VoIP Phone System For Small Businesses: The Ultimate Guide

Introduction 

$55 billion. 

That’s the expected valuation of the global VoIP services market by 2025, 31.5 percent of which is in North America! This is a clear indication of the rising popularity of VoIP services, not just for enterprises but also for small businesses. According to a G2 report, small businesses have seen a 68% reduction in costs after switching to VoIP. 

These statistics clearly demonstrate that VoIP systems for small businesses are taking center stage and are here to stay. If you’re a small business contemplating whether you should invest in a VoIP service, then this article is for you. Sit tight, grab your favourite snack, and get ready for some interesting insights!  

What Is A VoIP Phone System For Small Businesses? 

A VoIP phone system for small businesses is no less than a holy grail for easy customer communication. With a VoIP system, you can easily place or receive phone calls using the internet, without having to cling to a traditional physical phone for the same. So whether you are at your office or working remotely, all you need is internet connectivity to communicate with people. 

A VoIP system for small businesses is a great way for them to stay connected to their customers at all times, without having to sign annual contracts, pay hefty fees, or buy any hardware. 

VoIP systems for small businesses are changing the way small businesses interact with their customers. This paradigm shift can be accredited to the convenience and accessibility of VoIP phone systems or services. 

If you wish to grow your small business, you must consider and align with your customers’ tech expectations and needs, and ensure you never miss a call again. Yes, a VoIP system for small businesses helps you achieve that. It encompasses multiple features such as a virtual receptionist, call extension, forwarding, recording, routing, transfer, voicemail transcription, and more. 

All these capabilities help you achieve 99% uptime, stay connected with your customers round the clock, and essentially manage all your business phone needs on one centralized platform.

Are you new to VoIP and wondering how it works? Stay tuned! 

How Does A VoIP Phone System For Small Business Work? 

If you’re a beginner to VoIP phone systems, you are about to get blown away by how easy it is to set up one for your business. 

To start making and receiving calls through VoIP, you need to:

1. Sign up with a VoIP service provider like Emitrr
2. Have an active internet connection 

That’s it! No more tangled cords or soaring phone bills to deal with! 

With the help of VoIP, you can place and receive calls over the Internet. All you need to do is sign up with a VoIP service provider like Emitrr. When you make a call, the VoIP system will transform the audio signals in your voice into digital signals. These digital signals are then broken into digital data packets which contain the information of the caller and the recipient. The data packets then travel to the VoIP provider’s servers through an internet connection. The data packets are then converted to analog signals and that’s when the recipient hears your voice! 

All this would be done with an active internet connection.  

This means that you can now replace your landline phones with a cost-effective solution! 

Why Does Your Small Business Need A VoIP Phone System? 

With a VoIP phone service, there’s a lot that you can achieve as a small business. A VoIP phone system for your small business is essential if you’re facing trouble handling tons of calls every single day, if you’re dealing with large phone bills, and now want to stay connected with your customers at all times. 

Here are some key benefits of using a VoIP phone system for small businesses:  

Advanced features 

With a VoIP phone service like Emitrr, you can easily manage all your customer communications from a single platform. A VoIP phone system for small businesses helps you collate all your caller information in one place. Features such as advanced call routing, queues, extensions, and transfers make communication all the more seamless. Also, with a VoIP phone system for small businesses, you can send an automated text message every time you miss a call, so as to keep your customers engaged even when your OOO.  

Easy to set up and use 

A VoIP phone system for small businesses is quite easy to use and set up. For instance, Emitrr is a great cloud phone service that has no learning curve involved. The setup and implementation are seamless and the support team is always available should you run into any issues or have any doubts. As a small business, the last thing you want to deal with is clunky software which makes matters worse for you. The VoIP phone system that you pick must be a breeze to use. 

Offers complete mobility 

The cloud phone that you use will be easily accessible to you on any desktop or mobile phone, unlike your legacy phones, which in turn will offer you complete mobility and flexibility. You can do a lot more than just calling with a VoIP service. Right from text message automation to assigning conversations to team members; you can streamline a lot of tasks at hand thereby increasing efficiency. 

High security 

With a VoIP phone system for small businesses, you can expect high-level security for all your communications. Whether you’re a healthcare business wanting to ensure HIPAA compliance or any other small business looking for secure VoIP software; you can rely on a VoIP service provider for the same. 

Continuous customer support 

If you face any issue pertaining to call quality or transfer or extension with your physical phone, there’s no way you can get any support for the same. However, with a VoIP phone system for small businesses, you can expect round-the-clock support, thereby ensuring no interruptions whatsoever. 

Great value for money 

As a small business, you need not pay for all that hardware for calling customers; because a VoIP service doesn’t need any! You can just sign up for a VoIP service provider and only pay for features that you wish to use. There you go! You end up saving a lot of money as soon as you decide to use a VoIP service to communicate with your customers. 

Unified interface for all communications

With a VoIP software like Emitrr, you can manage your phone system, your users, calls, and even analytics on one single platform. Moreover, you can integrate your phone with all the business apps you use, which will further streamline operations.  

VoIP Phone System For Small Business vs Traditional Landlines 

You must be thinking what’s so special about VoIP systems that landline phones don’t entail? Well, there are a lot of elements that make VoIP systems a better and smarter choice for all small businesses. Here are some key differences between VoIP phone systems and landline phones: 

How To Identify If A VoIP System Is For Small Businesses Or Just Another VoIP Platform?

With so many VoIP systems out there, how do you choose the one that fits your business needs? As a small business, you would have some specific requirements, right? Even if you don’t know what your ideal VoIP system should look like, don’t worry! Here are some things that will help you identify whether a VoIP system is just a regular one or is tailored to the needs of small businesses like yours.  

Seamless integration with small business softwares

You must pick a VoIP phone system for small businesses that integrates seamlessly with your existing softwares to streamline your workflows. For instance, if you’re a small dental practice, and are already using an EMR like AthenaHealth, your VoIP system should integrate with the same to support features like Call Pop, which will reduce the Average Handle Time (AHT) and After Call Work. 

Additionally, your VoIP phone system should be smart enough to look into your existing software and route calls based on new or existing customers. Also, integrating your existing software with a VoIP system helps you track your metrics more efficiently. For example, if you receive 100 calls every day on your landline, you wouldn’t know which of those got converted and added to your software. However, through integration, every customer you convert will get added to your EMR/CRM, and will also reflect the source of the same. 

Allows you to start with a few users instead of requiring you to set up large teams  

The VoIP platform you choose should allow you to start with just a few users, instead of requiring you to set up a large team. Usually, large enterprises have huge teams and their requirements are different that that of small businesses, and there are a lot of VoIP providers that only cater to the needs of large companies. A VoIP phone system for small businesses allows them to start with a few users because they are aware of their team size and understand their requirements. 

Is month-to-month and does not lock you into yearly contracts upfront

Another main concern that most small businesses face is that they have to pay annual subscription fees and they get locked into yearly contracts upfront. Being bound by your VoIP provider into a yearly contract is the last thing you would want to experience. A VoIP phone system for small businesses helps businesses pay on a month-to-month basis, which means you can easily pay as you go! 

Is easy to use and does not require days/weeks of effort to get started

A VoIP phone system for small businesses is quite easy to set up. You need not wait for weeks to get started with VoIP services; it typically takes a day or two to get your VoIP services up and running, with you having full control over your account. With a VoIP system specifically designed for small businesses, you can customize it as per your changing business needs. 

Offers support that is human and available when needed

If you run into any issues with your physical phone, whether it is bad call quality, issues with call extensions or transfers; who would you contact to get it resolved? Customer support, right? If yes, how much time will it take for the issue to be resolved? You can never be certain. However, in the case of a VoIP phone system for small businesses, support is available 24*7! Whether you need technical support or consultation, the VoIP service provider will be available at all times.  

Offers additional capabilities to make your life easier

Your ideal VoIP provider will help you manage everything from a single platform, instead of juggling between multiple platforms. With features such as SMS, team messaging, assigning conversations, and more; you will be able to get more work done in less time. 

Make The Most Of Calling And Texting With Emitrr’s Advanced Capabilities 

If your small business needs assistance with respect to calling and texting, Emitrr is the one-stop solution that you need to rely on. Don’t worry, we just don’t make statements, but we also back those with solid proof. Emitrr is a rising star in the industry with its excellent capabilities, catering to small and local businesses like yours. This VoIP system for small businesses is just what you need to make your life simpler. 

Here are some things you can do with this VoIP system: 

Track all calls 

Check voicemails and convert those into text 

Here’s a quick video explaining how you can automatically convert voicemails into text using Emitrr:

Import contacts with a single click

Track your calling activity 

Track various calling metrics 

Make calls directly 

Manage calls queue groups 

Manage incoming calls 

Manage users and extensions 

Setup your own IVR Menu 

As a small business, you need a VoIP system that eases out operations for you and doesn’t also burn a hole in your pocket. Do you want to give Emitrr a try? Well, sign up for a free trial here! 

Frequently Asked Questions 

Conclusion 

With changing business dynamics and evolving technology, it is only wise that you adapt to your surroundings and choose what’s best for you. Did Emitrr’s offerings pique your interest? Well, then wait no longer and book a quick call here to see how this VoIP system fits your business needs!