Ready to set up your VoIP phone system? Get started with this guide to the VoIP equipment and components you need to connect with your customers.
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Editor & Senior Staff Writer
Last updated onUpdated
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Voice over Internet Protocol (VoIP) technology is making it possible for businesses to have more affordable and reliable phone systems. If you’re making the switch, it’s important to know what VoIP equipment and components are necessary to get the high-quality phone service your business needs to make connections.
In this post, we’re going to break down the basic components needed for business VoIP. We’ll also explore the VoIP equipment you need to personalize your system. Keep reading to learn more about building your business phone system.
Table of Contents
There are several basic components that makeup VoIP phone systems.
Since VoIP uses your internet connection and not traditional phone wiring, you’ll need a stable, reliable connection to make and receive calls.
If you don’t currently have internet, you may be able to find a telecommunications provider that bundles high-speed internet and VoIP phone services for business.
To use VoIP, you’ll need to sign up for phone service with a provider. If you have home phone service, cell phone service, or high-speed internet, start with your own provider to see what business services are available.
Modems, routers, desktop phones, and other equipment can help you create a phone system for any size business.
From equipment to keep your VoIP connected to the internet to phones designed specifically for use with VoIP phone service, here’s the different types of equipment you may want to purchase to build your business phone system.
A modem is used to connect to the internet through your Internet Service Provider (ISP). Since VoIP relies on your internet connection, this is a key component to your business phone system.
A router is a device that routes data from your internet to internet-enabled devices. With a router, you can use your network to connect to multiple devices, including your phone system, laptops, smartphones, and desktop computers.
Settings can be customized on your router to prioritize devices, allowing you to allocate more bandwidth to your most important devices (such as your phone system) for a more secure, reliable connection.
VoIP service relies on your internet connection — not traditional telephone wiring. Instead of connecting your VoIP phones with standard phone cords, you’ll use ethernet cables.
Generally, VoIP providers recommend using a minimum of Cat6 ethernet cables. However, you can ask your provider what they recommend for seamless, uninterrupted phone service.
Power over ethernet (PoE) adapters are used for transmitting data and power through a single ethernet cable.
When using these adapters, a separate power supply or wall outlet is not required. This gives you more flexibility when determining where to place your VoIP devices and equipment.
An uninterruptable power supply (UPS) works as a backup battery in the event that you lose power. Higher quality products generally offer around four hours of backup power.
Not only will your UPS keep your system online, but it also helps protect your equipment from damage when a power outage occurs.
Desktop phones made especially for VoIP services are available at all price points. You can choose from budget-friendly options that support a few lines and offer basic functions or more advanced (and expensive) models loaded with features, touchscreen menus, and more.
VoIP phones work directly with your internet connection with no special adapters required. There are several types to choose from:
In addition to phones, additional devices can also be purchased for use with your phone system, including paging speakers, hands-free headsets, and video monitors.
While VoIP phones make it easy to get connected, it’s possible to use your older analog phones and devices with a VoIP gateway.
A VoIP gateway converts analog signals to digital (and vice versa), so you can use your old analog phones and infrastructure with VoIP service. These gateways allow you to connect multiple devices.
An ATA converts analog signals to digital (and vice versa) when a phone call is made through VoIP service. In addition to analog telephones, fax machines, and other analog devices can be hooked up for use with VoIP.
While they essentially perform the same function as VoIP gateways, adapters can typically be used with one device, while gateways can be used for multiple analog devices at once.
Hands-free headsets allow employees to do other things while using the phone. This option is ideal for busy offices that take appointments or need to type on a computer while speaking with callers.
Wired and wireless options are available.
VoIP makes it possible to accept and receive calls from multiple connected devices, such as your laptop, desktop computer, or cell phone. And the best part? No additional hardware is required.
Known as “softphones,” you can easily connect your devices simply by downloading the app provided by your VoIP provider. Once you’ve signed in with your credentials, you can connect your devices, update settings, and perform other functions with ease.
One of the biggest benefits of VoIP is the number of features it includes. More than just a typical phone, you can use your VoIP phone system to communicate with employees and customers in additional ways, such as instant messaging, live chat, and SMS messaging.
Features may also include tools for simplifying processes and improving training and customer service, like interactive voice response. Reporting and analytics are also popular features to look for in a VoIP phone system.
The number of features available is plentiful, so make sure to check out the most common VoIP features to determine which ones will be most beneficial to your business.
In addition to your included features, some VoIP providers also offer add-ons. While adding to your monthly costs, some add-ons may be necessary for your business, such as additional local phone numbers, toll-free numbers, social media management, and more.
VoIP integrations are also part of your phone system. An integration allows you to connect your business phone system to other third-party programs. This includes things like CRMs, email accounts, and online calendars.
If you decide to get a VoIP phone system for your business, it’s pretty easy to get started. If you don’t already have internet, you’ll need to get signed up. Once you do (or if you already have internet), you’ll need to find a VoIP provider. We recommend comparing your options to find the features you need at the best price.
After you determine what plan you need, you can purchase hardware, download your VoIP provider’s apps for softphone usage, and connect desk phones and other accessories. From your user console, you’ll be able to configure settings and get your system running the way it needs to for your business.
If you need help, reach out to your provider for assistance or use the provider’s online resources. You can also check out our guide to setting up your business phone system for additional guidance.
While some components are non-negotiable (such as a modem and router for your high-speed internet connection), some components are optional.
The complexity of your business phone system is primarily based on your budget and your business’s needs. If you have a larger business that requires multiple phones and extensions, it may be worth investing in advanced VoIP phones, headsets, and other equipment.
If you have an existing system, you may be able to use your old equipment with the purchase of a few adapters (and a new VoIP voice plan). And if you spend more time in the field, you may be able to just use an existing smartphone to keep in contact with your customers.
If you’re not yet signed up for VoIP service, check out the best VoIP phone systems to get started. Whatever you decide, make sure to research before investing your hard-earned funds into a new phone system. Good luck!
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