Your Guide to Business VoIP Phone System

By Olivia Johnson - Trusted UK Business Expert

Last Updated 15th of January 2025

5 minute read

You may have heard about business VoIP phone systems, but you’re not sure what they are or how they work. People may not understand how to use a VoIP phone system because they don’t know how it works. 

One of the biggest expenses for any business is the cost of telecommunications. In the past, businesses had to rely on traditional landline phone systems, which were not only expensive to maintain, but also limited in terms of features and flexibility. 

Fortunately, there’s a better way. VoIP (Voice over Internet Protocol) is a cutting-edge phone system technology that allows you to make and receive calls over the internet. Best of all, VoIP is much more affordable than traditional landlines. 

This guide will teach you everything you need to know about VoIP phone systems for businesses, including the advantages and disadvantages of using a VoIP system, which businesses should use VoIP, and how to choose and implement a VoIP system in your business. 

Ready to upgrade your business communication? Discover everything you need to know about VoIP phone systems for businesses. Click the link below to get started.

What is a VoIP Phone System? 

A VoIP phone system is a telephone system that uses Voice over Internet Protocol (VoIP) to place and receive calls over the internet. VoIP is a cutting-edge telephone technology that allows you to make and receive calls using your internet connection instead of a traditional phone line. 

VoIP phone systems are perfect for businesses that want to save money on their telephone bill and enjoy the flexibility and features that come with a modern phone system. If you tried using Zoom or Skype, then you’ve used VoIP. 

VoIP vs. Traditional Phone System 

• VoIP uses your internet connection to place and receive calls, while a traditional phone system uses a dedicated landline. 
• VoIP is more affordable than a traditional phone system. Traditional phone systems require you to pay for a landline, which can be expensive. 
• VoIP offers a wide range of features that are not available with a traditional phone system, such as caller ID, call forwarding, voicemail, and more. 
• VoIP is more flexible than a traditional phone system, since you can use it anywhere there’s an internet connection. 

How Does a VoIP Phone System Work? 

A VoIP phone system works by taking your voice and converting it into a digital signal that is then sent over the internet. The digital signal is received by the VoIP phone system at the other end, where it is converted back into a voice signal and sent to the person you are calling. 

The Advantages of Using a VoIP Phone System 

There are many advantages to using a VoIP phone system for your business. VoIP systems are more affordable than traditional landline systems, offer more features and flexibility, and are easier to scale as your business grows. 

Some of the specific advantages of using a VoIP phone system for your business include: 

• Affordability: VoIP systems are much more affordable than traditional landline systems. In addition to being less expensive to install and maintain, VoIP systems also offer free or low-cost calling to other VoIP users. This can help you save a lot of money on your monthly phone bill. 
• More features and flexibility: VoIP systems offer a wide range of features that are not available with traditional landline systems. For example, many VoIP systems come with voicemail, caller ID, call waiting, 3-way calling, and call forwarding. VoIP systems also offer a wide range of features that can be customised to your specific business needs. 
• Scalability: VoIP systems are easy to scale as your business grows. You can start with a small system and add more lines and features as needed. This is much easier than having to replace your entire phone system as your business grows. 

The Disadvantages of Using a VoIP Phone System 

There are some disadvantages to using a VoIP phone system, but they are typically outweighed by the advantages. The biggest disadvantage of using a VoIP phone system is that it requires high-speed internet to work properly. If your internet connection is not fast enough, you may experience poor call quality or dropped calls. 

Another disadvantage of using a VoIP phone system is that it is not compatible with traditional telephone lines. This means that if your business has an existing landline system, you will need to replace it with a VoIP system. 

Which Businesses Should Use a VoIP Phone System? 

VoIP systems are perfect for businesses of all sizes. However, they are especially well-suited for small businesses and businesses with multiple locations. 

• Small businesses: Small businesses can benefit from using a VoIP phone system because it is more affordable than a traditional landline system and offers more features and flexibility. 
• Businesses with multiple locations: Businesses with multiple locations can benefit from using a VoIP system because it is easy to scale and allows employees to make and receive calls from any location. 

How to Choose and Implement a VoIP Phone System 

Choosing the right VoIP phone system for your business is an important decision. There are a few things you should keep in mind when choosing a VoIP system, including your budget, business needs, and the features you need. 

Once you have chosen the right VoIP phone system for your business, you will need to implement it properly to ensure that it works properly. Here are a few tips for implementing your VoIP phone system: 

• Make sure you have a fast and reliable internet connection. As we mentioned above, a VoIP system requires high-speed internet to work properly. If you do not have a fast and reliable internet connection, you may experience poor call quality or dropped calls. 
• Train your employees on how to use the system. It is important that your employees know how to use the features of your VoIP system. Make sure you train them on how to make and receive calls, how to use the voicemail system, and how to access the features they need. 
• Test your system before you go live. Before you start using your VoIP system for your business, make sure you test it to ensure that it works properly. Test all of the features and make sure calls are clear and concise. 
• Monitor your system regularly. Once you have your VoIP system up and running, it is important to monitor it regularly. This will help you identify any problems with the system and make sure that it is working properly. 

How to Get the Most Out of Your VoIP Phone System 

There are a few things you can do to get the most out of your VoIP phone system. Here are a few tips: 

• Use the features that are right for your business. Not all businesses need the same features from their VoIP system. For example, if you do not have a need for video conferencing, there is no need to pay for a system that offers this feature. 
• Take advantage of call forwarding. Call forwarding is one of the most useful features of a VoIP system. It allows you to forward calls to another number, such as your cell phone, if you are not available. 
• Use call forwarding rules. Call forwarding rules allow you to automate the call forwarding process. For example, you can set up a rule that forwards all calls to your cell phone during business hours. 
• Make sure your employees are using the system properly. As we mentioned above, it is important to train your employees on how to use the system. Make sure they know how to make and receive calls, how to use the voicemail system, and how to access the features they need. 
• Monitor your system regularly. Doing this will help you identify any problems with the system and make sure that it is working properly. 

By following these tips, you can ensure that you get the most out of your VoIP phone system. 

Final Thoughts 

A VoIP phone system can be a great option for businesses of all sizes. In order to choose the right system and implement it properly, you need to keep a few things in mind. Once you have your VoIP system up and running, make sure you take advantage of all its features and use it to its full potential. 

Doing this will help you improve communication within your business and make sure that your employees are always able to stay connected. 

Enhance your business communication with a VoIP phone system. Learn everything you need to know with our comprehensive guide. Click below to get started!