Best VoIP Software Providers

What is VoIP Software?

VoIP stands for "Voice Over Internet Protocol" and is often pronounced "VoIP." VoIP is a telephone connection over the Internet. This technology allows you to make voice calls using a broadband Internet connection instead of a regular (or analog) phone line. It would be best if you had a computer, an Internet connection, and VoIP software to use VoIP. You also need a microphone, analog telephone adapter, or VoIP telephone. Many VoIP programs allow you to use a basic microphone and speaker setup.

Others require VoIP phones, like regular telephone handsets, but typically connect to your computer via USB. VoIP is also called IP telephony, Internet telephony, and digital phone.

Benefits of VoIP Software

Here are the top undeniable benefits of VoIP software that businesses can’t overlook.

1. Reduced cost per call:

   Cost savings is one of the benefits of VoIP that virtually any business can appreciate. You can only install so many phone lines and costs quickly add up, especially if your business regularly makes long-distance calls. With communication data being modified into data packets and sent over the IP network, the issue of a single phone line being able to be utilized by only two callers is eliminated. The IP network could be a direct IP connection to your VoIP service provider or your existing internet connection (or a combination of both). Traditional phone lines typically charge for each minute of call time, whereas with VoIP, your only costs are your monthly charges from your ISP. 

2. Service mobility:

   If your business is on the go, the VoIP phone system can tremendously benefit you because it will follow you wherever you go. On a traditional phone system, a line that runs to a home or business is assigned its phone number. Any movement becomes a trial of remembering the right codes or keys to dial on your phone. A lot of time can be wasted by contacting phone companies to transfer services and phone numbers to new locations. Using Virtual Phone Numbers for Different Countries is eliminated. There are no physical limitations. You can move as your business demands without any added stress.

3. Simplified conferencing calls:

   Without the need for dedicated phone lines, conferencing is simplified considerably. Traditional phone systems allow conferencing, but you’ll end up paying for an additional service and hosting multiple callers each time you need to conference. With a converged data network, these features are typically native, and the cost is built into the already lower price of the VoIP phone service you’re already paying for. Another benefit of VoIP is that it makes video conferencing far simpler. 

4. Worldwide Access:

   More employers are discovering the benefits of having their staff work from home in exchange for smaller office spaces, decreased utility costs, etc. They’re also discovering the benefits of VoIP that allow their employees to telecommute so effectively. VoIP lets employees remotely utilize your office's voice, fax, and data services via your intranet. VoIP technology has become extremely portable, allowing users to connect from home offices and abroad. What’s even cooler is that your employee’s number follows them to their new home office when they make the change.

5. Network Flexibility:

   The underlying network of VoIP software need not be a part of a specific technology layout. That means your existing ethernet, SONET, ATM, or even your WiFi can be used as the foundation for your network. The complexity of PSTN (traditional) phone networks is virtually eliminated. This allows for a more standardized system that supports various communication types while tolerating faults and requiring less equipment management.

6. Fax over IP:

   Fax information is transmitted via data packets that dramatically improve efficiency. VoIP doesn’t even require a fax machine to send or receive a fax.

1. Purposeful & Effective Communication:

   With your personnel working from various points within the office, their home, or around the world, keeping them within reach is critical. One of the more interesting benefits of VoIP is that you can have a single call ring to your desk phone for the first few rings, then to your mobile phone, tablet, or laptop if the call goes unanswered. This way, urgent calls are answered more often, and less time is spent checking voicemail or corresponding over other platforms.

2. Ease of Installation, Configuration, & Maintenance:

   IP phones are incredibly easy to install—even for less technically savvy people. Expert technicians don't need to run phone wiring throughout your office. Instead, IP phones are virtually plug-and-play. Hosted VoIP phone software also makes it incredibly simple to add new users, and a web portal makes moving, adding, or changing your system's configuration much easier. All of this simplicity means maintenance is straightforward and rarely requires professional support.

3. Extensive Additional Features:

   VoIP systems allow you to connect various devices to keep your business’ productivity high. VoIP services typically include features like caller ID, virtual numbers for Whatsapp, contact lists, voicemail, etc., but these features can be used in more sophisticated ways to boost operational efficiency. For example, voicemails and messages can be forwarded to multiple colleagues with a single click, and voicemail-to-text transcriptions can be sent directly to your inbox to be reviewed on the go. Many features are included in various provider packages. Due to the flexible nature of the service, custom VoIP services can be designed based on the unique needs of your business.

4. Better & Effective Use of Bandwidth:

   One of the little-known benefits of VoIP is that it makes for more efficient use of your existing bandwidth. What's more, VoIP allows for compression and elimination of speech redundancies to improve efficiencies further.

Advanced Features of Internet Telephony Software

Here is a lowdown on the top advanced features of IP telephony software.

1. Find me, follow me (FMFM):

   This fun feature called call hunting or advanced forwarding, allows employees to move around, either within or outside the organization, and still receive calls as if they're sitting at their desks. Workers telecommuting from home, executives in hotel rooms or on the road, and technicians out on a job site can all get their calls no matter where they are. 

2. The presence or configuring real-time location:

   An extension of the FMFM functionality,  the presence feature can track them down. For example, the system can detect that a user logged onto his or her email account from a computer in the accounting department or checked voicemail messages from a phone at the reception area. It can then extrapolate from that where the user is. A presence virtual phone system for startups also allows you to create rules about handling calls based on the user's location. For example, you can configure it not to ring your cell phone when you're in the CEO's office.

3. AV Conferencing:

   A good VoIP system will support audio (and perhaps video) conferencing. High-fidelity wideband VoIP conference phones allow multiple persons at a conference table to participate in a VoIP conversation from different distances, speaking at a normal volume.

4. Auto-Attendant:

   An extension of voice mail, auto-attendant is a basic feature of high-end IP phone systems and IP PBX units. Auto-attendant software can answer incoming calls to a central number and route those calls based on the caller's needs. For example, the caller can route the call to the sales department, billing department, accounts receivable, etc. 

5. Convergence:

   The basis of unified communications is the convergence of different technologies to work together. The same communications system can handle phone calls, voicemail, e-mail, instant messages, video conferences, faxes, and other types of communications, and different applications are aware of one another. For example, if you're in a location where you're unable to receive a phone call, the system can notify you via instant message that someone is trying to reach you.

Industries Using VoIP Software

VoIP management software can be beneficial to the following industries.

1. Customer service

2. Hotel & Tourism Industry

3. Finance

4. Manufacturing

5. Real Estate

6. Start-ups

What are the Most Important Things to Consider When Buying a VoIP Solution?

Here are the most important things to consider when choosing the best VoIP software for your venture:

1. Is your workforce mobile?

   Walls don’t constrict the modern office, so why should your employees be? Whether working from the backseat of a cab or from home, your workers should have the same tools at their disposal as they would from a conventional office, such as accessing their contact customer databases system, participating in video conferencing system, or using their mobile device never to miss a call.

2. Is your business on the verge of expansion?

   If your business is on the path of growth, you wouldn’t want its growth to be curbed by an inadequate communications system.  Virtually all existing PBX are compatible with SIP, and those that aren’t can easily use a simple gateway to convert an existing system.

3. Are you switching from ISDN?

   Switching to VoIP from ISDN requires a solid migration and porting plan, which should meticulously spell out your company’s communication requirements.

4. How technically involved do you want to be?

   For a company with limited IT experience, a hosted system (where the service provider handles all the maintenance and upgrades) could be ideal.

5. Do you need to upgrade your connectivity?

   Consider the use of dedicated business broadband or leased lines. While dedicated broadband is intended to provide businesses with higher internet speeds, leased lines will guarantee voice quality by reserving the connection for your company’s sole use.

6. Additional factors to consider while purchasing VoIP software services

• Security:

  Authorization, Authentication, Transport Layer Security (TLS), and Media encryption (SRTP) - IP networks can be vulnerable, so various methods of providing communication privacy and security should be considered. Vendors may vary in how they attempt to secure communications.

• Business Phones & other Hardware Components:

  Vendors must offer hardware to support their platforms' capabilities, such as phones, headsets, servers, and other infrastructural devices. Subtle differences between these devices may contribute to similar and relatively equal software platforms being perceived differently in terms of quality or fit.

• Call & Communications Analytics:

  A great deal of data is transmitted through these systems. Owing to this, VoIP solutions provide analytics to evaluate agent, channel, and call performance. These analytics can be used to seek out inefficiencies or anomalies, endpoint status, and more.

• Field, Telework & Telecommute:

  One potential benefit of VoIP and virtual offices is the ability to interact with personnel (or support personnel as they interact with customers) as though they were in the office. This includes dashboard interfaces, a reliable connection, quality streaming, and security protocols and methods (e.g. Virtual Private Network / VPN).

Top 5 VoIP Problems & How to Fix Them

1. Choppy Audio:

   This common VoIP problem is likely due to your bandwidth capacity. Bandwidth measures how much data can be sent over a connection in a given amount of time. If you hear someone else cut in and out, it’s a problem with your download bandwidth, and if they hear you cut in and out, it’s a problem with your upload bandwidth. Small units of data are sent in packets when using an internet connection, whether for VoIP or browsing. When these packets fail to reach their intended destination, packet loss occurs.

   Solution:

   First, you should verify your network stability by conducting a handy VoIP speed test. When in doubt, take a sampling of three tests and average them together. If your bandwidth is lower than what you pay for consistently, you should contact your Internet Service Provider (ISP).

2. Dropped Calls After 11 Minutes:

   Usually, this problem is reported happening on outbound calls on high-volume networks. The first culprit is not having the most up-to-date firmware on your device. A quick call to your phone provider should confirm this. The second issue might be a UDP Timeout, the amount of time a UDP route stays open on a firewall or router.

   Solution:

   To fix this common VoIP issue, you should adjust router settings to allow for longer UDP timeouts or switch devices to use TCP. 

3. Echoes during VoIP calls:

   If you’re experiencing echoes on your VoIP calls, there are three potential problems: the device, headset lag, or network latency. 

   Solution:

   Have you done the old trick of unplugging and plugging it back in? Test your calls after you take a look at the device itself. Often, this allows the buffers to empty and can re-sync with the VoIP service of choice. Depending on the kind of headset you have, you could have an issue with it. Bluetooth is good, but not perfect. If you can isolate the delays to your headset and not the corded handset, you can fix the issue quickly. If you’re still experiencing echoes, you may need to improve your network stability. 

4. Unable to make calls:

   If you have a giant “X” on your screen or cannot make outbound calls, chances are you have two routers that drop certain critical packets of data. This scenario has less to do with your router configuration but more so with the network layout. Certain protocols are processed by the Application Layer Gateway (ALG) and rewritten for better flow through a firewall or NAT (Network Address Translation). However, it causes numerous problems for VoIP applications.

   Solution:

   To solve this VoIP problem, you will want to disable SIP ALG and ensure you do not have a double NAT or two routers inhibiting your flow of packets. Placing your VoIP phones on a VLAN may also solve this problem.

5. The call connects with no sound:

   This usually occurs because a firewall blocks the RTP packets from flowing.

   Solution:

   To solve this, check your firewalls. You may need to open ports as it might not allow flowing traffic to pass.

VoIP Providers Comparison

To compare VoIP products with greater ease, consider evaluating different options based on these three key factors:

1. Standalone voice software vs UCaaS suite:

   Are you seeking a simple voice-only solution or a VoIP product embedded within larger unified communications as a software (UCaaS) suite? Think about which type of solution will best serve your business needs. Suppose you already use other online team communication system applications (e.g. video chat, messenger, team collaboration system). In that case, centralizing these capabilities within one platform might be worth the extra cost. On the other hand, if you’re mainly looking for a voice solution to use while traveling or in place of your phone number, a lighter-weight VoIP solution might be the best fit.

2. Pricing model:

   Many large VoIP vendors offer packages that charge on a per-user/month basis. However, other products include free calling to any other individual using the same application and charge by the minute for other types of calls. If making a large number of calls is part of the job description at your company, as it is for sales reps or call center agents, then you may want to consider a per-user/month package.

3. Mobile compatibility:

   Today's workforce is becoming increasingly mobile, and ensuring your employees can access VoIP services while traveling or working remotely is more important than ever. Many VoIP vendors already offer iOS and Android mobile applications, but ensure that the products you're considering have mobile applications that support all your devices.

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