How to Choose a VoIP Service Provider

Written by Ankit
4 mins, 4 secs Read
Updated On November 16, 2023

A VoIP service provider is a company that offers you the ability to make and receive phone calls over your internet connection via an app on your smartphone. These services are usually more affordable than traditional phone providers, and most are available without a contract.

However, choosing a VoIP service provider is no small task. You can save money and time on your phone system with the right provider. However, like most things in life, it’s important to consider your options before making any decisions. This post will give you insights into how to choose the best VoIP provider for your company and what features they should have.

What is a VoIP Service Provider?

VoIP stands for “Voice over IP,” and it combines your internet connection and the use of an app to make and receive phone calls. With VoIP, you can route your calls over the internet instead of using a standard phone line. As a result, you can use any device with access to the internet to make or receive calls for a fraction of the cost.

In most cases, VoIP users only pay for the internet connection instead of paying for long-distance charges every time they call someone out-of-state. The VoIP service also allows you to see who’s calling through caller ID, so you don’t have to rely on your cell phone’s number when screening calls from clients or customers. Moreover, such services offer additional features like analytics, team messaging, CRM integrations, etc.

Tips to Choose the Best VoIP Service Provider

The best VoIP service provider is one that caters to the unique needs of your company. There are essential tips you should consider below.

Determine What Kind of Phone System You Need

Before you start researching VoIP service providers, you should figure out what kind of phone system you need. Some companies are satisfied with basic voice-only service, while others want a more advanced offering that includes features like call-tracking and analytics.

If your business relies heavily on phone calls for sales or customer support, you’ll likely need the latter type of system. However, if your team members mostly communicate via email and instant messaging, a basic system could be sufficient for your needs. Determine which system works best for your company before contacting providers to receive quotes on service costs.

Decide Which VoIP Features You Need

The features offered by your VoIP service can play a major role in determining how much it will cost you. The service should have that capability if your team members expect to make video calls. Those should be included if you need customer service features like call tracking and analytics.

Productivity-oriented features like group chat and instant messaging along with VOIP numbers are essential to many businesses. In some cases, you’ll want to choose an all-inclusive system with a higher monthly cost than one that offers fewer features for less money per month.

Figure Out How Many Users Will Use the VoIP Service

Another crucial decision you should make is how many users will use the service. For example, if your company only has a handful of customers that need to dial out-of-state, a basic system could be satisfactory. However, suppose your business needs to service hundreds or thousands of customers worldwide each year. In that case, choosing an advanced system that offers unlimited calling is essential.

Determine Your Budget

You’ll also need to determine your budget before contacting VoIP service providers. The cost of such a system will vary considerably based on your business type, call volume, and the features included. 

Consider Your Customer Support Needs

In today’s technological world, you’ll want to make sure that your VoIP service provider offers good customer support. A company that offers good service and a useful number of features makes for a better solution for your company.

Besides having a solid technical team, your VoIP service provider should also have decent customer support staff. This is critical if you plan to use the service in the future or if a problem arises.

Explore Potential Latency and Security Issues

When choosing a VoIP service provider, you’ll need to consider latency and security issues. Both can have the effect of reducing the usefulness of the service.

Latency is the time it takes for your call to be routed from one point to another. In some cases, this results in poor sound quality on video calls.

With regards to security, VoIP services like Skype are susceptible to various kinds of attacks, including viruses and Trojans. Your VoIP provider will need to ensure that their service is secure against such attacks.

Compare Top VoIP Providers

Once you’ve figured out your specific needs and checked to see that the VoIP service provider you’re interested in meets them, compare quotes from various providers.

Call clarity, customer support, features, and other factors can help you decide which company will work best for you. If a provider doesn’t offer any of the features you need for your business, consider looking elsewhere.

Read Online Reviews

Online reviews for VoIP service providers can be helpful in your search for the best option. While many of these sites are paid for by the companies they’re reviewing, you can still gather some useful information from each one. For example, you can read about customer support issues, learn if there were any problems with their software and assess how effective their customer service was.

Be sure to investigate any negative reviews you find thoroughly because they may indicate that a VoIP provider causes more trouble than it’s worth. You’ll want to avoid companies that have a history of poor customer service so that your company doesn’t suffer later on.

The Bottom Line

VoIP services can be a great addition to your office communications. By using a VoIP service, you’re providing your business with some much-needed functionality while reducing costs.

To choose the best VoIP provider for your company, you’ll need to figure out what phone system you need and how much it should cost. You should also determine which features are important to you, read online reviews, and compare quotes from various providers.