The VoIP Callers Guide & How They Work

Business telecommunication has changed significantly in recent years, and VoIP callers have driven much of that change. Even if you’ve never heard of VoIP, chances are you’ve interacted with this technology. VoIP, which stands for Voice over Internet Protocol, lets you make and receive phone calls over the internet. This eliminates the need to pay for landline service and can save your business a significant amount of money. 

But what exactly are VoIP callers? In this guide, we’ll discuss how VoIP callers work, what to do if you see a VoIP caller calling, different types of VoIP phone numbers, and what businesses are using VoIP callers. Plus, we’ll tell you about essential VoIP features for your business and why you need VoIP. 

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What Is a VoIP Caller?

When it comes to VoIP callers, there are two different meanings: 

1. A VoIP caller can refer to a person making a phone call using VoIP technology. VoIP technology enables voice communication using the internet rather than a traditional landline. This can be done through various devices like a computer, smartphone, tablet, or dedicated VoIP phone. VoIP callers can call you from anywhere they have an internet connection. If you’ve ever used Skype, WhatsApp, or Zoom, you’ve used a VoIP caller. 
2. A VoIP caller can refer to the VoIP system that enables VoIP calling. Many businesses today are replacing their traditional phone systems with VoIP. A VoIP-based phone system is less expensive than a traditional phone system and usually comes with tons of advanced features. In a VoIP system, voice signals are converted into digital data packets, transmitted over the internet, and then reassembled into voice at the receiving end. Beyond voice calls, VoIP callers often come with video conferencing, team chat, and productivity tools that improve collaboration in your organization. Because VoIP service can be accessed from just about anywhere, VoIP callers have enabled more remote and hybrid teams to stay connected. 

VoIP callers offer several advantages over traditional phone systems, including cost savings, scalability, flexibility, and the ability to integrate with other digital services. Businesses small and large are using VoIP callers in the office, call center, and remote office for these advantages. 

VoIP Caller on Caller ID

If you see VoIP callers on your phone’s caller ID, you don’t need to do anything different than you would for a typical phone call. In this case, a VoIP caller is just someone calling you with their VoIP phone system. 

Whether you’re answering on a landline, mobile phone, or VoIP-enabled phone, all you need to do is answer the phone. The call quality will be just as good or better than a call from a traditional landline. Both individuals and businesses rely on VoIP for high-quality calls. 

While your caller ID may show “VoIP Caller” occasionally, chances are most VoIP callers will show up under their name or the name of the business they’re calling from. Many VoIP numbers use local phone numbers when calling, so you won’t even notice the difference. 

If you’re not sure who’s calling or simply don’t want to answer a call from an unknown number, you can screen the call by letting it go to voicemail. If it’s important, the caller can leave a message. If the VoIP caller is a spammer, you can block the number and report that call to prevent unwanted calls in the future. 

What Is a VoIP Phone Number?

A VoIP phone number is a telephone number assigned to a user or device that makes calls using VoIP technology. With a VoIP phone number, you can make and receive calls just as you would with a typical phone number. Unlike traditional phone numbers, which are tied to physical telephone lines, VoIP numbers can often be accessed from any internet-capable device. 

In some cases, you don’t even need a VoIP phone number to place a call. For example, in your organization, you may not have phone numbers assigned to your employees if you only need to make internal calls. Instead, you would place a call to a coworker through the VoIP system by selecting their name from your contact list. 

Most businesses have at least one VoIP phone number for customers and clients to reach them. A single VoIP number can also have many extensions to reach specific people or departments. VoIP callers usually come with auto-attendant/IVR features, which help route the customer to the right place. 

There are two types of VoIP phone numbers: fixed and unfixed. 

Fixed VoIP Numbers

A fixed VoIP phone number is associated with a specific physical address, similar to a traditional landline phone number. They might be tied to an office or building and are wired into the broadband network. From there, the VoIP number is connected to the PSTN (Public Switched Telephone Network). Depending on your VoIP provider, you might only be able to access your fixed VoIP number from the office or location where it is installed. 

Pros of Fixed VoIP Numbers:

• Emergency service access: Because fixed VoIP numbers are associated with a physical location, you can use one to call emergency services. Emergency responders can accurately locate VoIP callers using a fixed number. 
• Reliability: Fixed VoIP services typically offer high reliability and call quality since they are provided by established VoIP service providers with robust infrastructure. 
• Professionalism: Having a fixed VoIP number can lend your business credibility since it provides a permanent contact number for customers to reach you. 

Cons of Fixed VoIP Numbers:

• Limited mobility: Since fixed VoIP numbers are tied to a specific physical location, they are often less flexible. However, many providers offer mobile apps that let you access your fixed VoIP number from any internet-capable device.
• Difficulty in moving: Moving a fixed VoIP number to a new physical address can be challenging and may come with disruption to service. 
• Cost: Fixed VoIP numbers can often cost more than non-fixed numbers and may come with added fees.

 

Ooma vs Vonage VoIP Providers

Non-Fixed VoIP Numbers

A non-fixed VoIP number, also called a virtual phone number, is one that is not tied to a specific physical location. They can be used from any internet-connected device, regardless of your location. Non-fixed VoIP numbers are popular with organizations that need flexibility and mobility for their phone service. 

Pros of Non-Fixed VoIP Numbers

• Portability: Non-fixed VoIP numbers aren’t tied to a specific physical location, allowing you to use them from anywhere you have an internet connection. This is especially beneficial if you work remotely or travel frequently. 
• Local presence: Non-fixed VoIP numbers let you establish a local presence even if you don’t have a physical branch there. This can help you expand within the US or even internationally. With a virtual number local to your target market, you can establish credibility with potential customers. 
• Cost: Non-fixed VoIP numbers usually cost less than fixed numbers, saving you money. 

Cons of Non-Fixed VoIP Numbers 

• Limited emergency services: Because they aren’t tied to a physical location, non-fixed VoIP numbers may not provide accurate information to emergency services. This can make it difficult for emergency responders to locate you if you need help. 
• Spammers: All you need to sign up for a non-fixed number is an email address. This has made non-fixed VoIP numbers popular with spammers. If you use a virtual number like this, customers may mistake your call for a spammer. 

 

What Is Non-Fixed VoIP?

What Businesses Use VoIP Callers?

If you’ve never used VoIP before, you may be wondering what kinds of businesses use VoIP. The fact is that VoIP callers are versatile solutions that can benefit businesses of all shapes in sizes. Here are some examples of how VoIP callers are used across different industries: 

• Small businesses: VoIP callers provide tons of features for a fraction of the cost of traditional phone service. Because of this, small businesses rely on VoIP callers for a professional phone system to communicate with customers and coworkers alike. 
• Call Centers: Call and contact centers use VoIP callers because of their scalability and cost-effectiveness. VoIP technology enables call centers to handle large call volume, manage remote agents, and provide omnichannel support to customers. 
• Enterprises: For large enterprises, VoIP callers offer a solution to complex communication needs. VoIP can connect multiple offices and locations together and provide features like unified communication, video conferencing, and integration with existing IT infrastructure. 
• Remote teams: VoIP technology allows remote or distributed teams to communicate easily, regardless of location. Users can collaborate over voice calls, video conferencing, instant messaging, and file sharing. 
• E-commerce: Many E-commerce businesses rely on VoIP callers to manage customer inquiries, process orders, and provide assistance. VoIP lets them offer multi-channel support for improved customer satisfaction. 
• Healthcare: Healthcare providers such as hospitals, clinics, and telemedicine services use VoIP callers for patient communication, appointment scheduling, and telehealth consultations. VoIP ensures communication is secure and compliant with regulations like HIPAA. 

Why Should You Use a VoIP Caller?

Now that you understand what VoIP callers are, let’s talk about why you should use one. Here are just some of the reasons to use a VoIP caller for your business: 

• Cost savings: One of the biggest reasons to use a VoIP caller is to save money. VoIP service typically costs less per month than traditional landline service. Plus, you’ll save on the cost of maintaining your phone service. 
• Flexibility: VoIP callers allow you to make and receive calls from anywhere with an internet connection. This lets you stay connected and productive even on the go. 
• Feature-rich: One major benefit of VoIP callers is the number of features provided. Every provider is different, but VoIP usually comes with advanced call management features, conference calling, auto-attendant, and integration with other business apps. 
• Scalability: VoIP callers are highly scalable and easily accommodate your business as it grows. Adding new phone lines can be done quickly, without the need for more physical infrastructure. 
• Unified communication: Beyond voice calls, VoIP callers enable unified communication, such as video conferencing, instant messaging, and business texting. This improves your teams’ collaboration and gives customers more flexible ways to reach you. 
• Reliability: Some people assume that VoIP callers are less reliable than traditional landline service. However, with advances in technology, many VoIP callers rely on built-in redundancy and failover mechanisms that ensure reliable communication even when there’s a network outage. 
• User-friendly: Most VoIP callers are user-friendly with intuitive user interfaces. This makes it easy to switch to VoIP, with little to training needed to use the VoIP phone system. 

Important VoIP Features for Businesses 

If you’re ready to adopt VoIP callers for your business communication, certain features are essential. While not every business will need every feature, here are some that many businesses rely on:

• Auto-attendant: An auto-attendant is a feature that greets callers with a recorded message and provides them with options so they can reach the right department or person. This gets customers to the right place from the getgo and improves the efficiency of your call handling. 
• Call forwarding: Call forwarding lets you redirect an incoming call to another phone number or device so that important calls are never missed. 
• Voicemail transcription: Voicemail transcription automatically converts voicemail messages to text, which helps you go through your voice messages faster. 
• Conference calling: Conferencing calling allows multiple people to join a single call, which helps facilitate collaboration among remote teams. 
• Call recording: With call recording, you can record and store phone conversations to review for quality assurance and training. 
• Integrations: Many VoIP callers offer integrations with third-party software like CRM. This helps improve your efficiency and offer better customer service. 
• HD voice quality: High-definition (HD) voice quality provides crystal-clear audio during calls. 
• Security features: Security features like encryption, firewall traversal, and access controls help protect sensitive communication and prevent security breaches. 
• Collaboration features: Many businesses rely on collaboration features within their VoIP caller platform. Team chat, file sharing, collaborative documents, and more let your team work together even when apart. 
• Analytics: VoIP callers often offer analytics and reporting features that give you access to real-time and historical data of key performance indicators. This can help you make data-driven decisions to improve your organization. 

Conclusion: Finding the Right VoIP Callers for Your Business

Whether you’re a small business or a large enterprise, VoIP callers can improve the way you communicate. They offer cost savings, flexibility, scalability, and feature-rich solutions that help your team work together more efficiently. 

If you’re looking to switch to VoIP, OneStop Communications can help. There are tons of VoIP callers on the market, but each one offers different features and functions. It can be overwhelming to sort through all the providers. That’s why we’re here. We’ll help you compare prices, plans, and features so you can find the right provider for your business needs.  

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