10 Undeniable Reasons to Love Hosted VOIP Phone System

VoIP is the way forward.

But did you know that not all VoIP is the same?

Sigh. We know.

It can get real tiring real quick when you think you'll just learn one necessary thing for business, and then you realize you need to learn another thing to understand the first thing...

But wait, by the time you processed the first two things, another one popped up….

Before you know it, it just spirals. Forever.

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Welcome to modern business. Apps, tools, hacks, it can all get way too complicated. More than it actually needs to be.

So let's get right to what you came for: hosted VoIP phone systems.

What are they? What aren't they?

Why should you be using them?

Keep reading for all the value and not a single additional techy acronym on top.

What is a Hosted VOIP Phone System

A hosted VoIP is VoIP.

You don't say? And what even is VoIP?

A VoIP phone system is a cloud-based communication solution that enables businesses to make and receive calls over the internet instead of traditional phone lines.

Unlike on-premise systems, hosted VoIP is managed by a third-party provider, reducing the need for costly hardware and maintenance. Companies of all sizes benefit from its cost efficiency, scalability, and flexibility.

How a Hosted VoIP System Works

A hosted VoIP phone system operates by converting voice signals into digital data, transmitting them over an internet connection, and routing them through a cloud-based Private Branch Exchange (PBX).

Instead of relying on copper phone lines, businesses use broadband connections, ensuring seamless communication with enhanced features like call forwarding, voicemail-to-email, and conference calling.

Here's a step-by-step breakdown of how a VoIP WiFi phone system works:

1. Voice Conversion: When a user speaks into a VoIP WiFi desk phone, the system converts analog audio signals into digital packets.
2. Data Transmission: These digital packets travel over a secure internet connection to a hosted PBX server.
3. Call Routing: The hosted PBX processes the call, determining the best path to route it to the recipient, whether they are using another multi-line VoIP phone system or a mobile device.
4. Call Reception: The recipient hears the caller's voice in real-time, thanks to advanced compression and transmission protocols ensuring minimal lag.

Key Components: VoIP Phone, Internet Connection, and Hosted PBX

A hosted VoIP phone system relies on three main components:

Over one-third of businesses have switched over to VoIP, and two-thirds of them have canceled their traditional phones, according to a 2018 study.

So clearly something is going right here.

So that's the what and how of hosted VoIP phone systems. Now let's move on to the why part of this discussion.

Scalability and Flexibility for Businesses of All Sizes

Hosted VOIP is a great solution for businesses of all sizes whose daily agenda includes communicating with people, be it strangers, prospects, or in-house teams.

These days, if you aren't using cloud VoIP with automation, you're quite literally leaving money on the table.

Think we're exaggerating?

B2B salespeople make around 45 calls each day.

A few seconds up or down on their average call time (and the time surrounding the call) adds up by the end of the week, let alone a quarter.

So the sun has long set on lame landline options.

If you're serious about what you do and planning for growth, anyway.

But here's a basic overview to illustrate why we're saying hosted is the way to go and not just any kind of VoIP:

And that's why hosted VoIP phone systems are used by:

• Insurance agencies
• Realtors
• Lawyers
• Travel agencies
• Anyone else who wants all the VoIP advantages for a fraction of the cost

Types of VOIP Phone System

So we've talked about the difference between VoIP vs landlines.

We've also scratched the surface of cloud vs on-premise.

Still, there's one other thing we need to break down before we get to the benefits part, but don't worry. It'll be quick and only a little bit technical.

WIFI VoIP Phone

What do you mean by internet calling?

Here's a helpful explanation written by a fellow human and definitely not a Terminator trying to blend in:

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Okay. Now scratch all that.

Or light it on fire, whatever seems more appropriate.

Yes, we said we'll get a little bit technical, but it's not like you actually need to understand any of this to start using WiFi VoIP.

The beauty of hosted VoIP solutions is that the boring stuff is handled on the backend anyway.

So, as promised, let's only go over what you need to know.

When we say you just need an internet connection for VoIP, we mean cellular data like 3G+ or regular WiFi.

If a VoIP uses cellular internet, it's connected to your phone signal and goes as far as that allows it to.

WiFi, on the other hand, doesn't care about cell towers. You don't even need a SIM card to access it - just some regular old WiFi and you're good to go.

On your end, that looks the same:

1. You open your app
2. Click to call
3. ... that's pretty much it.

Now, you would normally need a special device to support WiFi calling or VoWiFi.

That, or a hosted VoIP phone system.

Cloud-based VoIP uses both internet options which yields massive combined benefits like:

• Low-cost international calls
• Effortless remote setup
• Being constantly available
• Always having a backup plan

The disadvantages of cellular and WiFi are compensated by each other, so you can trust that hosted VoIP phone systems really got your back.

Phew. That wasn't too bad, right?

In any case, now that you've gone through WiFi VoIP, this final push before the good part should be no problem.

Multi Line VoIP Phone Systems

Standard phone systems connect two parties in a single call.

That means only one person gets to use the phone at any given moment. Just like commercial phones, right?

You get a phone number, and the entire family uses that line. If your mom is talking to Aunt Barb for two hours and you need the phone - tough. You'll have to wait your turn.

Fine, everyone has a smartphone now so that doesn't really happen anymore.

But you get how that's impractical, especially in a business setting.

If you aren't a solopreneur or otherwise a one-man band, it will hardly work.

Multi-line systems bypass this issue.

Multi line VoIP phone systems do this too, but they also add extra advantages that your business could use, especially within a CRM.

WiFi VoIP Desk Phone vs. Wired VoIP Solutions: Pros and Cons

Both WiFi VoIP desk phones and wired VoIP solutions have unique advantages and drawbacks. The best choice depends on business needs, infrastructure, and mobility requirements.

Here are some of the main differences between the two:

Here's the parting shot: For businesses prioritizing mobility and ease of installation, WiFi VoIP desk phones are an excellent choice. However, companies that require the highest level of call stability and reliability may prefer wired VoIP solutions to eliminate the risk of network disruptions.

10 Reasons You Should Adopt a Hosted VoIP Phone System

We're not making the case that VoIP is as good as your landline.

We're saying it's way better.

"Everyone" is a strong word, but for anyone who wants all the perks and then some at a lower cost, specifically cloud-based VoIP is the way to go.

And not just because we're offering it.

It really is the truth. VoIP isn't like a lame old phone in the nineties, but newer, trendier, and internet-ier.

It does a lot more than let you reach your prospects.

VoIP helps you:

• Stay in constant contact
• Track all the important data
• Support your sales reps in real-time
• Always be a local
• and more.

Frankly, we could talk about it for hours.

But, to be considerate of your time, we've narrowed the list of reasons to adopt a hosted VoIP phone system to the 10 most compelling points.

We just ask that you think about them.

1. Cost Savings: Lower Call Rates and Minimal Infrastructure Costs

Let's compare two scenarios.

In the first, you invest a small fortune in VoIP hardware, software, and IT experts to set it all up—only to wait weeks before seeing any returns.

In the second, you opt for a hosted VoIP phone system. You arrive at work, pay a predictable monthly fee, and by lunchtime, your internet phone is fully operational. No hefty upfront costs, no waiting. Just seamless communication from day one.

2. Mobility and Remote Work Compatibility

It's already cliche even saying this. But if you haven't paid too much of a thought to remote work, the pandemic should have at least delivered the memo in front of you.

Remote isn't going anywhere.

(Especially to work.)

It's practical, it's more enjoyable, it's what a lot of people were actively requesting even before this two-year-long dumpster fire that still hasn't been extinguished.

How many exactly?

1. 21% want to work remotely full-time
2. 68% would like to have a flexible, hybrid setting
3. Only 11% want to be fully office-based

And with a hosted VoIP phone system, this can really be a painless, seamless transition for you and your employees.

3. Seamless Integration With Business Tools

Setting up an on-premise VoIP system can feel like assembling an advanced IKEA set—only more technical and frustrating.

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We see you.

Thankfully, hosted VoIP phone systems don't require loads of clunky hardware, which is amazing for time, space, and sanity-keeping purposes.

And did we mention money?

With hosted VoIP, hardware is practically a non-issue.

4. High-Quality Calls With Voip WiFi Phone Technology

Gone are the days of static-filled or dropped calls due to poor landline connections. Hosted VoIP leverages advanced HD voice technology, ensuring that calls are crystal clear.

With robust internet connections and high-quality VoIP WiFi phones, businesses can maintain professional communication without interruptions.

That's not all. VoIP technology continuously optimizes bandwidth usage, reducing latency, jitter, and echo for a superior calling experience. This is especially beneficial for customer-facing teams that rely on clear conversations to maintain strong relationships.

5. Multi-Line Voip Phone Systems for Better Team Collaboration

A modern business needs more than a single phone line. Hosted VoIP systems support multi-line configurations, enabling businesses to handle multiple calls simultaneously without the risk of missed connections.

Whether it's setting up dedicated lines for different departments, enabling call forwarding to specific team members, or allowing employees to transfer calls effortlessly, a multi-line VoIP system ensures smooth internal and external communication. This improves productivity and customer satisfaction, as clients are never left waiting due to limited phone capacity.

6. Enhanced Security and Encryption

Security is a top concern for businesses when it comes to communication, and hosted VoIP providers take this seriously. These systems come with built-in security features like end-to-end encryption, secure authentication protocols, and fraud detection mechanisms to protect sensitive information.

Traditional phone systems are vulnerable to wiretapping and hacking, whereas VoIP solutions use encrypted data transmission to keep conversations private.

Additional security measures like role-based access, IP restrictions, and automatic call recording help businesses maintain compliance and protect against unauthorized access.

7. Scalability for Growing Businesses

Growth should be a good thing.

And your phone should be able to keep up.

But when you're awaiting the unavoidable expenses and time-consuming changes with your traditional phone system, it's understandable you would dread it all a little bit.

However, you guessed it: cloud VoIP is different.

When you're scaling your hosted VoIP phone system, much like with installation, you just go online, add your new numbers or extensions and move on with your day.

No call-out. No drama. Also...

8. Efficient Call Management and Routing

Handling inbound and outbound calls efficiently is crucial for any business. Hosted VoIP systems come with intelligent call management features that ensure calls are routed to the right person or department.

• Auto-attendants can greet callers and provide menu options, while call forwarding and simultaneous ring features allow employees to receive calls on multiple devices.
• Voicemail-to-email functionality ensures that no message is ever missed, while call queues and hold music improve customer experience.

These features not only improve efficiency but also enhance professionalism by ensuring smooth communication at all times.

For example, with Ringy, all of these come at the price of $109/month:

• Fully-fledged CRM with a hosted softphone that works from any device
• Reports and analytics
• Free inbound calls and SMS
• 1000 outbound minutes or text messages
• Call recording
• Email and SMS drip automation

Can your phone say that for itself, and at such a symbolic price?

9. Reliability and Uptime Benefits

Unlike traditional phone systems that rely on outdated copper lines prone to disruptions, hosted VoIP solutions are cloud-based and come with built-in redundancy.

Leading VoIP providers offer service level agreements (SLAs) with uptime guarantees of 99.99%, ensuring that businesses stay connected even during network failures or power outages. If one server goes down, calls are automatically rerouted through backup servers, minimizing downtime.

Additionally, many VoIP solutions offer disaster recovery features, allowing businesses to redirect calls to mobile devices or other locations in case of emergencies.

10. Customizable Call Features (Voicemail-To-Email, Call Forwarding, Etc.)

Sales are hard enough, okay?

We're past the time when you needed to do it all by yourself, even though some people still carry that burden like a badge of honor.

Imagine if early humans invented tools and then went like: "Nah, Mother Nature gave us brittle little nails and teeth, if we can't make it work with that only, maybe we're not cut out for this."

Come on.

Even they knew better.

The work isn't running out.

When you use tools to help you automatize and forget about mundane repetitive tasks, you get to spend that time doing more meaningful things more efficiently.

So, if you can, why wouldn't you use features like:

• Power dialing
• Auto attendants
• Auto-emails
• Integrations, etc.

FAQ

Here are answers to some of the most common concerns about VoIP technology and its benefits.

What's The Difference Between Voip Wifi Phones And Traditional VoIP?

VoIP WiFi phones connect wirelessly to the internet, allowing calls to be made without physical ethernet connections. Traditional VoIP, on the other hand, requires a wired internet connection for each phone.

WiFi VoIP phones offer more mobility but may be affected by network congestion, while wired VoIP phones provide a more stable connection.

Can A Hosted Voip System Replace My Current Office Phone Setup?

Yes, a hosted VoIP system can fully replace traditional office phone systems. It provides all the essential calling features—plus additional benefits like remote access, call routing, and integration with business tools—without the need for expensive on-site hardware.

What Are The Best Multi-line Voip Phone Systems For Small Businesses?

Some of the top multi-line VoIP solutions for small businesses include RingCentral, Nextiva, 8x8, Ooma Office, and Vonage Business. These providers offer scalable plans, high-quality call management features, and seamless integrations with CRM and productivity tools.

How Reliable Is A VoIP Phone With Wifi In High-traffic Environments?

A VoIP phone with WiFi can be reliable in high-traffic environments if connected to a strong, high-bandwidth network with optimized Quality of Service (QoS) settings.

However, wired VoIP connections are typically more stable and less susceptible to interference in busy office settings.

Conclusion: There's a VoIP for Everyone

In today's environment, VoIP is the superior option for business communication.

That's just how it is.

But hosted VoIP, in particular, has a special bundle of benefits you should jot down if you're serious about sales.

And we both know that you are.

Hosted VoIP is the lower cost and lower maintenance option, and it comes with all the essential features you need.

Yeah, on-premise has its benefits for the right crowd.

But if you'd like to give hosted VoIP a shot, want to be able to scale seamlessly, and unified sales solutions sound like your thing?

Do both of us a favor and request a demo with Ringy.