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VoIP: A Complete Guide for Beginners

October 12, 2022

VoIP, or Voice over Internet Protocol, is a revolutionary business communications technology that allows businesses to make and receive phone calls over the internet. By using VoIP, companies can save money on traditional telephone costs and improve their overall communication efficiency.

So, if you're wondering whether VoIP is right for your small business, the answer is probably yes! This guide will take a closer look at all the benefits of VoIP and how it works. Hopefully, by the end of this guide, you'll have a better understanding of VoIP and make an informed decision about whether it's right for your business. So without further ado, let's get started!

What Is VoIP and How Does It Work?

VoIP phone systems use internet technology to make and receive calls, rather than the traditional PSTN (Public Switched Telephone Network) used by landlines. VoIP phone systems convert your voice into digital packets of data and send them over the internet, while landlines use analogue signals carried over copper wires. This difference means that VoIP business phone systems can offer features and flexibility that are not possible with landlines.

What Equipment Do VoIP Phone Systems Use?

In order to set up a business VoIP phone system, you'll need two things: a VoIP-enabled telephone, and an internet connection. A VoIP-enabled telephone is a business phone that uses an internet connection to place and receives calls. You can use a regular business phone with a VoIP adapter, or you can purchase a business VoIP phone that's specifically designed for VoIP. Whichever route you choose, you'll need to make sure that your business phone is connected to a high-speed internet connection in order to ensure clear call quality.

As for the second piece of equipment you'll need - an internet connection - you likely already have everything you need! Any business that has an internet connection can use VoIP, which means that all you have to do is connect your business phones to your existing internet router. As long as you have a strong and reliable internet connection, you're good to go! And if you're worried about whether or not your internet connection can handle VoIP, don't be - most business Internet Service Providers (ISPs) offer packages specifically designed for business VoIP usage.

A business VoIP phone system can be used with any type of internet connection, including DSL, cable, or fibre optic. VoIP phone systems can be used with a variety of devices, including desk phones, laptop computers, and even smartphones. 

Who Uses VoIP and Why?

There's no doubt that VoIP is the future of business phone systems. With the impending shutdown of landlines, all businesses will have to switch to VoIP eventually. But, is VoIP right for small businesses? Let's take a look at who uses VoIP and why.

Most business VoIP users are larger businesses with multiple locations. They use VoIP for its many features and benefits, such as caller ID, call forwarding, voicemail, and conference calling. VoIP is also more cost effective than traditional phone systems, which is why many small businesses are making the switch. In addition, VoIP is more reliable than landlines and is not susceptible to line outages or static.

So, should small businesses switch to VoIP? The answer is yes! VoIP offers many benefits that are perfect for small businesses, such as cost savings, reliability, and flexibility. With VoIP, small businesses can stay connected and continue to operate even during power outages or other disruptions.

What Are the Advantages of VoIP?

VoIP is the future, it's only a matter of time before you switch. Here are some reasons why your business phone number should be a VoIP phone number:


A business VoIP phone system can save a small business money in several ways. First, VoIP uses the internet instead of a traditional phone line, so business owners can avoid expensive phone line rental fees. Additionally, VoIP minutes are often cheaper than traditional minutes, so business owners can save on their monthly phone bills

Finally, VoIP systems typically come with a variety of features that can save businesses time and money, such as call forwarding and voicemail. As a result, a business VoIP system can be a cost-effective solution for small businesses.


A business VoIP phone system can be a scalable solution for small businesses. With VoIP, businesses can make and receive calls over the internet, without the need for a traditional phone line. This means that businesses can add or remove phone lines as needed, without incurring any additional costs. In addition, VoIP systems are typically very easy to set up and use, making them ideal for small businesses that don't have the time or resources to invest in a more complex phone system. As business needs change and grow, a VoIP system can be easily scaled up or down to meet those needs.


VoIP phone systems have become increasingly popular for businesses in recent years, and for good reason. VoIP systems are highly reliable and offer a number of features that can be extremely beneficial for businesses. In terms of reliability, VoIP systems are typically powered by the internet, which is a very reliable source of communication. In addition, VoIP systems often come with built-in redundancies that help to ensure that calls are never dropped. 

In terms of security, VoIP systems offer a number of features that can help to keep business communications secure. For example, most VoIP systems come with encryption capabilities that prevent eavesdropping. In addition, many VoIP providers offer password-protected accounts and other security measures to further protect business communications. Overall, VoIP phone systems are highly reliable and secure, making them an excellent option for businesses.


When it comes to business VoIP phone systems, flexibility and mobility are key. Businesses need a phone system that can be easily adapted to their changing needs, and that can be used from anywhere. A business VoIP phone system gives employees the ability to make and receive calls from any location, using any internet-connected device. This flexibility is essential for businesses that have employees who work remotely or who travel frequently.

 In addition, a business VoIP system can be easily scaled up or down to accommodate changes in the business, making it a highly adaptable solution. As businesses increasingly mobile and global, a business VoIP phone system provides the flexibility and mobility they need to stay connected and efficient.

What Are the Disadvantages of VoIP?

There are some downsides to VoIP too that you need to be aware of before making the switch. 

Power outage

One of the potential disadvantages of business VoIP phone systems is power outages. If there's a power outage, business VoIP phones will not work because they rely on an Internet connection. In contrast, traditional business phone systems use copper wires, so they would still work during a power outage. This can be a major inconvenience for businesses that use VoIP phone systems because they would have no way to communicate with customers or employees. Power outages can also cause other problems for business VoIP phone systems, such as dropped calls and poor call quality. For these reasons, businesses that use VoIP phone systems need to have a backup plan in place in case of a power outage.

One way to overcome this problem is to install VoIP software on your phone or laptop. This way you can stay connected to your employees and customers at all times by using mobile data. 

Call quality

For business VoIP phone systems, call quality is a significant disadvantage if the internet connection is not good or if there is latency or jitter. The solution is to have a business VoIP phone system that is integrated with a business-class broadband service that has Quality of Service (QoS). QoS prioritises internet traffic for real-time applications like VoIP so that latency and jitter are minimised. This results in higher call quality for business VoIP phone systems. QoS can be implemented either through hardware or software. Many business routers have QoS capability built in. For businesses that have more than one router, a stand-alone QoS device may be necessary to properly prioritise internet traffic.

Summary: Is VoIP Worth It? 

VoIP is quickly becoming the go-to phone system for businesses of all sizes. And it's no wonder why! VoIP offers a number of advantages over traditional business phones, including scalability and flexibility plus cost savings too. It doesn't stop there though, with constant evolution happening within this industry every day (which means you can expect your old systems soon to become obsolete), making such an upgrade might just be what will keep them competitive in today’s marketplace.

So, try a small business VoIP phone system for free today!


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