What to Look for When Choosing a VoIP Provider

• What exactly is VoIP?
• How to select the best VoIP provider?
• Top 5 VoIP Providers
• Zadarma
• Nextiva
• RingCentral
• CallHippo
• OpenPhone
• Conclusion

There are many VoIP providers in the market, and most of them may seem similar. Whether you need one for business or personal use, choosing the right one can be confusing. The most important differences are not always visible, especially for new VoIP users.

With this article, our goal is to save your time by providing a list of essential features to look for when choosing the best VoIP provider, along with a list of top 5 VoIP providers.

What exactly is VoIP?

Let’s begin with a closer look at VoIP (Voice over Internet Protocol). This technology allows you to make phone calls over the internet without using traditional phone lines.

VoIP turns your voice into digital signals so it can send calls over the internet. This is often cheaper than using traditional phone services.

How to select the best VoIP provider?

Most VoIP providers aim to provide good service, but there are some important things to think about before choosing one. Below, you’ll find a list of the most essential features to pay attention to.

Cloud-based phone system

Virtual phone numbers and internet-based calling are standard services from most VoIP providers. However, many go beyond by developing powerful additional communication tools.

For example, if you want to set up a call centre or a professional office presence with features like a greeting message, business hours, voicemail, and more, you should choose a provider that offers a flexible and advanced Cloud PBX, a virtual phone system.

Some companies offer ready-made solutions that let you build your own phone system easily by combining available features, no technical skills needed. Some other providers may require an understanding of IT to configure the PBX.

Please keep in mind that not all Virtual PBX systems are created equal. Some may have fewer features or be less flexible than others. A first step could be to decide what kind of phone system you actually need.

This is often called a call flow or phone tree. Include features like call routing, voicemail, IVR menus, and business hours. Once you have an idea of your requirements, contact VoIP providers to confirm whether their PBX provides such features.

CRM (Customer Relationship Management)

If you work with a large customer base, a CRM can be really helpful. Some VoIP providers offer built-in CRM system, while others might support integration with external CRM’s. Depending on your preference, whether you are looking for an all-in-one solution or plan to connect your existing CRM, this is an important factor to consider.

For example, Zadarma offers a free Teamsale CRM, as well as an easy integration with popular platforms like HubSpot, Zoho, Salesforce, AI voice bots, and many others.

Other communication tools

VoIP providers often offer more than just calls and phone numbers. Many useful tools might also be available on a single cloud-based platform, and some features may even surprise you.

• Call Tracking - See how your marketing campaigns are doing by tracking which calls come from specific ads or sources.
• Speech Recognition - Automatically transcribe recorded calls into text for easier review, analysis, or compliance.
• Website Widgets - Let website visitors call you directly from your site or request a callback.
• HLR Lookup - Clean up your phone number database by identifying numbers that are no longer in service.
• Global Calling - Make calls to anywhere in the world without being restricted to specific countries.
• Developer API - For advanced users, API allow custom configurations and deeper integration with your own systems.

Number portability

If you currently have a phone number, you might want to maintain it. Many VoIP providers let you keep your current phone number by offering number portability. Before you choose a provider, check that they support number porting.

Support for different operating systems

Don’t let your operating system limit your use of VoIP services. Most VoIP platforms require installing a calling app. If the app doesn’t work with your device’s operating system, it can cause problems. Especially if you already own the device or plan to buy it for yourself or your team.

To avoid this, choose a provider that supports all major operating systems.

Pricing

VoIP might seem expensive at first. Especially for individual users or small businesses. But in most cases, it's actually more affordable than traditional phone services.

Please note that costs can vary depending on the provider. A key factor is whether a provider develops and owns its services or mainly relies on third-party solutions.

Data centres

It’s also important to check whether a VoIP provider owns its own data centres in different countries and continents. This matters for two main reasons: data security and service reliability.

First, when data is stored in a provider’s own data centres, it’s more secure. It’s also less likely to be accessed by third parties. Second, having multiple data centres helps reduce downtime. For example, if one centre goes offline, traffic can be redirected to another, so the service keeps running.

Additionally, having in-house data centres means there’s a dedicated IT team on-site, ready to respond immediately to any issues. This ensures you experience no disruption in service.

Security

You can boost security with tools like firewalls, but a reliable VoIP provider should also have strong built-in security measures. Besides automatic system protections, users should be able to add extra security features such as:

• Two-Factor Authentication (2FA)
• Password update reminders
• IP address restrictions
• Calling and pricing limits
• Possibility to delete user extensions
• Suspicious account access notifications, for example, logins from another country

Keep your account and communications safe and under your control.

Support Team

If you use VoIP every day or plan to, having quick and helpful customer and tech support is a big plus. Whether you need setup help, have a problem, or a question, 24/7 support makes things easier.

Also, make sure support is included for free in the service. Some providers may charge additional fees for advanced assistance. While others offer full multichannel support as part of their any service package.

Top 5 VoIP Providers

Zadarma

Zadarma is a VoIP provider offering affordable cloud telephony services such as virtual phone numbers, PBX, and SIP trunking, known for its flexibility and cost-effectiveness for businesses worldwide.

Features

• Virtual phone numbers from 110 countries
• Global calling
• Cloud PBX with built-in CRM
• Call recording and transcription
• SIP trunking for integrating existing phone systems
• Integration with CRM and AI systems
• Multichannel support
• Voicemail-to-email with transcription

Best For

Best for businesses seeking low-cost international calling, customizable PBX and SIP solutions, and flexible telephony infrastructure.

Pricing

Offers a free plan with pay-as-you-go rates. Paid plans start at $22 per team of 10 users per month when billed annually, or $26 per team per month when billed monthly, depending on the selected plan and calling destination.

Nextiva

Nextiva is a cloud-based communications company that offers Business VoIP and Unified Communications as a Service (UCaaS). It’s known for its reliable service, user-friendly interface, and support across multiple channels.

Features

• IVR menus
• Real-time call analytics and reporting
• Call routing and distribution
• Video conferencing
• Call recording
• Social media management
• CRM integration
• Voicemail-to-email with transcription

Best For

Businesses of all sizes looking for integrated CRM, reliable VoIP, and all-in-one collaboration tools.

Pricing

Pricing starts at $14 per user per month with annual billing, or $23 per user per month if you choose to pay monthly, depending on the plan you select.

RingCentral

RingCentral is a cloud-based platform that combines phone calls, messaging, video, and contact center tools for businesses of all sizes. It helps teams work together and stay connected on any device, whether they’re working remotely or in the office.

Features

• AI assistant
• Voicemail-to-text
• Visual voicemail and voicemail-to-email
• Team messaging
• Video conferencing
• Call recording
• Multi-level auto attendant
• Detailed analytics and usage reporting

Best For

For businesses and enterprises looking for a scalable communication platform with CRM integration.

Pricing

Starts at $20 per user per month when billed annually, or $30 per user per month when billed monthly, depending on the selected plan.

CallHippo

CallHippo is an AI-powered virtual phone system that helps businesses make and receive calls worldwide. It focuses on simplicity, quick setup, and affordability.

Features

• Local and international phone numbers
• Call forwarding, call recording, and IVR system
• Power dialler and call analytics
• Integration with CRM tools
• Smart DID routing
• WhatsApp business API
• Real-time call monitoring and analytics
• Auto-rotate feature

Best For

Small to medium businesses, and sales or support teams looking for an affordable virtual phone system with easy setup, simple call management, and global calling capabilities.

Pricing

Starts at $18 per user per month when billed annually, or $25 per user per month when billed monthly, depending on the selected plan and calling destination.

OpenPhone

OpenPhone is a modern business phone system that combines calls, texts, and contacts in one AI-powered shared workspace. It provides simple, affordable phone service with smart features designed for entrepreneurs and remote teams.

Features

• Local and toll-free numbers in the US and Canada
• AI-powered call summaries
• Call forwarding
• Voicemail transcription
• Call recording
• Shared phone numbers for teams
• Third-party integrations
• AI message responses

Best For

Startups, freelancers, and small or remote teams in the US or Canada. For those needing a modern, affordable, and easy-to-use phone system with shared numbers, team collaboration features and basic CRM tools.

Pricing

Starts at $15 per user per month when billed annually, or $19 per user per month when billed monthly, depending on the selected plan.

Conclusion

Zadarma offers all the services mentioned in this article, and much more. With 18 years of experience and over 2 000 000 active users, Zadarma is proud to be a reliable, customer-focused and affordable VoIP provider. Choose your voice provider wisely, your communication will depend on it.

For more information about our services, please contact our Support Team. We’ll be happy to assist you.