Quick Guide to Modernizing your Business Phone System



Did you know that small business owners spend an average of $40,000 within their first full year of starting their business? You likely already knew it wasn’t exactly cheap to launch a company, but this number can shock even the scrappiest of entrepreneurs. Add to that the extra costs that can come with bringing on board one or two new sales team members, renting an office space and before you know it your costs to start up can double or triple.

Perhaps it’s why so many companies are opting for innovative means of running their business. Using things like streamlined processes, remote teams, automation software, etc... are helping entrepreneurs worldwide to save more money so they can turn a profit in less time. Of course, just because you’re running a bootstrapped business doesn’t mean you can’t stay connected to your team and customers. With modern business phone systems like Ring4, you can have all the benefits of a traditional phone system without as many extra costs, restrictions, and headaches.

In this guide, we’ll explore the various things most business owners want to know about modernizing their business phone system. We’re betting that by the time you finish reading you’ll understand why more than 35 million VoIP business lines were created between 2010 and 2018 in the United States alone. This number is only expected to increase in the coming years as more business owners opt for remote working conditions. Are you ready to hop aboard the VoIP train too?


What is a VOIP Number?


Before we dive into the benefits of having a VoIP business phone system over a traditional business landline, let’s cover some of the basics. Addressing the common question of “what is a VoIP number?” for starters.

VoIP is an abbreviation for Voice over Internet Protocol, but it is also often referred to simply as voice over the internet or internet phone calls. Because of the flexibility, time, and cost savings that using a VoIP business phone system provides, more and more business owners are choosing to use a VoIP provider for phone calls over traditional business phone service.


VoIP 101 - Let’s Break it Down

To help you fully comprehend the rest of this guide, below are some terms you may want to familiarize yourself with. We’ll cover them more in depth as we go along, but here are the basics: 

  • VoIP

  • VoIP Caller

  • VoIP Phone System

  • VoIP Phone Setup

  • VoIP Phone App

When you sign up for a VoIP service like Ring4, you are given a phone number, just like you would with traditional phone service. However, unlike conventional phone numbers, this one is set up in an app that allows you to make phone calls over the internet. A VoIP phone setup can be as simple as downloading the app on your smart device and then you can call landlines and cell phones as well as other VoIP users that have their phone systems set up on desktops, laptops, and smart devices like tablets and smartphones too.

To keep things simple, if you have a VoIP call coming in on your phone, it means that someone is connected with you online instead of through a traditional phone connection.

(aka VoIP business phone system) A VoIP phone system is one that lets you make calls online instead of using traditional phone lines. Because VoIP technology consumes so little bandwidth, most businesses can use it for other data-intensive tasks such as real-time video streaming without incurring significant data costs. 

Essentially, a VoIP phone setup consists of the tools you will use to make your phone calls online. While some phone setups are a little complicated with computer software and hardware required, others are as simple as downloading a VoIP phone app to your smartphone.

(aka VoIP Business Phone App) This is an application you can download directly to your mobile device. Ring4 for example, is a business phone app that you can download on your smartphone that allows you to add a second phone line without interfering with your current mobile phone number.


Business Phone Solutions: Landline vs VoIP


As promised, now that we’ve covered the basics of VoIP calls, setups, apps and numbers, now we’ll explore why a business owner would choose a VoIP system over a traditional landline. 

Benefits of Business VoIP Service


One of the primary benefits of using a VoIP system is its time and cost efficiency.

Traditional business telephone solutions often require extensive wiring and hardware. This can take a lot of time and money to get set up.In contrast, many VoIP systems can be configured with tools that you already own. In fact, if you’re using Ring4 for your business phone system, the only tool you need to set up your business VoIP is already in your pocket. It’s your smartphone!


VoIP systems outperform traditional phone lines in terms of flexibility and quality.

Not only can the Ring4 phone app allow you to call from any location with an internet connection, the sound quality is often superior to analog telephone lines when your Internet connection is strong.

Your team can be as remote as you would like with a VoIP business phone system.


More features in one system for one monthly cost.

Sure, with a traditional business phone system, you can make a phone call. You can even add hardware or software that allows you to record the call. But, where VoIP systems outshine their analog counterparts is with all the added features that are already included. For example, Ring4 lets you make phone calls sure, but it also allows for:

  • Sending and receiving text messages
  • Recorded voicemail and transcripts
  • Video conferencing and 
  • Sending and receiving images

Disadvantages of a VoIP Business Phone System


Most VoIP providers are incapable of providing emergency services such as 911. But again, that’s the beauty of using Ring4 when compared with most VoIP providers - since it’s an app on your smart device, you can still dial emergency services on your cell phone if you ever need to.

The only other big disadvantage is that a slow internet connection can degrade your call, whereas an analog system will typically work continuously even when the power goes out. Still, for the flexibility and savings, it’s easy to understand why business owners prefer VoIP apps to traditional phone systems.


If you would like to learn more about the pros and cons of both phone system options, we cover them in greater detail in this blog post.



How to Choose the Right VOIP Provider for You


Just like there are many cell phone companies and internet providers to choose from in your business, there are several VoIP providers too. Here’s some advice on how to choose the right VoIP Provider for you.


 Consider your company’s unique communication needs.

  • Think about the type of phone number you need (international, local, or both). 
  • How many team members do you have, and do they each need their own number? Some team members may not need to call clients, for example, and therefore might not need a business phone line.
  • Does your VoIP need to allow for text messages and video calls? Not all providers offer this, so if you choose one that doesn’t, you will need additional software and/or hardware.


What does the VoIP provider you’re considering offer in terms of features?

As in all things, not every VoIP provider is alike. Some offer phone calls only whereas others offer calls, text messaging, and video calls. Some require hardware and software, and others can be set up through an application on your smartphone. 


Find out how dependable and flexible the service is.

If you will be working remotely, you need a reliable provider that allows you to connect anywhere with WiFi. 


Consider the cost.

For many business owners, the cost will be the deciding factor when choosing a VoIP provider. This is understandable. However, make sure you look beyond the sticker price. For example, look into the extra fees that come with additional features! They can add up fast, and completely change the price you will pay each month/year.


Benefits of Choosing Ring4 Business Phone System


Just a few of the reasons business owners choose Ring4 for their VoIP business phone system include, but aren’t limited to:


Transparency in pricing - We only charge you for the business lines you purchase, and there are no hidden fees. Each line is one flat fee per line, per month. While you can pay for additional services such as shared call recording, shared call transcripts, and international calls, all of our features and the prices we charge are clearly stated here.


You can use Ring4 on any Android or iOS device (you don’t need a second phone!).


Business phone line set up takes less than 30 seconds.


Our app comes with unlimited texts and calls nationally as well as unique phone numbers for each paid team member.


Video conferencing included.


In the app we also feature voicemail, call recording, and transcripts

You might be thinking that a business phone system directly on your cell phone is too good to be true, but we’re living in an amazing time! Technology affords us the flexibility to run our businesses remotely and Ring4 keeps you connected for less time and resources than other options out there.

How To Effectively Manage Business Communications with Ring4


With Ring4 in your pocket, you’ll never have to worry about missed calls or complicated system upgrades. Any software updates can be managed with the click of a button, and as long as you’re connected to the internet, you can make as many calls and send as many texts as your heart desires. Here are a few additional ways that Ring4 helps you manage business communications more effectively :



If you miss a call, you will receive voicemail recordings and transcripts in the app.

This lets you know how urgent the matter is quickly so you can step away from whatever you’re doing and handle it or outsource it if needed.


You can keep in touch while traveling.

Have to be in another city/town for a tradeshow? No problem! With your business phone line in your pocket, your clients and team members can still reach you.


Collaboration has been simplified with VoIP.

With video calls, shared records and text messages, you and your team members can keep in touch effortlessly. Work together on projects, customer service management, marketing, brainstorming and strategy sessions and more with ease.


Enjoy virtually no down time for upgrades and/or maintenance.

With Ring4, updates are as simple as installing the app. Our software team handles the maintenance, and we deploy updates when they are available and you just click “update.” As long as you’re connected to the internet, you can call and text without missing a beat.


Enhance your Business Conversations Today


Unlike calling a phone company and setting an appointment and waiting for service, your Ring4 business phone system can be set up today. Download the app. Sign up. Start calling. It really is that easy. Once you have your business phone number set up you can enhance your business conversations in the following ways:

Take calls any time - even when you’re not in the “office” (wherever that may be).


Access a larger pool of talent because they can all work remotely.


Expand your business easily with our cloud-hosted VoIP solution that allows you to add numbers and remove them as needed.


Connect with your team and prospects without the need for an additional phone or communication device.


Enjoy quick installation and nearly handsoff maintenance.



Are you starting to see just how much you can benefit from a VoIP business phone system? Get started for as little as $8 per line per month. We can have your company making calls today. 

We look forward to helping you get your business connected so you can serve the people that need what you do. It’s time for your business to step into the future. It’s time to download Ring4! Click here to learn more about our pricing and features


Quick Guide to Modernizing your Business Phone System

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