HOW TO SWITCH YOUR TRADITIONAL PHONE LINE TO A
Cloud-Hosted VoIP Phone System
How to Switch Your Traditional Phone Line to a Cloud-Hosted VoIP Phone System
If your current landline business
phone system is nearing the end
of its lifecycle, or if it no longer
meets your needs, you should
start considering a switch to VoIP
technology. In this guide, we
suggest the many benefits and
additional features such a switch
would give to your small business
communication. Then, we detail
the 4 steps it takes to quickly and
cost-effectively switch your landline
to a VoIP system.
TRADITIONAL LANDLINES VS. VOIP SYSTEMS
Your companys traditional telephone landlines use copper wires to transfer communication data from
your phone to the public telephone switch network. This requires the use of cumbersome equipment
and evasive phone jacks throughout the office. Each user must have their own line and additional
features cost more than an arm and leg. There isnt much room for scalability and to make an
upgrade requires technical support. Examples of landline providers include AT&T, Verizon, and your
local telephone company (Bright House Networks).
On the other hand, Voice over Internet Protocol (VoIP) is the much more flexible and cost-effective
alternative to traditional landlines. The phone converts the sound of your voice into data packets and
send them to the target destination using your Internet connection. This means your communication is
free of wires and large equipment. You can make calls using a mobile phone from wherever you have
WiFi. Most VoIP providers offer monthly contracts, so you can grow your business according to your
timeline. Plus, you can save mad cash by sharing phone lines and doing most maintenance yourself.
VoIP Business SolutionTraditional
$29.95/month per user Cost of Ownership
Equipment costs + maintenance contract + monthly payments
Monitored 24/7 by VOXtell specialistsSecurity/Safety
Customer assumes risk
Limited and costly
Automatic virtual updatesFeatures/Updates
Added at each customer location
Web-based and mobile app user portalsSystem
On location by appointment
Multiple calls per extensionCall Capacity
Limited to a number of shared lines
Dependent on in-house network and VOXtell platform
Dependent on expensive physical hardware
Quick and simpleImplementation
Complex and time intensive
WHY YOU SHOULD SWITCH NOW
Now, more than ever, business owners have extensive options for their communication needs.
Unfortunately, it seems that some small business owners are stuck in a rut with their traditional
copper-wire phone systems. They deal with large, complicated equipment that costs a fortune to set
up and maintain. And when their growing business is ready for upgrades, these owners have to shell
out even more cash for simple changes. If you fall into this category, its time to consider updating
your office phone systems to the most advanced, and affordable, technology available cloud-
hosted VoIP services. Here are the top 6 benefits to your small business for doing so:
1. Ease of Use
Compared to traditional phone systems, a hosted VoIP phone system is extremely user-friendly.
Unlike traditional landline phone systems that require complex PBX hardware to be installed, all you
need to start using hosted VoIP is high-speed Internet access and IP phones, which most services
provide. This quick onboarding process eliminates phone downtime and allows complete control
over your phone installation timeline. Some hosted VoIP providers also prepare training material and
informational guides for DIY setup and maintenance, so you and your employees can become VoIP
experts. If youre not into the DIY movement, you can also request an installation specialist to walk
you through the process or even schedule a technician to come on-site.
2. Reliability & Security
Most cloud-based VoIP service providers have built-in redundancies through multiple data centers
and different call carriers. Because traditional landlines are hosted on-site at your business, its up
to you to protect and maintain the service. This means downed telephone lines, fire, flood, theft or
technical glitches can all compromise the reliability of your traditional phone system. Instead, put
this burden on your hosted VoIP provider who has advanced equipment in place for emergencies.
Additionally, top hosted VoIP providers go to great lengths to ensure that their offerings are well
protected. Using proper encryption and protocols, hosted VoIP can actually be more secure than
traditional wire-based systems.
3. Reduced Costs
Besides the actual IP phones, you dont have
to purchase or maintain any other expensive
hardware because it is hosted on the cloud.
Besides potentially purchasing new phones,
the only other cost you have is your monthly
service bill. These monthly service costs
vary across hosted VoIP providers, so its
suggested to do a price comparison before
settling with a service. Remember, most
monthly fees are charged per user, so be sure
to multiply the plan cost by how many employees youll be supporting. Some providers also make you
pay for additional features, which can quickly add up each month. Try to look for a provider who offers
preloaded features or lets you customize your plan so you arent overcharged.
4. Abundant Features
Like mentioned above, many services come preloaded with enough features to get your business
phone system up and running. Some providers off feature bundles where you upgrade your plan
to get the additional features. This is a great option if you can afford it but we suggest finding a
customizable plan that is flexible enough to grow with your business. Avoid those costly add-ons and
integration services most traditional landlines offer and opt for the professional features most hosted
VoIP services provide at a cheaper price.
5. 24/7 Customer Service
If you dont have an IT staff at your small business, it is imperative that your new phone service
provides around the clock customer support. If the dont have a 24/7 support service, look for live
chat support during off hours and also additional resources such as user guides, tools, webinars, and
video tutorials. Luckily, compared to traditional land lines, cloud-based VoIP services can generally
be managed and troubleshot by the end user. But, if problems do arise, its nice to know someone is
available to answer your questions.
Because a traditional PBX is a physical piece of equipment, it cannot be easily modified or upgraded.
It takes up space in your already crowded office and complicates your communication networks. On
the other hand, your business could benefit from the highly flexible nature of cloud technology. Your
PBX could be reconfigured at a moments notice and you can easily add capacity as your company
grows. Also, employees wont be stuck to their desks, as cloud-hosted phones can work anywhere
a WiFi connection is available. This means your employees have the flexibility to work from home, a
hotel room, or in a conference room, without losing connection to their work phone.
VOIP FEATURES YOU NEED
Youve made the decision to switch your small business traditional landline to a cloud-based
VoIP phone service. Youre ready to save money and improve the mobility of your small business
operations. But what features should you be sure are included in your VoIP service? Below, we
outline the top 4 essential features that are must-haves when purchasing a small business PBX
phone service. After reading, youll be able to find the perfect VoIP solution to fit the needs of your
PBX, which stands for private branch exchange, is a telephone system that switches calls between
users on local lines while allowing all users to share a certain number of external phone lines. PBX
systems reduce phone costs because each user is not required to have a dedicated line. Traditional
PBX, also called on-site PBX, requires separate networks for voice and data communications. On the
other hand, virtual PBX, or hosted PBX, employs converged data and voice networks, allowing VoIP
and traditional telephone services to run through an Internet connection.
One feature we suggest not compromising on is a mobile app. Does your cloud-based VoIP provider
offer a mobile app to let you take the functionality of the phone system wherever you go? Since your
phone service is already hosted on the cloud, this feature is a must-have to increase the mobility and
flexibility of your small business. You can use the app to make and receive calls, send and receive
faxes and texts, set up and join conference calls, configure phone system settings, notifications, and
voicemailall under your work number. It also allows you to bring your own device to work, reducing
total cost of ownership for devices while improving employee productivity.
Conference calling is an essential function for any business telephone system. But it can be critical
for growing small businesses that need better communication tools to achieve success. If you have
employees working from home or in different geographic locations, teleconferencing can save your
business time when resolving an urgent issue.
VoIP audio conferences allow callers to connect
to a conference bridge via their telephones or
computers. Paired with a hosted PBX, VoIP
teleconferencing uses packet switching to see
small pieces of data through your businesss
Internet connection. Make sure you find a VoIP
provider that allows external calls to connect to a
Also called an auto-attendant, the auto-receptionist feature in a small business PBX phone service
is a voice menu system that allows callers to be transferred to an extension without going through a
telephone operator. This service also usually includes a dial-by-name directory, allowing the caller
to press a key to automatically ring the extension of a user. The benefits to these features are pretty
obvious. You wont have to hire someone to sit at a desk and answer incoming calls just to transfer
them to the right employee. You save money by avoiding new hires and look like a larger company
with many employees.
HOW TO MAKE AN AFFORDABLE AND TIMELY SWITCH
After considering the benefits that come with switching to a VoIP service provider and adding up the
must-have features your business needs, its time to make the transition. Here are the 4 quick steps it
takes to get your small business set up with VoIP.
1. Optimize Your Internet Connection
Since voice communication will be traveling through your Internet connection, it is critical you have
fast, reliable service. Work with your Internet provider to ensure your network is optimized to handle
the additional broadband use. One VoIP service provider, VOXtell, actually does an on-site audit of
your Internet setup to analyze its capacity. Any settings that need to be configured are handled on the
spot and at no additional cost.
2. Partner with a VoIP Provider
Now you need to actually pick a VoIP service provider. We suggest shopping around for options that
fit your unique business communication needs. Like we mention above, price is important but should
not be the ultimate deciding factor. Features like 24/7 customer support and mobile applications are
deal-breakers regardless of price. So make sure you look at the whole spectrum of providers and
dont fall into the large, national brand trap. Below, weve compared the above mentioned VOXtell
against its competitors.
FREE On-Site Network Audit
FREE Personalized VoIP Next-Day Installation
Contract Monthly 3 Years Monthly Annual
24/7 Customer Support
User Capacity 1-100 5-40 Unlimited 1-100
Supports All Major Phones
Risk-Free 30 Day Trial
Monthly Charge Per User (1-4 users) $29.95 $35 $50 $32.95
3. Order the Perfect Equipment
If your small business doesnt already have IP phones, its time to pay a one-time equipment fee
to get your hands on some office phones. There are many options for you to choose from, making
customization easier than ever. You can find the perfect desktop phone system, conference room
intercom, or even a mobile device to handle work calls on-the-go. For the widest range of options,
make sure your VoIP service provider supports all major phones. You may have to order and have the
phones shipped to you, or you can choose a VoIP service provider that offers next-day installation,
4. Transfer Your Number
It makes sense that an established business would want to keep its phone number, even when
switching the technology. Talk to your VoIP service providers to see how long the number porting
process takes. Some companies estimate minutes, others weeks. Plan ahead so your transition can
be as seamless as possible when the new phone system is installed.
At this point you should be ready to make the switch from traditional landlines to VoIP services. You
know the difference between landlines and VoIP and the many benefits and features you can take
advantage of when switching. Youre ready to save money, grow your business, and get more from
your business communication. The Federal Communications Commission (FCC) predicts landlines
will for the most part cease to exist by the year 2020. Dont wait until the last minute to upgrade your
businesss phone system. Make the switch today and see what VoIP can do for your small business.
7901 Kingspointe Parkway, Suite 20 | Orlando, FL 32819
P: 1.844.869.8355 | O: 407.288.8142
info@VOXtell.com | VOXtell.com
VOXtell delivers a robust cloud-hosted business VoIP phone system, enabling small
to mid-sized business to do more and better serve customers. Our service can be
described in six words: simple, affordable, mobile, unlimited, complete, and reliable.
WERE DEDICATED TO HELPING YOU GROW
Our cloud-based business phone solutions give you the freedom to work anywhere
and provide your company the tools it needs to succeed. Being able to manage
and control your accounts online, as well as call recording features for training and
compliance are just some of the options available to you through VOXtell.
WERE REAL PEOPLE
Unlike some business VoIP service providers, our company is based completely within
the United States. We are equipped with a knowledgeable and helpful staff on-site to
assist you with your complete VOXtell experience.
WERE TECHNOLOGY DRIVEN
The technology we use at VOXtell was built from the ground up, allowing us to quickly
fix any issue, create new features, customize the system to your needs and do so
much more for our customers that other VoIP services simple cant.