VoIP Business Phones: A Business Owner Buyer Guide

New phone, better business

Reliable communication is necessary for every business. However, companies aren’t restricted to traditional phone lines. 

For startups and remote workplaces, a VoIP business phone presents an opportunity to get the benefits of professional phone services at a fraction of the cost. In this guide, we’ll explore the details owners should keep in mind when choosing a provider.

VoIP phones: the must-have features

When shopping for a VoIP provider, the first step is to consider the features your company needs the most. Thankfully, many platforms have extensive feature lists that go well beyond the basics. Be on the lookout for:

• An auto attendant and virtual receptionist that answers incoming calls and automatically directs individuals to the right line or extension.

• Video conferencing tools that support group meetings, presentations and adding or removing parties from active calls.

• SMS messaging that communicates with mobile devices within and outside the organization.

• Voice transcription software that analyzes the natural language in calls and voicemails, producing detailed log files for future reference.

• Advanced reporting capabilities that automatically collect metrics for phone usage, call durations and more to produce customizable reports that drill down to relevant insights.
  

For specifics on how VoIP supports growing businesses, read 7 Must-Have Features to Look for in an Internet Business Phone.

The right time for a VoIP business phone

While VoIP features are valuable, they may nonetheless not be the right fit for your business. Here are considerations to keep in mind before making the leap:

Cost-effectiveness

For startups on a shoestring budget, the biggest VoIP selling point is often cost. Users often report reduced phone bills after switching to VoIP,¹ which contributes to savings on everyday operations. What’s more, providers usually offer tiered service bundles priced to compete with traditional phone plans, making it easy to choose plans that meet your company’s precise needs.

Scalability

As companies expand, their phone service needs must scale with them. With traditional phone providers, that usually means booking appointments with a technician who can install new lines manually. A VoIP business phone handles these operations digitally, often only requiring a change in service plan to implement changes. That makes it easy for businesses to scale up or down as necessary.

Remote and hybrid offices

With approximately 12.7% of employees working remotely,²  more offices are turning to hybrid work models than ever before. VoIP providers are ideally suited for these environments since they remain accessible anywhere with an internet connection. Most VoIP platforms can also integrate with video conferencing software, remote management tools and other workplace systems, making it simple to work alongside clients, employees and business partners anywhere in the world.

Call volume

In terms of day-to-day operations, high call volumes are often the most important consideration for any phone system. VoIP technology includes call management tools to address high demand, including screening, automated routing, record logs and recording tools. Many also include support for calling queues to ensure your team keeps track of every customer.

Is VoIP right for your business? Get more helpful guidance in 7 Ways to Know If Your Company Needs VoIP Phones for Business.

Choosing between VoIP providers

Once you’ve decided to invest in a VoIP business phone, now comes the challenge of choosing between providers. These tips and guidelines will help narrow down your options:

Price

When cost-effectiveness is the primary goal, getting the most value from each purchase is vital. VoIP providers accommodate varied price points by offering monthly fees per user with each service tier. This approach lets owners choose from affordable and feature-rich packages that scale as the organization grows.

User reviews

User reviews are always a helpful benchmark when determining the best VoIP business phone for your company. Wherever possible, look for reviews from representatives at companies similar in size to the one you manage.

Pay special attention to reports describing the product’s ease of use. A straightforward setup process, streamlined training and intuitive interfaces are all good signs that employees can get started with the platform immediately.

Integrations and compatibility

VoIP technology isn’t just a standalone communication service—it can interface with other digital tools to streamline workflows and enhance team efficiency. Focus on platforms that can connect to your calendars, CRM tools, email systems and other tech.

Some VoIP providers also offer mobile apps and web-based interfaces that can be particularly useful for remote employees. Software with Bluetooth, desk phone and headset support opens up accessibility options to help employees work comfortably and efficiently.

Security

Cybercrime is one of the biggest challenges facing businesses in the 21st century, and small businesses tend to be the most vulnerable. VoIP providers can help by offering enhanced security tools that protect sensitive or legally protected communications. Be on the lookout for end-to-end encryption, Transport Layer Security (TLS), Secure Real-Time Transport Protocol (SRTP) and other reliable defenses.

Customer service

Products with robust customer support are always a good investment. Give top priority to providers with 24/7 customer support available across multiple touchpoints, including phone, email and web chat.

For an in-depth checklist, take a look at 7 Factors to Consider When Selecting a Business VoIP Phone Provider.

Make the right call for your business

Communication is vital for any successful company. So is the ability to implement a robust business plan. That’s where Walmart Business+ can help.

When you sign up for a paid Walmart Business+ membership, you’ll enjoy exclusive rewards while saving over $500 per year.³ You can also get more value with each purchase by earning 2% in Walmart Business Rewards on orders of $250 or more⁴ while analyzing patterns with Spend Analytics to budget for the future.

Sign up for Walmart Business+ today!

¹“48 Significant VoIP Software Statistics: 2024 Market Share Analysis & Data,” Finances Online

²“Remote Work Statistics and Trends in 2024,” Forbes

³Savings based on 1 free $35+ delivery order vs. $9.95 fee and 1 free shipping order under $35 vs. $6.99 fee biweekly, plus 2% Walmart Business rewards on monthly order >$250 (average value of $400).

⁴Exclusions apply. See full terms for details.