direct calls to either an extension or voicemail.
Similar to regular SMS texting and instant messaging apps, this typically extra feature allows a faster, almost unlimited way of communication between you and your co-workers.
With conference calling you can place audio(visual) calls with up to 100 participants without being disturbed by other incoming or outgoing calls.
Since virtual phone systems are in the cloud, they are fully scalable, meaning you can add as many extensions to your system as you want, each with its unique specification.
If this feature is supported by your phone system, you can receive your faxes online, get notified thereof via push notification or email and, in case of advanced systems, send fax messages too.
With the mobile apps you can bring your phone system with you. You can place and receive calls like you were in the office, separating private calls and messages from business related ones.
Softphone acts like a virtual phone, available from your system’s account or via the integration of third-party software. It replaces desk phones with a simple headset so you can place/receive calls using your computer.
You can listen to or (after transcription) read voicemail messages in any of the virtually endless voicemail boxes, either from your account or a mobile app.
One of the greatest advantages of a virtual phone system is that it can follow you wherever you are but only when you want it to. As the system only exists in the cloud, you can basically use your phones wherever there is an internet connection. If you have a VoIP-ready phone you just have to configure it to be recognized by the system while older phones can be used with adapters – which you can unplug and plug into any safe routers.
Furthermore, the phone system’s heart, the system manager, only requires a computer and an internet connection which, if it has a built-in or integrated softphone, can also be used as a separate extension of your system. Cloud phone systems are also capable of replacing your fax machine so you can send/receive faxes online.
But without doubt the greatest feature is the app coming with your subscription: it can partially or fully replace your desk phone so you can place/receive calls like you would normally do, from anywhere at any time. Furthermore, mobile VoIP apps help you separate business related calls/messaging from private ones, allowing you to be available when you want it.
If you are concerned about leaving your old phones behind, don’t worry as you have plenty of options.
The first option applies for old, non-VoIP phones: in this case your cloud phone service provider will send you a preconfigured analog telephone adapter (ATA) with which your old phones’ signals will be turned into data that can travel through the internet. Although this is a clever way to turn your phones VoIP-compatible, one ATA can only handle 2–4 phones at the same time; now you can imagine how many devices you need if your entire phone system is based on these old phones.
If you have VoIP-ready phones, however, you just have to reconfigure them to be recognized by the system and then you are ready to use them like before. The downside of this solution is that not all devices are perfectly supported by virtual phone systems. However, if you have Cisco, Polycom or Yealink desk or conference phones, hooking up to the new system should be smooth.
Despite common belief, Skype/Viber/WhatsApp usually cannot be integrated into virtual phone systems. Thankfully certain VoIP providers either have built-in softphones or they allow integration with third-party apps.
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