If you are considering replacing your desk phone, Voice over Internet Protocol (VoIP) is one of your best alternatives. All you need is to be connected to the internet to make and receive calls using a business VoIP system.

VoIP is the fastest-growing business communication solution around and for good reason.

It replaces the traditional landline telephone with an advanced and feature-rich phone that establishes calls over the internet. It also enables users to talk to anyone using a mobile phone, laptop, or desk phone. A classic example is “softphones” that enable conferencing over smartphones and conference phones.

Making the Switch 

VoIP vs PBX…which is better for your business? Should you really be replacing your desk phones? Let’s begin with the basics.

PBX

Long before modern chat and collaboration apps came on the scene, all business communication used to happen through a phone system in offices warehoused in a telco room. These rooms were called a private branch exchange (PBX) which were essentially little telephone companies. These used a complex structure of copper wires to transmit signals from the caller to the receiver.

PBX was the pioneer in business-grade, analog phone systems. This traditional telephony system enabled people to have a personal extension to answer phone calls at their desks, check voicemails, put a call on hold, transfer calls, and more.

Over time, the humble PBX evolved into IP-PBX by incorporating VoIP technology.

The IP-PBX could now deliver a broader range of services and more satellite locations — home users, branch offices — by leveraging data and bandwidth of the internet to connect users and offices together.

VoIP

VoIP works by transmitting voice data over the internet and also your office network. A step-by-step breakdown of how a VoIP system works looks like this.

• First, it transforms all analog phone calls into digital signals.
• These digital signals are then converted into IP (Internet Protocol) packets.
• The system then converts these IP packets back into phone signals, which are then received by the phone of the receiver.

VoIP is basically a set of rules and protocols that connects a device (phones) with an IP-PBX, over the LAN (Local Area Network) or the Internet. It uses two different kinds of data packets.

• SIP (Session Initiation Protocol): The point where the call is initiated.
• RTP (Real-Time Transport Protocol): These are small data packets containing the audio files that phones use to make a sound.

Over time, “VoIP phone systems” evolved and added more functionality such as chats, messaging, voice calls, and video conferencing features in an attempt to provide more comprehensive business communication solutions.

They also eliminated the need for purchasing and maintaining an in-house PBX system. Today, VoIP technology-backed web phones have become the backbone of business phone systems that enables businesses with some of the most advanced features in calling, making it an apt alternative to the traditional PBX.

Web Phone vs. Desk Phone

• Call Delivery: The main difference between a desk phone (traditional PBX) and a web phone (VoIP enabled) is in the way they connect people on calls.
  • Web phones deliver calls via the internet, whereas desk phones (traditional PBX) deliver calls via physically connected circuits and phone lines.
• Features: Traditional desk phones and web phones really have no comparison when it comes to features.
  • VoIP-enabled web phones are equipped with the latest technology and multiple options for communicating, for both internal and external business communication needs.
  • Desk phones have a pretty limited feature set.
• Flexibility and Integration: Web phones can easily be integrated with other important systems a business is using whereas a desk phone can’t exactly do the same.
  • Besides, web phones do not require in-house IT support and maintenance.
  • This also gives employees the flexibility to work and make/receive calls from anywhere which is not the case with desk phones.

Why Replace Desk Phones with Web Phones?

Integration with Business Apps

In today’s digitized environment, different business systems cannot work in isolation.

VoIP-enabled web phones enable you to integrate your phone system with software that your business is already using. This is not possible in the case of desk phones.

When switching to a web phone, take a demo to see how these integrations work. You may already be using a CRM, calendaring tool, or other software which you may want to integrate with your phone system.

• Most web phones have salesforce integration features that enable agents to take calls from the sales dashboard itself.
• To efficiently handle heavy call volumes and conference calls (internal and external), integrating your phone system with Google or Outlook calendar can make scheduling meetings a breeze.
  • These smartphone solutions have the ability to automatically update an agent’s status by syncing with their work calendar.
  • This way, other teammates know when a particular team member is available and when busy.

The Rise of the Remote Workforce

Do you as an organization follow a hybrid or remote work culture? Does a sizable percentage of your staff work remotely? It is high time you make a switch to web phones.

The web phone or VoIP technology has been designed to make calls from anywhere making it an ideal fit for your remote team. It enables remote workers to use an office phone number from their laptop or personal smartphones, as long as they have strong and stable bandwidth and internet connection.

Scalability

For a company with a limited budget for technology, no expansion plans, and no hybrid/remote work strategy sticking to desk phones may still work.

However, the hassle of maintaining the PBX system and an in-house IT support team will still be there. What’s more, the lack of ability of traditional systems to integrate with your other technology stack can lead to a significant loss of business.

For a company with plans to grow the team in the near future, using a web phone will likely make more sense.

Web phones provide you with the flexibility to easily scale up or down in terms of phone lines and users as and when you expand your team or downsize it. Contact centers and call centers especially stand to benefit from VoIP technology. These advanced feature-rich phones can give a serious boost in handling high call volumes, identifying, and analyzing patterns in customer calls.

‘Web Phones’ to Consider to Replace ‘Desk Phones’

It’s clear that web phones are clearly a win-win to address modern business communication needs. Now, choosing the one that best fits your requirements is the next step. The market is flooded with various options when it comes to web phones. We have put together our top picks for you to consider.

1. Tragofone

Tragofone is essentially a VoIP softphone app that can be installed on a mobile phone, laptop/desktop, or basically any device your employee is comfortable with. This particular web phone tops our list because of the host of features it offers. It makes it an ideal match for any business that works in the hybrid or remote mode.

• It features a versatile dialer app that enables employees to use the business VoIP number on their personal devices.
• Backed by WebRTC technology it is fairly easy to use. Employees can open it in a web browser they are familiar with to make and receive calls.
• Tragofone is both iOS and Android friendly.
• The advanced feature set comprises call routing, call monitoring, call logging, chat/messaging, fax management, employee directory, and more.
• Other features such as auto-provisioning and white-labeling are an added bonus.

2. FireRTC

FireRTC is a free calling web phone that runs within a browser using  WebRTC technology. The technology eliminates the need to install or buy any add-ons.

FireRTC offers free calling to the PSTN in the U.S., Canada, and Puerto Rico. It also provides users with background information about the person or business they are speaking with.

With features like call recording, this is one of the best web phones available. The FireRTC app is available in the Chrome Webstore.

3. OnSIP Desktop App

The OnSIP Desktop App does not require any downloads or plug-ins. Likewise, it runs seamlessly on Windows and Mac operating systems on both Chrome and Firefox web browsers. Similarly, it also enables users to make voice or video calls at the click of a button. The desktop app is equipped to make calls to:

• PSTN;
• extension dial;
• SIP-to-SIP calls; and
• video calls with compatible devices.

The OnSIP desktop app has been designed keeping in mind the requirements of a call/contact center and is an ideal replacement for desk phones.

It enables both the sales and customer support teams to utilize calling and monitoring features. Additionally, it enables remote workers/mobile staff to log into the app and connect with the company’s phone system. The video call feature enables employees to better assist customers using visual cues.

4. Zoiper

The Zoiper web phone’s ability to integrate your website and web app make it a strong contender as one of the best in the category.

Zoiper web is compatible with all popular browsers like Internet Explorer, Firefox, Safari, Chrome, and Opera on the Windows operating system. Zoiper has the unique ability to discover the browser and install the appropriate plugin.

The web phone enables a user to do unlimited concurrent calls to an unlimited number of users. It boasts of features such as call hold and call transfer. Getting a  license for Zoiper may be a good idea if embedding a fully functional phone on your website or web app is your business requirement. This makes it easy for customers to reach you directly from your website or app.

5. FluentCloud Web Phone

The FluentCloud web phone is a Google Chrome add-on that is compatible with ChromeBook computers, laptops, and desktops.

This device enables users to make and receive calls, messages, chat, check voicemails, read online fax, and more all using a single interface.

FluentCloud web phone has a paid subscription plan which gives the users access to a cloud-based all-inclusive business phone system.

6. Twilio

Twilio web phone enables a user to use a web browser to make phone calls. However, like the other web phones listed here, Twilio’s browser phone is not an enterprise-grade solution and requires a user to install an add-on manually in a terminal window. Additionally, the phone has the capability to call PSTNs, extensions, and SIP endpoints.

Web phones clearly equip businesses with more features when compared to old-school desk phones. Likewise, their ability to work seamlessly across multiple devices and the capability to let employees work from anywhere is something surely to consider in today’s fast-changing remote work culture. The sky’s the limit with these new-age web phones.

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What is VoIP

voice over ip line is a technology which enables you to make phone calls over the internet as opposed to using traditional phone lines. Rather than having to worry about long distance charges and other hefty costs, many VoIP services enable you to make cheap phone calls for either pennies on the dollar, or a low flat rate. A few other helpful features provided by these voice services include voicemail, call waiting, call forwarding, a web based control panel, voicemail received as email, and much more.

One of the primary requirements for VoIP systems are a high speed internet connection such as Cable, DSL, T1, or even satellite connections. Aside from that, you might need an adapter, but that’s about it.

Assess your business needs

Unlike landlines and traditional phone services which require you to fit a standard mold, VoIP systems are engineered to work around your needs. Below is just a brief sampling of the configuration options you can choose from when purchasing VoIP services.

Freelancers

If you’re a freelancer working at home, your VoIP connection will likely share a digital line with your internet connection. Business phone lines should always have a dedicated internet connection or else calls might become garbled when people are streaming media, playing games, or just browsing the web on their computers. If you live in a rural area, you should look into whether the connection relies on the internet or goes straight to the phone provider. While a direct connection is likely to be more expensive, the quality is going to be noticeably better.

Startups

When you’re in the startup stages, doing more with less often is one of the biggest challenges you can face in your day to day operations. With VoIP systems, if you’re just starting out, you might want to consider only using software phones (e.g. apps for mobile devices or calling through the computer), or you can also purchase a couple of standard household phones and connect them to your system. Just remember that you should have at least one line for each phone along with an extra for customers who are placed on hold.

Businesses

In addition to the previously mentioned features and functionality, a key staple of business VoIP systems is the prescience of a PBX (Private Branch Exchange) system. With a PBX, your business is able to route calls from a central receptionist and make it possible for multiple people to use the same phone lines (helpful if you have ten employees or so and only five lines). Additionally, the systems enable employees to forward calls to other extensions and place customers on hold as needed.

How VoIP compares to alternatives

As per some of the VoIP providers calling via internet is much cheaper and easier Compared to landlines, VoIP systems are noticeably cheaper than comparative landline packages. For example, some estimates put the cost of five VoIP lines (with call waiting, caller ID, call forwarding) at $232.92/month while a similar configuration from a traditional landline provider can cost $467.20 a month. On average you can expect VoIP services to cost between $30 to $60 a month depending on the features along with taxes.  

Budget Friendly VoIP Options

The great thing about VoIP technologies today are that there’s a variety of options to fit virtually any budget out there. Most providers price subscriptions on a per-line basis at an average cost of $30 to $60 a month after taxes and fees are added. VoIP phone headsets can run from $50 on the low end to a few hundred dollars depending on the features you require.  There’s no installation costs associated with these services since they’re an additional layer on top of your internet connection.

If you’re looking to use VoIP for freelance operations or as a solopreneur, a good starter option for you is to setup Google Voice. The main reason for this is mainly because it enables you to easily add a second number to your mobile devices. You can even take calls through your laptop or tablet if the need ever arises. Google Voice is free to use however it’s not designed to replace your existing phone service. Rather it’s designed to enable you to take calls via existing connections.

Scaling to Your Needs

As mentioned earlier, VoIP systems are engineered to fit your needs rather than the other way around. With this in mind, you can start small with a couple of lines and scale up as needed. Most services use simple per-line pricing so you’ll never have to worry again about unexpected costs.

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