What Is a Virtual Phone System, and How Does It Work?

March 19, 2024

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Workers and employers alike have uncovered the benefits of remote work, as the latest reports show that 42% of companies are in a hybrid model and another 20% are fully remote. With this monumental shift, how do you keep your team connected no matter where they are?

Relying on each individual’s cellphone line doesn’t provide the level of collaboration or security your company needs to stay competitive. On the other hand, traditional on-premise private branch exchanges are costly and inconvenient. 

Clearly, the way to go is a virtual phone system. Find out the essentials of using this type of service.

Key Takeaways:

  • A virtual phone system is a cloud-based service that allows you to access your business line with a smart device from any location where you have the internet.
  • A virtual phone service costs less than old-fashioned phone lines and is easier to set up, yet it offers more features.
  • You can access robust integrations, collaborative tools, and powerful analytics within your virtual phone system.

What Is a Virtual Phone System?

A virtual phone system is a cloud-based communications solution that enables digital calls over the web. Users can connect using a desk phone but can also use apps on personal computers or mobile devices. 

Top-of-the-line virtual phone systems also enable video conferences, text messages, email, and a number of other channels. These cloud-based virtual systems are a single unified platform to cover all of your collaboration and communications needs.

How Does a Virtual Phone System Work?

Virtual phone systems only require a smart device with a microphone and speaker and a secure connection. This is possible through VoIP technology, which stands for Voice over Internet Protocol. 

This feature turns your audio into small digital packets to send across the internet to the receiver. Likewise, you receive digital signals from whomever you’re speaking with as clear, instantaneous audio. 

However, VoIP doesn’t restrict you to only calling other virtual systems. You can connect with people on old-school landlines and mobile devices, as well as overseas numbers.

What Are the Benefits of Switching to a Virtual Phone System?

There are numerous advantages of switching to a virtual phone setup, but here are just a few.

Ability To Work Wherever, Whenever

A small business virtual phone system lets you and your team have an office wherever you go. This enables any company to join the hybrid and remote work revolution with all of its benefits.

On-Demand Virtual Phone Numbers

Virtual phone numbers for your business help you present a unified front. You can easily get a line for each team member with the same area code no matter where they live, as well as create specific regional numbers for a local presence in a market.

Versatile Device Options

With a virtual line, your calls can come to your cell phone. When you get back to the office, you can switch to your desk phone or PC. Conference phones enable team meetings with excellent audio. 

Intelligent Reporting and Analysis

A virtual phone number for your business makes it easy to access information about who is calling, when they are calling, who they are calling, and why they are calling. Furthermore, you get all of your data in an easy-to-use dashboard that automatically generates reports and creates visualizations as you need them.

Improved Team Collaboration

Convenient access to your virtual PBX means your team will be able to respond to communications quickly and avoid bottlenecks. For example, messaging apps that work across platforms make it easy to handle simple items quickly while keeping conversations organized.

Increased Privacy

Neither you nor your team members have to make your private numbers public to do business. Additionally, using a virtual phone system with top-notch security keeps your business confidential and safe from bad actors.

Advanced Call Routing

If everyone on your remote team is using personal phones, call transfers will be a headache. Virtual communications allow you to forward calls or add other parties with a few clicks or taps. Plus, you get a free automated attendant with your system to pick up and forward calls. 

Ease of Setup

You won’t have to wait for a technician to install your virtual system. In some cases, you can be ready to go the same day as you call an Intermedia rep for help.

Robust Integrations

Connect your virtual system to your productivity apps for faster data collection and organization. Integrate with customer relationship management software and electronic health records, or connect to popular tools like Microsoft 365 and Google Workspace. 


Virtual systems cost much less than traditional systems because you can get a virtual phone number with devices you and your team already own. Also, you get a deal by combining all of your channels under one service instead of acquiring everything from different providers.

Ready To Advance to a Virtual Phone System With Intermedia?

Don’t wait to upgrade your business for maximum mobility and flexibility. Learn how to get a virtual phone number on Intermedia Unite’s product page. You can also fill out the form below to request a callback from one of our agents at your convenience.

Melinda Curtis

Melinda is the Director of Product Marketing for Intermedia Unite, our premier cloud-based unified communications solution.

March 19, 2024

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