The Complete Guide to Choosing a VoIP Business Phone System
Upgrade to a fully customized, white-glove phone system and unleash your company’s true potential.
Here's how to revamp your Phones.
As a business owner, you know that communication is the lifeblood of your company. But here’s the challenge: traditional phone systems are clunky, expensive, and let’s be honest, not designed for the modern, fast-paced way we work today. Whether your team is at the office, working remotely, or constantly on the move, you need a reliable, flexible, and affordable phone system to keep everyone connected. That’s where VoIP comes in.
Voice over Internet Protocol (VoIP) systems are game-changers for businesses, large or small. They offer all the bells and whistles you need at a fraction of the cost of traditional systems. But how does VoIP actually work, and how can you set it up for your business? We’re here to walk you through everything you need to know—step by step. Let’s dive in.
What is VoIP?
and How Does it Work?
Let’s start with the basics. VoIP stands for Voice over Internet Protocol, and it’s a fancy way of saying that you make phone calls using the internet instead of old-school phone lines. Think of it as the difference between snail mail and email—VoIP gets your voice where it needs to go, faster and cheaper.
Here’s how it works: when you make a call, your voice is converted into data packets, sent over the internet, and then reassembled at the other end. The result? Clear, high-quality calls, usually with better features than traditional phones. And the best part? You don’t need any complicated infrastructure—just a good internet connection and the right VoIP provider.
How to Set Up a VoIP Business Phone System
Setting up a VoIP phone system sounds complicated, but trust us—it’s easier than you think. Why? Because we will set it up for you!
But here are some guidelines to know how to get going.
- Check Your Internet: By far the number one thing that causes frustration. VoIP relies on a solid internet connection, so you need to make sure you’ve got enough bandwidth to handle your calls. A slow connection can lead to poor call quality, and nobody wants that. If your internet isn’t quite up to par, we can help you assess and upgrade your network for a smoother experience.
- Choose Your Hardware: You don’t need fancy equipment to get started with VoIP. Many businesses use their existing phones with a simple VoIP adapter, or you can go for dedicated VoIP phones that come with advanced features like HD voice and touchscreen interfaces. At Xennect, we can help you pick the right devices for your team.
- Choose Your setup: With Xennect, we will ask you how you want to run your business – because it’s unique to you! Which phones should ring? Where should they route to? Do you want a menu for callers to navigate through? Don’t worry, we’ll guide you along to make the right choices.
- Install the Software: Most VoIP systems are cloud-based, so you can call from a PC or mobile phone app (called a “soft phone”). It’s as easy as downloading from an app store, and that will get you up and running.
Understanding VoIP Phone System Costs
Here’s where VoIP really shines: it’s often much more affordable than traditional phone systems. But how much can you expect to spend?
- Setup costs: Some providers charge $200+ for installation. Why pay that? At Xennect, we don’t charge an installation fee.
- Monthly costs: VoIP providers usually charge a flat rate per user, starting at $25 per month. This makes it easy to scale as your business grows. The team at Xennect can help you find the most cost-effective plan that still delivers all the features you need.
- Hardware: If you opt for new VoIP phones, prices can range from $50 to $300 per device. But if you’re sticking with your current equipment, you might just need a simple adapter, which costs much less.
Are Business Phone Plans Cheaper with VoIP?
Absolutely! If you’re tired of hefty phone bills, VoIP is the solution. With traditional phone systems, you’re often hit with extra fees for long-distance calls, maintenance, and additional lines. VoIP does away with all of that. Most VoIP providers offer unlimited calling within the U.S. and even internationally, and maintenance is practically non-existent since everything runs through the cloud.
Switching to VoIP can save you up to 50% on phone bills compared to traditional systems—so it’s not just a smart move, it’s a cost-saving one.
At Xennect, we’ll help you find a plan that meets your communication needs while keeping costs low. You’ll get more for less with VoIP—who doesn’t love that?
Can VoIP Phones Receive Text Messages?
Yes! VoIP isn’t just for voice calls. Xennect supports SMS and MMS capabilities, meaning you can send and receive text messages just like you would on a cell phone. This is great for businesses that want to manage customer communications in one place. Text reminders, confirmations, and quick responses can all be handled through your VoIP system. Teams can handle shared numbers and individuals can function with a business number (keeping their personal number private).
At Xennect, we can set you up with a VoIP system that integrates texting, so you don’t miss a beat with customer communication.
VoIP Phone Systems offer Huge Benefits
Switching to a VoIP phone system offers huge benefits—cost savings, flexibility, and a host of advanced features that can make your business run more efficiently. Whether you’re looking to streamline communication or reduce your overhead, VoIP is the smart choice.
At Xennect, we specialize in helping businesses like yours find and implement the perfect VoIP system tailored to your needs. Ready to switch to a more modern and affordable phone system? Contact us today, and we’ll help you get started.
My XENNECT phone system is a Godsend!
Before XENNECT, I had a traditional PBX and my sales agents would miss important calls all the time. With XENNECT, my agents are not tied to their desks and can work from anywhere! Even with no internet, my phones still ring. No more lost sales. And, did I mention, XENNECT’s customer service and support are second to none? Thank you XENNECT!
SARKIS T.
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LOYALTY AUTO GROUP
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