In the world of VoIP phone systems, you'll typically pay around $25 per seat per month. However, prices can vary, from $10 to $40, depending on the features you need.
These features are typically included for about $25 per seat:
- Auto operator: A digital receptionist that automatically greets callers and directs them to the right department, team or individual.
- Business Text Messages: Streamlined text-based communication between you and your customers.
- Call Forwarding: Automatically send incoming calls to different phone numbers or extensions based on criteria you choose, such as time of day or caller ID.
- Call recording: Record all incoming and outgoing calls for quality control or compliance purposes. You can then review and analyze them later.
- Call Analysis: Real-time data and key performance indicators based on system usage.
- Call Queue: Manage high call volumes by placing incoming calls in a queue until an agent is available.
- Voicemail: Store voice messages when you are not available to take a call.
- Call Routing: Distribute incoming calls to specific people or departments based on predetermined rules, ensuring that callers reach their intended target the first time.
- Caller ID: Displays the phone number and, when available, the name of the caller, providing context before you answer.
Looking for a plan under $25? Prices can drop to $10 per seat, which is affordable with the cheapest VoIP phone provider, but you'll lose some features and may be limited in monthly minutes.
If you need premium features and a more robust system, mid-tier plans typically start at around $40 per seat. The enhanced functionality may justify the higher investment if you run a busy call center or a large enterprise.
VoIP Phone System Overview
A VoIP phone system is similar to a traditional telephone service, but it works over the Internet. Your voice is converted into data packets and sent to the recipient, offering a more flexible and cost-effective way to communicate.
What do you need to get started with VoIP?
Some basic equipment and infrastructure are needed to start using VoIP for business communications.
You will need to:
- A reliable Internet connection with adequate speed.
- A subscription to a VoIP service.
- Devices for making and receiving calls.
Are specialized phones necessary for VoIP calls?
IP phones offer a seamless transition to VoIP communication, but they are not the only option. If your budget is a consideration, an analog telephone adapter (ATA) allows existing landline phones to work with a VoIP system.
Alternatively, softphone functionality on existing computers or mobile devices works well if you don't need or have access to traditional phones.
How to manage a VoIP system?
A web-based interface allows you to set up, manage, and troubleshoot your VoIP system without a specialist and effortlessly. While it is good to have a VoIP-savvy person on your team, it is not a requirement as many VoIP providers offer comprehensive support.
Is VoIP cheaper than a landline?
For businesses, the key aspects to consider when choosing between VoIP and traditional phone systems are cost-effectiveness, scalability, and features. VoIP often wins on all of these counts. It is usually cheaper, easier to adapt as the business changes, and comes packed with features that traditional systems lack or charge extra for.
By asking yourself key questions like “Will this system meet my current needs?” or “Is it flexible enough for the future?” you can make an informed decision.
VoIP Phone Systems for Small Businesses
The small business communications landscape is incredibly diverse, and VoIP phone systems are versatile enough to meet a variety of needs. You have plenty of options to set up a system that works well for your small team.
Small office
If all you need is a system that keeps team members reachable, with simple extensions and voicemail, VoIP is what you need, without the extra frills.
Retail store
Imagine a busy store where you want to make an announcement to customers or staff via an intercom. VoIP can integrate a PA system and some strategically placed IP phones to ensure your team is always available.
Service business
Need to add a local touch? VoIP can provide a region-specific number, increasing your presence in the community. It even allows for text message reminders, which is beneficial for both the service provider and the customer.
Virtual office
In a remote environment, everyone can stay connected via softphones. Sharing contacts takes just a click, and conference calls are as easy as pouring yourself a cup of coffee in the morning.
What could make VoIP phone systems more expensive?
A basic VoIP subscription typically includes the basic features I mentioned above for about $25 per seat per month. But what if you want a little more, like real-time analytics, unlimited storage for recordings, or multiple integration options?
These features often come as optional add-ons that may require an additional investment, but each is designed to enhance the communication experience. Some providers may bundle them into a premium package, while others offer them a la carte.
Let's dive into some of these premium features to better understand their value.
CRM Integration
Integrating your VoIP phone system and your customer relationship management (CRM) software is like having a perfect bridge between your communication channels and customer data. You can talk to your customer while reviewing their purchase history, previous interactions, and preferences at the same time.
Benefits:
- Improved Customer Experience: Having essential information at hand enables personalized and timely interactions with customers, which increases the level of customer satisfaction.
- Optimized productivity: With VoIP and CRM integration, there’s no need to switch between multiple applications. All essential functions and data are consolidated into one screen, improving workflow and reducing administrative tasks.
- Data accuracy: Real-time data synchronization reduces the possibility of human error.
Additional costs:
While CRM integration with VoIP offers many advantages, it is not always available on the most affordable VoIP plans. Additionally, setting up the integration may involve hiring a technology professional or purchasing additional third-party software.
Pre-built integrations:
VoIP systems with pre-built CRM integrations are a great way to simplify the setup process. These ready-to-use solutions require just a few clicks, reducing the need for specialists, third parties, or additional tools (like Zapier).
These pre-built integrations are often easy to use and efficient, but it's a good idea to check if they cover all the features you need. For more specific or complex features, you may need a customizable solution.
Additional Features of Premium VoIP Phone System
Advanced features tend to cost more, but are worth it if you actually use them, especially from a workflow and customer satisfaction perspective.
From intelligent call routing to in-depth analytics, these features provide added value that can significantly elevate the quality of your communications.
- Advanced Call Routing: Direct calling based on time of day, caller ID, and more. Overall, it makes the customer experience as seamless as possible.
- Multi-level automatic assistants: Think of them as intelligent digital receptionists. They greet callers and guide them through submenus to ensure they reach the department or person they are looking for.
- Unlimited call recording storage: Storing call recordings for an extended period or in large quantities typically costs more, but provides a great source of data for quality control and compliance.
- HD Video Conferencing: Brings a professional and human touch to digital communication.
- Dedicated support: Instead of calling the same toll-free number as everyone else, you'll get direct access to an assigned representative who can help you right away.
- Safety features: Encryption, secure account management, fraud protection, and other security essentials to ensure your communications, systems, and workflows are protected.
- Advanced Analytics and Reporting: These help you understand communication patterns and make data-driven decisions.
Each of these premium features comes with its own additional costs, often reflected in a higher monthly subscription fee or initial setup costs. But the value they provide by improving communication, enhancing customer service, and ensuring business operations run smoothly can outweigh the costs, making them a worthwhile investment for many businesses.
