VoIP gets a lot of hype, and most of it is deserved. Lower costs, more flexibility, features that traditional phone systems charge extra for — it's a pretty compelling case for small businesses.
But there are a few things that tend to come up after the switch that nobody mentions up front. Here's the honest version.
The good stuff first
The cost savings are real. Most small businesses cut their phone bills by 40–70% when they move to VoIP. Instead of paying per line, you pay per user or per account. If you have slow months, you're not stuck paying for capacity you're not using.
The flexibility is also real. Your business number goes with you — take calls on your laptop, your desk phone, your cell. Your team can work from anywhere and it all routes through the same system. No more "call my cell" situations that feel unprofessional.
Features that used to cost extra are usually included. Call routing, voicemail-to-email, auto-attendants, call recording — standard with most cloud PBX setups.
Things worth knowing before you switch
Your internet connection matters a lot
VoIP runs over your internet. If your connection is solid, call quality is great — genuinely indistinguishable from a landline. If your connection is flaky or you're on a congested network, you'll notice it. Before switching, make sure your internet is reliable and that you have enough bandwidth for the number of simultaneous calls you typically handle.
A rough rule of thumb: each active call uses about 100 Kbps. Most business internet connections handle this fine.
Power outages affect VoIP differently than landlines
Traditional copper landlines work during power outages because the power comes through the phone line itself. VoIP doesn't — if your router and modem go down, your phone does too.
The easy fix: make sure calls can forward to a cell phone when needed. Most cloud PBX systems let you set this up in a few minutes.
911 works, but it's worth verifying
Emergency services work with VoIP, but you need to register your address with your provider so 911 dispatchers know where you are. Your provider should walk you through this during setup. It's not complicated, but don't skip it.
Porting your number takes a few days
You can keep your existing phone number when you switch — this is called porting. The process is straightforward but takes anywhere from a few days to a couple of weeks depending on your current provider. Plan for this so there's no gap in service.
What to look for in a provider
A few things that actually matter:
- Reliability and uptime. Look for a provider with a clear uptime commitment. Downtime on your phone system is lost business.
- What's included in the base price. Some providers charge extra for features that should be standard — SMS, call recording, auto-attendant. Read what you're actually getting.
- Support quality. You want to be able to reach a person when something goes wrong, not submit a ticket and wait.
- No long-term contracts. A provider that's confident in their product shouldn't need to lock you in for a year.
Is VoIP right for your business?
For most small businesses: yes. If you have reliable internet and more than one person who needs to take calls, the math almost always works in VoIP's favor.
The businesses where it gets more complicated: locations with spotty internet, or industries with very specific compliance requirements (some healthcare settings, for example). But even in those cases, solutions exist — it just takes a bit more setup.
If you're considering the switch and want to talk through what makes sense for your setup, reach out to ShoutDial. We offer cloud PBX starting at $50/month with VoIP, SMS, eFax, and transcriptions — and no long-term contracts.