Tag Archives: Business Phone System VOIP

The Four Most Essential Integrations Your Business Phone System Should Have

Hosted business phone systems are popular for a plethora of reasons, but one of the best things about them is their ability to integrate with other software/solutions your company may use. If you adopt a VoIP system that permits you to manage numerous business functions through a single, unified system, you can have better customer service and reduced operating costs. I have listed the four most essential integrations your business phone system should have.

Cloud Backup Features

Cloud business phone systems are great, but some businesses worry about what will happen if their VoIP provider doesn’t take the proper steps to ensure that customer contact information and calls records are kept safe. Cloud backup features can minimize the risk of losing important data and automatically copy your VoIP information. Regardless of what happens to the provider, your information will remain intact.

CRM Software

Customer Relationship Management, or CRM, software compiles customer data, organizes it, and uses it to manage sales and find new opportunities for growth. When you combine your business phone system and your CRM software into one integrated interface, customer service reps can have relevant data at their fingertips during calls. By keeping records and details about all customer service calls, you can serve your clients more efficiently. This will strengthen your relationship with them and increase the likelihood of them becoming repeat customers.

Accounting/Bookkeeping Software

Reliable accounting software is a must for any business. When you integrate your account software with VoIP, your accountants can monitor transactions from their phone or laptop. This allows them to quickly identify errors or irregularities . Marrying your accounting software with your VoIP also allows you to send reminder calls to clients who are late in their bills.

Microsoft Outlook & Email Clients

The best thing about integrating Microsoft Outlook with your VoIP is that that you can make calls and manage emails in tandem. Companies that opt to use Outlook usually store the bulk of their contacts there—including phone information. When you integrate the two, rather than look up phone numbers in Outlook before you want to make a call, your Outlook information is automatically available in your phone network. The other nice feature is that you can receive messages as audio files in Outlook, which means that you can check your phone messages without having to leave your computer.

The Pros and Cons of Desk Phones and Softphones

The primary types of VoIP business phones are desk phones and softphones. As you’re probably aware, desk phones are the physical phones that sit next to your computer at work. Sometimes they appear akin to and analog phone, but instead of being a landline, they are actually connected to the IP network.

Softphones, while also a type of VoIP business phone, are entirely different. They are apps that are installed on your PC or laptop. They have dialing pads not unlike a cell phone. Softphones can also have applications for your mobile devices.

Trying to find which one is the best fit for your company can be tricky. Below, is a quick guide to the pros and cons of desk phones and softphones, so that your company doesn’t spend money on a phone that doesn’t work for your business.

Desk Phones

Desk phones have been entirely redeveloped since the creation of VoIP. What you might imagine when you think of a ‘traditional desk phone’ is not relevant to a VoIP desk phone.

Advantages and Disadvantages

This may go without saying, but people are used to desk phones. Even if the VoIP desk phone is entirely different than that of a landline, people are still comfortable with them. The other great thing about desk phones is that they tend to have superior call quality. Unfortunately, desk phones are more costly than softphones. Furthermore, the cost of a desk phone can increase with the more features you add to them.


A softphone isn’t truly tangible; it is a software program on your PC or smartphone. It, via the Internet, allows users to make or receive calls over that Internet connection. Softphones generally offer a very friendly user experience.

Advantages and Disadvantages

Because tangible equipment isn’t involved, softphones are installed quickly and boast a budget friendly option to businesses. As long as a user has Internet connection, they can get or receive calls from anywhere. However, if your lose your Internet connection, or your equipment computer or smartphone crashes, you will be unable to use it. Also, if you aren’t a fan of headsets, you may not prefer using a smartphone on your computer, as you will need it to respond and listen to calls.

At the end of the day, you will have to decide which pros appeal most to you and which cons are deal breakers. As with all business phone systems, you have to determine what your company needs to fulfill its’ communication requirements.


Three advantages of VoIP

27723224_sThere are times when all of us feel as though we can’t get away from our cell phones–there’s even a National Day of Unplugging and a Screen Free Week! For better or worse, we have become a nation addicted to our devices, but the trick is to find the proper way to manage life and business. Here are some of the upsides to having mobility with your VoIP system.

You are no longer handcuffed to your desk

If you are an salesperson, VoIP is especially helpful. If you’re using a traditional phone system instead of something like VoIP, each morning can find you coming into the office and spending a  lot of time checking messages and calling people back. With a mobile app, you don’t have to be stuck at your desk; instead of customers calling your office line and finding a voicemail greeting, you can set it up to have the call come through to your cell when you are not at your desk. Not only does this save you time, but it’s better customer service.

Only one phone number

If you are a service company or a real estate office, your staff is usually out in the field. In this case, they have to use their cell phone. With a VoIP system, you only have to use one phone number, whether you are calling from your office phone or cell phone.



Most of today’s workers are attempting to manage their households as well as a business career. Employees may have doctor appointments or struggle to get into work by 8 A.M. due to family obligations. With mobility, employees now have a greater flexibility in handling their household while remaining connected to the office!

Why Traditional Landlines Are A Dying Breed

13953903_sIn recent years the demand for traditional landline phones has gradually dissipated. There are a plethora of reasons for this, but the biggest reason is that the way we communicate is changing. Written communication has exploded into the forefront, and emailing and texting is only becoming more popular, even when it comes to businesses communicating with clientele. VoIP business phone systems allow companies to marry voice calls and data in an exciting way, making them an intriguing option for many companies.

 Cost is another reason that landlines are dying. When a business wants to replace or upgrade their business phone system, VoIP is surprisingly more affordable–not to mention faster and boasting more features.

Many companies are still operating with traditional landlines, but don’t expect it to last much longer. Statistics indicate that there has been as much as a fifty-five percent decline in landlines during the last ten years. If this rate continues, landlines will be almost extinct at the end of 2025.

The Benefits of VoIP for a Multi-Site Office

One of the most important aspects of maintaining a viable business is consistency. If your clients are to remain loyal, then your business has to deliver a quality product and service during each and every customer interaction. This presents unique challenges for companies with multiple branches and sites. How are you to appear as one company with one image if you have hundreds of employees spread out at different sites? It can make delegating duties among branches nearly impossible. Hosted VoIP might be the solution for such businesses.13953903_s

Upfront Costs

Hosted VoIP systems do not require a lot of upfront costs for individual sites. With an analog business phone system, each site would need to purchase a separate system and coordinate amongst themselves. With a hosted system, your company would essentially be one site located in the cloud. You simply have to advise what the address is for each individual site and within days your business can have an operational system.


Once the system is programmed, setting up your hosted VoIP business phone system is as simple as plugging the phones into routers and switches. There is no need to deploy IT to each location which saves your business time and makes your initial deployment quicker. In addition, if any problems arise IT will not have to rush to each and every site to troubleshoot.

Ease of Changes

If your business is seasonal or on a high growth trajectory, VoIP is ideal. As your business grows or scales back, you can alter how many seats/phones you want with a pay per month plan. Many providers allow month to month contracts for your multi-site business phone system knowing that you will have to adjust; you can keep the phone handsets for each busy season, but the recurring pricing would change as needed.