VoIP Telephony for Businesses: Why Switch and How to Get Started

VoIP Telephony for Businesses: Why Switch and How to Get Started

Business telephony is changing fundamentally. Traditional phone systems are giving way to VoIP solutions that are more flexible, cheaper and richer in features. For SMEs in the Netherlands, now is the time to make the switch. In this guide, we explain what VoIP is, the benefits it offers and how to make a successful transition.

Key takeaways (TL;DR)

• 40-60% savings on telephony costs are realistic, especially for international calls
• Keep your existing numbers: number porting is standard, and your customers won't notice the switch
• Minimum requirements: a stable internet connection (100Mbps+) and QoS configured on your network
• Microsoft Teams integration: call directly from Teams using your business number (Direct Routing)
• Migration takes 2-4 weeks with good preparation, including testing and training

What is VoIP?

VoIP stands for Voice over Internet Protocol. Instead of calling over traditional phone lines, your voice travels as data over your internet connection. That opens up possibilities that were unthinkable with traditional telephony.

How it works:

1. You speak into a headset, phone or app
2. Your voice is converted into digital data
3. The data travels over the internet to the recipient
4. At the other end, the data is turned back into speech

All of this happens in real time, with no noticeable delay on a good internet connection.

The Benefits of VoIP

Cost savings

Savings are often the first argument, and rightly so.

• No more expensive phone systems
• Lower call costs, especially internationally
• No separate cabling required
• Easier to manage, so lower management costs

The savings are most noticeable for businesses with multiple locations or lots of international contacts.

Flexibility

VoIP suits the way we work today.

• Reachable on your office number anywhere in the world
• Call from your laptop, smartphone or desk phone
• Transfer a call to a colleague with one click
• Works just as well at home as in the office

Your employees stay reachable, wherever they are.

Functionality

Modern VoIP systems offer features traditional phone systems could only dream of:

Integration

VoIP integrates with your other business applications.

• Microsoft Teams: call directly from Teams using your business number
• CRM systems: automatically display customer details on incoming calls
• Helpdesk: create tickets from calls
• ERP: customer service linked to order history

These integrations save time and improve the customer experience.

Scalability

Growing or scaling down is effortless.

• New numbers active within minutes
• No hardware installation required
• Flexible subscriptions that scale with you
• Temporary numbers for projects or campaigns

You pay for what you use, nothing more.

VoIP Options Compared

There are several ways to implement VoIP.

Cloud-hosted VoIP

The phone system sits in the provider's cloud. All you need is internet and devices.

Pros: No upfront investment, always up to date, scales easily

Cons: Dependent on the provider and your internet connection

Best for: Most SMEs

On-premise VoIP

You have your own phone system on site, but it's VoIP-based.

Pros: Full control, no monthly fees

Cons: Upfront investment, maintenance, becomes outdated

Best for: Larger organisations with specific requirements

Microsoft Teams Calling

Teams becomes your phone system. You call using your business number directly from Teams.

Pros: One platform for everything, no extra software

Cons: Requires Microsoft 365 and licences

Best for: Organisations already working in Microsoft 365

For most SMEs, cloud-hosted VoIP or Teams Calling is the best choice.

Devices and Hardware

VoIP works with a range of devices, and you can even mix and match.

Softphone

An app on your laptop or smartphone. You call using a headset.

Pros: No extra hardware, works anywhere

Cons: Dependent on battery and computer

IP phone

A dedicated handset that connects via the network.

Pros: Familiar experience, good audio quality

Cons: Extra cost, less flexible

Headset

Pair it with a softphone for maximum convenience.

Things to consider: wireless for freedom of movement, noise-cancelling for open-plan offices

Meeting room equipment

Speakerphones and cameras for group calls.

Implementation Approach

A VoIP migration doesn't have to be complicated, but it does need preparation.

Step 1: Take stock

Map out your current situation:

• How many handsets/numbers do you have?
• Which features do you use (call forwarding, queues, etc.)?
• Which integrations do you want (CRM, Teams)?
• What's your internet connection like?

Step 2: Choose a provider

Choose a provider that matches your requirements:

• The functionality you need
• Reliability and uptime guarantees
• Support and local presence
• Integration options

Step 3: Check your network

VoIP needs a stable network:

• Sufficient bandwidth (100kbps per concurrent call)
• QoS configured to prioritise voice traffic
• A stable connection with low latency (<150ms)
• Redundancy for business-critical communication

Step 4: Configuration

Set up the system:

• Numbers and extensions
• Dial plans and call forwarding
• Queues and IVR
• Integrations with other systems

Step 5: Number porting

Take your existing numbers with you to the new provider. This usually takes a few days and is coordinated by the new provider.

Step 6: Roll-out and training

Install devices, configure softphones and train users. A short briefing is often enough.

Frequently Asked Questions

What if the internet goes down?

This is the most frequently asked question. Modern VoIP solutions offer failover: if your connection drops, calls are forwarded to a mobile or another location. With a 4G backup or a second connection, you minimise the risk.

What about call quality?

On a good internet connection, VoIP quality is at least as good as traditional telephony, and often better thanks to HD voice.

Is VoIP secure?

Modern VoIP solutions use encryption (SRTP/TLS) for voice and signalling. With a reputable provider, security isn't a concern.

Can I keep my current numbers?

Yes. Number porting is standard and guaranteed by law. You keep the numbers your customers know.

What does it cost?

Depending on the provider and features, you pay a fixed amount per user per month, often including unlimited calls to landlines and mobiles in the Netherlands.

VoIP and Microsoft Teams

A popular option is integrating VoIP with Microsoft Teams. This is known as Teams Phone or Direct Routing.

How it works:

• You make and receive calls in Teams
• Your business number is linked to Teams
• Calls run through the VoIP provider

Benefits:

• One app for chat, meetings and calls
• Integrated presence information
• No separate telephony app needed
• Call from any device that runs Teams

For businesses already using Microsoft 365, this is a logical step.

Points to Watch

Emergency calls (112)

VoIP providers are legally required to guarantee access to 112, the European emergency number. Make sure your location details are configured correctly so emergency services know where to go.

Fax

Faxing over VoIP can be problematic. Consider a fax-to-email solution or a separate analogue line for your last remaining fax machines.

Alarm systems

Some older alarm systems dial out over analogue lines. Check whether this works over VoIP or arrange an alternative.

The Role of a Partner

You can implement VoIP yourself, but an IT partner saves time and prevents mistakes.

What a partner offers:

• Advice on the best solution for your situation
• Network assessment and optimisation
• Configuration and number porting
• End-user training
• Ongoing support and management

The investment in a partner pays for itself with a smooth migration.

Getting Started

VoIP is the standard for modern business telephony. The benefits in flexibility, functionality and cost savings are too big to ignore. The transition is less complex than people often think, especially with the right preparation and partner.

Take stock of your current situation, define your requirements and start talking to providers. Chances are you'll wonder why you didn't switch sooner.