29 October 2025
Discover the difference between IT outsourcing and managed services, how they work, and which IT support model could suit your business best.
What is a VoIP Phone System?
A VoIP phone system is the combination of hardware, software, and cloud services that enables VoIP calling. Unlike traditional landline or PBX systems, VoIP phone systems don’t require large amounts of physical infrastructure. Instead, they use the Internet to manage calls, voicemail, call routing, and conferencing.
Modern VoIP systems also integrate with customer relationship management (CRM) tools, email, and collaboration platforms, helping businesses keep communication and record-keeping consistent across departments.
What are the benefits of VoIP?
VoIP technology has changed how we communicate, helping businesses make calls wherever they want, as long as there’s an Internet connection. With its accessibility and cheap cost, the technology reaps many benefits.
Advanced features
VoIP works effectively, providing HD call quality and management tools to check for potential issues. With many advanced features, VoIP technology offers call recording, call transfer, call queuing and auto attendants for businesses to streamline and manage their workload. Features like voicemail-to-email or integration with Microsoft Teams and Zoom also mean businesses can handle calls more flexibly than with landlines.
VoIPs can help businesses be more approachable as with a VoIP number, wherever a call comes in, it makes the firm seem local and relevant. VoIPs also have multi-party capabilities, enabling many people to join a call, ideal for business meetings online on a larger scale.
Ease of remote use
Remote working has increasingly grown in popularity since the pandemic, and there’s a need for more useful technology to help workers do their jobs effectively. VoIP ensures using phone services wherever, and there’s no need for logistical setups to work from home.
Its easy use also helps when chatting with anyone globally, hiring team members from other countries and booking meetings across timezones. All devices can be a telephone solution, such as a tablet or laptop. With the sole use of VoIP as the internet, the voice quality remains across whatever country the business works with.
This flexibility makes VoIP an essential tool for hybrid working, where employees may move between office, home, and travel.
A cheaper alternative to landlines
A VoIP already uses an existing internet connection rather than installing a separate system and external hardware to make communication possible.
Many businesses can operate across multiple countries, which means communication is more challenging. However, with VoIP, businesses won’t have to rely on phone wires and paying the region’s calling rates. VoIP is also a cheaper alternative, potentially lowering bills by 60%.
These cost savings are particularly valuable for organisations with international clients, where long-distance charges can otherwise add up quickly.
Helping optimise processes
The Internet age is about optimising performance and why VoIP is an advantage for businesses. VoIPs assist calls through the Internet, optimising the digitalisation of work processes and automation for teams and customers, making life easier for businesses.
VoIP isn’t limited to only one phone number, unlike landlines when handling multiple requests. This means businesses can allocate direct numbers to departments or individuals, reducing delays and improving customer experience.
Higher scalability
For a growing business or those keen to develop their business strategy, VoIPs can grow with a corporation without purchasing additional hardware or dedicated lines for specific requirements.
This potential growth can help to open a new office brand or prepare for a spike during peak periods. VoIP can work alongside a company’s preferences rather than cause additional problems. Scaling up can be as simple as adding new user accounts or software licences, rather than installing expensive new infrastructure.
Increased security
Security is crucial when running a business for employees and customers, including the security around the phone system. Phones are often the target of fraudulent activity and security threats. VoIPs can mitigate these threats by protecting their networks, such as improved identity management.
Working with a VoIP provider who undergoes independent security audits ensures staff practices include healthy password habits and automated alerts for suspicious activities. Encryption, firewalls, and two-factor authentication are further safeguards that many VoIP providers now include as standard.
Is VoIP Right for Your Business?
VoIP is now a mainstream communications solution that supports cost savings, scalability, and modern collaboration needs. Whether your business is small or large, adopting VoIP can simplify how you connect with customers and colleagues while reducing costs.
Contact us today for more information about VoIPs and how to use them within your business.
