Cloud-based Business Phone Systems – A Complete Guide

Business Phone Systems

Cloud-based communication systems are a recent trend that every business is adopting Phone Systems. As the internet is everywhere, this communication strategy is a win-win situation for businesses and their customers in multiple ways.

Cloud-based business phone systems help businesses interact with their customers through different channels in a single place. If you are a business looking to invest in a communication platform, cloud phone services are the best.

In this blog, let us discuss in detail cloud-based services that are revolutionizing the current world.

Cloud-based Business Phone System: What it is & how does it work?

Unlike traditional phones, a cloud-based business phone system enables businesses to make and receive calls through a steady internet connection. Businesses can also handle these calls through different devices such as laptops, desktops, smartphones, tablets, etc. The features vary depending on the size of the company and the type of business phone system.

In cloud phone systems, the solution provider will be responsible for handling the services remotely. Hence, businesses can reduce costs for on-premise physical infrastructure, equipment, and maintenance processes. Upgrades occur automatically, which enhances performance.

Deploying cloud services will take less than an hour. Moreover, cloud solutions offer minimal downtime and internet interruptions. Also, these internet-based business phone services come with higher flexibility, enabling employees to work from anywhere on any device that they are comfortable with.

Feature of Business Cloud Phone Systems:

  • Auto attendant enables businesses to engage customer calls without picking up the phone.
  • End-to-end call management with features such as Call Analytics, Call Forwarding, Call Transfering, Call Queuing, Call Whispering, Call Barging, Call Recording, Call Conferencing, etc.
  • Virtual voicemail feature to listen to or read customer requests from anywhere and automatically get a copy of those texts in your emails.
  • SMS texting is used to send texts to customers over the internet.
  • CRM Integration to combine multiple business tools in one single platform hassle-free.
  • Businesses can use toll-free, virtual, local, international, or vanity phone numbers based on their requirements. They can also set business hours to notify customers about their availability.

Benefits of Cloud Phone Systems for Businesses:

  • Budget-friendly

Cost-effectiveness is one of the best benefits of cloud-based phone systems for small businesses. Since it works over the Internet, businesses can enjoy a remote-friendly environment. Hence, there is no need for a business to have a physical infrastructure and invest in required equipment, hardware, and software devices. Also, cloud phone service providers will charge based on the monthly or annual pricing plans. You don’t need to pay additional costs apart from this.

  • Top-notch features

Business phone systems in the cloud come with high-end features not available on traditional phones. These advanced features help businesses gain greater insight into business performance, agent performance, and customer information. This is an excellent option for small businesses that struggle with investment and want multiple features.

  • Minimal downtime

Compared to traditional landline phone systems, these cloud-based phone services have limited downtime, enhancing customer satisfaction. This paves the way for fewer call dropouts, engaging customers seamlessly. Moreover, even if a disaster happens, the information remains safe in the cloud and is accessible from anywhere without any disruptions.

  • Efficient workflow

Businesses and their agent can experience comprehensive and full-fledged workflow operations. Moreover, the best cloud business phone system comes with a unified dashboard with powerful integration features, combining all the existing business tools and new ones in a single platform. Hence, agents don’t need to switch between applications as everything is available in one place, leading to higher efficiency of business workflow.

  • Scalability & Mobility

Scalability and mobility are excellent benefits of the best cloud-based phone system for businesses. This technology makes it easy to adopt any recent or future trends that are coming up, and they are considered to be scalable for multiple businesses across the globe. Also, they are portable and mobile, as they enable businesses to work from anywhere on any device of their comfort.

Setup a Cloud-based Business Phone System in minutes:

Setting up business phone systems in the cloud is a simple and easy task that can be done in minutes. Here are the steps to be followed:

  • Choose a Cloud Business Phone System provider

Right off the bat, choose a cloud business phone system provider who offers a complete solution. As there are a lot of solution providers in the market, compare them using different factors such as features, budget, customer ratings & reviews, reliability, etc. Select the one that meets your needs.

  • Sign up for an account

You can sign up for the account by providing the required information to try out the application. Once you have finished the signup process, you can log in with the respective credentials. You can select a virtual phone number along with the country or continue using an existing business phone number.

  • Configure your account

Through a unified dashboard, you can configure and set up your account preferences, such as call routing, IVR menus, call recording, voicemail, and other significant features.

  • Connect your devices

Start connecting the devices you are using to handle customer calls, such as IP phones, softphones, web browsers, smartphones, etc. Also, download the required apps.

  • Onboard your team

Now, you can start onboarding your team and agents who manage customer calls. You can also create a call flow and assign the members to the required team.

  • Test your setup

It is the time to check if everything is connected and working fine. You can test the setup by making and receiving test calls.

  • Initiate calls

Finally, when everything is done, you are ready to go. As a business owner, you can now initiate and receive customer calls in a single click.

Take your business to the next level with the best Cloud Business Phone System:

Undoubtedly, a cloud-based business phone system is here to benefit businesses of all sizes. If you are a small or medium-sized business looking to enhance your business performance at an affordable price, cloud business phone systems are the perfect option. Contact the right solution provider to get started.


In today’s internet world, businesses must remain on trend and adopt a scalable solution that meets their demands. Cloud-based Business Phone Systems are a great way to do this, as they come with rich features and help businesses reach higher levels within a short period.