Key Takeaways
- VoIP replaces traditional phone lines with internet-based calling — cheaper, more flexible, more features
- The UK PSTN and ISDN network is being switched off in January 2027 — every business must migrate
- Hosted VoIP costs from £10 to £25 per user per month with no expensive hardware required
- Your existing phone numbers transfer across — no disruption to customers
- Works on desk phones, mobile apps, desktop apps and browsers — your team works from anywhere
- Over 1000 CRM and business tool integrations available
What is VoIP and Why Does Every UK Business Need It?
VoIP stands for Voice over Internet Protocol. In plain English, it means making phone calls over the internet instead of traditional copper phone lines. Your voice is converted into data, sent over your broadband connection, and converted back at the other end. The result is a phone call that sounds identical to a traditional call — but with far more features and at a fraction of the cost.
For UK businesses, VoIP is no longer optional. BT and all UK phone providers are switching off the old PSTN and ISDN phone network in January 2027. Every business currently using traditional phone lines must migrate to VoIP or SIP trunking before that deadline. The good news is that the transition is straightforward, your numbers come with you, and most businesses end up paying less than they did before.
How Does a VoIP Phone System Work?
A hosted VoIP system works like this: instead of your phones connecting to the public phone network via copper lines, they connect via your broadband connection to a cloud-based phone system hosted in a data centre. All the intelligence — call routing, voicemail, menus, recording — lives in the cloud. Your phones, apps and devices simply connect to it.
This means your team can make and receive calls from anywhere — the office, home, a client site, or anywhere with internet or mobile signal. The caller sees your business number. You see the same features regardless of where you are.
VoIP Features for UK Businesses
A modern hosted VoIP system includes everything your business needs:
Core Features
- Auto-attendant — professional greeting and call menu when customers call in
- Call queues — callers held in a queue with music or messages until answered
- Call recording — record calls for compliance, training or quality assurance
- Voicemail to email — missed calls sent to your inbox as audio files
- Day, night and holiday routing — calls handled differently outside business hours
- Call transfer — transfer calls between team members instantly
- Conference calling — multi-party calls without extra equipment
- Free internal calls — calls between extensions cost nothing
Mobile and Remote Working
- Mobile app — your business number on your smartphone
- Desktop app — make and receive calls from your PC or Mac
- Browser-based calling — no software installation required
- Call forwarding to mobile — never miss a call when away from your desk
Integrations and Analytics
- Over 1000 CRM integrations — Salesforce, HubSpot, Zoho, Microsoft Dynamics, Pipedrive and hundreds more
- Click to dial — call any number in your CRM with one click
- Screen popping — caller details appear on screen when the phone rings
- Call reporting and analytics — call volumes, wait times, missed calls and team performance
- Microsoft Teams integration — your phone system inside Teams
How Much Does VoIP Cost for UK Businesses?
Hosted VoIP is priced per user per month. Typical costs in 2026:
- Basic licence — from £10 per user per month — calls, voicemail, basic features
- Standard licence — from £15 per user per month — adds mobile app, call recording, voicemail to email
- Professional licence — from £20 to £25 per user per month — full feature set including CRM integration, analytics, video calling
Most businesses find their total monthly cost is lower than what they were paying for traditional phone lines, even after adding all the new features. There are no expensive hardware costs for a hosted system — your team uses apps on devices they already own.
VoIP vs Traditional Phone Lines — The Comparison
| Feature | Traditional Lines | Hosted VoIP |
|---|---|---|
| Monthly cost | High — line rental plus call charges | Low — fixed per user per month |
| Mobile working | Not supported | Full mobile and desktop apps |
| Call recording | Expensive add-on | Included |
| CRM integration | Not available | 1000+ integrations |
| Scalability | Slow and expensive | Add users instantly |
| 2027 deadline | Will stop working | Future-proof |
How to Switch to VoIP — Step by Step
- Audit your current setup — how many users, what numbers do you have, what features do you use
- Choose your system — hosted VoIP is right for most businesses; on-premise suits specific compliance requirements
- Port your numbers — your existing numbers transfer across, typically in 7 to 14 working days
- Set up your system — call routing, menus, voicemail, recording all configured remotely
- Train your team — most people are comfortable with the new system within an hour
- Go live — your old lines are cancelled, your new system takes over
Frequently Asked Questions
What is VoIP?
VoIP stands for Voice over Internet Protocol. It means making phone calls over the internet instead of traditional copper phone lines.
How much does a VoIP phone system cost in the UK?
A hosted VoIP system typically costs between £10 and £25 per user per month depending on the features required. This includes all calls to UK landlines and mobiles, voicemail, call recording and mobile apps.
Can I keep my existing phone number when switching to VoIP?
Yes. Your existing UK phone numbers can be ported across to your new VoIP system. The process typically takes 7 to 14 working days and your numbers remain active throughout.
Do I need new phones for VoIP?
Not necessarily. VoIP works on desktop apps, mobile apps and browser-based softphones. If you want physical desk phones, WiFi-enabled IP phones are available and simple to set up without an engineer visit.
Is VoIP reliable enough for business use?
Yes. Modern hosted VoIP platforms offer 99.99% uptime guarantees with infrastructure hosted across multiple UK and EU data centres.
Ready to Switch to VoIP?
Free consultation for UK businesses. We will assess your current setup, recommend the right system and give you a clear honest quote. No obligation.