No need for costly landlines. You can deploy your agents anywhere: at home, in several cities or even in different countries.
This system also adapts to your growth. When your team expands or call volume soars, you can stop waiting for new equipment to be installed.
As a bonus, VoIP helps you analyze call flows, spot peak loads and correct problems before they irritate your customers.
But for all this to work, you need a solid configuration.
A poorly configured system quickly leads to choppy calls, frustrated agents and unhappy customers.
This comprehensive guide to VoIP explains what VoIP is, how it works, and how to implement it effectively to modernize your company’s communications.
Points to remember :
- VoIP replaces fixed lines with voice transmission over the Internet, offering greater flexibility and fewer hardware constraints.
- A VoIP system transforms voice into digital signals, enabling calls to be made from a computer, IP phone or mobile application.
- IP telephony stands out for its mobility, low costs and ease of upgrading, making it ideal for teams spread over several sites.
- Properly configured, VoIP becomes a central communications tool capable of combining flexibility, performance and real-time supervision.
What is a VoIP system?
VoIP telephony is the term used to describe the technology that transfers voice over the Internet instead of traditional fixed lines.
In other words, your calls no longer travel over telephone cables, but through digital data packets that circulate over the IP network.
How voice conversion works
When a user speaks, his or her voice is captured and converted into digital signals.
These signals are broken down into small packets sent via the Internet, before being reconstituted at their destination.
All this takes place in real time, often in less than a second.
A VoIP system works on almost any device: computer, IP phone or mobile application.
All you need is a stable Internet connection and a login to connect to the network.
All this is based on open protocols such as SIP (Session Initiation Protocol), which enable different devices and software to communicate with each other.
Immediate benefits
Beyond the technological side, VoIP brings unprecedented flexibility.
You can add or remove lines in just a few clicks, with no technician or hardware to install.
International calls become affordable, and team mobility is no longer a problem.
A concrete example: an SME opening an office in Brussels can activate new positions in a single day, while keeping its French number.
It’s this flexibility that explains why the majority of French companies are migrating to VoIP today.
In a nutshell: what is a VoIP system?
| Element | Description |
|---|---|
| Definition | VoIP (Voice over Internet Protocol) transmits voice over the Internet rather than by fixed line. |
| Principle | The voice is digitized, sent in packets, then instantly reconstituted. |
| Assets | Cost reduction, mobility, scalability and easy integration with business tools. |
VoIP system vs. conventional telephone line: what are the differences?
The move to VoIP is a new way of managing business communications.
To fully understand the benefits of this evolution, we first need to compare IP telephony with the traditional telephone line.
The gradual end of the PSTN
The Réseau Téléphonique Commuté (RTC), the network of copper cables and analog standards, is living out its final years.
In France, Orange has already begun shutting down the service, and ARCEP expects it to be completely phased out in the next few years.
In other words, traditional fixed lines are gradually being replaced by IP telephony.
The reasons for this are high maintenance costs and the difficulty of upgrading a decades-old network.
So VoIP is taking over.
It requires neither a physical line nor heavy equipment, and can connect users spread over several sites without geographical constraints.
The practical benefits of VoIP
Where conventional telephony simply transmits voice, VoIP transforms every call into usable data.
It opens the door to advanced functionalities such as recording, supervision and intelligent routing.
But the main change is the flexibility of use.
Creating a new line or moving a workstation no longer requires technical intervention.
A simple online configuration is all that’s needed to activate a new user.
IP telephony also reduces call costs, particularly for international calls, where tariffs are often symbolic.
And thanks to the cloud, updates and maintenance are carried out automatically, without service interruption.
Finally, mobility is total: an agent can answer from his or her IP phone, laptop or mobile application, while keeping the same business number.
Quick comparison: VoIP vs. analog telephony
| Functionality | VoIP (Voice over IP) | Classic telephony (PSTN) |
|---|---|---|
| Network type | Internet (IP) | Copper cable |
| Installation | Software and speed | Technical and costly |
| Mobility | Calls from any connected device | Fixed-line only |
| Maintenance | Online, without a technician | On-site, with intervention |
| Monthly cost | 8 to €50 per user | 30 to €60 per line |
| Security | Encrypted data (SRTP/TLS) | No figures |
| International calls | Reduced rates | High costs |
| Scalability | Instant user addition | Slow, rigid deployment |
Strategic change rather than just technical progress
Adopting Voice over IP isn’t just about modernizing a tool.
It’s about bringing telephony into the digital, collaborative realm.
Calls become integrated with your software, CRM tools and customer management.
You gain greater responsiveness, control and visibility over your business.
It’s this ability to adapt – and not just sound quality – that explains why VoIP is now the new business standard.
Guide: How to switch to a VoIP system in your company
Adopting IP telephony is a strategic transition involving technical, management and training issues.
The good news is that it’s much simpler than you might think.
Let’s take a look at the five key steps to implementing a stress-free VoIP system, and above all, without service interruption.
1. Check Internet connection
It all starts with the basics: your Internet connection.
This is the lifeblood of your future VoIP telephony system.
First and foremost, make sure it can handle simultaneous calls without loss of quality.
A throughput test will give you two essential indicators: available bandwidth and latency.
As a general rule, allow 100 kbps per active VoIP line for high-definition calls.
Quick tip
If you regularly exceed 20 simultaneous lines, set up a dedicated voice network to isolate VoIP traffic from the rest of your digital activity.
And don’t forget stability: a fiber or professional network is always preferable to home Wi-Fi.
Once you’ve validated your connection, you can move forward with peace of mind.
2. Choosing a reliable VoIP service provider
The choice of VoIP service provider determines the quality and security of your telephony.
This is the provider who hosts the platform, encrypts communications and provides technical support.
Compare offers based on several criteria:
- Security : call encryption (SRTP/TLS) and hosting in European data centers.
- Technical support: availability, responsiveness, installation assistance.
- Contractual flexibility: no long-term commitment, pro rata billing, add users on demand.
- Integrations: compatibility with your CRM and business tools.
A good supplier should understand your concrete needs: how many agents, what type of calls, what level of supervision.
They should guide you through deployment, rather than simply delivering software.
With this in mind, Kavkom has established itself as a comprehensive and accessible player.
The platform centralizes VoIP system configuration, number management, real-time real-time supervision and messaging in a single space, with no hardware to install.
Everything is done online, smoothly and intuitively, even for non-technical teams.
CTA => try Kavkom IP telephony for free.
Once you’ve chosen your supplier and set up your platform, the next step comes.
3. Keep your business phone number
Number portability is a crucial step.
Fortunately, it is now simple and regulated.
Your new provider can transfer your existing business numbers without interrupting service.
This operation generally takes a few working days.
During the transition, you continue to receive calls on your old line.
The transfer becomes effective once the configuration is complete.
Keeping the same number is more than a convenience: it’s a guarantee of continuity for your customers and partners.
They don’t have to change any of their contacts, and your teams remain reachable as before.
Practical tip
Check current contracts before porting: certain lines must be terminated by a specific date to avoid double billing.
4. System configuration: calls, messaging and supervision
Once your numbers have been transferred, it’s time to configure the VoIP system.
This is where technology becomes a real management tool.
You can define :
- Call routing (by skill, by availability or by queue).
- Welcome messages and opening hours.
- Personalized voice mailboxes.
- Supervision rules (listening, recording, analysis).
These parameters can be adjusted in just a few clicks via an online interface.
Managers can monitor performance indicators in real time: number of incoming calls, average waiting time, pick-up rate.
This is also where the SIP settings come into play, linking your physical phones, computers or mobile applications to the VoIP system.
Once configured, everything works like an internal company network, but without cables or local maintenance.
Infobox: Settings not to be neglected
- Sound and latency test on each station.
- Activate automatic saving of important calls.
- Assign a unique identifier to each user.
5. Train users and support adoption
The success of a VoIP deployment depends as much on technology as on people.
Even the best solution on the market loses its value if teams don’t adopt it.
Plan a short in-house training session to present the key functions: transfer, call waiting, messaging, call history.
Show the concrete benefits: speed, traceability, time savings.
Encourage team managers to monitor performance in real time and adjust routing according to workload.
This simple, visual control is one of the greatest advantages of IP telephony.
Example: in a call center, a supervisor can listen in on a live conversation and discreetly intervene to help an agent without interrupting the call.
Checklist: How to switch to VoIP in 5 steps
- Check Internet connection
Test bandwidth and latency. - Choose a reliable supplier
Security, support, flexibility. - Keep your business number
Carry out portability without interruption. - System configuration
Calls, messaging, supervision, users. - Train your teams
Adoption, monitoring and continuous improvement.
VoIP FAQs
What is a VoIP phone system?
A VoIP(Voice over Internet Protocol) telephone system lets you make and receive calls via the Internet instead of the traditional telephone network.
The voice is converted into digital data, sent over the IP network, then reconstituted as sound at the destination.
Can my company keep its number?
Yes. Thanks to portability, you can keep your current business numbers.
The transfer is carried out by the VoIP service provider, with no disconnection or loss of calls.
What are the disadvantages of VoIP?
VoIP relies entirely on your Internet connection.
Too little bandwidth or an unstable connection can cause outages or latency.
How do I configure VoIP on my phone?
On an IP phone, all you need to do is enter your SIP credentials.
On a computer or smartphone, all you need to do is install a softphone, an application that turns your device into a workstation.
How safe is VoIP?
Yes, if deployed with the right protocols.
VoIP calls are encrypted using SRTP and TLS, which protect voice and data in transit.
Can a VoIP phone work like a landline?
Yes, and even better.
A VoIP phone takes all the classic functions (call, transfer, hold) and adds modern tools: recording, supervision, messaging or videoconferencing.
It simply connects to the Internet via cable or Wi-Fi.
Conclusion: VoIP, a modern standard for business communications
VoIP telephony is no longer a novelty.
It is now the modern standard for businesses that want to communicate without constraints.
It combines flexibility, mobility and cost reduction, while offering advanced tools for supervising, recording or analyzing calls.
It’s a natural evolution towards more fluid, connected and accessible communication.
Adopting a VoIP system means choosing a technology capable of supporting your company’s growth, without heavy hardware or hidden costs.
Everything goes through the cloud, and is managed from a single interface.
With Kavkom, VoIP becomes a simple, reliable and secure tool for all your business communications.
You centralize your numbers, your users and your calls in a solution designed for performance and simplicity.
