VoIP for Small Businesses

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Why small businesses should use VoIP

For small businesses, staying connected with customers and teams is essential, but traditional phone systems can be expensive and limiting. VoIP (Voice over Internet Protocol) offers a cost-effective and flexible solution by allowing calls to be made over the internet instead of using fixed phone lines.

Below, we explore the key reasons why VoIP is a smart choice for small businesses.

Cost savings

VoIP is a budget-friendly alternative to traditional phone lines. Small businesses can save money while maintaining professional communication with lower call rates, minimal setup costs, and no need for expensive hardware.

Scalability

As your business grows, so do your communication needs. VoIP makes it easy to scale, allowing you to add or remove users as required without costly phone line installation, and restrictive contracts.

Flexibility

Small businesses need to adapt quickly. VoIP supports remote and hybrid working, enabling staff to make and receive calls from anywhere with an internet connection. Whether using a desk phone, mobile app, or computer, your business stays connected.

Advanced features

VoIP comes with various tools designed to improve efficiency and customer service. VoIP features like call forwarding, auto-attendants, VoIP analytics, and integrations with business software help small businesses operate more effectively.

PSTN switch off

The UK’s Public Switched Telephone Network (PSTN) is being phased out by 2027, meaning traditional landlines will no longer work. Businesses still relying on these systems must switch to digital alternatives like VoIP to stay connected. Find out more about the PSTN switch-off and how to future-proof your business.

Benefits of VoIP for small businesses

VoIP for small business is more than just a cost-saving alternative to traditional phone systems, it’s a powerful communication tool that helps small businesses operate more efficiently and stay competitive. Here are some key benefits:

Professional image

VoIP gives small businesses access to features like virtual phone numbers, call routing, and professional voicemail systems, helping them present a polished image without the need for an expensive corporate phone system.

Remote working

With VoIP, employees can take business calls from anywhere using a mobile app, laptop, or VoIP-enabled phone. Remote VoIP solutions ensure seamless communication whether your team works from home, in the office, or on the go.

Quick and easy setup

Unlike traditional phone lines that require complex installations, VoIP systems are easy to set up and configure. Most providers offer plug-and-play solutions, allowing businesses to get up and running quickly with minimal downtime.

Business continuity

VoIP services often include built-in redundancy and cloud-based backups, ensuring businesses remain accessible even during power outages or network disruptions. Calls can be automatically rerouted to mobile devices or alternative locations to prevent downtime.

Integration with business tools

VoIP integrates with popular business software like CRM systems, email platforms, and customer support tools, streamlining workflows and enhancing productivity. Features like click-to-call and call logging help teams work more efficiently.

Global reach

VoIP enables businesses to connect with clients and teams worldwide without expensive international call charges. Virtual phone numbers allow businesses to establish a presence in multiple locations without physical offices.

Why use us for your small business VoIP solutions

Small businesses need a VoIP system that is cost-effective, flexible, and reliable. With so many providers offering different features and pricing, finding the right solution can be time-consuming. Our experts compare the best VoIP deals to help small businesses get the right service without the hassle.

Trusted providers

We only compare VoIP services from trusted UK providers that offer reliable and affordable solutions tailored for small businesses. This ensures you get a system designed to support your company’s communication needs.

Expert advice

Small businesses have unique challenges, from managing customer calls to supporting remote teams. Our experts help you find a VoIP system with the right features, scalability, and cost-saving benefits to suit your business.

Hassle-free setup

We make switching to VoIP easy for small businesses. With our guidance, you can get set up quickly without technical headaches. If any issues arise, we’re here to help ensure a smooth transition with minimal disruption.

Best VoIP providers for a small business

VoIP providers for small businesses offer reliability, ease of use, and flexible features. We explore the best providers below.

Microsoft Teams

Integrated with Microsoft 365, Teams Phone offers call forwarding, voicemail, auto attendants, and collaborative features like video meetings and file sharing. It’s ideal for businesses using the Microsoft UCaaS platform.

Vodafone Business

Vodafone’s cloud-based VoIP service provides small businesses with a flexible and scalable communication solution. It supports remote working, offering mobile and desktop apps so employees can stay connected anywhere. Vodafone off their VoIP service as an add-on to their business broadband deals.

Mitel

Mitel provides customisable VoIP systems, contact centre solutions, and analytics. It offers both on-premise and cloud options for businesses of all sizes

BT Business

BT Business offers Cloud Voice, a fully hosted VoIP system that eliminates the need for traditional phone lines. It includes call forwarding, voicemail-to-email, and auto-attendant features, helping small businesses manage customer calls efficiently. BT’s VoIP solutions are ideal for businesses looking for a trusted provider with nationwide coverage.

Avaya

Known for reliability and VoIP security features, Avaya offers a range of communication tools, including call centre software, video conferencing, and customisable plans for small to large businesses.

Virgin Media Business

Virgin Media Business provides Voice over IP services with options for both small and growing businesses. Their system enables seamless remote working, allowing teams to make and receive calls from any device. Virgin also offers SIP trunking services, making it easy for businesses to transition from traditional phone systems to VoIP.

How much does a small business VoIP system cost?

Implementing a VoIP (Voice over Internet Protocol) system can be a cost-effective solution for small businesses seeking advanced communication features. Understanding both average and additional VoIP costs is crucial for effective budgeting.

Average costs to consider for small business VoIP systems

Monthly subscription fees: Most VoIP providers charge on a per-user, per-month basis. Typically, these fees range from £8 to £25 per user, offering various features suitable for small businesses.

Initial setup and equipment:

VoIP desk phones: While some providers offer softphone applications that work on existing devices, dedicated VoIP desk phones can enhance call quality and functionality. These phones typically cost between £40 to £160 each.
Headsets: For businesses that require hands-free communication, headsets range from £12 to £280, depending on quality and features.

Installation and training: Some providers include installation and training in their packages, while others may charge additional fees. It’s essential to enquire about these potential costs when selecting a provider.

Additional costs to consider

Advanced features: Features such as call recording, additional telephone and extension number, and CRM integration may not be included in basic plans. Adding these can increase your monthly expenses.
International calling: While many VoIP plans offer unlimited domestic calls, international calls are often billed separately. Rates vary by provider and destination, so reviewing these charges is essential if your business requires international communication.
Network upgrades: A stable small business broadband connection is vital for VoIP performance. Upgrading your business broadband or networking equipment to support VoIP traffic may incur additional costs.
Maintenance and support: Some providers offer 24/7 support as part of their service, while others may charge extra for premium support services. Ensure you understand the support terms to avoid unexpected expenses

Setting up VoIP for your small business

VoIP setup is generally straightforward, but ensuring a smooth transition requires the right approach. Here’s a simple three-step process to get your small business up and running with VoIP.

Choose a provider

Selecting the right VoIP provider is key to getting the best service for your business. Consider VoIP call quality, features, pricing, and customer support. Some business broadband providers also offer VoIP as part of their packages, which can be cost-effective.

Select your hardware and software

VoIP can work entirely through software (softphones and mobile apps), but some businesses may prefer VoIP desk phones or headsets for better call quality. Ensure your business broadband speed is strong enough to support VoIP calls without disruption.

Configure and test

Once your VoIP system is set up, configure key settings such as call routing, voicemail, and VoIP integrations with other business tools. Most providers offer onboarding support to help with setup and troubleshooting. Test your system to ensure clear call quality before going live.

How does VoIP work for small businesses?

VoIP allows small businesses to make and receive calls using an internet connection instead of traditional phone lines. By converting voice into data packets, VoIP transmits calls digitally, providing greater flexibility and cost savings.

Find out more in our in-depth guide to what is VoIP.

Digital call transmission

Instead of using copper phone lines, VoIP breaks voice communication into small data packets. These packets travel over the internet and are reassembled in real time, ensuring clear, seamless conversations

Lower costs and more features

Since VoIP uses an internet connection, small businesses can reduce or eliminate line rental costs and benefit from lower call rates. VoIP also includes advanced features like call forwarding, auto-attendants, and voicemail-to-email capabilities that typically cost extra with traditional phone systems.

Work from anywhere

VoIP isn’t tied to a physical location, making it ideal for remote and hybrid teams. Employees can take business calls on desk phones, mobile apps, or laptops, ensuring uninterrupted communication in the office or on the go.

VoIP for small businesses – FAQs

Our experts answer your commonly asked questions about VoIP for small businesses.

Is VoIP better than a landline for small businesses?

Yes, VoIP is often a better choice than a traditional landline for small businesses. It offers lower costs, greater flexibility, and advanced call features like voicemail-to-email and call forwarding. VoIP isn’t tied to a physical location unlike landlines, making it ideal for remote and hybrid work setups.

What’s the cheapest VoIP system for a small business?

The best VoIP system for your business depends on what you need. Some businesses prioritise low-cost basic calling, while others require advanced features like call recording, integrations, or international calls.

You may also save by bundling VoIP with your business broadband prices.

To find the best option for your business, compare small business VoIP deals. We can help you find the right provider to match your needs.

Can I keep my business number with VoIP?

Yes, most VoIP providers allow businesses to port (transfer) their existing landline number to their VoIP service. This process usually takes a few days and ensures continuity, so your customers can continue reaching you at the same number.

Do I need a special internet connection for VoIP?

No, but you do need a stable and fast broadband connection for high-quality VoIP calls. A business broadband connection with at least 5 Mbps upload speed per user is recommended. A leased line or full fibre business broadband can improve call reliability with multiple users.