Business VoIP Phone Features

What is a VoIP Business Phone System?

Business VoIP is usually referred to as a VoIP-based telecommunications system, or a telephone system that sends calls to workers via their IP data network.

Standard phone calls were made via cabling and switches via the public switched telecommunications network until around the 1980s. With VoIP’s invention, mobile calls could be made over the same internet that devices like tablets, smartphones and computers connect to for web searching, email, etc.

Business VoIP telecommunications systems have been evolving for more than a decade, and usually do not require any hardware. VoIP is also a good idea for businesses because it is typically a lot less to set up than a regular phone system because it uses less hardware.

What are the Features of VoIP Business Phone System?

Today, an increasing number of businesses are transitioning to VoIP business telecommunications systems.

There are many perks of providing such a program but many small business owners lack some of the most important features. There are a lot more features and apps that will support your small business outside solutions like voicemail, call waiting, toll free numbers, call routing and remote control.

Most VoIP services have these features, but usually you can select from specific feature options depending on your preferences, with some systems coming with as many as 50 features or more.

Automatic Attendant

Automatic assistant (auto-assistant) listens to callers and easily routes them to the correct extension or service, raising the possibility of a favorable customer encounter.

Basic electronic attendants provide streamlined features such as pre-recorded texts include more complex VoIP functions such as personalized greetings and the option to direct calls to different phone numbers. For bigger companies and contact centers struggling with heavy call numbers, multilevel auto-attendants are useful.

Call Forwarding

Most smaller businesses simply can’t be available 24 hours. This means that a time will come when you or your staff will not be able to answer the call.

Many leading VoIP companies in the industry offer the opportunity to turn telephone messages into emails which may be of great use to your business. A successful VoIP solution will also provide you with a voicemail program and a find me / follow me app. This is a call forwarding function which enables users to receive calls irrespective of their location or phone number. This makes it easier for you and your bosses to be available while they are away from the workplace, especially if calls can be delivered to their mobile phone.

Do not disturb

DND, or Do Not Disturb, is a significant function for those who frequently deal with clients. If you talk to a customer, the last thing you want is to get a phone call interrupted because it will make you appear unprofessional. Most VoIP services currently provide specialized DND capabilities such as the option to deliver voicemail messages, or move them to another colleague who will answer the call by clicking a button.

Call Recording

if your business works in a regulated market, you need to be able to log and record calls for future reference. Alternatively, to monitor client feedback and concerns, you might want to capture calls. Regardless of the use, a strong VoIP program helps the user to quickly record calls, sometimes with a mouse button, and to save them in an audio file that can conveniently be replayed later.

Call Analytics

The right insight into your customers will help change your market, but first, you need a way of gathering and processing heaps of real-world data.

VoIP runs on multiple computers including desk phones and softphones. Which means they’re able to monitor and process all sorts of call info. These provide measures of call hours, patterns in behaviour, success of individual agents, among others.

Music on Hold

Most people prefer to listen to music while waiting for their call to be answered.

Music on Hold (MOH) refers to an audio transmission of music that is played when a customer is on hold and waiting to be served.

With the right choice of music and messages, you can increase engagement, increase revenue, reduce call cancellation rates, and improve customer satisfaction. A few minutes is all it takes to set up, and for companies that put callers on hold, this feature is also a necessity to make the most of the waiting time.

Business owners sometimes know that the on-hold silence is unattractive, but you can use the hold music feature to enhance the customer service experience when it’s the caller’s turn. You can select music from your phone system library and upload music announcements to customize the calling experience.

In order to create a specific atmosphere for your customers, the right music must be present in the background of your voice production.

One of the ways businesses can maximise their music on hold is by mixing advertising and information messages into their music-on-hold selection. For example, if you recently took over a new business, you can inform callers about a combined business, which leads to a potential sale.

Extension Dialing

Extension Dialing is an efficient way to contact specific groups, individuals or large organisations. An extension is typically a three- or four-digit number that provides a direct connection to a system – defined user on the phone, whether or not that phone is in the office or part of an external network. Providing a dedicated extension allows internal and external callers to quickly contact a specific party.

Instant Messaging

Instant messaging, often abbreviated as IM or IM-ing, is a form of embedded software for instant communication between two or more people. IM sessions are real-time, and many users have multiple overlapping conversations. You can see if a friend or colleague is online and connect with them through a selected service using skills known as “presence.”

As technology advances, many IM clients have added features such as the ability to exchange more than just text-based messages, enabling real-time communication between multiple people in a single session including file sharing and so on.

Voice over Internet Protocol (VoIP) technology enables voice and video functions to facilitate more personal communication in instant messaging. This is a feature that will come in handy for businesses that need to share non-text based information, such as documents and media files while talking at the same time on the phone.

Many phone systems running PBX come with instant messaging capabilities. That’s perfect for customers who want other choices in addition to email and phone calls.

SIP Trunking

SIP stands for Simple Internet Protocol, a popular protocol that makes calls over the Internet and is principally used to manage multimedia communications for voice and video calls. SIP allows services such as Skype and Facebook Messenger to make free calls from anywhere in the world. It establishes and terminates connections for telephone calls, controls data transmission and terminates connections after each call.

Simply put, a SIP case is a virtual phone line that allows you to make and receive calls from the Internet to anyone in the world who has your phone number. It can provide telephone service for your entire office as long as it can reach the outside world.

This also allows a business to assign phone numbers to hundreds or thousands of employees while simultaneously accessing the entire network without the need for a separate phone line.

SIP bundling, or route language, requires a fundamental change in the way images, sounds and documents are transported over the Internet.

As you may know, Voice over Internet Protocol (VoIP) is a way to transmit voice and data over the Internet without having to make phone calls. There are a few different ways a business can implement a VOIP system, but the majority of companies use SIP bundling.

SIP bundling makes it possible to make multimedia calls rather than just voice calls, and enables the use of a variety of other technologies such as video, audio and video conferencing, and voice and text messaging.

Audio and Video Conferencing

With modern VoIP phone systems, simplifying access to the network even for remote staff, interactive communication is now simpler than ever. Audio & video conferences are easy to set up, while giving the illusion that you are in the same place. This works by simply calling a line for a meeting. Rather than just supporting conference calls, the best VoIP systems often allow users to transfer files, chat, work together on calendars tasks, share presentations and even remotely access desktops.


A softphone is an electronic device that uses a software program that allows users to turn their PC, laptop or tablet into a high-tech phone to make and receive local and international calls.

If your business needs a mobile workforce, it may be better to use a softphone solution, but if your employees are mostly in the office and you probably already have a hard phone, it may be best for you if it is available as VoIP. With Softphones, you can dial a number from your computer or mobile device and talk through a built-in speaker or microphone so you can make and receive calls anywhere.

Since the early days of VoIP, softphones have been a replication of traditional phones and computers. However, in order to use a softphone, the user needs an application that is often referred to as a client. Softphones can extend their functions with a wide range of applications, such as video chat, video conferencing, SMS, email and voice calls. Other functionalities and functions may vary, although the basic functionality of softphone generally remains the same.

The technology behind the software is VOIP (Voice over Internet Protocol), a technology that allows you to make calls over the Internet. Softphone uses software to mimic the functionality of a desk phone screen, but the function of the phone is written in software that provides a friendly and intuitive phone experience.

Coaching tools

Instead of providing advice to your workers offline, with online coaching, you can pass instructions and advice while your workers are on a call with clients and customers.

 Two features could help you train and track the on-phone output of your employees: barge and whisper. Barge lets you listen to a conversation without interruption between an employee and a customer. You can get involved in the conversation if you want or you can decide not to. Whisper helps you to provide your staff with advice, tips and details while they are on the phone with a customer, without the customer being aware of it.

Business Tool Integration

Many VoIP apps provide compatibility with business tools such as ticket support service, chat, and email systems to keep teams linked and working efficiently. Others also support integration of technology tools for sales teams such as customer relationship management (CRM) to monitor customer experiences and automated dialers that automate the dialling process.

Advanced Call Management

Advanced call management lets you make incoming calls a priority, keep, route or block. This functionality helps the activities at your front desk and reduces customer dissatisfaction. It also improves the quality and the effect of VoIP calling.

Unlimited Voice Calls

Most telephone plans that have charge per minute and call limits are not good for business. They affect the operational performance, consumer relationships and the potential for sales.

It is time for those plans to be thrown out and the stop thinking about call limits. Most VoIP systems allow you to make unlimited calls for a standard plan. This is a better deal for improving communication in your business.


Simple voicemail lets callers leave messages and notifies users waiting for calls. Advanced features of voicemail include custom greetings and transcription services which convert messages to text. Voicemail is a VoIP feature that any business should have to handle clients calling while offices are closed.

There are just so many features of a VoIP business phone system which is why this system is becoming increasingly attractive to small businesses and start-ups.

Note however, that some of these features may cause the cost of your plan to increase so it is important you know what you are going for before committing yourself.

How to Choose VoIP Features?

With so many VoIP business phone system providers to choose from, it can be difficult to select one that matches your clients, staff and business needs.

For your business, the most relevant VoIP features rely largely on the needs of your employees and customers. For example, freelancers, remote workers, and consultants will take conference resources as priority over features of call forwarding and transfer. Conversely, the importance of call recording and business resource incorporation functionality can be seen in larger businesses and call centres.

If you want to find out how a VoIP Business Phone Systems can benefit your business, get more information or place an order, get in touch with us for a free, no-obligation interaction.

We have experts who can work with you so that you end up making an informed decision that will work for your business.