Best Practices

Business Phone Solutions: Landline vs VoIP

What are the differences between both options? And for a small business, which is the best fit? Let's break it down.


When you first start a business, it quickly becomes apparent that you need a second phone line. After all, who wants to  answer client calls with their cell phone or home phone? As a result, you’ll likely start looking for a business phone solution to meet the need of having a business phone line that is separate from your cell or home phone. In your research, you’re going to come across two options - traditional business landlines and VoIP phone systems.

What are the differences between both options? And for a small business, which is the best fit? We’re breaking it all down below.

What is a VoIP Phone System?

We cover this more in depth in this post, but the most basic explanation of VoIP, or Voice over Internet Protocol, is that it’s a technology that allows you to make phone calls over the internet rather than via a typical analog phone connection. Now that you understand what a VoIP phone system is, let’s break down the pros and cons to both a traditional business phone solution and a VoIP business phone solution.

Traditional Vs VoIP - Pros and Cons of Each

For some, it might appear that choosing between a standard landline phone system and a VoIP phone system is straightforward. The reality is a little different. Because each system has its own set of benefits, the optimal system for your company will be determined by its unique requirements.

Cost, internet connectivity, and system reliability will all likely play a factor in making your selection. Of course, the VoIP service you choose also matters, but more on that in a moment.

Pros of a Business VoIP Phone Service

  • Cost-effectiveness is one of the key advantages for using a VoIP system. Where a traditional business phone solution requires a lot of wiring and hardware, many VoIP systems can be set up with tools you already have. In fact, if you choose an application like Ring4, you only need your smartphone to get an online business phone number. Adding features to a traditional line like call forwarding and queuing can drive up expenses even further. VoIP is a cost-effective choice for long-distance communication as well because international calls using VoIP are often free.
  • VoIP systems provide more capability and flexibility than traditional phone lines. A large number of personnel in a business must be reachable at all times and from any location. With an internet connection, you may make and receive calls from anywhere.
  • VoIP often provides higher sound quality than analog phone lines - that is, when your internet connection is strong.
  • Traditional landline phones have fewer features than VoIP options, which include the ability to make video conversations and send multimedia messages over the internet. Voicemail, call transcription, the ability to send text including images are all included in many phone systems including Ring4.
  • You won’t need to upgrade hardware over time because VoIP can be installed directly onto your smart devices, and you can go hands free with a headset or earbuds.
  • Due to the digital nature of VoIP, it delivers exceptionally dependable communication services. Just because you’re not in the office doesn’t mean you will miss out on sales opportunities. You can be reached any time, and if you don’t pick up, your call can be recorded and transcribed so you can address the matter later.
  • If you use a solution such as Ring4, you can connect and have an online business phone in as little as 30 seconds compared with the hours or days a traditional line will require.

Cons of a VoIP Business Phone Solution

  • VoIP systems have a number of drawbacks, including many that lack the inability to provide emergency services such as 911. However, that’s the beauty of using Ring4 - it’s an app on your smart device, so you can still use your cell phone's regular functions to dial emergency services.
  • Sound quality can be affected by the speed of your internet connection. A slow connection can degrade your call, whereas a robust connection usually produces clear, continuous sound throughout the conversation.
  • Because VoIP systems are entirely reliant on the internet, you’ll need a stable internet connection in order to avoid the risk of dropped calls.

Pros of a Traditional Business Phone Solution

  • Traditional landlines are incredibly dependable in that they don’t require the internet to connect the call, and, depending on the system you use, often will still be accessible even during a power outage.
  • Your service will not be inconsistent or fail suddenly due to the wired connection. Furthermore, in the event of a natural disaster or extreme weather, your phone line is more likely to remain operational or be restored faster, resulting in less downtime for your company.

Cons of a Traditional Business Phone Solution

  • You will be landlocked so to speak. Businesses are becoming increasingly reliant on the ability to make calls at any time from anywhere in the world. Landline systems, on the other hand, do not allow for this, drastically limiting your company's ability to conduct business.
  • When you consider the added costs of VoIP features like voicemail, call waiting, and caller identification, landlines are more expensive than VoIP systems. Landlines are considerably more expensive because of taxes and other expenses.
  • With a traditional business phone solution, you will need recording hardware, and a transcriptionist or transcription software to gain the same features that VoIP systems already have built in.
  • Traditional business phone systems take time to set up. You may need a specialist to help with wiring, and configuring your setup.

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How to Decide Which Business Phone Solution is Best

After comparing the advantages and disadvantages of VoIP vs a landline phone system for your business number, you may already see that a VoIP business phone solution is the clear winner. You’ll save money and time on setup, and you won’t have to worry about configuring equipment and upgrading systems as technology advances.

While landlines are often the preferred choice because of their dependability, the flexibility that VoIP systems like Ring4 offers simply can’t be matched. And, as cell phones and technology continue to improve, the dependability factor will continue to be less and less of an issue.

Want to try Ring4 for yourself? It’s easy to set up, and you could be making business calls in less time than it takes to order a meal at your favorite coffee shop. Check out our pricing, and sign up today.

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