Have you had enough of traditional, cumbersome and costly telephone systems? Are you wasting time managing complex hardware installations when your teams need a simple, fast and integrated virtual switchboard (CRM, recording, supervision)?
This overload slows down your call centers’ responsiveness and compromises customer service quality.
This guide offers you the solution to modernize your business telephony with complete peace of mind. You’ll learn how to simplify installation, reduce costs and integrate your calls with features like supervision and CRM.
Points to remember :
- A virtual switchboard lets you manage your business calls without hardware, via a simple Internet connection, while reducing costs by up to 75%.
- It offers fast, technician-free installation and flexible pricing, ideal for SMEs, call centers and scalable structures.
- Thanks to native integration with your business tools (CRM, helpdesk, supervision), you gain in productivity and commercial responsiveness.
- The cloud switchboard enhances thecustomer experience with a professional greeting, intelligent routing of incoming calls and features such as interactive voice response and music on hold.
- Solutions like Kavkom enable you to set up a complete switchboard in just a few minutes, with no commitment and simplified management.
- By comparing the best software on the market, you can choose a telephony solution tailored to your company’s size and needs, and measure the benefits from the very first weeks.
Why modernize your corporate telephony?
Traditional switchboards (PABX, IPBX) have long been the norm. But in the age of teleworking, cloud tools and mobility, these infrastructures are becoming a hindrance: they lack flexibility, generate high operating costs, and no longer meet employee or customer expectations.
These systems impose dependence on a physical installation, require external technicians for each modification, and integrate neither call supervision nor modern business tools such as CRM or helpdesk.
Here’s a clear comparison between traditional telephony and virtual telephony (VoIP/cloud):
| Criteria | Traditional telephony | Virtual switchboard (VoIP) |
|---|---|---|
| Initial costs | High (equipment, installation) | Reduced (without heavy equipment) |
| Maintenance | Regular and costly | Automated and centralized |
| Mobility / teleworking | Very limited | Access from any device |
| Integration with business tools | Weak or non-existent | Native with CRM, helpdesk, etc. |
| Call management | Manual and rigid | Intelligent, programmable |
The limits of traditional systems :
- Technical burden: physical wiring, location dependency.
- Lack of responsiveness to breakdowns or changes.
- High total cost of ownership (TCO).
- Low scalability in the face of company growth.
What a virtual standard can do :
An IP switchboard hosted in the cloud gives you quality telephony without hardware constraints. It adapts to the size of your company, your needs and your pace of growth. You can manage incoming calls, monitor your teams’ performance and enable your staff to answer calls from anywhere, with just an Internet connection.
Modernizing your telephony system can alleviate these constraints, improve the customer experience and boost team productivity.
6 key benefits of a virtual switchboard
A virtual switchboard for businesses doesn’t just replace a conventional system. It revolutionizes call management by adding flexibility, productivity and automation. Thanks to an Internet connection, this solution can manage all switchboard functions (reception, supervision, transfers, recordings, etc.), without any technical constraints.
Here are six concrete benefits that justify this strategic choice.
1. Simplified installation and reduced maintenance
Unlike a physical corporate switchboard, a hosted switchboard requires no cabling or heavy infrastructure.
This brings several direct benefits:
- No major up-front PBX hardware costs (up to $20,000 in potential installation savings)
- No maintenance or technician travel costs
- Remote configuration, fast, flexible at any time
- Less dependence on external service providers
- Up to 191 working hours saved per day in a company with 100 employees, thanks to unified communications (source: Ceaseo)
With Kavkom, start-up is a matter of a few clicks, with no equipment required. All system administration (numbers, users, supervision) is done online, via a simple interface.
2. Significant cost reduction
VoIP reduces telecoms costs by an average of 50-75%.
The gains observed by companies are clear:
| Type of savings | Average percentage |
|---|---|
| Total telecom costs | -50 à -75 % |
| Local calls (SMEs) | -40 % |
| International calls | -90 % |
| Overall productivity | +67 % |
(Source: Bytegain, IT Business Connect)
3. Full integration (CRM, supervision, registration)
A true switchboard integrates with CRM, helpdesk and ERP tools to centralize data, automate tasks and track performance.
This makes it possible to :
- Centralize communications in a single interface
- Automate repetitive tasks (call logs, customer files)
- Access call history, recordings and customer data
- Monitor performance in real time with supervision tools
| Measured gains | Figures |
|---|---|
| Sales per agent | +41 % |
| Team productivity | +50 % |
| Shorter sales cycle | -14 % |
(Source: IT Business Connect, CloudTalk)
Kavkom enables native integration with CRMs such as Salesforce, Zoho and HubSpot, and offers a dashboard for live supervision of calls and teams.
4. Flexible pricing with no commitment
A virtual switchboard adapts to your company’s size, usage and budget.
Companies benefit from :
- Pay-as-you-go billing, with no hidden costs
- Customizable options to suit your needs (single line, call center, mobility)
- Flexibility to add or remove users in real time
- Packages adapted to seasonal or peak periods
Kavkom offers no-obligation packages with clear, progressive pricing that is accessible to all structures.
5. Fast commissioning and cloud scalability
Setting up a virtual company switchboard is virtually instantaneous. You can create accounts, configure switchboard schedules, manage call groups or activate an interactive voice server in just a few clicks.
Profits are net :
- Account activation in minutes
- Adding or deleting remote lines
- Secure access from any terminal (PC, mobile, tablet)
- Real-time adaptability to business growth
| Measured results | Impact |
|---|---|
| Agent productivity | +50 % |
| Reduced user complaints | -80 % |
| Improved time management | x2,9 |
(Source: Ceaseo, AFFCK)
6. Improved productivity and customer experience
A virtual switchboard optimizes service quality and streamlines communication with customers.
Its effects are immediate:
- Reduce missed calls with intelligent routing
- Improved customer service thanks to personalized messages
- Reduced waiting times and improved availability
- Unified messaging and response from any device
- Improved customer satisfaction and resolution rates
| Measured gains | Figures |
|---|---|
| Productive working time/day/employee | +32 min |
| Hours earned per day (100 employees) | +191 h |
| Agent productivity (with unified contact center) | +50 % |
Kavkom allows you to create a professional greeting, manage queued calls, activate dynamic answering machines and ensure consistent quality of service, even when teleworking.
Comparison of traditional and online standards
Modernizing your telephony often involves a direct comparison between a conventional switchboard (such as a PABX or IPBX) and a cloud-hosted switchboard. This face-to-face comparison highlights the differences in terms of cost, flexibility, installation and management.
Installation and maintenance
Installing a traditional switchboard requires physical equipment (PABX, cabling, handsets), advanced technical configuration and regular monitoring by a service provider.
This model leads to :
- An initial cost of €2,000 to €3,000 for a PABX, and up to €5,000 for an IPBX
- Installation, programming and maintenance fees not included
- Rigid infrastructure, costly to adapt in the event of staff changes or relocation
- Dependence on an external technician for each modification
Conversely, a virtual :
- No heavy equipment required
- Available from as little as €15/month, with activation in just a few minutes
- Allows centralized, remote management from a single control panel
Operating costs
An IP switchboard operates on a subscription model, with no hidden charges, and pay-per-use billing based on the number of lines and features selected.
Major disadvantages:
- Purchase of hardware, software licenses, installation costs
- Paid maintenance, manual technical updates
- Low scalability, difficulty in adjusting workstations or functionalities
Cloud solutions, such as Kavkom’s, are based on a monthly subscription with no set-up costs, and :
- Average savings of 40% over 4 years (source: Airagent)
- More flexible, predictable pay-per-use billing
- Automatic updates and rapid adaptation to real needs
Integration with enterprise tools
One of the major drawbacks of traditional systems is their lack of digital agility.
They involve :
- Limited compatibility with CRM, ticketing tools or management platforms
- No real-time supervision or centralized history
- Additional costs to integrate each tool or develop specific connections
Cloud solutions, on the other hand :
- Eliminate the need for physical servers
- Reduce infrastructure costs by 25% (source: Le-numérique.fr)
- Native integration with CRMs such as Salesforce, HubSpot, Zoho, etc.
- Transform telephony into a strategic lever for productivity and customer experience
Comparison table
| Criteria | Traditional standard | Online standard (cloud) |
|---|---|---|
| Initial cost | 2,000 to €5,000 + installation costs | From €15/month, with no hardware to install |
| Maintenance | Technical, costly, external service provider | Remote, automated, included in your subscription |
| Flexibility | Weak, rigid in case of change | Scalable, instantaneous, adaptable |
| Integration of business tools (CRM) | Limited or non-existent | Native, automated |
| Scalability and supervision | Complex, manual | Real-time, dashboard-controlled |
Practical guide: How to switch from a traditional switchboard to an online switchboard
The transition to an online switchboard is more than just a technical upgrade: it’s a strategic opportunity to optimize costs, improve team responsiveness and simplify call management. Here’s a 5-step guide to a smooth transition, with a concrete example of deployment thanks to Kavkom.
1. Assessment of existing infrastructure
Before any migration, it’s essential to take stock of the situation:
What type of switchboard is in place? How many lines are used? What are the current friction points?
To remember:
- Traditional systems (PABX) cost an average of €2,000 to €3,000, not including maintenance costs.
- A rigorous assessment enables you to plan a seamless migration.
- Karavel successfully transitioned to VoIP within a month, reducing customer waiting time to less than 10 seconds for 2,000 daily calls.
- According to Airagent, migration to a cloud standard takes from a few days to a few weeks, depending on complexity.
With Kavkom, we offer a preliminary audit to simplify the switchover, without disrupting service.
2. Cloud solution selection and configuration
Once the requirements have been defined, the company chooses a solution adapted to its organization.
Best practices :
- Focus on flexible, scalable solutions (number of lines, options, integration).
- Check compatibility with existing tools.
- Organize gradual deployment to avoid interruptions.
Key data :
- VoIP reduces annual telecom costs by 20-30% (Airagent).
- Cloud systems enable seamless transition and easy integration with existing solutions (Le Monde Informatique).
- Seasonal companies can modulate lines in real time, at no extra cost (NXO).
3. Integration with your tools (CRM, supervision, etc.)
One of the strengths of virtual standards is their ability to integrate with business tools such as CRM, helpdesk, supervision and recording.
Practical benefits :
- Centralization of customer data and call histories.
- Task automation (customer file on incoming call, performance monitoring).
- Real-time team management with dashboards.
Please note:
- Integration with CRM improves service quality and productivity.
- Installation often takes just a few minutes (Bouygues Telecom Pro).
- Real-time collaboration is reinforced, even from a distance.
4. Team training and deployment
Once the configuration is in place, it’s essential to support users to encourage adoption.
Key tips:
- Plan a short, targeted training session (intuitive interface, call management, associated tools).
- Appoint an internal contact to liaise with technical support.
- Adapt functionalities to different profiles (administration, sales, customer support, etc.).
Key figures:
- Commissioning possible in just a few minutes, without installation (Standardenligne.fr).
- 50% savings on telecommunications (Bouygues Pro).
- Highly flexible line and access rights management (Teamsphony).
5. Ongoing monitoring and optimization
The transition doesn’t stop when the service is activated. Regular monitoring enables us to optimize performance and adapt the solution.
Best practices :
- Monitor performance indicators (waiting time, missed calls, call quality).
- Adjust packages, lines or features as needed.
- Identify opportunities for automation and productivity gains.
Key figures :
| Virtual standard offer | Average monthly rate |
|---|---|
| Basic (single line) | from €9.90/month |
| SME/SMI | 30/month |
| Call Center | 50-60 €/month |
(Source: Gerersaboite.com, Standardenligne.fr)
Measure the benefits of a virtual switchboard for your business
Adopting a professional virtual switchboard also means being able to precisely measure its impact on your organization’s performance. Unlike a traditional system, an online switchboard enables real-time monitoring of productivity, cost and service quality indicators.
Here are the main key performance indicators (KPIs) for assessing the impact of a cloud solution on the organization:
1. Lower infrastructure costs
Switching to a virtual switchboard frees companies from the burden of hardware, installation and maintenance.
- –25% average reduction in infrastructure costs
- Eliminate set-up costs, PBX hardware and traditional fixed lines
2. Increase team productivity
Cloud telephony enhances coordination and limits interruptions or wasted time due to outdated tools.
- +20% overall productivity, thanks to better call distribution and increased availability
- +15% in productivity measured in the number of problems solved per hour, particularly for less experienced profiles
3. Improved customer experience
A virtual switchboard for businesses allows you to personalize your reception, shortenwaiting times and streamline exchanges:
- Intelligent routing reduces waiting time
- Fewer missed calls, better response rate
- Centralized customer data for smoother, more personalized follow-up
- CRM integration for rapid request resolution
In short, a virtual switchboard is a complete performance lever. It optimizes costs, improves working conditions for teams and delivers a more responsive customer experience. All concrete benefits that can be measured in the first few weeks after deployment.
The 3 best virtual switchboard software in 2025
Choosing a cloud switchboard solution depends on the size of your company, your usage and your business objectives.
Here’s a selection of the 3 best-performing solutions in 2025, compared according to functionality, use cases, deployment and pricing.
1. Kavkom – Ideal for SMEs, VSEs and call centers
Use cases: growing companies, sales teams, customer relations centers.
Key features :
- Interactive voice response (IVR), intelligent transfer, live supervision
- Native CRM integration (Salesforce, Zoho, HubSpot, etc.)
- Automatic call recording, personalized messaging
- Customizable packages
Deployment: activation in minutes, no physical installation required
Rates :
Flexible pricing: monthly billing based on number of users and volume of outgoing calls. Virtual incoming numbers included.
Differentiating feature:
Pro-rata invoicing, with no commitment and an intuitive 100% cloud interface. Ideal for rapid expansion.
2. Aircall – Perfect for startups and hybrid teams
Use cases: tech startups, customer services, teleworking
Key features :
- Automated reception, personalized transfers
- Native integration with over 100 SaaS tools (Slack, Pipedrive, Intercom…)
- Performance tracking, recording, voicemail
- Real-time collaboration between agents
Deployment: in just a few hours via browser or mobile app
Rates: from €30/user/month
Differentiating feature:
A rich ecosystem of integrations, ideal for SaaS or collaborative environments.
3. Ringover – Complete solution for call centers
Use cases: call centers, intensive sales teams, key accounts
Key features :
- Multi-file management, advanced statistics, unlimited calls
- CRM integration, live supervision, e-learning modules for agents
- Multilingual reception, creation of call scenarios
Deployment: rapid via web interface, highly scalable infrastructure
Prices: from €21/user/month for the basic package, up to €49/month for advanced packages
Differentiating feature:
Specialization in high-volume call environments, with integrated coaching tools.
FAQ – Frequently asked questions
Can I keep my phone numbers when I switch to a virtual switchboard?
Yes, most providers offer number portability, without any service interruption. It’s a simple step, usually included in the migration process.
Does the virtual switchboard work in the event of an Internet blackout?
Yes, as long as you’ve activated the options for automatic call forwarding to a mobile or another site. This ensures continuity of service even in the event of a network incident.
Can a virtual switchboard be deployed across several sites or countries?
Yes. The cloud makes it possible to centralize call management while distributing lines across several locations, including international ones.
Is a virtual switchboard compatible with existing business tools?
Most solutions offer native connectors or APIs for integration with CRM, customer support tools or in-house software.
How do you manage call peaks or temporary campaigns?
The virtual switchboard is scalable on demand: you can add or remove lines at any time, without obligation, depending on your workload.
Conclusion
Adopting a virtual switchboard means greater agility, productivity and quality of service. By eliminating hardware constraints, reducing costs and facilitatingintegration with business tools, cloud telephony is transforming call management for the long term.
Solutions like Kavkom make this transition simple, fast and commitment-free. Their flexible pricing and instant deployment make them a strategic choice for any company wishing to optimize its communications.
Modernizing telephony means investing in a seamless customer experience and a more efficient organization.
