VoIP vs. UCaaS: Everything You Need To Know in 2023

VoIP vs. UCaaS: Everything You Need To Know in 2023

With various VoIP providers on the market, many companies have been using this technology to communicate internally and with customers in their business.

Through a VoIP caller, businesses can make and receive calls over an IP network, saving them unnecessary expenses traditionally associated with regular phone calls.

In addition, the quality of these VoIP calls has steadily improved to the point where they are now on par with traditional phone lines and even better in some situations.

The problem is that VoIP doesn’t offer a complete communications solution since voice is the central component of this technology.

This is where UCaaS providers come in.

UCaaS, or Unified Communications as a Service, is a term that describes the delivery of VoIP and other communication services via the cloud.

Businesses can take advantage of previously unavailable features by using the cloud to deliver these services.

In addition, UCaaS providers can offer a complete communication solution, including features such as video conferencing, instant messaging, and a better business presence.

So, which is better for your business – VoIP or UCaaS?

In this article, I’ll compare VoIP and UCaaS, so you can decide which technology can benefit your business the most.

Let’s get right into it.

What Are VoIP And UCaaS?

Voice over internet protocol, or VoIP, is a communications technology that allows businesses to make phone calls over an internet connection.

Said differently, VoIP provides communication channels that allow businesses to connect with customers and employees through a mobile device or a desk phone service.

With the right internet service provider, businesses can make VoIP calls that are clear and reliable.

As business communications has continued to evolve, VoIP has become an increasingly popular option for businesses of all sizes.

On the other hand, there are unified communications.

Businesses can subscribe to a unified communications service and receive a suite of communication tools that can be used on a periodic basis.

These tools include business phone calls, video meetings, team messaging, remote workforce tools, and other internet-based communication tools.

With the way the business world communicates today, unified communications have become an essential part of doing business.

How VoIP And UCaaS Differ

Unified communications tools differ from a VoIP phone service in that they offer a range of tools businesses can use to communicate, rather than just VoIP.

While a VoIP system only allows voice communication over an internet connection, unified communications tools include many more features.

When it comes to UCaaS vs. VoIP, knowing the different features on offer can help you decide which is the best solution for your business.

Features Of A UCaaS

Let’s now consider some of the features offered by a UCaaS provider.


As mentioned, VoIP services are included as part of a UCaaS solution.

Voice calls that were able to be made through an internet connection with VoIP phone service can now be made through unified communications.

Video Conferencing

A UCaaS solution also integrates video conferencing into the mix of communication tools.

From on-premise conferencing calls to remote work meetings that require video, businesses can now hold such meetings with anyone found anywhere on the globe.

With video conferencing as part of unified communications, businesses can take advantage of cost savings while ensuring that all the stakeholders are on the same page.

Chat Apps

Depending on various business needs, UCaaS providers typically allow businesses to add chat features to their unified communications solution.

Sometimes, a quick message is all that’s required to get through to someone – for example, there’s no need to set up a video call to let someone know you’re running slightly late.

VoIP Phone System Features

The right phone system features are also required for specific business functions.

These include call routing, voicemail, and auto attendant.

With a UCaaS solution, businesses can take advantage of cloud-based VoIP phone system features that are reliable and scalable.

File Sharing

In addition to regular communication features, sharing documents and files has become an essential part of doing business.

From sharing standard operating procedures and business operations to handling important company documents related to specific operations, file sharing is another way people communicate in an organization.

Call Recording

Whether it’s to train employees on best practices during a call or to get a transcription from a meeting, businesses thrive when they can record and review calls.

In addition, a business running call center software typically needs to record calls for quality assurance purposes.

In this case, such a business can benefit from a UCaaS solution that includes call recording features.

Screen Sharing

UCaaS providers typically allow businesses to share their screens with others.

Whether guiding someone through a step-by-step process when accomplishing a specific task or sharing the latest reports during a team meeting, screen sharing is a must-have feature in a UCaaS solution.

Business SMS

A feature that wasn’t typically part of regular VoIP solutions is SMS.

With business SMS, businesses can send and receive text messages through their unified communications solution.

This can be an important way for businesses to stay in touch with their customers and employees while providing timely updates.

CRM Features

Some unified solutions can also integrate with CRM software.

With a UCaaS/CRM integration, businesses can manage their customer relationships and communication in one place.

They can also quickly get in touch with the right people at just the right time to continue building relationships, close sales, and follow up regarding customer service.

Can A Business Do With Only VoIP Services?

Using a voice-over internet-based communication tool might be enough for some businesses.

After all, phone lines and mobile phone calls were once the only way to communicate over both short and long distances.

The benefits of VoIP are that businesses can make and receive calls using an internet connection instead of a phone line, without adding unnecessary complexity to the operation.

However, as the need for instant communication tools with real-time collaboration has increased, so has the need for unified communications solutions.

That said, both VoIP and UCaaS can benefit businesses in their own right.

Considering A Cloud PBX

Cloud PBX is a VoIP phone service that allows businesses to make the most of an internet-based phone system.

This service usually runs through a web browser and provides all the features of a traditional phone system.

This can include call waiting, voicemail, and conference call services.

With various options available, cloud PBX providers usually offer a free trial so businesses can try out the service before they commit.

While this is one step up from only having VoIP, if the business salesforce, customer care team, or any other department requires more advanced features, a UCaaS solution is usually a better fit.

Networking Considerations

Installing UCaaS communication solutions in a business requires a lot of considerations when it comes to the network.

For one, the existing internet connection might not be enough and would need to be upgraded to accommodate the increased traffic.

Going from analog phone lines to digital lines of communication can also be a significant change.

This might mean that physical phone lines and PBX systems must be replaced with more modern technology.

Understanding exactly what’s currently being used and where the business wants to be able to take its communication is critical in this regard.

The Main UCaaS Advantage: Integration

The most significant advantage that unified communications as a service provides is integration.

UCaaS can integrate with many business applications as a communications platform that allows real-time collaboration.

This type of communication system can help businesses increase their productivity and efficiency.

From a small business that wants to ensure its various operations are always up-to-date to a contact center that needs to be able to respond quickly to customer inquiries, UCaaS can provide the right solution in each case through the right integration.

VoIP vs. UCaaS – FAQ

Can Businesses Keep Their Regular Phone Number If They Switch To VoIP?

Yes, businesses can keep their regular phone number in this case.

While the service might be migrated to a better one, there is usually no need to change the business number.

What Are Softphones As Part Of A Voice-Over IP Solution?

A softphone software allows you to make and receive VoIP calls using your computer.

Softphones usually feature standard VoIP features such as call waiting, caller ID, call forwarding, and voicemail.

Do UCaaS Come With Their Own Mobile App For Call Logs Features?

Yes, telephony features like call logging are typically included in most UCaaS solutions.

In addition, most UCaaS providers will offer a mobile app that includes caller ID, call forwarding, and voicemail.

That said, it’s essential to check with your provider to see what type of mobile app they offer and if it consists of the necessary features that a business is after.

What Is The Average Pricing Solution Of VoIP Vs. UCaaS?

The average pricing solution of VoIP vs. UCaaS can vary depending on the features and services you need.

However, in general, VoIP providers offer more affordable options than UCaaS.

VoIP can cost as little as $10 per month, while UCaaS can cost upwards of $50 per user per month.

Which Is Better For My Business – VoIP Or UCaaS?

There is no one-size-fits-all answer to this question.

It depends on your specific business needs.

If you need a lot of features and scalability, UCaaS may be a better option.

On the other hand, VoIP may be the better choice if you’re looking for a more affordable solution that only requires voice calling.

Wrap Up

Now that you know the difference between VoIP and UCaaS, it’s time to decide which is right for your business.

As I mentioned above, VoIP and UCaaS have their own features and benefits.

Considering your business needs is the best way to decide which solution to go with.

If you’re unsure, most providers offer a free trial so businesses can try out the service before they commit.

Further reading on AdamEnfroy.com: If you decide to choose a VoIP solution, knowing how to choose the right VoIP provider is then the next step and one that is critical for your business.

In addition, here are some additional factors to consider when it comes to a VoIP number.

This information will help you save time, money, and frustration down the road.

Finally, having the right multi-phone line system as part of a VoIP solution can help take your business to the next level.

With the right phone system in place, you’ll be able to take full advantage of the VoIP system you install.

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