Virtual Phone System for Small Business

Learn how a virtual phone system can benefit your small business


Virtual Phone System for Small Business

Learn how a virtual phone system can benefit your small business


Virtual Phone System for Small Business

Learn how a virtual phone system can benefit your small business


Virtual Phone System for Small Business

Learn how a virtual phone system can benefit your small business


What is a virtual phone system?

A virtual phone system is a type of communications platform that manages your business calls via an internet connection. It enables users to accept and make calls from a desktop application, a mobile phone, or a desk phone.

Unlike traditional phone systems, which are restricted to a single place, you can use your existing gear in any location. You can make and receive phone calls if you have an internet connection.

The most common motivation for businesses to migrate their phone systems to the cloud is to enjoy the benefits of the advanced features that only a virtual phone system can offer. It helps businesses of all sizes to increase productivity and expand their workforce.

Users benefit from a scalable communications infrastructure provided by virtual phone system providers. These companies provide users with a scalable communications infrastructure. They offer additional capabilities such as SMS text messaging, business phone numbers, and voicemail transcription in addition to the VoIP phone service.

Simply explained, a virtual phone system is a low-cost solution to connect your complete workforce. According to new data, approximately 40% of firms have team members that work remotely. A phone system that works both in and out of the office is required.

How does a virtual phone system work?

A virtual phone system's core is Voice over Internet Protocol (VoIP). Phone extensions exist in the form of virtual lines rather than physical lines. Any current business phone numbers, including vanity ones, can be used. It then uses VoIP codecs to convert your phone calls from analog to digital sound, resulting in better call quality.

VoIP service providers set up a redundant network of data centers to ensure peak performance. In the event of severe weather, communications fail over to other servers without a hitch.

Similarly, a virtual phone system does not end at your building. It can be found on the internet. You can easily forward calls from your office phone to your cell phone. If you need to take a break, you can transfer calls to another colleague.

Virtual phone systems enable you and your team to work more efficiently by providing increased reliability, improved call quality, and a plethora of advanced features.

The Advantages of Using a Virtual Phone System

Not every business telephone system is created equal. You require more than basic telephone service. Here are some of the rationale why small firms and corporations prefer a virtual phone system.


One of the primary benefits of a virtual phone system is its simplicity of setup and use.

Configuration of traditional phone systems is challenging. You must wait for a technician to run wiring and drill holes throughout the office. Your team will be unable to make or receive phone calls at this time. Can you afford to close your doors?

A virtual phone system is accessible from any location with a high-speed internet connection. Due to the fact that phone hardware is optional, you can get started immediately. Furthermore, once you receive your VoIP phones, all you have to do is connect them in. That is all.

VoIP phone service from 8x8 is perfect for remote employees and in-office use. You can put it up without the assistance of IT – it's that simple.


If you have a distributed team, their phone numbers are likely to have different area codes and prefixes, making communication difficult. Imagine how difficult it is for your consumers if it is difficult for you.

Virtual phone systems provide a professional identity for your staff, allowing them to elevate their talks. You can use a toll-free number, a local number, or even no direct-dial numbers at all. It's all up to you.

You can create locally specialized phone numbers if necessary. It's a fantastic technique to boost the effectiveness of your calling campaigns.

Your team can always utilize the preferred phone number, regardless of the use-case. If requested, advanced call routing can route calls to their mobile device, voicemail, or a different individual.

A virtual phone system prioritizes privacy. To make and receive business calls without showing cell phone numbers, your staff can hide their caller ID. It also encrypts phone calls for the highest level of VoIP security.

Cost efficiency

All too frequently, businesses spend for solutions but do not fully utilize them. This leads in significant waste. A virtual phone system enables you to customize the features and lines that work best for you.

Whether you require a whole office phone system or a small company phone plan, going virtual provides the most value.

From day one, 8x8's virtual phone system acts as a direct replacement for various commercial applications. Not to forget the fact that you will save up to 65 percent over typical phone networks. Additionally, built-in features saves you money. With these premium features included, you will lower your costs:

  • Routing of calls based on business hours is automated.
  • Calls can be forwarded to various phone extensions and places.
  • Comprehensive call logs that detail incoming and outbound call trends
  • Managed caller ID to protect the privacy of your cell phone number
  • Calls are recorded for staff training purposes.
  • Comfort messages and Hold music
  • International calling at a low cost
  • Custom greetings and Auto-attendants

With all of these benefits, a virtual phone system is an excellent choice for any company. It's a cost-effective solution for small businesses. It also includes all of the calling features that businesses have enjoyed for years.


For remote teams, here is where the rubber meets the road. Your remote crew must respond to queries quickly. You cannot allow projects to be stalled due to a lack of communication.

You don't have to juggle many texting and communication apps because you only have one. You can send a fast text message to a coworker instead of dialing their number. It's less formal than sending an email, and it's also quicker. It also doesn't send notifications to everyone else in your project management app.

Any virtual phone system should include audio and video conferencing. With just one click, you can assemble your team and provide a dial-in option for individuals without a good VoIP connection. You can concentrate on your projects and team collaboration for even more productivity improvements.

It's not simply for your company's employees. You can set up a separate conference line for your clients to obtain the face-to-face interaction they require. These virtual offices encourage business communication to be collaborative.

Call routing

Handle incoming calls with ease and route them to the appropriate parties. You already know how difficult it is to transfer calls if your team is only reachable via cell phone. This is something that virtual phone service providers take care of for you.

To begin, you can use an auto attendant to route business calls to your main number. This feature allows callers to select the department or person they want to speak with. This is something that every company should have.

Second, based on business hours, you can set up automatic call forwarding. If you use an answering service, you may program it to work around your schedule using a user-friendly interface.

Finally, your team has complete control over their availability. Users can change their call forwarding settings or divert incoming calls to voicemail. Customer satisfaction and sales grow as a result of this fine-grained control over phone service.

Look no further than a cloud-based call center for more demanding business requirements. It enables you to handle any call volume by utilizing advanced features such as skills-based routing, artificial intelligence, call queuing, and interactive voice response (IVR). It's also completely virtual!


What are the busiest days of the week? What is the call volume like over the holidays? Is it necessary to hire additional agents? Only real-time call analytics and reporting can provide answers to these queries.

These dashboards can assist you in managing call volume and tying it to business outcomes. Until recently, only large corporations had these powers. Small firms can now scale using analytics.

This information is easily available because to virtual phone systems. It's crucial if you're in charge of call center agents. You can improve the one-on-one performance appraisals of the team. You don't have to keep track of their time manually or micromanage their phone usage.

The best thing is that you can access real-time reports and call analytics from any device with an internet connection.


Your team will need to use a desk phone to take calls with a wired phone system. That is all there is to it. Your team may communicate via Voice over IP from a range of devices.

Open, universal standards are used by virtual phone systems. Because of this compatibility, you can accept calls from any IP-based device, not just a desk phone. The following are some examples of devices:

  • Laptop softphones or Desktop
  • Tablets and iPads
  • Conference phones
  • iOS apps or Android
  • Wireless VoIP phones

These standards permit you to mix and match the appropriate hardware for your specific needs. An executive has distinct requirements than a customer service representative.

What to look for when choosing a virtual phone system for your business

It can be intimidating to consider upgrading your phone system. It's not as hard as you may believe. Here are some tips to help you choose the right phone system.

  • Fees -Cost is almost always a consideration, so understand the monthly fees, one-time charges, and add-ons. Consider the cost savings from removing your on-premise PBX as well.
  • Reviews - Examine their online reviews. Do the majority of users enjoy their virtual phone service? Do they comply with industry standards like PCI, HIPAA, and SOC 2?
  • Uptime - Have there been any recent outages in the last year or two? Look for a provider with a high uptime percentage.
  • Features - This is the most important one. Determine the characteristics you require versus those you desire. There are many VoIP features to choose from. Plan ahead for your needs over the next few years.
  • Customer support -What kind of support is available and how much it costs extra. What options do you have for getting help (phone, email, or chat)?
  • Hardware - Is it possible to order ready-to-use VoIP phones and have them shipped to your team? Is it made by a reputable company?
  • Deployment - Determine whether you can set up your phone service yourself or if you will require the services of an installer. Are you able to get up and running with minimal disruption to your regular operations?

We already know that a virtual system outperforms landlines. By following this checklist, you will be able to concentrate on serving customers wherever your team works.