In the U.S., there were 65 million interconnected VoIP subscriptions and 18 million legacy landline connections as of June 2024, which is a clear shift toward internet‑based calling. And in the U.K., the old copper landline network is being retired, with providers urging businesses to migrate to all‑IP services before the final switch‑off in 2027. Analysts project the global UCaaS (cloud calling and collaboration) market to grow from about $56.8 billion in 2024 to over $215 billion by 2032. In short, phone systems are moving from wires and on‑site boxes to services that run over your internet connection. That simple shift removes the need for complex wiring and lets you make and receive calls from almost anywhere, your desk, a laptop, or even a mobile app, without changing your business number.   This flexibility means you can connect the devices you already have, expand your system as your team grows, and even link existing PBX equipment to the cloud through SIP trunking. VoIP gives businesses the same reliability they expect from a phone system, but with the freedom and control that older technology could never provide.   In this blog, we’ll take a closer look at the different types of VoIP phones available for businesses and how each option can enhance communication efficiency.  

Key Takeaways VoIP phones use the internet for calls, offering greater flexibility than traditional landlines. Businesses can save 30–60% on phone bills by switching to VoIP services. VoIP supports multiple device options, including desk phones, softphones, and mobile apps. Advanced features like voicemail-to-email and CRM integration come standard with many VoIP systems. Scalability is simple—adding lines or extensions requires no additional wiring. Different VoIP phone types suit various needs, from fixed desks to mobile teams. Choosing the right VoIP phone involves considering reliability, compatibility, and future growth needs.

 

What Makes VoIP Phones Different from Traditional Landlines?

A VoIP phone is a phone that uses an internet connection to make and receive calls instead of traditional copper landlines.   Unlike a conventional wired desk phone that depends on a physical phone line installed by a local telephone provider, a VoIP phone works wherever there is a reliable internet connection. You can use a VoIP phone in two main ways:

• With a physical VoIP desk phone connected to your network.
• Through a software app (softphone) on a computer or mobile device, using a headset or your device’s microphone and speakers.

Because VoIP is not tied to a specific location, you can keep the same phone number and use it from the office, at home, or while traveling. Below is the detailed comparison of how VoIP differs from traditional phone systems: 

• Location Flexibility

A traditional landline is fixed to one address and only works at that location. A VoIP phone, on the other hand, can be used anywhere with an internet connection—whether through a desk phone, laptop, or mobile app.

• Hardware Requirements

Landline phones require a physical handset connected to a wall jack. VoIP phones can be physical IP phones or entirely software-based, allowing calls through a computer or mobile device without the need for dedicated hardware.

• Service Provider Dependence

With a landline, you’re tied to the local telephone company for both service and equipment. VoIP phones work with any compatible VoIP service provider, giving you more flexibility and choice.  

The Business Advantages of VoIP Phone Systems

VoIP (Voice over Internet Protocol) phone systems have become a preferred choice for many businesses because they offer flexibility, cost savings, and advanced features that traditional phone lines cannot match. Below are the essential benefits to consider.

• Lower Call Costs

VoIP calls are generally much cheaper than traditional phone calls, especially for long-distance and international communication. Since calls are routed over the internet, you avoid many of the charges associated with legacy telephone networks. According to a report by Tech.co, businesses can save up to 30%-50% on their phone bills after switching to VoIP.

• Flexibility and Mobility

With VoIP, users are not tied to a specific desk or location. You can make and receive calls from anywhere with an internet connection, using a desk phone, laptop, or mobile app.   This makes it easier to support remote work, traveling staff, and hybrid teams without losing access to the business phone system.

• Advanced Features Included

VoIP systems often include features like voicemail-to-email, call forwarding, auto-attendants, video conferencing, and call recording at no extra cost. In traditional systems, many of these features require additional hardware or separate service plans.

• Easy Scalability

Adding new lines or extensions with VoIP is quick and does not require new physical wiring. Most providers allow you to activate or deactivate users through an online dashboard.This makes VoIP a good fit for growing businesses or seasonal teams that need temporary extensions.

• Integration with Business Tools

Many VoIP services can integrate with CRM systems, helpdesk software, and productivity platforms. For example, a salesperson can place calls directly from a CRM and have the call automatically logged, saving time and improving record accuracy.

• Better Call Quality

When paired with a stable internet connection, VoIP can deliver HD voice quality using wideband codecs such as G.722 or Opus. More precise sound helps reduce misunderstandings and improves the professionalism of client calls.

• Support for Remote Work

VoIP enables seamless communication between in-office and remote staff. Features like single-number reach ensure that clients and colleagues can connect without needing multiple contact numbers. This flexibility supports modern workplace trends and distributed teams.

• Reduced Maintenance and Hardware Costs

Since VoIP systems run on existing internet infrastructure, there is no need for separate phone lines. Cloud-hosted VoIP services handle software updates and maintenance on the provider’s side, reducing IT workload.  

Types of VoIP Phones: Choosing the Right Fit for Your Business

VoIP phones come in many forms, each suited to different work environments. Some are physical devices, while others are software-based and run on computers or mobile devices. The right choice depends on how and where the phone will be used.

• Desk IP Phones (SIP)

Desk IP phones are standard business handsets that connect to the internet through the SIP protocol. They often support Power over Ethernet (PoE) to reduce the need for extra cables. Many models include features like Gigabit passthrough, Busy Lamp Field (BLF) keys, and headset support through Electronic Hook Switch (EHS).   They are a reliable choice for fixed workstations where users handle frequent calls. This makes them ideal for front desks, finance departments, operations teams, and shared office spaces where durability and consistency are essential.  

• Touchscreen / Executive & Video Phones

These phones feature large touch displays for easier navigation and, in many cases, built-in video calling. Some models run Android, allowing app installation for added functionality. Expansion modules, or sidecars, can be attached to give receptionists more programmable buttons.   They are best for roles that require advanced features and frequent communication, such as executives, receptionists, and high-volume call attendants who benefit from both audio and video capabilities.

• DECT Cordless IP Phones

DECT cordless phones connect wirelessly to a base station, giving users freedom to move around while staying connected. IP-DECT systems can include multiple bases, repeaters, and handsets to cover larger areas, such as warehouses or retail floors.   They offer long battery life and reliable call handoff between base stations. This makes them suitable for mobile roles like floor managers, nurses, retail associates, and plant operations staff.  

• Conference & Room Phones

Conference phones are designed for group conversations in meeting rooms. They use full-duplex audio so people can talk and listen at the same time without interruptions. Key features include microphone pick-up range, the ability to add extra mics, and integration with conferencing platforms.   They are commonly used in huddle rooms, boardrooms, and collaborative spaces where teams need clear, uninterrupted audio for meetings with remote participants.

• Softphones (Desktop Apps)

Softphones are applications that allow you to make VoIP calls from a computer. They use a headset or the device’s built-in microphone and speakers. Many softphones integrate with CRM or helpdesk systems, making it easy to place calls directly from contact records. These are particularly useful for hybrid and remote teams. Sales and support staff often prefer them because they can work from anywhere without relying on physical desk phones.

• Mobile VoIP Apps

Mobile VoIP apps let users make and receive business calls on a smartphone using Wi-Fi or mobile data. They often support features like single-number reach, mobile device management controls, and call handoff between devices. They are ideal for employees who travel often, field workers, or teams that need to stay connected outside the office without carrying additional hardware.

• Web (Browser) Phones via WebRTC

Web phones run directly in a browser using WebRTC technology, so there’s no need to install special software. They can handle voice and video calls and often use SIP over WebSocket for setup. These are best for contact centers, customer support teams, or businesses that want to embed calling features directly into their web platforms.  

• ATAs (Analog Telephone Adapters)

An ATA connects an analog device, like a traditional phone, fax machine, elevator phone, or door entry system to a VoIP service. It acts as a bridge between the old technology and the new network.   When using fax over VoIP, compatibility with T.38 protocol or G.711 pass-through is important for reliable transmission. ATAs are most useful when a business needs to keep certain legacy devices in service.

• Paging & Intercom Endpoints

These devices include SIP-based paging speakers, visual alert strobes, and door intercoms. They integrate into the VoIP network, enabling announcements, alerts, or secure building access. They are commonly used in schools, warehouses, factories, and large offices where public communication or entry control is required.

How to Choose the Right VoIP Phone for Your Business? 

The right VoIP phone depends on your business’s specific needs. Before choosing a device, it’s essential to look at a few key factors that will affect daily use and long-term performance. Here are a few factors to consider before choosing a VoIP phone for your business: 

• Number of Lines

Consider how many lines each phone needs to handle. Some roles require only one or two lines, while others, like reception or support, might need several. Also,  check how many line appearances can be displayed on the screen so it’s easy to see when other lines are in use.

• Brand and Reliability

Choose a brand with a proven record in business communications. A reputable brand often means better build quality, consistent performance, and more frequent firmware and security updates.

• Headset Compatibility

If your team uses headsets, make sure the phone supports the correct connection type. Standard options include USB, Bluetooth, and older RJ-9 connectors. Some devices require adapters or dongles for Bluetooth, so factor that into your selection.

• Power Over Ethernet (PoE)

Most business VoIP phones support PoE, which allows them to receive both power and network connectivity through the same cable. This is ideal in office settings, but if employees work from home, check whether power adapters are included, as home networking equipment often does not support PoE.

• Ongoing Updates

Select phones that receive regular firmware and security updates from the manufacturer. This ensures the device stays reliable, secure, and compatible with your VoIP system over time. By reviewing these factors before purchase, you can choose VoIP phones that fit your team’s workflow and remain dependable for years to come.

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Frequently Asked Questions

1. Do I need a special VoIP phone to use VoIP service?

No, you don’t need a dedicated VoIP phone to use VoIP service. While a VoIP desk phone offers a professional, tactile experience, you can also use softphone apps on your computer, tablet, or smartphone. These apps are easy to set up and let you make calls within minutes, though they lack the physical feel of a desk phone. Many providers allow you to use both VoIP apps and desk phones together, even transferring calls seamlessly between devices.

2. Are cordless VoIP phones suitable for large office spaces?

Yes, DECT cordless VoIP phones are well-suited for large office spaces, warehouses, or retail environments. They connect wirelessly to a base station and allow employees to move freely without losing call quality.  Advanced systems with multiple base stations and repeaters ensure reliable coverage across vast areas, making them a practical choice for managers, floor staff, or technicians who need mobility while staying connected.

3. Can I change my VoIP phone’s service provider?

Yes, you can change your VoIP desk phone’s service provider. The process involves signing up with the new provider, configuring your phone with their settings, and transferring your existing phone numbers. According to the FCC, you have the right to keep your current phone number when switching. Most IP phones can be reconfigured to work with a new VoIP provider, and your provider’s support team can guide you through the reset process.

4. Can I use my existing analog phones with VoIP service?

Yes, you can use existing analog phones with VoIP by connecting them through an Analog Telephone Adapter (ATA). The ATA converts the analog signal into digital VoIP data, enabling legacy devices like desk phones, fax machines, or intercom systems to work with modern VoIP networks. This is an affordable option for businesses transitioning to VoIP while still utilizing functional equipment.

5. Which type of VoIP phone is best for small businesses?

For small businesses, the best type of VoIP phone often depends on team size and work style. Desk IP phones are reliable for office-based roles, while softphones and mobile VoIP apps are ideal for remote or hybrid teams. Many small businesses opt for a mix, desk phones for in-office staff and softphones for flexible workers, allowing them to save on hardware costs while maintaining a professional business number across all devices.