What can VoIP do for your business?

Have you considered upgrading to a VoIP business phone system for your company? While change, especially with technology, can be daunting, switching to Voice over Internet Protocol (VoIP) phones can save your business time, money, and frustration. Most importantly, 

VoIP can make phone calls a pleasant experience for both your customers and employees, instead of a transfer and hold purgatory.

Before making the switch, you’ll likely have some important questions when comparing VoIP vs. landline for business. We have the answers in this article, from how exactly VoIP works to what benefits it offers over a landline system.

How VoIP and landline technology work

Understanding how each system transmits calls helps clarify their benefits and limitations. VoIP and landline phones serve the same purpose, connecting people, but operate on fundamentally different infrastructures.

Landline phones, also known as POTS (Plain Old Telephone Service), use copper wires to carry analog voice signals from one fixed location to another. These physical lines are connected to the public switched telephone network (PSTN). Businesses using landlines often require a PBX (Private Branch Exchange) system on-site to route calls between extensions and manage call traffic. This can work for residential purposes, where you would only need one or two phones. However, a business can require a lot more phones. With landlines, that means a lot more wires that add to installation costs and can cause tripping and fire hazards.

VoIP (Voice over Internet Protocol) systems, on the other hand, convert voice into digital data packets that are transmitted over the internet. When you speak on a VoIP phone, your voice is digitized, broken into small packets, and reassembled at the other end with minimal delay, usually milliseconds. The only requirement is a stable, high-speed internet connection. VoIP phone systems can also include more than just desk phones. Other devices that can connect to the internet, like computers, tablets, and smartphones, are capable of making and receiving calls, SMS text messages, and even video calls.

Unlike landlines, VoIP doesn’t rely on fixed infrastructure or copper wiring. Instead, it uses cloud-based technology, making it easier to set up, scale, and integrate with modern business tools like CRMs, help desk software, and team collaboration platforms.

VoIP and landline phones can both seamlessly connect with one another, so VoIP users can call landlines with no noticeable change in service and vice versa.

Is VoIP as good as a landline? A quick comparison

Not sure which system is right for your business? Here’s a quick breakdown of VoIP and landline phone system advantages to help you compare based on real-world priorities like cost, reliability, and flexibility.

VoIP advantages

• Cost savings: Most businesses save 40, 60% by switching to VoIP, especially on long-distance and international calls.

• Advanced features: Includes virtual receptionists, voicemail-to-email, call analytics, and integration with tools like CRMs and help desks.

• Work from anywhere: Make and receive calls on any device, whether it’s your laptop, desktop, or smartphone.

• Easy to scale: Add new users or locations in minutes without new hardware.

• Unified communication: Combines voice, video, and messaging in one platform to streamline business collaboration.

Landline advantages

• Reliable during outages: Traditional landlines work during power or internet outages, making them ideal for critical operations.

• No internet required: Perfect for businesses in rural areas or locations with unstable broadband access.

• Accurate emergency response: Fixed physical address makes it easier for emergency services to find your location, unlike VoIP which requires Enhanced 911 (E911) setup.

Where VoIP requires consideration

• Internet dependency: VoIP performance relies on a stable, high-speed internet connection. Without it, users may experience occasional issues like audio lag or dropped calls, making a strong network an important part of your setup.

• Power outage vulnerability: VoIP systems depend on powered internet equipment. If a power outage occurs and your modem or router isn’t backed up, your phone service may go down temporarily. A simple battery backup can help prevent disruptions.

In short:

• Choose VoIP if you want affordability, scalability, and advanced communication tools.

• Choose a landline if uninterrupted uptime during outages is your top priority.

Can you use both? The hybrid phone system approach

For some businesses, the best solution isn’t choosing between VoIP and landline — it’s combining both. VoIP can be used with most landline phones, which is good news for businesses that want to upgrade their phone system without starting from scratch. 

A hybrid phone system lets you use VoIP for day-to-day communication and modern features, while keeping a landline as a backup during power or internet outages. This approach is especially useful in industries where 24/7 availability is critical, such as healthcare, finance, or emergency services.

For example, a rural clinic might use VoIP for team collaboration and remote consultations but retain a single landline for emergency fallback. Similarly, a manufacturing plant with spotty internet could keep a landline at the front desk but use VoIP across offices and mobile teams.

Most VoIP providers, including Vonage, support hybrid setups through failover routing, mobile backup, and adapter support for legacy handsets. If you're not ready to go all-in on internet calling, a hybrid model offers the best of both worlds, flexibility, savings, and reliability.

Upgrading old landline phones to VoIP

If you’re ready to move fully to VoIP but want to keep using your existing desk phones, you don’t need to start from scratch. With VoIP adapters, traditional landline phones can easily connect to your internet and access modern VoIP features.

The process of transforming a landline phone into a VoIP phone is fairly straightforward, thanks to VoIP adapters. Here’s how you can do it:

1. Cancel your landline phone service so you can reinvest those savings into your business.

2. Disconnect your phone set from the landline cable, and free your office floor of the extra clutter.

3. Plug a VoIP adapter into your phone set to make calls through your internet connection.

4. Connect multiple phones to your VoIP service to enable all of your employees to make and receive calls without adding more hardware to your office space.

By upgrading your landline phones to VoIP phones, your employees can gain access to game-changing features, such as:

• Desktop app: By controlling your phone system through a desktop app, your employees can manage communications with a few clicks. They can send and receive calls, SMS messages, and video or conference calls from one central, integrated communications platform.

• Virtual Receptionist: This feature connects callers with the employee who can help the most. By setting preconfigured call routing pathways, you can cut down on wait and hold times, and your customers will thank you.

• Business Inbox: This allows you to record phone messages, as well as SMS texts and emails. You can keep track of all of your business communications in a single location, so nothing gets forgotten.

What do all of these features have in common? They make handling incoming calls quicker and easier, which is great for customer and employee satisfaction. So, can VoIP replace a landline? For many businesses, replacing a landline service with a VoIP phone system just makes sense,  but is it right for your company? Take a look at the following list of pros and cons to see for yourself.

VoIP security, privacy, and compliance considerations

When choosing a VoIP system for your business, it's important to understand how security and data privacy are handled. Unlike traditional landlines, which operate on closed, analog networks, VoIP uses the public internet to transmit voice data, which means your provider must offer strong protections to keep communications secure.

Data encryption is a key security measure used by reputable VoIP providers. Vonage, for example, uses protocols like TLS (Transport Layer Security) and SRTP (Secure Real-Time Transport Protocol) to encrypt call data both in transit and at rest, helping to prevent unauthorized access or interception.

Other features that can protect your business include:

• User-level authentication with secure password protocols

• Call activity logs for monitoring and auditing

• Compliance-ready infrastructure, including support for HIPAA, SOC 2, and GDPR requirements (when properly configured)

It’s also important to follow best practices on the customer side, such as enabling firewalls, segmenting VoIP traffic on your network, and keeping devices up to date with the latest security patches.

While VoIP requires more proactive security planning than landlines, it can deliver strong privacy and compliance protections when managed correctly. The right provider will also support you with built-in safeguards and guidance.

Why more businesses are switching to VoIP

You’re not alone in considering the move to VoIP, it’s a growing trend backed by real numbers:

• 65+ million VoIP subscriptions are active in the U.S. alone, according to the FCC.

• Industry‑report data indicates that businesses switching to VoIP can save an average of 50 % to 75 % on phone costs, including hardware, long‑distance and maintenance fees.

• One recent market research breakdown shows that VoIP cost‑savings can reach as much as 40% on local calls and 90% on international calls.

These numbers reflect not just cost savings, but the transition of business communication toward internet‑based systems.

Explore VoIP phone system features and how they help businesses stay connected anywhere.

Which phone system is right for your specific business needs?

Still unsure whether VoIP or a traditional landline is the better choice for your business? It often depends on your size, internet reliability, and the type of communication needs you manage daily. Below are common business scenarios to help guide your decision:

VoIP is the better fit if you’re a:

1. Growing small business: If you're scaling fast, hiring new employees, or adding locations, VoIP makes onboarding and expansion seamless. You can add users in minutes without installing new lines or equipment.

2. Remote or hybrid team: VoIP is ideal for businesses with distributed teams. Sales reps, support agents, or managers can take calls on their smartphones or laptops, all while maintaining a single business number and professional presence.

3. Customer-facing retailer: With features like call routing, virtual receptionists, and voicemail-to-email, VoIP helps retail and service businesses handle high call volumes efficiently, even during peak times or holidays.

Landline may still be preferred if you are:

1. In a rural or low-connectivity area: If your internet is unreliable or slow, landlines can offer more dependable uptime, especially important in areas where broadband infrastructure is limited.

2.  A healthcare or emergency facility: For operations where constant uptime is critical, such as medical clinics or emergency responders, analog landlines can serve as a useful backup or primary channel during outages.

For many modern businesses, VoIP offers the best mix of flexibility, features, and savings. But there’s no one-size-fits-all answer, consider your connectivity, growth plans, and operational needs when choosing a system.

Choosing a VoIP provider: What really matters beyond features

Once you’ve decided VoIP is the right solution for your business, the next step is choosing a provider, and that decision goes beyond comparing features. While most VoIP services offer core capabilities like call routing and voicemail, what sets providers apart is how well they support your business through reliability, service, and long-term scalability.

Reliability and uptime guarantees

A 99.999% uptime promise is more than marketing, it means minimal disruptions to your business. Look for providers that offer built-in network redundancy and mobile failover options in case of outages.

Customer support that’s actually available

Some providers offer support only during business hours or via limited channels. If your team works evenings, weekends, or across time zones, 24/7 live support becomes essential.

Easy onboarding and management

A good provider will make it simple to set up new users, customize call flows, and manage your phone system through an intuitive dashboard, no IT department required.

Security and compliance support

VoIP systems run over the internet, so choose a provider with strong encryption protocols and support for standards like HIPAA, GDPR, and SOC 2 if your business handles sensitive data.

Transparent pricing and billing

Avoid surprises by reviewing contract terms, pricing tiers, and what’s included. Some providers bundle essential tools, while others charge extra for basic functionality.

Scalability for growth

Whether you’re adding two employees or expanding to multiple locations, your phone system should grow with you, without requiring new hardware or complex installations.

Vonage Business Communications (VBC) offers all of these benefits with flexible plans and enterprise-grade reliability, but it’s important to evaluate multiple providers based on your specific business needs and use cases.

Is VoIP better than a landline? It is with Vonage

For many businesses, VoIP is worth upgrading to from a landline phone system. One benefit that we haven’t covered yet is that once you have VoIP, you can seamlessly upgrade to a unified communications system, giving you access to 50+ features when partnering with Vonage, such as:

• Call Announce: Know who is calling and why before picking up the phone.

• Never Miss a Call: Choose how to route calls, even if you’re not at your desk.

• Receptionist Console: Manage up to 50 calls at the same time.

These features (and +40 others) help businesses respond faster, appear more professional, and create a smoother experience for both customers and staff. Whether you run a small startup or a growing multi-location team, Vonage gives you the tools to stay connected and in control.

Plus, with flexible pricing, reliable uptime, and easy scalability, Vonage Unified Communications makes the switch to VoIP simple and low-risk, even if you're coming from a traditional landline setup.

Don’t wait to turn phone calls from a customer service nightmare into a benefit for your business. Upgrade your phone system and see the difference modern communication can make.