Is VoIP Suitable for SMEs?

Voice over Internet Protocol (VoIP) has become increasingly popular for all kinds of businesses. But is it a good fit for small-to-medium enterprises (SMEs)?

Typically defined as those with fewer than 250 employees, SMEs account for 99% of all businesses in Europe. With that lower number of employees comes some unique challenges, such as less revenue and the need for more flexibility and support. Since profit margins may be lower, SMEs need to be nimble to adjust to changing circumstances.

Can SME VoIP services help? Read on as we discuss whether VoIP is a suitable option for SMEs.

What is VoIP?

VoIP is a technology that allows phone calls to be made over an internet connection as opposed to through a landline. Essentially, the audio data is broken down into small packets and sent over the internet. The traditional copper landline network isn’t involved at all.

This is an approach that’s helpful to small-to-medium enterprises for numerous reasons. But in fact, if you run an SME, VoIP will soon be the only telephony option available to you in the UK. The PSTN landline network will be completely shut down in 2027.



VoIP cost

Cost is an important factor for any business. SMEs are no exception. Fortunately, VoIP phone services are generally more cost-effective than their landline counterparts. That applies from the initial installation of a landline and private branch exchange (PBX) which is required for multiple employees. But it also continues into the future, with typically lower costs for national and international calls.

Moreover, landlines can be expensive due to the hardware that’s required and maintenance costs for the underground wires. With VoIP, that’s not an issue, as it works through broadband internet – combining internet access and phone systems into one.

And since VoIP is a subscription service, there’s no chance of numerous small landline fees that add up. You simply pay the same amount each month, meaning that your expenses are perfectly predictable.

More flexible

While large established businesses might have the resources to own their own premises, SMEs are more likely to be renting and moving from office to office. That’s especially true as their needs continue to change depending on the number of staff they take on.

What’s great about VoIP is that you’re not locked into a contract, so you can easily scale your services up or down if you’re growing or downsizing your business.

Also, VoIP phones can be used anywhere with a reliable internet connection. That makes it easier when switching offices or even when working remotely. If you’re hosting a meeting at a client’s office or even travelling to a neighbouring city, you still don’t have to worry. You have exactly the same access to your phone system as long as you have internet access.

In our age of remote and hybrid work, that’s crucial for employees to be able to do their work effectively. When an employee works some days in the office and some days at home, they don’t have to worry about their phone operating differently in different places.


Teamwork is essential in all organisations, and that’s just the same for an SME. VoIP helps out with tools for messaging and even video conferencing to make sure everyone feels connected, whether they’re working in the same space or not.


Since SMEs have fewer members of staff, it’s always a benefit if you can automate a task. That’s where one of the best aspects of VoIP comes in.

SME VoIP offers functions like a virtual receptionist that can direct calls, which is especially helpful for small enterprises where the person answering the phones also has other duties. Moreover, VoIP can transcribe your voicemails and email them right to your inbox, removing another administrative step and helping you to keep on top of all your communications.


SME support and Integration

Without the same in-house expertise as larger companies, support is a big must-have for any SME. As long as you choose a reputable provider, SME VoIP solutions are definitely suitable in this respect. Please make sure you go with a provider who is easy to contact from the get-go, as this will usually reflect how responsive they are should anything go wrong.

Additionally, VoIP is designed to integrate seamlessly with the software solutions you’re using, whether they’re for sales, customer relationship management (CRM), or something else. In other words, it’s great to have support – but it’s even better when technology works so smoothly that you need less support to start with.


VoIP in the voluntary or private sectors

VoIP is a cost-effective alternative to landline phones for SMEs in any sector. That includes charities working in the voluntary sector. At VS Group, we’ve helped over 500 charities with VoIP services over the past eight years.

If you’re the owner of a small business, we can help you too. On average, we save our customers up to 30% compared to their previous expenditures on telecoms.

If you’re looking to cut costs and improve functionality for your charity or business, don’t hesitate to contact our team. Our SME VoIP experts are available by phone at 0330 094 0170 and by email at


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