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Best VOIP Software For Your Business in India

Finding the best VOIP Software for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.

voip software guide

Table of Contents

What is VoIP Software?

VoIP stands for "Voice Over Internet Protocol," and is often pronounced "VoIP." VoIP is basically a telephone connection over the Internet. It is a technology that allows you to make voice calls using a broadband Internet connection instead of a regular (or analog) phone line. In order to use VoIP, you need a computer, an Internet connection, and VoIP software. You also need either a microphone, analog telephone adapter, or VoIP telephone. Many VoIP programs allow you to use a basic microphone and speaker setup.

Others require VoIP phones, which are like regular telephone handsets, but typically connect to your computer via USB. VoIP is also referred to as IP telephony, Internet telephony, and digital phone.

Top 10 Benefits of VoIP Software

Here are the top 10 undeniable benefits of using VoIP software that businesses just can’t overlook.

benefits of voip software

  • Reduced cost per call:

    Cost savings is one of the benefits of VoIP that virtually any business can appreciate. You can only install so many phone lines and costs quickly add up, especially if your business regularly makes long-distance calls. With communication data being modified into data packets and sent over the IP network, the issue of a single phone line being able to be utilized by only two callers is eliminated. The IP network could be a direct IP connection to your phone service provider or simply your existing internet connection (or a combination of both). Traditional phone lines typically charge for each minute of call time, whereas with VoIP your only costs are your monthly charges from your ISP. 

  • Service mobility:

    If your business is on-the-go, VoIP services can be a tremendous benefit to you because they will follow you wherever you go. On a traditional phone system, a line that runs to a home or business is assigned its own phone number. Any movement that takes place then becomes a trial of remembering the right codes or keys to dial on your phone. A lot of time can then be wasted by contacting phone companies to transfer services and phone numbers to new locations. With a VoIP phone system, all of this is eliminated. There are no physical limitations. You have the freedom to move as your business demands without any added stress.

  • Simplified conferencing calls:

    Without the need for dedicated phone lines, conferencing is simplified considerably. Traditional phone systems allow for conferencing, but you’ll end up paying for an additional service and hosting multiple callers each time you need to conference. With a converged data network, these features are typically native and the cost is built into the already lower price of the VoIP service that you’re already paying for. An additional benefit of VoIP is that it makes video conferencing far simpler as well. 

  • Worldwide Access:

    More employers are discovering the benefits of having their staff work from home in exchange for smaller office spaces, decreased utility costs, etc. What they’re also discovering are the benefits of VoIP that allow their employees to telecommute so effectively. VoIP allows employees to remotely utilize the voice, fax, and data services of your office via your intranet. VoIP technology has become extremely portable, allowing users to connect from home offices and abroad. What’s even cooler is that your employee’s number follows them to their new home office when they make the change.

  • Network Flexibility:

    The underlying network of VoIP software need not be a part of a specific technology layout. That means your existing ethernet, SONET, ATM, or even your WiFi can be used as the foundation for your network. The complexity of PSTN (traditional) phone networks is virtually eliminated. This allows for a more standardized system to be implemented that supports a variety of communication types while being more tolerant of faults and requiring less management of equipment.

  • Fax over IP:

    Fax information is transmitted via data packets that dramatically improve efficiency. In fact, VoIP doesn’t even require a fax machine to send or receive a fax.

advance features of voip software

  • Purposeful & Effective Communication:

    With your personnel working from various points within the office, their home, or around the world, keeping them within reach is critical. One of the more interesting benefits of VoIP is that you can have a single call ring to your desk phone for the first few rings, then to your mobile phone, tablet, or laptop if the call goes unanswered. This way urgent calls are answered more often and less time is spent checking voicemail or corresponding over other platforms.

  • Ease of Installation, Configuration, & Maintenance:

    IP phones are incredibly easy to install—even for those who are less technically savvy. There is no need to have expert technicians running phone wiring throughout your office. Instead, IP phones are virtually plug-and-play. Hosted VoIP phone software also makes it incredibly simple to add new users, and a web portal makes moving, adding, or changing your systems configuration much easier. All of this simplicity means maintenance is straightforward and rarely requires professional support.

  • Extensive Additional Features:

    VoIP systems allow you to connect a wide variety of devices to keep your business’ productivity high. VoIP services typically include features like caller ID, virtual numbers, contact lists, voicemail, etc., but these features can be used in more sophisticated ways to boost operational efficiency. For example, voicemails and messages can be forwarded to multiple colleagues with a single click, and voicemail-to-text transcriptions can be sent directly to your inbox so they can be reviewed on the go. Many features are included in various provider packages and due to the flexible nature of the service, custom VoIP services can be designed based on the unique needs of your business.

  • Better & Effective Use of Bandwidth:

    One of the little known benefits of VoIP is that it makes for more efficient use of your existing bandwidth. What's more, is that VoIP allows for compression and elimination of speech redundancies to further improve efficiencies.

Top 5 Advanced Features of Internet Telephony Software

Here is a lowdown on the top 5 advanced features of IP telephony software.

features of voip software

  • Find me, follow me (FMFM):

    This fun feature also referred to as call hunting or advanced forwarding allows employees to move around, either within the organization or outside it, and still receive calls as if they're sitting at their desks. Workers telecommuting from home, executives in hotel rooms or on the road, technicians out on a job site—they can all get their calls no matter where they are. 

  • Presence or configuring real-time location:

    An extension of the FMFM functionality,  the presence feature can actually track them down. For example, the system can detect that a user logged onto his or her email account from a computer in the accounting department or checked voicemail messages from a phone at the reception area, and it can then extrapolate from that where the user is. A presence system also allows you to create rules about how to handle calls based on the user's location. For example, you can configure it not to ring your cell phone when you're in the CEO's office.

  • AV Conferencing:

    A good VoIP system will support audio (and perhaps video) conferencing. High-fidelity wideband VoIP conference phones allow multiple persons at a conference table to participate in a VoIP conversation from different distances, speaking at a normal volume.

  • Auto-Attendant:

    An extension of voice mail, auto-attendant is a basic feature of high-end IP phone systems and IP PBX units. Auto-attendant software can answer incoming calls to a central number and route those calls based on the caller's need. For example, the caller can choose to route the call to the sales department, billing department, accounts receivable, etc. 

  • Convergence:

    The basis of unified communications is the convergence of different technologies to work together. The same communications system can handle phone calls, voicemail, e-mail, instant messages, video conferences, faxes, and other types of communications, and different applications are aware of one another. For example, if you're in a location where you're unable to receive a phone call, the system can notify you via instant message that someone is trying to reach you.

Industries Using VoIP Software

VoIP management software can be beneficial to the following industries.

  • Customer service

  • Hotel & Tourism Industry

  • Finance

  • Manufacturing

  • Real Estate

  • Start-ups

What are The Most Important Things to Consider When Buying a VoIP Solution?

Here are the 5 most important things to consider when choosing the best VoIP software for your venture:

points to cosider when buying voip software

  • Is your workforce mobile?

    The modern office isn’t constricted by walls, so why should your employees be? Whether working from the backseat of a cab or from home, your workers should have the same tools at their disposal as they would from a conventional office, such as accessing their contact databases, participating in video conferencing, or using their mobile device to never miss a call.

  • Is your business on the verge of expansion?

    If your business is on the path of growth, you wouldn’t want its growth to be curbed by an inadequate communications system.  Virtually all existing PBX are compatible with SIP, and those that aren’t can use a simple gateway to convert an existing system easily.

  • Are you switching from ISDN?

    Making the switch from ISDN to VoIP requires a solid migration and porting plan, which should meticulously spell out your company’s communication requirements.

  • How technically involved do you want to be?

    For a company with limited IT experience, a hosted system (where all the maintenance and upgrades are handled by the service provider) could be ideal.

  • Do you need to upgrade your connectivity?

    Consider the use of dedicated business broadband or leased lines. While dedicated broadband is intended to provide businesses with higher internet speeds, leased lines will guarantee voice quality by reserving the connection for your company’s sole use.

Top 5 VoIP Problems & How to Fix Them

  • Choppy Audio:

    This common VoIP problem is likely due to your bandwidth capacity. Bandwidth measures how much data can be sent over a connection in a given amount of time. If you are hearing someone else cut in and out, it’s a problem with your download bandwidth, and if they hear you cut in and out, it’s a problem with your upload bandwidth. When using an internet connection, whether it’s for VoIP or browsing, small units of data are sent in packets. When these packets fail to reach their intended destination, packet loss occurs.

    Solution:

    First, you should verify your network stability, by conducting a handy VoIP speed test. When in doubt, take a sampling of three tests and average them together. If your bandwidth is lower than what you pay for consistently, you should contact your Internet Service Provider (ISP).

  • Dropped Calls After 11 Minutes:

    Usually, this problem is reported happening on outbound calls on high-volume networks. The first culprit is not having the most up-to-date firmware on your device. A quick call to your phone provider should confirm this. The second issue might be a UDP Timeout, which is the amount of time a UDP route stays open on a firewall or router.

    Solution:

    To fix this common VoIP issue, you should adjust router settings to allow for longer UDP timeouts or switch devices to use TCP. 

  • Echoes during VoIP calls:

    If you’re experiencing echoes on your VoIP calls, there are three potential problems: the device, headset lag, or network latency. 

    Solution:

    Have you done the old trick of unplugging and plugging it back in? Test your calls after you take a look at the device itself. Often, this allows the buffers to empty and can re-sync with the VoIP service of choice. Depending on the kind of headset you have, you could just have an issue with it. Bluetooth is good, but not perfect. If you can isolate the delays to your headset and not the corded handset, you can fix the issue quickly. If you’re still experiencing echoes, you may need to improve your network stability. 

  • Unable to make calls:

    If you have a giant “X” on your screen or are unable to make outbound calls, chances are you have two routers that drop certain critical packets of data. This scenario has less to do with your router configuration, but more so the network layout. Certain protocols are processed by the Application Layer Gateway (ALG) and rewritten for better flow through a firewall or NAT (Network Address Translation). However, it causes numerous problems for VoIP applications.

    Solution:

    To solve this VoIP problem, you will want to disable SIP ALG, and ensure you do not have a double NAT or two routers inhibiting your flow of packets. Placing your VoIP phones on a VLAN may also be a solution to this problem.

  • Call connects with no sound:

    This usually occurs because a firewall is blocking the RTP packets from flowing.

    Solution:

    To solve, check your firewalls. You may need to open ports as it might not be allowing flowing traffic to pass.

VoIP Providers Comparison

To compare VoIP products with greater ease, consider evaluating different options based on these 3 key factors:

  • Standalone voice software vs UCaaS suite:

    Are you looking for a simple voice-only solution or a VoIP product that is embedded within larger unified communications as a software (UCaaS) suite? Think about which type of solution will best serve your business needs. If you already use other online communication applications (e.g. video chat, messenger, team collaboration features), then being able to centralize these capabilities within one platform might be worth the extra cost. On the other hand, if you’re mainly looking for a voice solution to use while travelling or in place of your own personal phone number, a lighter weight VoIP solution might be the best fit.

  • Pricing model:

    Many large VoIP vendors offer packages that charge on a per-user/month basis. However, other products include free calling to any other individual using the same application and charge by the minute for other types of calls. If making a large number of calls is part of the job description at your company, as it is for sales reps or call center agents, then you may want to consider a per user/month package.

  • Mobile compatibility:

    Today's workforce is becoming increasingly mobile and making sure your employees can access VoIP services while travelling or working remotely is more important than ever. Many VoIP vendors already offer both iOS and Android mobile applications, but make sure to check that the products you're considering have mobile applications that support all your devices.

Additional Factors to Consider

buying factors of voip software

  • Security:

    Authorization, Authentication, Transport Layer Security (TLS), Media encryption (SRTP) - IP networks can be vulnerable, so various methods of providing communication privacy and security should be considered. Vendors may vary in how they attempt to secure communications.

  • Business Phones & other Hardware Components:

    Vendors must offer hardware to support their platforms' capabilities, such as phones, headsets, servers, and other infrastructural devices. Subtle differences between these devices may contribute to very similar and relatively equal software platforms being perceived very differently in terms of quality or fit.

  • Call & Communications Analytics:

    A great deal of data is transmitted through these systems. Owing to this, VoIP solutions provide analytics to evaluate agent, channel, and call performance. These analytics can be used to seek out inefficiencies or anomalies, endpoint status, and more.

  • Field, Telework & Telecommute:

    One potential benefit of VoIP and virtual offices is the ability to interact with personnel (or support personnel as they interact with customers) as though they were in the office. This includes dashboard interfaces, a reliable connection, quality streaming, and security protocols and methods (e.g. Virtual Private Network / VPN).

VoIP Software Related Articles

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Frequently Asked Questions (FAQs)

  • VoIP stands for Voice over Internet Protocol. It is a technology for delivering voice and other forms of communication over an Internet Protocol or IP. VoIP providers offer communications services that the business world relies on for collaboration.
  • Yes, your existing phone hardware can be used for your VoIP services. Apart from the internet connection and your old phone hardware, the only additional equipment required is a speaker, a microphone, and possibly a phone adapter for connecting the modem and the phone together.

Voip software in following industries

Rinkesh AnandaniBy Rinkesh Anandani | Last Updated: October 30, 2020

#1

RingCentral

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#2

Freshcaller

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#3

Adversus

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