What is a Cloud Phone System?


A cloud phone system is a VoIP-based commercial phone system introduced by a third-party provider. The provider offers telephone services over the Internet to customers.

These cloud services consider by low costs, comprehensive features, and integration with other business tools, such as CRM software.

How Does Cloud Phone System Work?

  • Choosing to communicate over the cloud works by transferring signals between two IP addresses, and this transfer works as follows:
  • Our voice signals convert into data bits, small enough to transmit. These voice signals divide into packets.
  • The packets are portable over the Internet to the VoIP solution provider and forwarded to the receiver.
  • The VoIP provider uses the cloud-based PBX system to route the call.
  • Once the call exposes, the data shows any getting line, a VoIP, or a landline phone.
  • When the info reaches its destination, it transforms back into voice signals.
  • A VoIP phone is a device that sends and receives phone calls using an IP network.
  • These are often complex concepts to understand.

Benefits of Using a Cloud Phone System

1. Low cost

A cloud phone service is more expensive than the equivalent on-premises PBX system. With a cloud VoIP system, businesses save on multiple fronts, including:

2. Initial investment

Why buy phone hardware and software that you have to maintain and update every few years? The initial setup costs alone often run into the thousands of dollars, putting these systems out of reach for small businesses. In contrast, cloud VoIP services allow you to start with a single number or a dozen, depending on the company’s needs.

3. Monthly bills

Nothing is free, but your internal calls are free with a cloud phone system. No matter where they are, any call made by one employee to another travels over the company’s data network or the public Internet. Plus, international calls are also cheaper since you only pay for a portion of the ring as it travels through the PSTN.

4. Without maintenance

Since you don’t have any hardware, there’s no need to worry about equipment failure, wear and tear, or regular maintenance. You don’t have to renew software licenses or hire additional experts to manage the phone system.

5. Security

Some say that cloud-based VoIP systems are insufficiently secure for enterprises, yet they can be secure if properly setup. However, small errors might result in data loss or fraud. Small and medium-sized enterprises sometimes lack IT skills, making cloud phone systems a preferable choice.

6. Advanced digital features

One of the essential benefits of advanced digital systems is accessing advanced features that weren’t possible with older equipment. Since VoIP is corrupt by Internet-based rules (in direct contrast to telephony protocols), you get a modern message system that is sophisticated and extensible.

Voicemail is an excellent example of this genius. Visual Voicemail allows users to receive messages in their email inbox or mobile device. Notifications automatically record into text, and the original message is also available. Allows employees to access Voicemail from anywhere. They can also jot down important details or call customers without delay.

Visual Voicemail is just one of the many features available with VoIP. You can make your phone system work for your business needs instead of the other way around, from digital faxing to multi-device ringing.

7. Integrations

One of the biggest problems with analogue communications systems is that data is locked up in silos. You can’t just move data from one system to another or make it easily accessible in another context. For example, a business may use CRM software to manage customer interactions. But when salespeople need to contact a customer, they have to switch to another app or device to make the actual call.

VoIP minimizes those wasted moments. Your employees can call clients from within the CRM app with the proper integration. Call details (timestamps, duration, dates, etc.) automatically reflect with the appropriate customer record. Imagine the aids if your teams make hundreds of calls during the week, even if you save just 3 minutes of extra work with each call.

Choosing the Right Cloud Phone System

After learning about cloud phone systems, you may be ready to take the drop. But how do you select the right provision provider? A quick examination online will return thousands of results with nearly identical features and prices.

The first item to remember is that no single service works for all companies. Some providers specify small businesses, while others focus on a specific industry (for example, health care). The VoIP business has matured quite a bit, wherever most services offer a minimum average of quality and features.

However, the key is to select the right provider for your business. Keep the following factors in mind when choosing to purchase a cloud phone system:

·       Easy to use

Any phone system you buy should be easy to use. It should also be easy and natural to use. The most advanced system in the world won’t help if your employees can’t use it effectively. A cloud phone system is entirely virtual, so you’ll access all features through online dashboards. Make sure the service allows you to make changes anytime you need to.

·       Balance of costs and features

Most companies consider the cost of a new system from the beginning. But keep in mind that even the most minor expensive system will not be the most suitable for your business. Be careful to pay for the quality and features you need. At the same time, avoid the trick of paying for things you may need “someday.” VoIP allows you to buy resources when required, so there is no need to pay for extras upfront.

·       Service support

Technical and customer support doesn’t get much attention until something goes wrong. As with any technology, your phones can stop working or develop other problems over time. You need a provider who will contact you and work to resolve issues as quickly as possible.

Check that you can access their support through multiple channels (including email, chat, social media, and voice). What is your response time if something goes wrong? How quickly do they get phones working again? See if the provider offers an SLA (service level agreement) that covers their responsibilities and compensation options.


Using a cloud phone system has many advantages done a traditional design. If you or your staffs need to be able to style business calls remotely or are looking to grow your operations in a short period, a cloud-based phone system might be more right. Plus, cloud phones come with tons of convenient features and additions. If you want to offer a more continuous skill to both your clients and your employees, a cloud phone system can help you do just that.

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