Running a small business in Canada is no easy feat. Between fierce competition, rising costs, and ever-changing customer expectations, staying ahead requires smart decisions—especially when it comes to communication.
Yet, many business owners are still stuck with outdated phone systems that drain resources and limit growth. Yikes.
With 1.35 million businesses in Canada employing over 11 million people, small businesses make up 98% of the country’s enterprises, according to the Canadian Chamber of Commerce’s Business Data Lab (BDL).
In this competitive landscape, effective communication is essential, but many businesses still rely on outdated, costly, and rigid landline systems—and an online world demands connected and responsive communication.
This is where Voice over Internet Protocol (VoIP) solutions come in, offering a flexible, cost-effective alternative that keeps businesses agile and customer-focused.
Sounds good? Then let’s dig in.
Can I set up my own VoIP system?
Yes! And it is easier than you might think – you just need to pay attention to some requirements, like the right tools and setup, to ensure seamless communication.
It might offer some challenges if this is your first time using the technology, and it’s not familiar with the terminology (like Cloud PBX and SIP trunking). That’s why you should always keep the benefits in mind.
Switching to a VoIP setup for small businesses can cut phone costs, streamline operations, and provide advanced features like call forwarding, virtual receptionists, ring groups (allowing conference calls) and seamless remote work integration.
Related: Check out Top Reasons Your Business Should Switch to VoIP!
What do you need to set up your VoIP?
Whether you’re searching for the best VoIP setup for small businesses or wondering how to set up a VoIP system for your business, understanding the key components is essential. Let’s take a look at them:
- A reliable VoIP provider
- Desk phones or softphones
High-speed internet
A reliable internet connection is crucial for VoIP to function effectively, ensuring crystal-clear phone calls and uninterrupted service. Wired Ethernet connections typically offer greater stability than Wi-Fi, reducing latency and packet loss.
A reliable VoIP provider
Choosing a reputable VoIP provider is key. VoIP.ms, for example, offers virtual phone numbers, customizable call routing, and scalable plans to fit businesses of all sizes—and you can start by creating a free account!
Look for providers with strong security features, and customer support. Additional features such as voicemail-to-email, auto-attendants, SMS, and call analytics can further enhance productivity.
Desk phones or softphones
VoIP works with both traditional desk phones and digital softphones. Softphones are ideal for remote teams or hybrid teams, offering flexibility to make calls from anywhere—you can download a mobile app or a desktop version that makes you accessible at all times.
Desk phones work well for in-office setups, often with advanced features like programmable buttons and HD audio—and you might need headsets for this set up as well.
Many VoIP providers support Bring-Your-Own-Device (BYOD), allowing you to use existing hardware while reducing upfront costs.
Related: What is BYOD (Bring-Your-Own-Device)?
| Extra Tip: You can also consider using an Analog Telephone Adapter (ATA), a great accessory that allows you to convert your analog telephone into a VoIP phone – learn more about it here! |
5 steps to set up a VoIP system for a small business
Now that you know the basic requirements for setting up your own VoIP system, we’ll provide a simple guide to make the process easier! Just follow these five steps:
- Test your internet speed
- Choose your softphone or hardware
- Sign up with a VoIP provider and choose features
- Get your phone number
- Test your VoIP phone number
1. Test your internet speed
VoIP relies on a stable, high-speed internet connection. Before setting up your system, run a bandwidth speed test to ensure clear, uninterrupted calls. A strong connection is key to VoIP setup for small businesses.
2. Choose your softphone or hardware
Decide whether softphones (apps for computers and mobile devices) or desk phones (physical IP phones) suit your business communications. Remote teams benefit from softphones, while office-based businesses may prefer desk phones.
RELATED: On-Premise or Cloud PBX: Which one is best for your company?
3. Sign up with a VoIP provider and choose features
Different businesses need different features. A retail store may prioritize an IVR system (digital receptionist), while a remote team may require software integration. Choose a VoIP provider that offers the flexibility and features that align with your needs.
Don’t forget to consider how many phone lines, add-ons and extra features or software you’ll need to create a tailored communications solution that will manage all your current business needs. Also, focus on uptime higher than 99% for better services with no interruptions.
4. Get your phone number
Most VoIP providers allow number porting, so you can keep your existing phone number. Need a new business phone number? Choose from local, vanity or toll-free numbers to align with your brand.
5. Test your VoIP phone number
Before going live, test your system to ensure:
- Call Quality – Clear audio with no delays or echoes.
- Stability – No dropped calls or disconnections.
And remember to test for incoming calls and outbound calls.
Need some extra help? Check out our video tutorial below:
How to Choose a VoIP Provider for Your Business
Selecting the right VoIP provider is essential to ensure seamless communication for your small business. With numerous options available, consider these key factors when making your decision:
- Pricing and Plans: Look for flexible plans, such as VoIP.ms’ Pay-As-You-Go or monthly subscriptions, that fit your budget and usage.
- Features and Scalability: Choose a provider that offers essential VoIP features like call forwarding, auto-attendants, voicemail transcription and virtual numbers while allowing for future growth— on this note, cloud-based providers are usually ideal if you’re aiming to scale.
- Call Quality and Reliability: Check for HD voice quality, low latency, and minimal downtime to ensure smooth real-time communication.
- Number Portability: If you want to keep your existing business number, ensure the provider supports number porting without disruptions.
- Customer Support: Reliable 24/7 customer service is crucial to resolve any technical issues quickly.
- Integration Options: If your business relies on tools like CRM software or Microsoft Teams, find a provider that offers seamless integration, going beyond simple telephony services.
A well-chosen VoIP provider will improve efficiency, enhance customer interactions, and support your business as it grows!
Setting up your own small business VoIP? Check out a complete guide for your business phone system!
Remember to train your staff
To truly enjoy unified communications, remember that switching to a VoIP phone system brings many benefits, but your team must be comfortable using it.
Provide proper training and allow time for employees to adapt. This will ensure they can navigate the new system independently and make the most of its features.
By selecting the right VoIP setup for your small business and training your staff, you’ll create a smooth transition to a modern, cost-effective communication system that allows unlimited calling and even video conferencing.
How to keep your VoIP phone system up to date?
Keeping your VoIP phone system up to date is crucial for ensuring optimal performance, security, and efficiency for your business. As technology continues to evolve, so do the features and capabilities of VoIP systems. That is why you need to:
- Invest in VoIP-optimized equipment
- Use softphones instead of complicated VoIP hardware
- Secure your VoIP system
- Monitor, analyze, and optimize
- Plan for redundancy and failover
Invest in VoIP-optimized equipment
To ensure your business VoIP phone works smoothly and delivers top-notch performance, invest in equipment designed specifically for VoIP communication. Having the right tools will optimize your overall system efficiency.
Use softphones instead of complicated VoIP hardware
Softphones are an excellent alternative to traditional VoIP hardware, especially for small businesses. They can be installed on mobile devices, tablets, or computers, giving you flexibility and ease of access while lowering setup costs.
Android, iOS, desktop or all three? Click here to choose the best softphone for your business!
Secure your VoIP system
Because they depend on the internet to function, VoIP systems can be susceptible to cyber threats. That’s why it’s imperative to choose a reliable service.
Your business’ VoIP provider must already have security encryption and other important measures in place. And you can always take extra steps to further protect your account.
RELATED: Ensure your VoIP.ms account is protected by following these extra security measures.
Monitor, analyze, and optimize
Regular monitoring of your VoIP system’s performance will help identify potential issues before they escalate and ensure good call management.
Analyze call quality, usage patterns, and system functionality to ensure everything is operating efficiently. Optimization helps maintain consistent service quality for your business.
Plan for redundancy and failover
Business continuity is crucial, and having backup plans in place is essential for preventing service disruptions. Set up redundancy systems to ensure your VoIP service continues to work even if there’s a problem with your primary connection.
Bonus Tips
If you still need a little more help on how to keep your VoIP solution running smoothly, then here are some extra tips to implement:
- Regularly update software and firmware to take advantage of new features and security enhancements.
- CRM Integrations do wonders for any VoIP system, specially if you run a Call Center. Look for providers that offer that possibility to streamline your operations.
- Assess your communications needs frequently so you know when to add features, and allow your system to grow and accommodate new business demands.
VoIP.ms makes VoIP Phone Services easier
VoIP.ms offers a user-friendly and affordable solution for small businesses. Whether you’re just starting out or looking to upgrade your current phone system, VoIP.ms provides flexibility and customizability to meet your unique needs.
Here you’ll find:
- A Pay-As-You-Go model that is budget friendly.
- A Bring-Your-Own-Device policy that avoids extra hardware costs.
- Over 70 features to create a truly personalized system according to your business needs.
- Scalability options that adapt to call volume, seasonality and business size.
FAQ
Don’t see a question you need answered? Ask it directly to our Sales Team!
What is VoIP?
VoIP (Voice over Internet Protocol) is a communication technology that allows voice calls to be made over the internet rather than through traditional landlines.
By converting voice signals into data packets and sending them over the web, VoIP enables more affordable and flexible communication options for businesses of all sizes, so you can enjoy local VoIP calls or international calls at minimum cost.
What Is a VoIP Phone System?
A VoIP phone system is a digital communication platform that uses VoIP technology not only to make and receive calls, but manage all your business’ communication needs.
Unlike traditional phone systems, VoIP systems operate over the internet, which means they offer more cost-effective and scalable solutions.
VoIP phone systems typically include calling features and add-ons such as call forwarding, voicemail, call recording, and digital receptionists.
How much does VoIP cost for a small business?
The cost of VoIP for a small business can vary depending on the provider, the specific plan chosen and the features or add-ons the business needs.
For example, with a Pay-as-You-Go pricing model, you pay for the calls as you make them rather than a fixed monthly fee, which can make your business phone system more affordable. Learn more about VoIP Pricing here.