In Just 4 (Four) Easy Steps, Set Up Your VoIP System

Easy Steps to Set Up Your VoIP System

VoIP(elaborated as Voice over Internet Protocol), is a technology that has been around for a while. You’re already familiar with VoIP technology if you’ve used a service like Skype or Google Voice. As the use and popularity of VoIP services grow, the business might be worth about $200 billion by the end of 2024. Most American families do not have a landline and rely on cellular phones and internet services to stay connected.  

From a business standpoint, VoIP provides a cost-effective, contemporary alternative to the more traditional landline infrastructure. Furthermore, service providers frequently incorporate add-ons and interfaces that improve day-to-day operations in ways that landlines cannot.  

Continue reading for additional information about the technology and step-by-step instruction on how to set up VoIP phone service.  

Understanding VoIP Systems and Their Operation  

Simply put, VoIP is a communication technology that allows you to make and receive phone calls through a high-speed internet connection. Any smartphone can be used for this purpose. IP phones transform analog voice transmissions into digital signals that are subsequently sent over the internet.  

Some VoIP systems may necessitate the use of Power-over-Ethernet (PoE), while others may not require the use of any hardware at all. This is since, by definition, VoIP can be used on virtually any internet-enabled device, including your tablet or laptop.  

We can now go on to the step-by-step procedure of having your VoIP phone set up now that we’ve explained VoIP and what to do before acquiring service.  

Step 1: Conduct Extensive Research Before Purchasing Your VoIP System  

Even so, there are a few crucial aspects to consider before deciding our significant topic, “How to set up VoIP phone service for your own business or, even home office.”  

Internet Speed, Reliability, and Quality  

Before you set up a VoIP system, you need to verify the quality of your internet connection. You may test your internet speed or call your service provider to inquire about the quality and dependability of your location. The gadgets themselves may also influence the speed and reliability of your internet connectivity. Because VoIP necessitates consistent, high-quality internet, you must verify that your phone system can withstand the shift.  

If You Want to Buy IP Phones or Other Hardware  

VoIP system configurations can mimic traditional landlines, except that ethernet connections replace telephone wires. However, it is also feasible to utilize VoIP without using phones or purchasing phones, headsets, or other devices.  

When looking for service, think about whether you’ll be connecting virtual numbers to current devices or if you’ll need to invest in additional gear. This response is generally determined by criteria such as your company’s size, location, and existing budget.  

You can look into the VoIP Bible’s recommended IP Phones

911 Improvements  

One unspoken issue of cloud phone service is that it is not always simple to call emergency services. In reality, the FCC mandates that linked VoIP telephone systems comply with enhanced 911 (E911) rules. This entails making the 911 service available as a fundamental feature to clients. They must also supply emergency responders with the 911 caller’s call back number and location.  

It’s a good idea to understand how E911 will function through your selected VoIP service provider. You also need to ensure that the information you plan to offer is correct and updated as required.  

Step 2: Determine the number of users and lines you will require.  

If you’re a sole owner working from home, you’ll most likely just want one or two lines. But a corporation with hundreds or thousands of employees spread over dozens of departments and subdivisions has a new set of challenges.  

Even in a large corporation, not everyone requires a phone line. You may just need one unique phone line per department, plus a few extra lines for top-level people. Your VoIP phone network configuration should be based on the amount of phone traffic your company anticipates. That is, even if there are reductions available, you should not purchase more phone lines than you require.  

Step 3: Determine Service Fees and Add-On Fees  

The monthly cost of VoIP will vary depending on how many lines you order. Of course, it’s customary for cloud phone service providers to offer a fixed amount if you purchase a particular number of phone lines. Assume you require 10 VoIP phone lines; a supplier may generally charge $50 per line but reduce the price to $10 per line if you acquire six to ten lines. Instead of $500 each month, you’d just be charged a $100 monthly fixed amount.  

In addition to per-line charges, you may be charged every month for specific add-ons such as the usage of toll-free or foreign lines or CRM interfaces. Don’t forget to factor in installation and activation fees when budgeting for VoIP service.  

Step 4: Look for a VoIP Phone Service Provider  

When it comes to VoIP phone service, there is no shortage of possibilities. If you just need a virtual number for your business, you can acquire one for free via Google Voice. Signing up for Google Workspace also allows you to improve your Google phone service.  

Google Workspace service plans:

Starter: $6 per user, per month  

Standard: $12 per user, per month  

Plus: $18 per user, per month  

Enterprise: Contact for a quote  

Other significant VoIP alternatives include:

Nextiva: Starting from $23.95 per user, per month (with <5 users)  

RingCentral: Starts from $19.99 per user, per month (Start with the FREE TRIAL)  

CallHippo: From $16 per month (Start with the FREE TRIAL)  

VoIP Bible has produced a list of the finest VoIP services on the market. If you want to learn more about VoIP Phones, VoIP service providers, and which top businesses we suggest.  

Following the Installation of VoIP Service

Once you’ve decided on and paid for VoIP service, there are a few things you might need to do now and then. Keep an eye out for prospective price adjustments, especially if you joined up at a discount that may expire after a few months or a couple of years.  

Now that you know how to set up a VoIP phone system, you should also be aware that you are always free to switch to a new service if it offers better service choices at a lower cost. 


Roosho is a Telecommunication engineer with more than 10 years of experience in VoIP and Unified Communications. His expertise has helped him complete more than 100 projects for Feds, Public Universities, Large Group of Companies in his 10 years of experience, and he is still growing with the industry. He loves to share his ideas about his experience and expertise with the world. That’s why VoIP Bible has made him the lead technical content writer of VoIP Bible.

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