Cloud Phone System For Modern Businesses

VoIP App for Business Communications: All You Need to Know

VoIP App for Business Communications: All You Need to Know

Businesses are adapting to working from home mode, demanding a more flexible solution to create a seamless communication experience and work agilely. Being an alternative to VoIP phones as SIP endpoints, VoIP apps are more and more favored by today’s businesses. It is a perfect fit packed with a full suite of business-critical features for them to improve the efficiency of both internal and external business calls. Delivering unified communications capabilities, some VoIP apps can even perform beyond any average desk phone.

This blog will walk you through what a VoIP app is, how it can benefit your business, how to pick the best one for you, and how to make the most of it. Let’s dig in, shall we?


What is a VoIP App?

With the benefits of VoIP, a VoIP app is a software application that sends voice calls over mobile data, Wi-Fi, or a direct internet connection. With a VoIP app, you can make and receive business VoIP calls on your computer or smartphone, rather than staying compulsively chained to the office desk to deal with business calls.

There are many types of VoIP apps. For example, some can be used from the comfort of your web browser while others are OS-based and installed directly on your devices. For the latter, you can normally opt between desktop and mobile clients.


What are the Advantages of VoIP Apps?

So how can we benefit from using a VoIP app? Here are some of the advantages.

Costs Reduction

For small and medium-sized businesses, the ability to control expenses in terms of corporate communications is something that every business owner needs to take into consideration. This is where a VoIP-based phone system becomes a great option. When employees are working remotely, they can make calls with great cost savings or even free of charge via VoIP apps for internal communications, as these calls are routed through the company phone system. This also reduces the cost of internal calls between different branches, which would normally cost additionally with a traditional analog approach.

Blog: How to Calculate the Real Cost of a Business Phone System

Staying Connected

If mobility is critical to your business, the VoIP app can be tremendously useful because it allows you to carry your business phone number with you to make and receive calls as if you have an extension installed on your mobile devices. Therefore, you can reach any colleagues or customers at any time and from anywhere in the world. Gone are the days when employees had to be in the office to get things done. Sales and support representatives who are on-the-go or at home will be able to communicate with each other and deal with their clients regardless of the limitation of geographic locations, always as quickly reached as if in the office. That’s why the VoIP app is an excellent tool for remote workers in this fast-moving business world which has been always requiring higher efficiency and productivity.

Blog: Guide to Staying Connected with Remote Offices and Road Warriors

Fast & Easy Setup

Apart from the financial benefit and BYOD mobility, business owners are also impressed by how simple it is to make VoIP apps available to employees. Leading VoIP phone system providers, often natively provide VoIP apps to ensure the best compatibility, extensive functionality, ease of use, and a seamless user experience, while there are also third-party VoIP at their choice. For employee users, after installing and setting up usernames and passwords, they can just log in to take and place business calls without any hassle. No other complicated configurations.

Also, with the wide coverage of internet connections and Wi-Fi nowadays, you seldom need to worry about network problems when using VoIP apps. Just make sure your mobile device or desktop is accessible and then comfortably start off.

Easy-to-use Call Handling Features at Hand

Having a VoIP app running on your mobile phone or desktop is just like having your corporate phone system with you anywhere. Field staff, salespeople, customer service agents, and remote workers can all benefit from VoIP apps. Wherever you are, you can easily transfer, hold, and mute calls, check call history, voicemails, recordings, and set up call forwarding rules and ring strategy, etc., right on the device you prefer in a much simpler way. There would be no need to press the phone keypad to enter phone numbers or feature codes any longer. No matter which platform you are using, Windows, macOS, iOS, or Android devices, you’ll be able to enjoy these functionalities without a difference.


How Do You Use a VoIP App?

Things You Will Need

What you will need to use a VoIP app is most probably what you already have in hand. Here is a quick checklist:

  • A computer or a mobile device
  • An internet connection, with sufficient bandwidth or strong internet signal for VoIP communication
  • An on-premises or cloud phone system that offers VoIP calls

Using a VoIP app won’t cost you much, but make sure you have all the bare essentials above.

How to Set Up Your VoIP App

When in the office, all you need to do is download the app on your own device, or just access it on the web browser, and you’re ready to go. When working remotely, you can have remote access to the company phone system on your VoIP app by connecting to the corporate network via VPN, or register the VoIP app as a remote extension via NAT settings and port forwarding. Some vendors offer their own remote connection services that can help you use the VoIP app easily and securely even outside the corporate network, eliminating the hassle of tedious configuration.


Picking the Best VoIP App

There are dozens of VoIP apps available in the market, but how do you determine the right one that best suits your business? Following are several considerations for your reference as you create your short-list of best VoIP apps.

Must-have Features

For average business users, there should be some must-have features embedded in the VoIP app. Employees ought to be able to at least make basic operations including but not limited to transferring, holding, muting calls, etc. Besides, the multi-party ad hoc conference call is an upgraded feature that is nice to have too, which means you can start an instant meeting on your device and invite others to join.

Unified Communications

If you are expecting more than just call handling, make sure that you choose the one which comes with unified communications features. For instance, instant messaging allows you to chat with each other or discuss in groups in a timely manner, as well as sharing pictures and documents by simple drag and drop. You can also see whether co-workers are available, busy, or on a leave with real-time presence status, helping you avoid unnecessary call attempts. For some VoIP apps, voicemail messages and recorded calls are synchronized automatically. Even when working remotely or on a business trip, you can still check missed calls, call history, voicemails, and recordings effortlessly. All of these advanced UC features can be at the palm of your hand with a UC-capable VoIP app.

Blog: Equip Your Mobile Workforce with Unified Communications

Features Especially Significant for Call Centers

For busy organizations like customer service centers, features such as CTI, CRM integration, Click to Call, and Select & Dial with Hotkey are particularly indispensable.

CTI makes it possible for users to place and manage desk phone calls directly from a computer. You can also make other call operations like call transfer, hold, record, and more within simple clicks. CRM integration is just as significant as CTI. After the VoIP calling App integrated with the CRM systems, the contact details will pop up when a phone number that is recognized in the CRM contact list calls in, and the call logs will be recorded in the CRM system. When receiving a call from an unknown number, a new contact will also be created automatically. And with Yeastar Linkus for Google Chrome Extension and Select & Dial with Hotkey, you can dial up any phone number on your PC screen, in your local CRM base or documents, by selecting the number and then click or enter the hotkey.

With these features on your VoIP App, the call center will run more smoothly with higher work efficiency and easier client management.

Ebook: Small Business Phone System: An Ultimate Buyer’s Guide


Switch to VoIP and Unified Communications Solutions Today !

Better call quality, free internal calling, the ability to use your office UC system from anywhere in the world on Apple and Android devices are only a few of the benefits of VoIP business communications solutions. If your office still uses the landline phone system and is subject to constant price hikes carried out by the service providers, it might be time to consider making a change.

With Yeastar’s Linkus app, not only will you and your employees be able to get in touch in the office using a mobile phone, but also improve the efficiency and productivity of the company, without using any complicated or expensive tools to achieve that!

Delivering all the features mentioned above, Yeastar Linkus UC Clients, one of the best VoIP apps for Android, iOS, Windows, and Mac devices, can be your top pick to make a difference in your business communications.

Benefits of Linkus at a Glance:

  1. Breaking free from the desk with Bring-Your-Own-Device mobility
  2. Quick & easy login via links or QR code
  3. Transferring calls among different devices
  4. Aligning data with conversations via CRM integration
  5. Initiating ad hoc conference calls right on mobile phones
  6. Accessing voicemails & recordings from anywhere
  7. Instant messaging with file sharing
  8. Full view of the corporate dictionary and colleagues’ presence status
  9. Easy dialing with click-to-call operations
  10. Efficient corporate and personal contacts management
  11. Using computers to places calls from desk phones with CTI
  12. Ability to make Low-cost international calls
  13. A true cross-platform telephony solution

For Yeastar on-premises PBX users, a value-added Linkus Cloud Service is also provided to deliver hassle-free Linkus server configuration. With LCS applied, remote workers can enjoy instant remote connection, better call quality, securer communications, and more consolidated collaboration.

Download Free Linkus UC Softphone

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User Login

Instantaneously receive user login credentials via email once the extension has been deployed by the adminstrator.

Log in conveniently via any web browser for access to the user portal.

Integrations

Integrate various CRM software for better customer service and satisfaction.

Enable transcription of audio messages into text with integration of third-party transcription service.

Enable API for integration with various third-party integrations for advanced performance such as call center and hotel reception services.

System

Provision email SMTP and template settings for event notifications to be sent out.

Manage storage allocation and duration of various types of data being stored on the PBX.

Determine the types of event notifications to be sent out, and the parties receiving them.

IVR

Add various audio voice prompts to be played according to different call scenarios.

Add voice prompts on multiple levels for more effecient and precise inbound call routing.

Voicemail

Customize default voicemail settings for each user extension.

Add various voicemail messages for allocation to different call scenarios and users.

Provision specific rules to how voicemail messages are played over the PBX system for better caller experience.

Reports and CDR

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Use intuitive visual call reports, to check various call statistics over extensions, trunks, queues, ring groups, and more.

Call reports can be viewed and downloaded directly from the PBX, or scheduled to be sent via email to respective parties.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Limit the number of otbound calls users are allowed to make within a time period to protect against toll fraud.

Restrict certain country codes for outbound calls either company-wide or on certain extensions.

User Login

Determine extension ranges for different functions.

Define use of different voice prompts depending on call scenarios or intended function.

Provision basic and advanced SIP settings to be used on the PBX.

Recordings

Record all calls made on specified trunks, including inbound and outbound calls.

Recordings

Record all calls made on specified extensions, conferences, or call queues.

Paging and Intercom

Create different types of paging and intercom broadcast groups for selected extensions.

Set a time schedule to automatically start your broadcast.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Conference

Pre-set conference settings and dial-in passwords for security, and allow internal users to send conference invites to external parties.

Speed Dial

Create multiple speed dial numbers to respective external numbers frequently used for outgoing calls.

Speed dial is activated when the set prefix (default or customized) is dialed.

Ring Group

Create multiple ring groups and determine custom ring strategies and failover settings for each.

Call Queue

Create different call queues with specific ring strategies and failover settings.

Static agents permanently answer calls in queue, while dynamic agents can log in and out. Allocate different extensions to each group.

Determine what actions are to be allowed for Mangers or Agents to manage on the Queue Panel.

Call Control

Have calls received on specific SIP trunks routed to designated extensions or destinations within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Organize company contacts into dedicated phonebooks and determine accessibility rights to extension groups for each.

Bulk import a list of contacts instead of having to key details in individually.

Role and Client Permission

Pre-defined user roles within the PBX are conveniently available for allocation, or create your own set of permissions.

Restrict users from viewing specific extensions, departments, or extension groups with Extension Visibility.

Allow or resrict specific users from managing or viewing certain company contacts

Auto Provision

Pre-defined setting parameters specific to respective IP phone models are conveniently available for easy set-up.

IP Phones can be quickly provisioned to your Yeastar PBX with just the pre-defined template and device MAC address.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Different types of trunks can be created, Caller ID can be customized.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Configure default call and user settings for individual extensions.

Customize allocation of user extensions to specific ring groups.

Portal Login Page

Receive your administrator log-in credentials and set-up guide via email.

Log-in on any web-browser to get started with PBX set-up.

Installation Wizard will guide you through basic configurations.

User Login

Access all company contacts made available to you by the administrator.

Create your own personal contacts list for easy reference and dialing.

Bulk import contact details for convenient data entry.

User Login

Access and manage user settings for softphone application and voicemail.

Manage call routing and presence status for your individual extension.

Retrieve or download your personal call logs and recordings.

User Login

Receive your log-in credentials and set-up guide via email, sent by your admin.

Log-in on any web-browser to get started with PBX set-up.

Configure contacts and personal settings from the web portal.

Auto Provision

Add, remove, or modify IP phone settings from your web interface.

Upgrade IP phone firmware conveniently from your PBX.

Upload various default setting parameters specific to respective IP phone models for greater convenience during set-up.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Have detailed contact information for your vendors and clients conveniently stored .

Bulk add a list of contacts instead of having to key details in individually.

PBX Monitor

Monitor the status extensions, whether they aren idle, in use, or unavailable.

Know whether your SIP Trunk running properly, or experiencing problems.

Monitor the number of call conferences currently running on your PBX, and their individual durations.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Call Detailed Report

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Filter by date, time, or extension number to retrieve specific call logs or recordings

Playback call recordings directly from the PBX or download to store externally.

Event Center

Determine what events and logs are to be recorded and/or have notifications sent.

Specify particular notifications to be sent to respective authorized personnel.

User Permission

Set up vaious groups of users for allocation to certain sets of access rules.

Determine what features a certain group of extensions can or cannot access.

Determine if users can access, play-back, or download call logs and recordings from the pbx.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Determine specific the range of SIP ports for connection between your PBX and endpoints.

Restrict country codes for outbound calls either company-wide or on certain extensions.

Voice Prompt

Upload and designate customised audio recordings at multiple levels of a call journey.

Upload recorded music to fill the silence that would be heard by callers on hold.

Upload customised voice prompts to create a professional call experience.

General

Customize general call preferences either company-wide or for individual extensions.

Set-up feature dial codes for convenient user navigation to specific call features.

Determine how voicemails are retrieved, and also upload custom voicemail recordings.

Call Features

Add multiple automated responses to be played at different phases of a call journey.

Designate specific extensions to ring concurrently based on an external caller's dial pattern.

Customize messages and waiting times to keep external callers engaged when put on hold.

Call Control

Have calls received on specific SIP trunks routed to designated extensions within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Provision SIP trunk settings and dedicate them to particular extensions.

Bulk add DDIs on each SIP trunk, for allocation to an individual or groups of extensions.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Allocate and deploy specific extension numbers to respective users via email.

Set-up default ring and presence status settings for individual users.

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