Easily Grow Your Business

A virtual phone system is a communication solution that lets you make and take phone calls over the internet. You might also hear it referred to as an internet phone system.
Virtual phone systems don’t require any hardware or physical phone lines—users can make and receive calls via any internet-connected device, from anywhere. That’s what makes them “virtual”. All you need is a network connection and cloud-based software, which is provided by your vendor.

These cloud-based phone systems are built on VoIP (Voice over Internet Protocol) technology. When you make a call with VoIP, it converts your analog voice signals into digital “packets” for transmission. At the other end of the “line”, the packets are turned back into analog signals so that the recipient can understand you.

As long as you have a reliable internet connection, you can access a virtual phone system from a smartphone or tablet, a laptop or desktop computer, or a specially-configured IP desk phone.

Even better, you can still have just one business number for all those devices. And you can forward and transfer calls between them.

There are multiple advantages to using a virtual phone for small business. For one thing, calls made over the internet are typically cheaper than those made via traditional carriers. And the whole system is more affordable than a landline, because it eliminates costly hardware such as wiring and physical switch boxes.
Your vendor handles all maintenance and upgrades, while you pay a subscription to lease the software. It’s super-easy to add more users as you grow, and because those users can work from anywhere, you’re not limited by the size of your office. In fact, you could go fully remote and save even more money on physical premises.
If you need more convincing in the VoIP vs landline debate, virtual phone systems also come with advanced call management features to help you streamline workflows and improve customer service. The best systems, like CloudTalk, include AI and automation to boost efficiency, plus native integrations with your favorite apps.

Do you know what to look for in a virtual phone system for your small business? The features you want will depend on your individual needs, but there are some must-haves. 
Call forwarding and transfer are vital, and call recording and automatic transcription are equally essential. You’ll also need smart routing options and a multi-level IVR menu to ensure incoming calls go to the right agent for the job. This also reduces wait times for customers and boosts first-call resolution rates.
Smart dialers and voicemail drop save time for outbound call centers, while the ability to send SMS and WhatsApp messages gives you an extra communication option. The system should also let you design automated workflows and view real-time analytics to optimize performance.
Other elements to look out for when you’re choosing a small business phone system include plenty of integrations, high security and reliability, and robust customer support.
The system needs to be user-friendly so that your teams can get up to speed quickly, and flexible so that you can customize the settings to fit your requirements.

There’s a lot for small businesses to consider before switching to a virtual phone system. 
The first questions you need to ask yourself are about cost. How much are you currently paying to maintain your legacy system, and is it hampering productivity? Weigh that up against the cost of a software subscription and the potential savings from automation.
If your business is growing, or you want to expand in the future, a virtual phone system gives you scalability—you’ll be able to add as many users as you like. With more and more workers expecting remote and hybrid models, cloud-based systems will help to attract and retain talent.
You’ll have the flexibility of using multiple devices from anywhere, but with a single business number. This looks more professional than giving out personal phone numbers (not to mention being more secure). Plus, virtual phone systems let you display a number that’s local to your target audience (even if they’re overseas), improving your pick-up rates.
VoIP systems give you access to a raft of features and integrations in one package, which saves money and means users don’t have to toggle between multiple apps. 
One more thing on the importance of virtual phone systems in your business—they’re designed to be easy to use, so you won’t spend ages on setup and training.

Yes! You can bring your business number (or several numbers) across to your new provider in a process known as “porting”. You won’t have the hassle of giving out a new number to customers or amending existing marketing material and signage.
CloudTalk helps you to port your existing number in as little as three weeks. You can port local, national, mobile, and toll-free numbers from 50 countries, just by making a request and providing basic information such as your old provider’s details.

The cost will vary depending on the provider, the size of your organization, and the features you need. Most vendors offer a range of pricing plans for different budgets. For example, CloudTalk plans start at $25 per user, per month.
The main thing to remember is that cloud-based phone systems are cheaper than landlines, in terms of setup, maintenance, and calling costs. They also offer a better return on investment (ROI) in the long term, because you’ll be saving money through efficiency and increasing revenue through customer satisfaction.
So, what is the best virtual phone system for small business? It’s one that gives you the features and flexibility you need at a price that suits you.