Compare and Choose the Best VoIP Phone Service

How Do VoIP Services Work?

VoIP services work by digitally compressing the outbound caller’s voice audio (speech) into digital voice data packets.

These outbound data packets travel to the call destination via the Internet and are decompressed in order once they reach the inbound caller’s device.

Once the voice data packets are reassembled, they transform back into the words and phrases of a conversation.

What to Look For in VoIP Providers

When choosing a VoIP provider, use the key factors below to evaluate VoIP providers quality:

• Network Reliability and Guaranteed Uptime (99.9% uptime and above is standard)
• Pricing Structure (Bundled Monthly Plans vs Pay-As-You-Go)
• Scalability (Can scale plans and add-ons up or down according to current/future needs)
• Security and Privacy (SOC II Type 2, HIPAA, GDPR Compliance, E2EE, 2FA, etc.)
• Available Features (Call Routing, Call Forwarding, Call Recording, IVR, ACD, etc.)
• Available Integrations (Works with existing third-party business software)

How VoIP Phone Services Save You Money

VoIP services can save 49-69% on monthly telephone costs by:

• Eliminating the need to purchase and maintain expensive hardware
• Cutting costs of hiring in-house IT teams and additional agents
• Using existing communication and IT equipment (desktop computers, smartphones, etc.)
• Reducing high costs of long-distance phone calls (unlimited VoIP US/Canada calling)
• Dramatically lowering setup installation costs
• Eliminating need to purchase and set up additional phone line
• Hundreds of free calling features that you typically pay for with landlines
• Free paperless faxing

Benefits of Using VoIP Services

In addition to the above-mentioned cost savings, VoIP offers numerous benefits to SMBs and Enterprise-level companies alike.

Top Business VoIP benefits include:

• Increased first call resolution rates
• Advanced customer self-service options
• More team mobility and flexibility (ideal for remote/blended teams)
• Improved team productivity and a more balanced workload
• Streamlined business processes thanks to AI and automation
• Increased customer satisfaction and decreased employee turnover
• Detailed insight into agent, department, and overall call center activity via analytics
• Higher levels of customization and personalization

How To Get Started With VoIP Phone Service

If you’re ready to transition to VoIP, follow these steps to ensure a smooth and successful process:

Step 1. Choose between Hosted or On-Premise VoIP Solutions

Hosted (Cloud-Based) VoIP is hosted and managed by the third-party provider, while On-Premise VoIP means your business hosts, maintains, and physically houses all VoIP hardware on-site. Hosted VoIP offers easy scalability and is more cost-effective, while Premise-Based VoIP gives businesses a greater level of security and control.

Step 2. Select A Provider

Next, select the VoIP provider that works with your budget, meets your current and future needs, integrates with existing software, and has a user interface your team can quickly learn to navigate and operate.

Step 3. Create a Business Phone Number

Most providers include at least one local telephone number in their bundled plans, giving your business a phone number with an area code that is familiar to your customers. Many businesses will opt to port in existing telephone numbers. Toll-Free numbers (800,888, etc.) and Vanity Number (1-800-WESELLCARS) will also be available for purchase. Some providers offer international phone numbers.

Step 4. Purchase VoIP Equipment/Hardware

If you’ve selected a hosted VoIP service, you’ll really only need the device(s) you want to make/receive calls on, a high-speed broadband Internet connection and router, Ethernet Cable, and an Analog Phone Adapter (ATA.) You may also want to purchase headsets, provider-compatible desk phones, and speakers.

Step 5. Start Using VoIP

The setup and installation process for VoIP phone systems usually takes one day or less, so you’ll be able to use your VoIP platform quickly. However, take the time to train employees on how to properly use the system.

Best VoIP Providers

The below table outlines the top 10 VoIP providers.

Reliability of VoIP Phone Service

VoIP has a much higher call quality than traditional landlines, but some wonder if VoIP is as stable and reliable as the PSTN.

Quality VoIP providers will have a minimum guaranteed uptime of 99.9%, though the coveted “Five Nine” metric (99.999% uptime) is the gold standard.

Global Points of Presence (geographically diverse data centers) cement a high uptime by establishing network redundancy. Essentially, this means even if one data center goes offline, the others will keep the VoIP software going until a connection is reestablished.

Quality providers also offer :

• 24/7/365 network monitoring and speed testing
• Real-time network status update page
• Call quality data/analytics
• Carrier-grade/Tier 1 data centers

VoIP Network Requirements

The quality of your existing broadband Internet connection is the number-one factor when it comes to establishing consistent, reliable VoIP service.

Note that users, not the VoIP provider, are responsible for purchasing and maintaining their own Internet connection.

In general, each VoIP phone line requires 100Kbps of bandwidth per phone line to maintain a consistent connection. Contact your ISP (Internet Service Provider) directly to upgrade your bandwidth.

Rely on an ethernet connection and router, not WiFi, to power VoIP software.

Not only is WiFi connectivity inconsistent when compared to hardwire ethernet – it’s also far less secure (especially if users connect on a public WiFi network.) To ensure your VoIP system is as secure as possible, always look for providers offering data encryption to protect your Local Area Network (LAN.)