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VoIP Phone System for Businesses


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A video about what is VoIP phone system

What is a VoIP Phone System?

To meet the demands of modern businesses, it’s crucial to have a reliable and advanced communication system. If you’re unsure where to begin, consider implementing a Voice over Internet Protocol (VoIP) phone system, also known as IP Telephony.

VoIP enables voice communication over the internet instead of traditional phone lines. It operates by transmitting digital voice data packets over an IP network like the internet or a local area network (LAN).

So, how does VoIP work? This internet-based system converts voice calls into digital data and transmits them via the network. Compared to conventional telephone systems, VoIP offers cost-effectiveness, efficiency, and a range of features such as call routing, voicemail, call forwarding, conference calling, and integration with 3-party applications.

VoIP solutions can be deployed in various ways, including on-premises setups, hosted/cloud-based services, or hybrid configurations. These options provide flexibility, scalability, and cost savings, making VoIP systems highly popular for businesses of all sizes.

It's Time to Take a Leap to VOIP

In the long run, IP telephony surpasses traditional analog ones in terms of functionality, flexibility, cost, and reliability. That's why businesses today are switching from landline phones to Internet-based phone system. If you're considering upgrading to VoIP or still doubt about the differences between a traditional phone system and VoIP, take a look at this straightforward table:

Aspect

Transmission Method

Infrastructure

Cost

Features and Flexibility

Scalability

Analog Phone System

VS

VoIP Phone System

Analog electrical signals

Digital data packets over IP

Dedicated copper lines

Existing internet infrastructure

Higher installation costs

Lower long-distance charges

Basic features

Advanced features and mobility

Requires physical lines

Easily scalable without changes

How to Choose between Analog and VoIP Solutions

Indeed, VoIP is more aligned with the needs of modern enterprises in many aspects.

However, VoIP phone system doesn’t fit every company. Like any investment in a business, you must consider factors such as budget, implementation feasibility, and operational considerations.

Current System

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Network Stability

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Cost Considerations

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Functionality Package

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Compatibility

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Remote Teamwork

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How to choose between voip phone system and analog phone system

When to Consider Switching to a VoIP Phone System

Your business is expanding rapidly and requires the ability to easily add or remove lines.

You have long-distance or international calling needs and want to save on telecommunication expenses.

You have multiple office locations and need VoIP functionality to support hybrid working.

Your current infrastructure is outdated and maintenance costs are high.

You need to stay connected anywhere, at any time.

You require a powerful call center to improve response speed and enhance customer satisfaction.

You need to ensure disaster recovery and business continuity.

Choose Yeastar VoIP Phone System Because It's...

Easy to use

User-friendly interface and intuitive design make it easy to navigate and utilize without any technical complexity.

Flexible

On-premises or cloud-based deployment, Yeastar VoIP phone system offers options to suit all business needs.

Secure

Provide enterprise-level encryption and security mechanisms to ensure privacy and VoIP phone system security.

Reliable

Yeastar offers duel-server high availability setup with automatic failover to ensure little-to-no VoIP phone system downtime.

What You Can Expect from Yeastar VoIP Phone System

Integration with Legacy PBX

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Yeastar VoIP phone system supports seamless integration with legacy PBX systems, allowing you to preserve the existing investment while moving to VoIP. With all-phone-line support ( PSTN, SIP, GSM, etc.), VoIP gateways and more, you can take a phased transition between 2 types of phone systems.

True Unified Communications

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A unified system for voice, video, meeting, and team messaging.

Android and iOS apps, Web/Windows/Mac UC Clients.

Plug-and-play SIP phones/headsets with high quality.

In-built call center solution and a web-based operator panel.

Easily manage WhatsApp and SMS messages in one omnichannel contact center.

Rich Ready Integrations

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Yeastar VoIP phone system integrates with 3rd-party systems such as SIP endpoints,popular CRM platforms, Microsoft Teams, and more collaboration tools. All data are automatically synced, you don’t need to switch between platforms. Just take advantage of an open ecosystem to drive productivity and customer experience. Learn More

3 Editions, Flexible Deployment

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Available in the Appliance, Cloud, and Software Edition, the Yeastar VoIP phone system provides flexible deployment options and is highly scalable and adaptable to businesses of any size.

120+

Countries

450,000

Happy Customers

250,000

PBX Installed

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See Yeastar VolP Phone System in Action?

Access all the features in no time with 30-day free trial of Yeastar P-Series IP Phone System.

4 Tips for Painless VoIP Migration

Tip #1: Develop a Migration Plan Ahead

It’s important to develop a comprehensive plan that outlines how quickly you want to make the switch and what approach you prefer.

You can choose between a complete replacement using an All-IP approach or a phased transition where both the traditional phone service and VoIP work together.

Additionally, consider factors such as your budget, company size, and specific operational needs to decide whether to deploy the VoIP phone system on-premises or in the cloud. And ensure you have enough phone lines and handsets to support all employees on the new system.

Tip #2: Make Sure Your Network is Ready for VoIP

It is a no-brainer that IP telephony heavily relies on network.

So confirm that your network has the necessary stability and sufficient bandwidth to support VoIP effectively. Maintaining a stable network is vital for preserving high-quality VoIP calls. Factors such as latency, packet loss, and jitter can significantly affect call quality.

To guarantee a seamless VoIP experience, conduct thorough network assessments and make any required upgrades or optimizations based on the results.

Tip #3: Get the Right Phone Equipment for Your Business

VoIP technology offers a wide range of options for phone equipment and features. From call waiting to call forwarding and voicemail, these features can greatly benefit productivity.

However, it’s important to have compatible phones that can support these capabilities. To ensure a smooth VoIP experience, consult your VoIP service provider for a list of phones and peripheral devices that are compatible and user-friendly. Select phones that offer both compatibility and ease of use to make the most out of your VoIP system.

Tip #4: Maintain an Emergency Phone Plan to Avoid VoIP Issues

Since VoIP relies on internet connectivity, unplanned internet interruptions can potentially impact voice services, making it difficult for employees to effectively communicate with customers, suppliers, partners, and their teams.

Having an emergency phone plan in place or providing alternative network services can be helpful. Consider implementing redundant internet connections or having backup communication methods available to minimize internet disruptions and ensure business continuity during unexpected outages.

Common FAQs About VoIP Phone System

How does VoIP phone system work?

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A VoIP (Voice over Internet Protocol) phone system works by converting analog voice signals into digital data packets and transmitting them over IP networks.

When you speak into a VoIP phone or device, your voice is captured and converted into digital data using a codec. This data is divided into packets, sent over the IP network, and then reassembled and converted back into analog signals at the recipient’s VoIP phone or device, allowing them to hear the communication.

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Can I keep my existing number with VoIP?

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The short answer is yes, you can bring your existing number over with you to Yeastar VoIP phone system. This process is known as number porting or number transfer, and it is super easy to complete. For specific instructions and assistance with the number porting, please contact us.

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Is VoIP suitable for small business?

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IP telephony is especially fit small and medium-sized businesses. This is because top VoIP companies typically charge per user, per month instead of based on total minutes used. This, along with not having to buy expensive equipment or hire dedicated IT staff, saves you money.

Plus, monthly plans with predictable costs make budgeting easier. You get all the communication tools you need for customers and teams in one service without surprise charges on your bill.

How much does VoIP phone service may cost?

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  • Upfront Costs: Yeastar business phone systems seamlessly integrate with existing legacy PBX systems, allowing businesses to preserve their previous investments while moving to VoIP. This integration optimizes outgoing call routes, resulting in minimized fees and significant reductions in long-distance charges.
  • Subscription Costs: Yeastar offers 3 different plans, each with a range of telephony features and add-on UC services. Download the datasheet to learn more. 
  • Operational Costs: The actual expenses may vary depending on your business model and the features included in the plan. If you decide to manage your own VoIP phone system, be sure to account for monthly electricity costs and any fees related to system maintenance.
  • Upgrade Costs: With Yeastar phone systems, you’ll enjoy greater flexibility to add new users, expand system capacity, and adapt to changing communication needs. This means that as your business grows or requirements evolve, you can upgrade your system without incurring significant additional costs.

In summary, the cost of VoIP phone service encompasses various factors. To obtain specific pricing details and identify the most suitable solution for your business, it is recommended to consult with Yeastar.

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How many types of phone systems are there?

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  • Analog Phone System: The traditional analog phone system is typically found within an office setting. It utilizes physical phone lines to handle phone calls and even fax transmissions.
  • IP Phone System (or IP PBX Phone System): Rather than using traditional phone lines, IP PBX uses the Internet protocol. It provides more additional VoIP features and may be a more cost-effective option.
  • Cloud-based Phone System: The Cloud phone system is hosted in the cloud, eliminating the need for ecomplex infrastructure setup and maintenance. It is a full-featured system for business communications.
  • Mobile Phone System: Mobile phone systems rely on cellular networks to transmit voice calls. They provide mobility and convenience, allowing users to make and receive calls from anywhere with network coverage.

It’s worth noting that these are just some examples, and advancements in technology continue to expand the options and capabilities of phone systems. The choice of phone system depends on specific needs, budget, and infrastructure requirements of an individual or organization.

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Are VoIP phone systems reliable?

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Yes, VoIP phone systems can be reliable when implemented and maintained properly. However, reliability can vary depending on various factors such as the quality of your internet connection, network infrastructure, and the service provider you choose.

To ensure reliability:

  • Internet Connection: A stable and high-speed internet connection is crucial for reliable VoIP service. It’s important to have sufficient bandwidth to handle your call volume and minimize latency or packet loss.
  • Network Infrastructure: A well-configured and properly maintained network infrastructure is essential for ensuring reliable VoIP communication. This includes routers, switches, firewalls, and other network components that support VoIP traffic.
  • Service Provider: Choosing a reputable VoIP service provider with a strong track record in delivering reliable service is crucial. Look for providers that offer robust infrastructure, redundant systems, and good customer support.
  • Quality of Service (QoS): Implementing Quality of Service protocols on your network can prioritize and ensure consistent, high-quality voice traffic over other types of data traffic, enhancing reliability.
  • Redundancy and Backup: Having backup power supplies, redundant internet connections, and alternative communication methods available can help maintain service continuity during outages or disruptions.

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What should I consider when choosing a VoIP provider?

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  • Do you want to keep existing equipment? Does it support your needs?
    If you are using the traditional PBX and with a limited budget for a complete replacement of the existing equipment, make sure you select a VoIP solution that allows you to take a phased transition. Whether the new VoIP phone system is compatible with your traditional phone system, how to connect them together, how to ensure that the upgrade does not affect business continuity, etc. It’s also important to verify that the VoIP service providers you are considering will support that equipment. This is a stage where direct communication with the VoIP provider is key.
  • What kind of UC capabilities does this VoIP phone system offer?
    IP phone system offers more than just audio calls, so consider the unified communications (UC) features available. UC consolidates various communication channels into one access point. Look for UC features such as unified messaging, instant messaging, presence indicators, corporate directories, video conferencing, and team collaboration tools.
  • Is the IP phone system possible to integrate into other platforms and tools?
    As businesses rely on multiple platforms and tools, the ability of a IP phone system to integrate seamlessly becomes crucial. Look for a VoIP service provider that offers integration with other business-enhancing tools. This integration enables improved efficiency, communication, collaboration, and workflow streamlining.

By considering these factors, you can better evaluate VoIP options and find a solution that meets your specific needs, supports your existing equipment, provides comprehensive unified communications capabilities, and integrates with other essential platforms and tools.

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We’ve experienced the state-of-the-art call center features that other VoIP phone system can’t offer. Yeastar P-Series has never stopped to impress us.

Oscarlis Lacouture

Project Manager at SOLUTEC SAS