How To Choose The Best Business VoIP Service Provider

If your business is ready to take its phone system to the next level, you can’t go wrong with Voice over Internet Protocol (VoIP). When you switch to VoIP, you’ll get more reliable phone service with abundant features … if you pick the right provider.

In this post, we’re going to help you find the right VoIP provider for your business. Keep reading to learn how to choose the right business VoIP provider.

Short on time? Start your search with our picks for the best VoIP phone systems that fit the criteria outlined in this post.

What To Look For In A VoIP Service Provider

Ready to start looking for a VoIP provider? Make sure to look for these eight things before signing on with a provider.

Competitive Pricing

Before signing up for VoIP phone service, you should have a budget in mind. Costs can add up quickly, so it’s important to set a budget and stick to it. VoIP phone services cost anywhere from free to $100+ per user.

With that being said, you shouldn’t focus solely on cheap pricing. Instead, make sure that you’re getting competitive pricing and service that’s worth the cost. Sure, you can go with the cheapest provider, but that provider may lack important features you could find with another affordably-priced option.

Don’t forget to look beyond just monthly subscription pricing to get the full picture. Additional fees that add to the cost of your service include additional users, taxes and surcharges, and international calling rates. Check out our post on what VoIP systems cost to learn more.

Easy Setup

You want service that’s easy to set up, allowing you to make and receive calls as quickly as the same day you sign up for service. Look for a system that’s easy to customize through a dashboard or console.

As your business grows, you may need to expand your phone system. Make sure to look for providers that offer easy ways to add users, upgrade service, or get in touch to troubleshoot any issues that may arise.

Available VoIP Features

Your provider should offer a variety of VoIP features to simplify and enhance communications among employees and with outside callers.

At the very least, you should have access to basic call features like caller ID, call waiting, three-way calling, and call forwarding.

However, it’s also good to find a provider that offers more advanced features — either included in your service package or as paid add-ons. Features like video conferencing, instant messaging, and interactive voice response are great for improving the customer experience and automating various tasks for your employees.

Security Features

Phone systems are vulnerable to attacks, which is why it’s important to choose a provider that offers great security features.

Encrypted data, secure networks, multi-factor authentication, and data center audits are some of the security features available to protect your system. You should also explore additional security and compliance features if your business is in an industry like healthcare.

Integrations

Some VoIP phone systems can integrate with third-party software and apps. The most common integrations include:

• Cloud storage
• Email
• Calendars
• CRM

These integrations make it easy to perform various functions without skipping from app to app. Integrations can also help simplify workflows for your employees.

VoIP Uptime

You want service that’s reliable and ready to use, which is why VoIP uptime is an important factor in choosing the right provider.

While some providers advertise 99% uptime, this actually translates to a few days of downtime over the course of a year. Instead, look for providers that promise uptimes of at least 99.99% (the more nines, the better!), which is less than an hour of downtime per year.

If a provider doesn’t advertise uptimes, ask a support rep. And if the company doesn’t have a guarantee? Shop around for another provider that does.

Compatible VoIP Hardware

The best VoIP providers offer a variety of hardware options. These providers should sell hardware or at least be able to recommend compatible options at all price points. Ideally, they may even offer discounts if you make a purchase when signing up.

This shouldn’t be a dealbreaker, though, as there are plenty of options online for affordable VoIP hardware and bundles. You can even use your old analog phones with your new service by purchasing adapters.

Good Customer Support

As with any provider, you want to ensure that your VoIP provider offers great customer support.

From being honest and upfront during the signup process to walking you through the onboarding process to answering your questions down the road, make sure that you choose a provider that has knowledgeable and friendly reps who can help you get the most out of your service. Offering 24/7 support is also a major plus.

At the very least, your provider should offer comprehensive self-help services that you can access whenever you need assistance. Video tutorials, guides, and searchable knowledgebases are great resources that can help you navigate your new system.

How To Choose The Best VoIP Provider For Your Business

Many VoIP providers offer plenty of information on their websites, so this is a great place to start. Don’t forget to use contact tools like live chat and email to ask specific questions about the service before signing up. You want to make sure you’re fully informed before signing a contract.

Set your budget beforehand and make sure to understand your business needs (e.g., the number of devices, features, and automation). Ask about new customer specials and compare pricing. Read customer reviews to learn more about the service’s reliability, problems like outages, and the quality of customer support.

By taking these steps, you can find a VoIP service provider that offers everything your business needs for its upgraded phone system. Good luck!