The 5 Best VoIP Phone Providers

What is VoIP?

VoIP is a process of digitizing voice signals and then sending the digital voice data over an IP network. To accomplish this, the analog voice data is encoded, applying software called a codec. When it develops time to change the digital signal back to analog to understand it, another codec does the job. For a VoIP method to work, it needs routing calls between users or the outside world. In a cloud-based system, a virtual PBX does that job.

That means to you that the provider is running a massive PBX operation in a data center, someplace, and slicing off a little of it to devote to your organization in exchange for your money. You are essentially sharing a large PBX with that provider's other customers, but because these organizations use multi-tenant segmentation, your PBX will resemble dedicated to you.

This engine will perceive routing calls on your VoIP network. However, there's a need to route calls to the PSTN and other analog phones that might remain in use for many businesses, too. This may involve a PSTN gateway, or even a hybrid PBX, where there is at least a small phone switch located on-site.

Note that these days, a PBX looks precisely like the other servers in your information center, except with an attached system of handling local and analog phones.

If that all starts to sound more complicated than it's worth, remember that turning your PBX into a software solution means a significant opportunity for flexibility and integration that you cannot get any other way. After all, programmers can now manage your phone as an app.

Where that is taken us is to the fast-changing UCaaS paradigm. Here, like the ones we review as part of this review roundup, traditional VoIP providers provide extra software capabilities that are all implemented and managed from a single, unified console.

What is SIP?

The Session Initiation Protocol (SIP) is a protocol that is a text-based protocol similar to HTML. It is the most commonly used standard for establishing and controlling phone calls in most VoIP systems. You will run across references to SIP in almost anything you do with these kinds of phone systems, especially when selecting the handset hardware you want to use.

What makes SIP so popular is that it's deep and flexible, and purpose-built to engage in multimedia communications over TCP/IP networks. For VoIP calls, SIP can set up calls using several IP-related protocols, adding the Transmission Control Protocol (TCP), the Stream Control Transmission Protocol (SCTP), and the User Datagram Protocol (UDP), among others.

Despite all that capacity, SIP is simple compared l to other VoIP protocols primarily because it is text-based and built on a simple request/response model that similar in many ways to HTTP and SMTP. SIP networks regularly have a proxy server and a SIP gateway. The proxy server helps lighten the practical requirements of SIP endpoints.

It also works as both client and server, but it adds functionality around call routing and policy-based management. SIP gateways handle the routing, including connectivity requirements for connecting SIP calls to other networks. Typically, the VoIP vendors' advanced features we review here are primarily based on the proprietary management technology they develop into their proxy servers and gateways.

By offering VoIP solutions where these factors of a SIP solution are treated in the cloud, the providers reviewed here have more flexibility h in building advanced features since they have more authority over deployment and reliability.

Understanding VoIP Basics

While understanding the based VoIP and SIP is essential, setting one of these systems up will need some general network knowledge. You will need to meet the minimum upstream and downstream data throughput requirements for the most reliable quality. You'll also need to complete a minimum latency number, typically measured in milliseconds.

It's possible to test your network connection to see if it will support a VoIP service. Ring Central offers this service from their website; other vendors like to have their service engineers do it for you. While home VoIP systems are relatively straightforward to set up and use, a VoIP system for all but the smallest businesses can be quite tricky.

Besides, to have multiple users, business VoIP systems have complex feature sets necessary to conduct business in today's world. Again, a business VoIP implementation must consider the data network's existence, even though it won't share the same infrastructure in most cases.

Beginning Your Selection Process

Before you can start analyzing a phone system, you need to figure out what it will be used for and how much your business will be involved. You require looking at your existing phone system and deciding whether you will keep all of it and bolt some VoIP functionality on top, remember only part of it, or replace the whole thing.

A total replacement is not in the cards if only because some parts of your current phone system cannot be easily changed over to softphones or even desktop VoIP phones. For illustration, if you have a sober manufacturing environment with outside activities.

Your aged outdoor phones may be precisely what you need, such as a steel fabrication yard or a landscaping company. It would be best to decide what features of the existing phone system are required and what parts of a future phone system you feel are essential to carry into the future.

When you are considering a new VoIP phone arrangement for your business, it's important to include stakeholders from all of your business's critical parts in the planning and decision-making process. Yes, this mainly consists of the IT staff and the data security communities since your voice communications will now be data.

But it also requires folks who will be using the method to get work done, especially the work that inspires revenue and engages customers. These people should provide invaluable insights into what's needed versus what's merely cool and new.

Plus, you will need their input to select a phone system that will move your business forward and fit into your IT environment. A critical part of your IT staff's discussion will be whether your existing data network can handle the more load placed on it by the new phone system.

You'll need a structure that can take more advanced network management capabilities, including tools to fight jitter and latency, provide Quality of Service (QoS), and different types of network segmentation, especially virtual LANs (VLANs). Only tools like these can assist free up your network from too much congestion, which can cause your call quality to reduce or even crash the VoIP system entirely.

You will also need to scheme for providing Ethernet drops to any new desktop phones on the physical side. You will be placed on user desks or even adding capacity to your WiFi network should you decide to use wireless calling. For many organizations, a separate system often winds up being the preferred solution.

If that is what appears in your case, you will need a separate VoIP gateway. You will also need security that understands voice protocols, and you will need to have switches and routers that understand VoIP, too. By the time you have covered all those bases, a separate network is often the more practical solution than attempting to connect and integrate that much new equipment into a current LAN.

Your IT staff will understand c the basics of what requires to be done before a VoIP system can be selected and installed. That'll include capacity testing on your current tubes and a thorough audit of your company's d network management capabilities to ensure they can support and secure the new flow of VoIP data.

Upgrading to Business-Class VoIP

The services and products in this review roundup are focused on business use and, because of this, either present some PBX features or serve as full-on virtual PBXes. This may indicate, among other things, that they give service to telephone sets on your employees' desks.

Most also recommend electronic faxing in some fashion, either directly (which can be a significant challenge for some VoIP services) or by merely integrating incoming fax with your email system. Other popular characteristics are video conferencing and shared conference software.

Some form of call center capacity is often available, though many times either as a separate b product version or merely a higher pricing tier, so be careful before assuming you will be getting those features. These capabilities are meant to promote large sales or service desk staff and their need to route and method a relatively large number of incoming customer or user calls.

That means thorny menu trees, an auto-attendant for routing, and service queues. You will probably find you need interactive voice response (IVR) capabilities, and that might be backed up by support for a real operator or some other kind of human intervention.

And on the higher end of this space, hosted PBX providers, such as Ring Central Office, will generally offer on-premises handset hardware, like a desk or cordless VoIP phones that get sent to you pre-configured to serve with their service.

That situation is for the relatively new network and business conditions, however. Organizations with legacy equipment or unique business requirements may need a hybrid PBX, in which a portion of the voice network persists in the analog world while the rest is transformed to cloud-based VoIP.

This could happen if you keep an older building without the required Ethernet infrastructure to support VoIP or if you had custom software created a long time ago that is not compatible with newer phone technologies. For SMBs, the most commonly prominent features you should be considering include:

• Interactive capabilities

• Call recording

• Call queuing

• Advertising

• Extension assignments,

• Voicemail to email transcription

One of the most exciting and apparent differences between a cloud PBX provider and a standard telephone system is software. Your IT staff will gain a host of new software tools to assist monitor and manage the system. But what takes most business operators' eyes are two key capabilities that software provides: back-end integration and softphones.

The latter is precisely what the name implies, a phone that is rendered entirely in software, allowing any compatible machine to become a phone as long as it has an internet connection, a speaker, and a microphone—more on that below. Back-end integration with custom and third-party applications, like CRM systems, also opens a whole new world for your calling data.

It can now extend the phone system beyond just essential voice communication. But it also permits recording and analysis of call data to measure things like consumer satisfaction, understand your buying audience at a new level. And even manage customer requests and problems automatically without the consumer ever being aware they never spoke to a human.

The Right Connection

Most VoIP solutions will require stable and consistent internet connectivity at every location where wired phones are used. At the very least, your business smartphone system must have access to a business class internet link to the cloud. This should be a devoted link through a dedicated router if you expect your cellphone calls to sound as if they're coming from a business and not someone's home Skype connection.

But it is essential to know that you will also want a router that can create a virtual LAN (VLAN) and one that can encrypt voice traffic, and only your voice traffic and VoIP security from end to end all type of calls is now a business necessity. For larger systems, and security is critical for networks, the old internet connection is no longer adequate.

The Internet doesn't do the quality of service (QoS), and bandwidth can be unpredictable, and Network congestion can ruin a business call. Activities such as DNS hijacking can put your business at risk.

Meanwhile, we all love the Internet; it's not necessarily a safe place for your business voice communications. If you fall into this category, retain that while the Internet runs using the IP protocol and VoIP operates over the IP protocol, that does not mean that VoIP must run over the Internet.

You can get the same software advantages of VoIP by running your voice network over dedicated lines. Sure, it'll cost more, but it will also ensure crystal clear voice quality and the ability to complete much-improved data security.

Optimize Your Network

Also, to ensure your internet service can handle your VoIP traffic, you need to make sure your local area network (LAN) can take it. What makes network management intelligent with VoIP is that if you drop it onto your system, traffic will be processed like any other traffic.

That means your shared accounting app or those 20 gigabytes worth of files your assistant stored in the cloud. The problem is that VoIP traffic is much more sensitive to network potholes and bumps than most general office traffic.

That translates to communications breaking up or cutting out entirely, difficulty connecting over WiFi or dropped, and lost calls. If your business's small and your network is essentially contained in one or two cordless routers, then your configuration and measurement headaches might be reasonably short.

But for medium and more extensive systems, these tasks can be complicated and time-consuming, which translates into the added cost in terms of working hours. Fortunately, most of the providers examined here have engineering staff who will contact you as part of your setup process to assist your IT staffers test and optimize your network before deploying their solutions.

That's something we recommend, but there are steps you can exercise now to prep your LAN for VoIP and make the deployment method that much easier.

• Understand QoS

• Codecs

• Network Monitoring Tools

How can companies benefit from small business VoIP service?

Business VoIP systems are becoming the go-to information solution for smaller companies. Choosing the most desirable VoIP for small businesses can go a long way towards making your business more competitive in an economy where every company, big or small, needs every edge it can get.

RingCentral uses the latest cloud technology to present subscribers with a powerful phone solution that addresses your office communication needs and supports your competition. What accustomed to be an alternative to expensive on-premise cellphone systems is now the go-to communications suite of institutions of all sizes.

It doesn't matter if they are running a fledgling company with a handful of employees or an authorized corporate enterprise with its call center. The entrepreneurs are starting to recognize that Ring Central business phone service solutions are the better alternative for the modern workplace.

The advantages of VoIP for small businesses

But what performs this business cellphone system better than the tried and tested on-premise systems? What precisely made company owners abandon their traditional telephony solutions to support this new way of managing external and internal communications?

Here are a few reasons, to name a few:

i) Mobility

A small business VoIP system like Ring Central allows users to deliver even outside the office. Users can enjoy calling characteristics like advanced call forwarding to route calls to many numbers simultaneously, use virtual lengths from any PC downloading the free softphone. And take calls anywhere through downloading open calling applications for mobile phones and devices.

ii) Affordability

VoIP systems became attractive to small businesses because of the promise of low costs. It takes advantage of the Internet to reduce call costs significantly. Long-distance rates, inappropriate, are lower connected to traditional long-distance calls. Its PBX component is also entertained over the Internet, effectively reducing valuable hardware requirements like bulky servers or physical PBX boxes.

iii) Scalability

A sound IP phone system for business grows as an organization grows. Ring Central, for example, easily adjusts to any office communication needs. Are you adding more employees? Add virtual extensions—no need for cables and wiring. Necessitate opening a small office in another state. This remote business VoIP service may connect multiple offices under one phone; there is no need for a separate business VoIP provider in each area.

iv) Ease of use

With a traditional on-premise system, company owners, need dedicated human resources to manage and maintain. This is not a problem with VoIP phone service for business since it makes it so that communications can be controlled via an easy-to-use web interface accessible through any internet-enabled device like a tablet or a PC.

Once logged in, entrepreneurs now have a full company of the system, giving their existing cellphone features they never had before. Operating hours can even be installed based on whether or not the personnel is available to practice calls at any given time.

Also, to maximize the service's use, providers such as Ring Central offer physical plug-and-play VoIP phones for small businesses accessible for lease or sale. These phones are comparable to regular landlines, except they are designed for VoIP calls.

Mobility, affordability, scalability, and ease of use are some of the benefits one can get by subscribing to the most trustworthy small business VoIP solution from RingCentral.

What advantage will you get VoIP service?

There are several benefits you get from the VoIP service. In the following, we are describing shortly.

1. Collaboration & Video

Get audio or video HD conferencing with up to 200 shareholders. One workspace for protection sharing, messaging, task management, and more

2. Text messaging

Send texts from your WiFi approved mobile phone or desktop VoIP system. Get unlimited texting to and from your small business phone number.

3. Auto-attendant

Let Nextiva's auto-attendant background streamline your call routing. Besides, apply automatic call forwarding to your office phone.

4. Voicemail to email

Now it's easy to listen through voicemails from your email account. Listen to call recordings on your phone app, laptop, or desktop.

5. Call queuing

Route phone calls to the right customer support rep with Nextiva's phone solution. Instantly turn on call waiting, voicemail, and call forwarding for incoming calls.

Unlimited calling

Unlimited calling, music on hold, faxing, toll-free numbers, analytics, and more with your feature-rich cloud phone. On-premise PBX and landlines can't keep up!

The 5 Best VoIP service providers

1) Nextiva

Nextiva offers a wide range of excellent services. Including its VoIP phone services, the company gives sales and service CRM software. Some of the top g Nextiva features include:

• Nextiva desktop and mobile app

• Text messaging

• Auto-attendant

• Voicemail to email

• Unlimited calling

• Call queuing

While Nextiva is a viable option for small businesses, they also offer exceptional programs for enterprises and call centers. It is managed by big national h brands like Taco Bell, DirectBuy, Stanley Steamer, and Ashley HomeStore.

The drawings from Nextiva can be segmented into two main categories: small business and enterprise. Like most of the VoIP phone services, the rates vary based on the number of users you have and your contract's length. Nextiva has month-to-month and annual rates.

Overall, Nextiva is accessible to use and provides high-quality customer service. From small businesses to enterprises, Nextiva is a top favorite consideration. Try Nextiva for free and see if it is the best opportunity for your business today.

2) RingCentral

RingCentral is the best overall VoIP cellphone system. Hands down. Their features and services offer any business that you need for your VoIP needs. The best part: No new hardware. You can easily use your existing cellphone number and phones to get started to do calls over the Internet.

You can also obtain your business line from anywhere. You can use a cellphone service from any device. It is probably the fastest and most comfortable way to get a business phone number on your current phone. Set up your RingCentral account and install the app:

In addition to traditional calls, RingCentral provides a wide range of business phone needs. You can have entrance to messaging and video conferencing as well. RingCentral also ranked first on our schedule of the best video conferencing services.

Whether you are looking for an all-in-one cabling solution, or VoIP phones only, RingCentral has you covered. Pricing for a cellphone plan starts at $29.99 monthly per user. But that's for a month-to-month contract. You may save 33% with the annual rate.

If you have 20 or more users, you will need to upgrade to an all-in-one plan, which begins at $24.99 per month per user with an annual contract.

3) Ooma

Ooma VoIP is best for smaller businesses and startups. They offer you the option of keeping your existing number or getting a new one. The best part: the set up is lightning fast. You can arrange everything up in less than 15 minutes. Some of the top small business articles of Ooma VoIP include:

• Free mobile app

• Call recording

• Multi ring

• Company directory

• Virtual receptionist

• SMS messaging

• Spam call blocking

• Custom extensions

Ooma supplies you with a great rate with no long-term contract. There're two primary business phone plans offered by this provider:

• Ooma Office Pro — starting at $24.95 monthly per user

• Ooma Office — starting at $19.95 monthly per user

The Office Pro plan is worth more than $5. This plan comes with the most excellent features, like call recording, call blocking, and voicemail transcription. For small businesses searching for an all-in-one solution, you can use Ooma to build your system from scratch.

This will include hardware, separate conference telephones, and a physical fax machine if needed. If you have a small company with five or ten employees, Ooma VoIP is a top choice for you to consider.

4) Phone.com

Phone.com offers a budget-friendly VoIP phone service. They have some of the most maximum cost-effective VoIP phone plans on the market today. There're cheaper plans offered away, but none that I would recommend.

Phone.com is the one I would point to if your budget is tight, but you still want excellent service. Here is a brief overview of the pay-per-minute plans and pricing. All rates are for annual contracts.

Base — $9.99 per month

• 300 minutes per month

• Unlimited user extensions

• 1 local or toll-free number

• 2,000 SMS messages

• 40+ standard features

Plus — $14.99 per month

• 500 minutes per month

• Unlimited user extensions

• 2 local or toll-free numbers

• 3,000 SMS messages

• Automated voicemail to text

• Premium hold music

Base — $29.99 per month

• 1,000 monthly minutes

• Unlimited user extensions

• 3 local or toll-free numbers

• Unlimited SMS messages

• 300 call recording minutes

• Call analytics

• HD video conferencing

While the plans are affordable, they are limited. If you're going to exceed those per month minute restrictions, you can consider moving to a Phone.com unlimited plan.

The complete program starts at $24.99, $32.99, and $49.99 monthly, respectively. They are nearly identical to the programs listed above, except you'll get unlimited monthly minutes.

5) Grasshopper

For those of you who require d a business VoIP system for calls on the go, Grasshopper will be a top choice to consider. Lots of VoIP cellphone services have a mobile app, but Grasshopper stands out from the crowd. You will be able to use Grasshopper with your existing phone; no additional devices are required, and the setup process is straightforward.

Just choose the app based on your business needs. Then select a number (toll-free, local, vanity, current number) and download the app. Then you can start texting and calling using your number right away.

Besides, you can try using Grasshopper for free with a 7-day trial. No credit card is required. Assuming you are happy with the service, here's an overview of the paid pricing and plans:

Grasshopper Solo

• $29 per month ($26 with annual contract)

• 1 number

• Three extensions

Grasshopper Partner

• $49 monthly ($44 with annual contract)

• 3 numbers

• 6 increases

Grasshopper Small Business

• $89 monthly ($80 with annual contract)

• Five numbers

• Unlimited extensions

Grasshopper Connect

• $39 monthly ($35 with annual contract)

• 1 number

• Text, email, and phone integration

As you can recognize, the Grasshopper plans are perfect for startups, smaller organizations, and solo entrepreneurs. The fact that you can create and use your VoIP phone service without any additional hardware is a huge bonus.