Small and medium-sized businesses (SMBs) in the U.S. have the opportunity to leverage their organization through a VoIP system. VoIP, or voice over internet protocol, has quickly become the go-to system for businesses of any size. Not only is it more affordable than analog or landline phone systems, but VoIP offers more flexibility and features to help support your business in many different capacities.

VoIP works by transmitting phone calls as data across the internet, rather than relying on traditional phone lines. It has become an incredibly powerful way to communicate, allowing users to place calls from handsets, desktops, laptops, and even from a mobile app. There is a real potential for innovation and technologies like VoIP to completely transform how SMBs do business.

If you are interested in learning about it and considering Vaitel’s VoIP for small business plans, read on so you know how you can save money and generate more business with VOIP.

Advantages of Using VoIP For Small Business.

The first modern VoIP system was introduced in 1995, but we have seen major improvements since then. According to Statista, SMBs in the U.S. added over 35 million VoIP lines from 2010 to 2018. The largest adoption period of VoIP services was from 2008 and to 2012, but growth has steadily increased over the years, and even more so since COVID-19. Even prior to the pandemic, the global workforce was trending towards remote work, with 70% of workers all over the world working from home at least one day per week. Thanks in part to smaller budgets and remote work trends, SMBs have started adopting VoIP systems.

If you have a growing team and a growing customer base, you need a reliable point of contact that will allow everyone to have seamless communication wherever they are in the world, and that’s what VoIP gives you. Below are a few of the reasons why businesses have switched to VoIP:

Higher Customer Satisfaction.

With VoIP, you can ensure that your customers get the help they need when they need it. Your customers can connect with customer support faster, improving their experience with your business, which results in stronger brand loyalty.

Better Team Communication.

VoIP is easily scalable for a growing team. It also supports multiple calls at the same time such as conference or group calls, making it easier for everyone to collaborate and communicate with each other.

More Affordable Communication.

Cost is the number one reason SMBs choose VoIP. Since it’s a month-to-month service, you only pay for what you need or use. Moreover, cheap VoIP plans in the United States include international calling, allowing you to connect with customers and employees all over the world. These plans are significantly lower compared to what your mobile service provider offers.

Hassle-free Installation.

With VoIP, you do not need to hire someone to get the system set up or software upgraded because there isn’t a physical box or any hardware. Everything is done in the cloud; there are no wires, no mess, and no operational hazards to deal with. This is a huge advantage of VoIP systems.


You can take your work calls everywhere you go as long as there’s an internet connection. This has become an increasingly attractive feature given the current times. Many people have transitioned to remote work, and experts predict the work-from-home trend is here to stay, so VoIP plays a big part here.

More affordable hardware and software.

As we mentioned, there’s little to no installation needed in VoIP, and if there is, you can use existing equipment such as your computer, ethernet cable, headset and microphone/speaker.

More Free Features.

Features vary with each provider but 2talk offers free Cloud PBX features that will help you set up a call center of your own. It includes:

  • Virtual Receptionist.

  • Call Queueing.

  • Hold Music.

  • Call recording.

  • Voicemail to email.

  • Simultaneous ring.

  • Caller privacy.

  • Presence and Busy Lamp field function.

  • Ability to add more numbers.

  • Audio Conferencing.

There are so many more features offered and you can manage your account on your own. The best part? You’re in control of how much you spend and all the settings can be updated within seconds.

Not Just Voice.

VoIP also allows video conferences and real-time communication. It’s the easiest, most efficient, and cheapest service to offer.

How do you set up a VoIP system for a small business?

Setting up your SMB’s VoIP system is easy, and we summed it up in 7 easy steps below:

1. Figure out how many users you will need.

Know how many employees will need this and how many conference rooms will be used. In the U.S., VoIP providers usually charge on a per user basis. Vaitel has plans on a per user or per team basis.

2. Ensure your internet connection is fast enough.

It is absolutely critical that you have a fast internet connection in order for a VoIP system to work. The call quality will be significantly affected if you don’t have enough bandwidth to support the number of users in a certain location. Aside from bad call quality, you will also experience dropped calls because of the insufficiency of your internet connection. Before you consider going this route, check with your local internet provider and consider upgrading, if necessary.

30mbps can support at least 67 lines and a maximum of 500.

3. Determine your budget and choose only the necessary features.

VoIP service providers offer a wide range of features, some of which are free and some that require additional costs. with Vai Phone, all Cloud PBX features are included in your monthly plan. You can choose to utilize the features that will help you meet your unique needs.

Your phone numbers, for example, are one of the most important features to consider. Will you be needing a specific phone number that’s easy to remember? VoIP phone numbers for multiple regions? Will you need a 1-800 toll-free number, an international number or a vanity number, which is easy to remember? We’ve got toll free numbers and plans available here from Vai Toll Free.

4. Find out which features are necessary.

In addition to phone numbers, there are other vital features such as virtual receptionists and certain call center features like IVR (interactive voice response) system. If your team receives a high amount of calls on a daily basis, then IVR is a must-have.

Ask your preferred VoIP vendor if they offer this before you sign up with their service.

5. Choose your service provider.

Once you have listed your budget and the features you need, it’s time to choose your service provider. Evaluate your options based on their price, ease of use, call management, CRM integration, expertise, and call quality.

More importantly, they should have a stable network connection so your business is not constantly interrupted.

6. Order and setup other related hardware.

As soon as your account is set up, you can start calling. Yes, it’s really that easy! Most VoIP systems allow you to make or receive calls using a desktop app, which is easy and straightforward to use. We have also seen an uptick in mobile options, giving users the flexibility to make calls from their smartphone or tablet, wherever they are.

As mentioned, most of the hardware you need is already available to you, like the headset and your computer’s microphone and speaker. But for added convenience, you may also order a VoIP phone that can be connected to the Wi-Fi so you can call from anywhere.

7. Setup and configure your VoIP service.

Log in to your account and from the dashboard go to “Switchboard.” You can manage your inbound calls settings like IVR, call queueing, etc. and you can also set up your outbound calls and edit your privacy and caller ID settings.

You can add numbers to your account, set up music on hold, call recording, etc.

How much do VoIP plans and calls cost?

Vai Phone offers a variety of VoIP plans for SMBs, starting with a single line for just $9.99 per month. Our team VoIP plans allow you to scale up or down as your business needs with no lock-in commitments. Plans start at $24.95/month and range from three to 50 lines and come with various customizable features.

The price varies a lot depending on how many minutes you need or the add on features you want to include.

Our largest plan for SMBs is $350/month for 70,000 minutes/month in the U.S., 50 VoIP lines, and optional add-on calling packs and services. You can contact us is your business has a need for even more calling, or VoIP lines.

For more details about each plan, check out our pricing page and let us know if you have any questions. We are here to help and ensure you end up with the plan that best fits your business’ needs.

Best-Hosted PBX in the U.S.

Vaitel is one of the best VoIP providers in the United States, offering a variety of plans and features designed to leverage your SMB and fit any budget. We help small businesses have a big voice, for less.

Have you got any more questions? Get in touch with our team today!