Small Guide on Cloud-Based Phone Systems

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Many small companies are converting from traditional PSTN telephones to cloud-based phone systems — and it’s easy to understand why given the sophisticated capabilities they provide.

If you’re new to cloud-based VoIP phones, determining which capabilities your company requires may be complex, and choosing which providers and plans truly supply these services can be much more difficult.

Top cloud-based phone system features, as well as why you need them and which companies provide them.

What are Cloud-Based Phone Systems?

A cloud phone system, in essence, frees you (and your organization) from being tethered to a telecom carrier.

The phone system is present in data centres managed by your cloud service provider. When you join up with a service (such as Dialpad), they effectively manage everything for you, and you can begin making phone calls via the Internet without having to install any local gear.

The technology that enables all of this is VoIP (Voice over Internet Protocol). You can transfer the voice signals over an Internet connection rather than traditional phone lines using VoIP.

Benefits of Cloud-Based Phone Systems

Make and receive business calls and messages on your existing smartphones to save money on hardware.

Setup time is less. Download the app and start making calls right away – no need to mess with cables or pay a specialist.

Remote access is possible. Use your mobile phone to communicate with customers and staff in real time.

Utilize services that traditional phone systems lack, such as voicemail transcription and corporate texting.

System settings are elementary to customize to meet the demands of your organization.

Why are Cloud-Based Phones So Popular?

No Equipment to Maintain

The hardware location is the distinguishing feature between a cloud-based phone system and an on-premises VoIP system. This equipment consists of a PBX server and a switch that prioritizes traffic to preserve QoS. (quality of service).

Companies who use a cloud-based phone system save the expense of purchasing and maintaining this equipment, which may cost several hundred to several thousand dollars.

Because the VoIP provider purchases and maintains all phone system equipment, small companies can concentrate on what they do best: servicing clients.

Unified Communications

A typical small business phone system is now in use in the functions it offers, and those extra fees are frequently paid. Associations might concentrate every one of their corporate interchanges utilizing a cloud-based telephone framework.

Phone messages, texting, group talk, video conferencing, faxing, email, online applications, long-range interpersonal communication, and interior devices, for example, a CRM are whole instances of this.

Powerful Built-In Features

The ability to consolidate all corporate communications in one location is just one of the benefits that come standard with a cloud-based phone system. 

A typical phone system may have these functions at a prohibitively expensive cost for a small business. However, if a corporation loses this capacity, its professional reputation may suffer.

Customers nowadays demand a professional welcome when they phone a firm, whether one employee or a thousand. A clumsy phone greeting, quiet holds, and non-intuitive or unavailable phone directories can lead to income and potential loss.

No Long-distance Charges

Even for tiny firms with minimal call usage, long-distance rates may quickly mount up. Part of this is due to arbitrary lines that might place a client down the street in the long-distance calling category.

Instead of receiving a monthly surprise bill or overpaying for built-in long-distance coverage from a typical phone carrier, small companies elect to employ a cloud-based system that does not charge long-distance rates.

Because VoIP uses the Internet connection to transfer voice data, making a phone call is similar to sending an email. Hence most VoIP providers do not charge for domestic phone calls, even across the nation.

Low Phone Bills

Aside from free or minimal long-distance rates, small companies may dramatically cut the amount of their phone bill, often by as much as 70%! These savings come from not paying long-distance costs, acquiring or maintaining equipment, or paying for additional phone lines. Cloud-based solutions can accommodate a vast number of users for a low, one-time price.

Mobile and Flexibility

Many small companies benefit from having a cloud-based solution that allows them to receive calls from anywhere as the borders between the office and home get blurred. Any gadget that is part of your system may extend your business as long as you have a good Internet connection. Your smartphone, laptop, desktop PC, or tablet are all included.

Even small organizations that do not have remote teams or work from home can profit from this functionality if they have various locations. While a traditional phone system would have separate setups at each location, a cloud-based phone provider may link all of your sites to the same phone service.


You have a lot on your plate as a small company owner, and you shouldn’t have to worry about the nitty-gritty aspects of managing a phone system.

A cloud-based phone system allows you to “set it and forget it,” and if you need to tweak or update anything, it’s a breeze.

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