VoIP Phone Systems: What Are They and How Do They Work?

VoIP Phone Systems

VoIP Phone Systems: What Are They and How Do They Work?

VoIP, or Voice over Internet Protocol, cloud-based phone systems provide the ability to manage your business from any office. Business phones, video conferencing, chat, file sharing, and email are the tools of the trade for business communications. With VoIP, they are all available on one integrated, secure, reliable, and easy-to-use platform that goes wherever your employees go.

So, how do they work? VoIP phone system setup can be as easy as a phone call to your managed service provider. During installation, your company can keep their current phone numbers and maintain an open line of communication with support from the managed service provider for any questions that arise. Below, we discuss some of the key features of a VoIP phone system and why it may be better for your business than a hardwired landline.

Why Do Businesses Choose VoIP Phone Systems?
Calling and SMS Features
Video Conferencing

Why Do Businesses Choose VoIP Phone Systems?

One of the top reasons for choosing a VoIP phone system is the cost savings. Businesses can save up to 36% per line with VoIP vs traditional phone systems. By providing a predictable monthly bill, VoIP saves business owners the stress of not knowing what they will owe each month.

The all-in-one solution includes video conferencing, chat, and file sharing. It is as easy as clicking a button to switch from the office to remote working, using user-friendly mobile and desktop applications. Undoubtedly, VoIP’s flexibility is one of the other main reasons businesses choose it.

Related Article: Does Managed IT Really Help Businesses?

Top VoIP Calling and SMS Features

In 2022, most business phone systems include basic inbound and outbound calls, forwarding, and conferencing services. So, what sets VoIP systems apart? Nowadays, on-the-go or remote capabilities are high on the wish list of many workers. Many corporations have shifted towards fully remote operations or employees may need this option in an emergency. VoIP phone systems can support a number of popular calling and SMS features, including, but not limited to:

  1. Remote Voicemail Access and Voicemail to Email
  2. Unique Toll-Free Number
  3. Receptionist Routing
  4. Remote Disabling of the Call Forwarding Service After Hours

Intermedia Unite is one of the top VoIP systems and allows for remote communication internally and externally through their desktop and mobile apps. Do you have one phone for both work and personal calls? Eliminate the confusion when a call comes in with a clear indication that the call is coming from Intermedia. The app also integrates with your company directory and prevents the hassle of having to look at the phone list every time you need to call someone.

Intermedia Unite App Screenshots

Video Conferencing with VoIP

Are you tired of paying for five different video conferencing tools (hello Zoom, GoToMeeting, Teams, etc…)? Consider integrating video conference with your phone system. In addition to increasing productivity, creating a one-stop-shop for your team decreases the need for retraining. A few primary features of most integrated VoIP video conferencing tools include:

  1. Up to 50 simultaneous conferences
  2. Gather up to 25 people without a reservation
  3. Gather up to 100 people on a scheduled phone conference
  4. Separate host and guest codes let you stay in control
  5. Conference calls can be recorded for reviewing, downloading, and sharing

Buyer's Guide Graphic - Managed IT

Security Features of VoIP

To get the best VoIP service, you need a provider whose network is consistently secure. Similar to any phone system, VoIP can be subject to security threats. Malware, viruses, eavesdropping, and identity theft are some of these potential threats. Even though these threats are significant, they are rare and can be dealt with quickly if you have a team of information technology experts on your side.


The key to the best VoIP phone system for your business is in choosing a reliable and trustworthy service provider. Even the top phone system will not work for your business unless there is clear communication from the start of the implementation process. The current market is filled with products that businesses pay too little attention to because nobody took the time to teach them about the features that are uniquely suited to their business models.


Looking to make the most of a new VoIP phone system and take advantage of the best products on the market? Let the experts at Ford Office Technologies give you a hand at 1-800-633-3673 or by emailing info@fordtech.com

Front of Great East Plaza in Niles Ohio

Ford Office Technologies Expands to the Youngstown/Warren Region, Bringing Technology Solutions to An Underserved Community

PRESS RELEASE (April 4, 2024): Ford Office Technologies, a leading provider of IT solutions and office equipment, today announced the…
Copiers Near Me

Copiers Near Me: Unleash Your Business Potential With The Right Equipment

Looking to maximize your business potential with copiers near you? Look no further. Whether you need to make copies, scan…
office printer leasing

The Benefits of Leasing a Printer: A Cost-Effective Solution for Your Business

Are you tired of spending a fortune on printer maintenance and supplies? Look no further! Leasing a printer is the…