The Guide to VoIP Internet Phone Service for Small Businesses
REQUEST A QUOTEWhat you don’t know about internet based phone services could hurt your business. You could end up paying too much, dealing with unnecessary infrastructure hassle and losing out on the features that can help your business operate effectively.
But this is an easy problem to fix. With this introduction to internet-based business telephone service, you’ll learn the essentials about what VoIP is, how different business phones compare and how to use VoIP to get a business advantage.
Get started with VoIP 101, a lesson in internet-based phone service.
What are your business phone service options?
Your business has three main categories of phone service to choose from:
Landline phone service is a traditional phone system where calls are transmitted over copper phone lines. Typically businesses also use an on-site PBX switch so employees each have an extension and calls can be transferred between those extensions.
Mobile phone service provides wireless connectivity via cell phones. While wireless phone service dominates personal phone lines, businesses find that using mobile phone plans for work can mean losing out on professional features, scalability tools and interconnection between staff.
VoIP (Voice over Internet Protocol) is an internet based phone service. Even though telephone calls are transmitted over the internet, the behind the scenes technology still gives users the ability to make or receive phone calls from any other phone number. Voice over IP can give businesses similar functionality to a landline PBX with call transfer, call hold and extension dialing. Plus, with VoIP, users can access their work phone from any internet connection by using either a connected desk phone or a smartphone app.
How does the cost of VoIP compare?
As you may expect, both landline and mobile phone services can be very costly. For a business with several employees, the cost of phone service can add up quickly, and this overhead can make it more difficult to expand.
How much should your business expect to pay for phone service each year? Here are the average annual phone costs per user:
- Landline PBX: $800 – $1,000
- Mobile Phone Service: $720 – $960
- VoIP: $300 – $480
- VoIP from Ooma: Just $239 per year
The clear winner on price is Ooma Office business phone system. Its monthly cost is just $19.95 per user for unlimited local and long-distance calling in the U.S., plus unlimited calling with Canada, Mexico and Puerto Rico.
Ooma Office users can save up to 76 percent compared to a landline business phone. In running the calculations, we found a business with 15 employees could spend at least $11,000 less per year by using Ooma Office. It’s also less expensive than many other VoIP providers, and the calling plan has no contracts!
The savings are so impressive that 85 percent of new Ooma customers say their decision was driven by its low price. As Adam Henley from Axis Flight Systems puts it, “It sounds like I spent tons of money on a phone system.”
Use the Ooma Savings Calculator to see how much your small business could save on phone service.
How does VoIP affect workplace connectivity?
The type of business phone system you use can also affect how employees can communicate. Here’s how the phone systems compare:
Landline
Traditional business phones usually limit employees to making and receiving calls when they’re at their desk. This can mean employees easily become disconnected, whether they’re just down the hall at a meeting or traveling for a sales trip.
Mobile
If you go cell phone-only, businesses have two options on how to manage work calls. They could use a work-issued cell phone, meaning employees will carry around two devices to maintain workplace connectivity. This inevitably adds a level of chaos to communications. There can be instructions for which phone number to use when. Plus with multiple voicemail boxes to check, important messages could get lost in the shuffle.
The other option is for employees to use a personal cell phone for work tasks. This means work calls and personal calls would be jumbled together, and a personal phone number would be handed out to clients or listed on a website. This option can also add a level of risk for your business. If a client regularly connects with an employee via their personal phone number, that client may be lost if the employee leaves your company.
VoIP
Ooma Office helps you solve the connectivity issues of landline and mobile phone service. Workers have anywhere access. They can seamlessly go from using their desk phones when they’re in the office to using the Ooma Office mobile app when they’re away from their desks. No matter what device they’re using, the same calling features and connectivity tools are available.
Anywhere access can be a game-changer. You can make your business calls even if you’re stuck at the airport. You can give employees the freedom to work from home without the risk they’ll be out of the loop. You can even fully integrate remote workers into your staff so that, for example, an incoming call to your HQ in Indianapolis can be transferred to a technician who lives in Dallas.
With this flexible approach to connectivity, your business can maintain a high degree of professionalism. You may see fewer incoming calls go to voicemail since employees won’t need to be at their desks in order to answer. You can also avoid the confusion of multiple phone numbers.
Which type of phone service is easiest to use?
The longer you spend installing your phone system and figuring out how to use it, the less time you’ll have to make business calls. Not only does an easy-to-use phone service make life better, but it’s also a good business decision. Here’s how the three phone types compare on ease of use:
Landline phones are hardwired. This can mean that to add a new employee, you’ll have to add a new phone jack next to a wall outlet. Plus, to change your office configuration, you could have to update your wall jacks or run very long wires along the wall, both of which can be a hassle. Moreover, if your business uses landline phone service, your provider would likely be a traditional telecom provider. These companies are commonly making headlines for having the worst customer service and being some of the most hated companies in the country.
Mobile phone service can be easy enough to deploy. However, your customers would bear the brunt of the inconvenience during everyday use. Instead of being transferred within your business, they would have to hang up and dial another number. Not only does this add complication, but you could lose out on sales if there isn’t follow-through.
VoIP is often an easy-to-deploy solution. Internet service is widely available, so you probably already have the infrastructure in place for internet-connected desk phones and for using the mobile app with Wi-Fi.
In particular, Ooma VoIP is known for plug-and-play installation, simple configuration and straightforward administration. Plus, users have the hardware flexibility to use either IP phones or analog phones.
In their review of Ooma Office, the editors of PC Magazine said: “Easy to set up and manage for those with limited telecommunications experience. Easy to use. Good online documentation. 24×7 support.”
What VoIP phone features are available?
IP plans commonly include the VoIP phone features you have to pay extra for with other plans. In combination with lower per-user phone costs, this means businesses using VoIP systems can get more while paying less.
The features included with Ooma Office are particularly notable — professional calling tools, free add-ons and high-tech features all let you customize your business internet phone service to suit your needs. Included is a free toll-free number, virtual receptionist to automate call routing, conference bridge, call blocking, voicemail audio to email, a main business number, a unique phone number for each user, electronic fax, ring groups and so much more.
Choosing the best VoIP
For the past eight years, Ooma Office has been named the #1 VoIP service in PC Magazine’s Business Choice Awards. It beats the competition on overall satisfaction, reliability, call quality, setup, management and likelihood to recommend.
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Business Phone Plans
All three Ooma Office plans begin with essential business phone features that empower you to connect seamlessly with customers and co-workers. If your business requires advanced communication features, get more with Ooma Office Pro and Ooma Office Pro Plus.
Real time customer support Fast internet calling Easy phone management You selected the EssentialsProPro Plus Plan.
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do you need?
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with the desktop and mobile apps.
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Select your phones
Ooma 2602
2-line phone with 5-way
voice conferencing.
BUY ONE, GET ONE FREE
Ooma 2603P
Features advanced HD audio, noise reduction, 5-way conferencing.
BUY ONE, GET ONE FREE
Yealink T34W
Features high-performance Wi-Fi & HD audio, supports USB headsets, 5-way conferencing.
Yealink T31W
Features flexible Wi-Fi comms with smart noise filter, 5-way conferencing.
Ooma 2670W
Features superior sound, multi-line, Wi-Fi, Bluetooth, 7-inch touchscreen, 12 lines.
Subtotals
| Hardware: | $0.00 |
| One-time activation fee: | $49.95 |
| Due today (plus taxes) : | $49.95 |
| Your monthly fee, for users: | $ |
Need help choosing a plan?
Contact sales or answer a few questions to find the plan that fits your needs.
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| Subscription Plans | Ooma Office Essentials | Ooma Office Pro | Ooma Office Pro Plus |
|---|---|---|---|
| Price Per User /Per Month | $24.95 | $29.95 | $34.95 |
| CHOOSE ESSENTIALS | CHOOSE PRO | CHOOSE PRO PLUS | |
| Not sure which plan you need? Call our team at 866-343-7929. | |||
| Key Calling Features | |||
| Unlimited Calling in U.S., Canada, Mexico, and Puerto Rico i Unlimited calls to mobile phones and landlines in the U.S., Canada, Mexico and Puerto Rico. | |||
| Low International Rates i Minimal per-minute fee charged for outbound calls made to countries outside of the U.S., Canada, Mexico and Puerto Rico. | |||
| 911 Service i Connects 911 calls to local responders, ensuring fast emergency response. | |||
| FREE Number Transfer i Transfer (port) your existing business phone number from your old phone company to Ooma. | |||
| One FREE Toll-Free Number i Enable callers to reach your business from anywhere in the U.S. without paying long-distance fees. | 500 minutes of inbound calls per month | 500 minutes of inbound calls per month | 500 minutes of inbound calls per month |
| Main Company Number i Primary business phone number that can be set up with a new account, or ported from a previous service. | |||
| One Direct-Dial Number Per User i Unique phone number for each user that can be dialed directly. | |||
| Easy Installation i Deploy Ooma Office in about 15 minutes without technical expertise. | |||
| Administration and Support | |||
| User Management Portal i Each user has their own login to the End User Portal so they can manage extension preferences. | |||
| Multi-site Admin and Management i Whether your business has a single small presence or multiple locations across a city or state, Ooma Office can easily accommodate as many locations as necessary. | |||
| Bulk User Import i Add many users to system at one time using easy bulk importing. | |||
| 24×7 Customer Support i Customer care agents are available 24x7x365 whenever you need assistance | |||
| Call Management Features | |||
| Virtual Receptionist i Greet and direct callers to the right employees or departments without picking up the phone. Answer questions like office directions and operating hours; play on hold music and promotional messages. | |||
| Virtual Receptionist with Unique Greetings, Menus and Actions | |||
| Analog Fax Machine Support i Analog fax machine support enables seamless faxing over traditional phone lines in VoIP systems. | |||
| Call Park i Place an active caller on hold in a user-defined “parking spot” so other team members can retrieve the call. | |||
| Call Park for Desktop App i Place active calls on hold in a user-defined parking spot, so they can be retrieved by other users. | |||
| Music On Hold i Play pre-recorded audio messages or music as callers are placed on hold. | |||
| Transfer Music i Engage callers with music while they wait for calls to be transferred. | |||
| Extension Dialing i Extension dialing options to meet the needs for your business. | |||
| Extension Monitoring i Monitor status of Ooma Office user extensions and perform a variety of actions with a single click. | |||
| Call Forwarding i When turned on, all incoming calls to an extension are temporarily redirected to a specified number. | |||
| Virtual Extensions i User extensions assigned to each user that will be making or receiving calls. | |||
| Voicemail i Every user extension comes with a private voicemail that is automatically set up when the extension is created. | |||
| Call Transfer i Transfer calls blindly, announce or explain the transfer, or directly transfer calls to an extension’s voice mail. | |||
| Company Directory i Digital phonebook listing employee names and extensions for easy call routing. | |||
| Call Logs i View history of all incoming and outgoing calls. Individual and admin views available. | |||
| One Conference Bridge per User i Virtual meeting space for multiple participants to join a single VoIP call, enabling real-time audio collaboration. | |||
| Forward Calls During Device Outages i Transfer calls to other active numbers or devices if outages occur. | |||
| Virtual Fax i Send and receive faxes from anywhere using digital technology instead of an analog fax machine. | |||
| Distinctive Ringtones i Unique ringtones that can be assigned to individual users or extensions for easy recognition. | |||
| 3-Way Calling i Connect and communicate with two other people in a single call. | |||
| 7-Digit Dialing i Call local numbers easily without entering the area code. | |||
| Call Blocking i Block specific phone numbers from reaching any extension, individually or in bulk. | |||
| Intercom i Users dial an Ooma Office extension and have the receiving device pick up calls with its speakerphone, creating a two-way audio call. | |||
| Overhead Paging i Link existing overhead paging system to Ooma Office phones. | |||
| Paging Groups i Page specific departments such as sales, customer service, inventory, accounting and more. | |||
| IP Phone Paging i One-way voice announcement sent to multiple IP phones, allowing users to make public announcements or notifications over the phone system. | |||
| Flexible Numbering i Assign user extensions from 1000 to 9999. | |||
| 3-Digit Extensions i Enables direct dialing to specific departments or staff using just 3 numbers. | |||
| Enhanced Call Blocking i Stop robocalls by screening incoming calls against more than 2M known spam numbers. | |||
| Voicemail Transcription i Every user extension comes with a private voicemail that is automatically set up when the extension is created. | |||
| Call Recording i On demand and always-on recording enables you to easily archive and retrieve phone conversations. | |||
| Dynamic Caller ID i Assign star codes to empower users to change their caller-ID name and number on the fly. | |||
| Hot Desking i Users log into any unassigned IP phone to make and receive calls just as they would from the phone assigned to their extension. | |||
| Find Me, Follow Me i Receive calls on multiple devices that ring at once or in sequence. | |||
| Shared Voicemail Boxes i Up to 10 voicemail boxes can be accessed and monitored by multiple users. | |||
| Call Screening i Ask callers to record their name as an extra layer of protection against phone spam. | |||
| Mobility Features | |||
| Desktop App for Windows i Convenient desktop app so employees can use the business phone system right from their Windows computer. | Yes (without calling) | ||
| Desktop App for Mac i Convenient desktop app so employees can use the business phone system right from their Mac computer. | Yes (without calling) | ||
| Desktop App for Google Chrome i Convenient desktop app so employees can use the business phone system right from their Google Chrome computer. | Yes (without calling) | ||
| Mobile App for iOS i Ooma Office application for IOS smartphones that provides access to VoIP service while away from your office phone. | |||
| Mobile App for Android i Ooma Office application for Android smartphones that provides access to VoIP service while away from your office phone. | |||
| Simultaneous Ring i Enable multiple phones to ring in unison, providing flexibility to answer calls from any device or location. | |||
| Voicemail-to-Email Audio Files i Voicemail can be sent directly to a user’s email for easy, on-the-go listening with an attached audio file. | |||
| Extension Dialing to App i Send calls from extensions to mobile app. | |||
| Call Transfer from App i Transfer mobile calls to an extension, voicemail or personal phone number. | |||
| Call Flip i Seamlessly transfer an active call between devices without interruption. | |||
| Virtual Fax i Send and receive faxes from anywhere using digital technology instead of an analog fax machine. | |||
| Team Collaboration | |||
| Conference Calling i Participate in conference calls from anywhere at any time by dialing into a conference bridge from a desk phone, mobile phone, or from the Ooma Office Desktop App. | Up to 10 participants | Up to 25 participants | Up to 100 participants |
| Videoconferencing i Intuitive video meetings platform that enables teams to collaborate from wherever, whenever | Up to 25 participants | Up to 100 participants | |
| Microsoft Office 365 Calendar Integration i Connect Ooma Meetings accounts with Microsoft calendars to have all meetings listed in one view. | |||
| Google Calendar Integration i Connect Ooma Meetings to Google calendar accounts to see all meetings listed in one view | |||
| Simultaneous Screen Sharing i Ooma Meetings empowers two or more people to share screens simultaneously. | |||
| Videoconferencing Recording i Record meetings to access or download later. | |||
| Online Whiteboarding i Enables users to draw, present and export ideas to transform ordinary video meetings into faster, more fluid collaboration. | |||
| Team Chat i Communicate and collaborate with colleagues in real time. | |||
| Team Presence i Gain insights into employee availability statuses (online, offline, on a call and busy) in real-time. | |||
| Text Messaging | |||
| Text Messaging i Send and receive text messages from smartphones, tablets, desktops or laptops. | 100 messages per month | 400 messages per month | |
| Bulk SMS Packages i Purchase additional SMS messages in bulk at discounted prices. | Call us at 866-343-7929 for Quote | Call us at 866-343-7929 for Quote | |
| Scheduled Messages i Compose and schedule text messages to be sent at any date and time. | |||
| Messaging Templates i Store text messages for easy reuse in the future. | |||
| One-to-Many Messaging i Send the same text message to a group of recipients individually without having to retype each message. | |||
| Customer Engagement | |||
| Ring Groups i Send incoming calls to specific groups like sales, customer support, accounts receivable and more. | |||
| Caller Info Match i Identifies detailed caller background info from CRM, social media, and search engines for inbound and outbound calls. | |||
| Contact Us Website Widget i Enables visitors to your website to communicate with your company using an easy contact form. | |||
| Call Queuing i Deliver incoming calls to the next ready queue member in the order calls are received. If a call is not answered, the call is routed to the next available representative. | |||
| Online Bookings i Share available calendar slots, schedule meetings, send confirmations and reminders, and update time slots from integrated calendars. | |||
| Shift-to-Text i Empower mobile callers to easily serve themselves when they call your business. | |||
| Auto Dialer i Seamlessly dial phone numbers so sales and accounts receivable employees spend less time dialing and more time speaking with customers and prospects. | |||
| Integrations | |||
| Salesforce i Boost customer experience and employee productivity by integrating Salesforce CRM with Ooma Office. | |||
| Microsoft Dynamics i Drive employee, sales and customer support initiatives by integrating your Microsoft Dynamics 365 with Ooma Office. | |||
| Zoho i Enhance your Zoho CRM experience with powerful cloud communications capabilities. | |||
| Freshdesk i Grow customer relationships with pre-built Ooma Office integration. | |||
| NexHealth i Cloud communications that help dental providers enhance patient loyalty. | |||
| Clio i Helps law offices deliver a better client experience and capture every billable moment. | |||
| AgencyZoom i Sell more insurance policies while enhancing the client experience. | |||
| HubSpot i Pair powerful telephony tools with robust CRM capabilities to streamline workflows, improve productivity and deliver an exceptional customer service. | |||
| Square i Ooma Office seamlessly integrates with Square to enable businesses to better manage communications and transactions from one platform. | |||
| Jobber i Cloud communications that drive growth for general contracting and home service businesses. | |||
| QuickBooks Online i Improve communications, streamline operations and deliver a superior employee and customer experience. | |||
| Analytics | |||
| Call Analytics i Visualize calling metrics to aid in gauging productivity and improvement opportunities. | |||
| Call Leaderboards i Visualize phone line usage across the company to assess individual and company performance. | |||
| Message Analytics i See messaging trends to better understand productivity and improvement opportunities. | |||
| Fax Analytics i Visualize key metrics associated with incoming and outgoing faxes. | |||