Are you fed up with the repeated interruptions and staggering costs of your traditional PBX system? Are you worried that this outdated model is holding back your call center’s efficiency and no longer meets the demands of a rapidly changing technological environment?
In this article, we’ll clearly explain the major differences, while guiding you to reduce costs and simplify your communications management. At last, you’ll have all the keys you need to optimize your calls and meet your company’s modern needs.
Points to remember :
- A PBX (Private Branch Exchange) is a private telephone system that centralizes the management of a company’s incoming and outgoing calls.
- The traditional PBX relies on a hardware infrastructure installed on the premises, with high costs and low scalability.
- The cloud PBX (hosted IPBX) uses the Internet to route calls, operates without on-site hardware, and enables remote administration.
- The cloud PBX is more flexible, more economical and better suited to hybrid or multi-site teams.
- Providers like Kavkom offer fast, no-obligation migration, with dedicated human support and advanced features.
- Choosing a cloud PBX means anticipating the end of the traditional telephone network and switching to a modern, scalable call management system that complies with security standards.
What is a PBX?
A PBX(Private Branch Exchange ) is a telephone switching system that enables a company to manage its internal and external incoming and outgoing calls. It acts as a private branch exchange, connecting user stations to the switched telephone network (PSTN), or to the Internet in the case of IPBX systems.
With a professional PBX, a company can optimize the management of its telephone communications without the need to install a dedicated line for each user. It’s a system for managing telephone lines that streamlines call traffic and automates internal exchanges.
How does a PBX work?
A PBX centralizes and automates the day-to-day operations of telephone calls:
- Call forwarding to other extensions or to the outside world
- Hold with music or voice announcement
- Integrated voicemail per user
- Automatic distribution of incoming calls to the right contacts
- Interactive Voice Response (IVR) system to direct callers
- Multiple conference calls
These features are essential for providing a professional, structured and responsive telephone service.
The different types of PBX
There are several PBX technologies to choose from, adapted to the needs and constraints of each company.
| PBX type | Description | Key benefits | Disadvantages |
|---|---|---|---|
| Traditional PBX | Hardware system installed on the premises | Total control, no Internet dependency | High costs, little flexibility |
| IP PBX (VoIP) | Operates over the Internet, often hosted in the cloud | Low cost, scalable, remotely accessible | Internet connection dependent |
| Hybrid PBX | Combines analog and IP technology | Ideal in transition to digital | Management complexity |
Comparing PBXs and cloud PBXs
With the end of the switched telephone network scheduled for 2026 in France, many companies are considering replacing their traditional telephone system with a cloud-hosted IPBX solution. This structural change can be explained by the technological advantages of the cloud in terms of flexibility, agility and controlled costs.
The table below compares the two approaches according to key criteria.
Comparative table: cost, maintenance, flexibility, scalability and security
| Criteria | Traditional PBX (PABX) | Cloud PBX (hosted IPBX) |
|---|---|---|
| Cost | High initial investment (hardware, cabling) + regular maintenance costs | All-inclusive monthly subscription, no hardware purchase required |
| Maintenance | Managed in-house or by a service provider, requires physical intervention | Automatic updates, remote support, no on-site technical management |
| Flexibility | Not well suited to rapid changes (adding jobs, relocating) | Add users or functions in just a few clicks |
| Scalability | Limited by hardware and installed infrastructure | Scalable solution, adapted to growing needs (multi-site, teleworking) |
| Security | Depends on the level of maintenance of the local system, little native encryption | Encrypted data, secure hosting, RGPD compliance guaranteed |
Why do companies choose a hosted IPBX?
Business needs have changed. Today, they are looking for systems that are flexible, mobile, can be integrated with business applications, and are easy to deploy.
Cloud PBX enables :
- Quick installation, no on-site equipment required
- Remote management via a web interface
- Advanced security, with data encryption and compliant hosting
- A reduction in structural costs
This modernity explains the growing adoption of IPBX systems in small businesses, contact centers and multi-site sales teams.
The operational benefits of a cloud PBX
Adopting a cloud-based IPBX transforms an expense item into an efficiency lever. Beyond the savings, this type of privatetelephone system simplifies management, adapts to rapid changes and guarantees continuity of service, even remotely.
Studies show that cloud solutions deliver tangible, measurable gains in the short term.
Reduce costs and eliminate hardware
Many companies choose the cloud for its ability to simplify infrastructure.
- No initial investment in hardware or cabling required
- Significantly lower maintenance costs thanks to automatic updates
- Reduced installation, configuration and troubleshooting costs
- Pay-as-you-go billing, more flexible than fixed-price packages
Simple day-to-day management
Communications management becomes more fluid and responsive.
- Intuitive online administration interface
- Add users or numbers in just a few clicks
- No need for dedicated technical staff
- Centralized real-time activity supervision
Companies using unified communications reported a 20% increase in productivity(le-numerique.fr)
Real-life examples: the Kavkom solution
Kavkom perfectly illustrates the benefits of a cloud PBX adapted to modern needs:
- Quick commissioning, no physical installation required
- Complete management of calls and remote prospecting campaigns
- Pro rata billing based on actual usage
- Responsive, personalized human support
- Designed for call centers, sales teams and IT managers
A solution designed for operationally demanding environments, without technical complexity.
Step-by-step guide to migrating to a cloud PBX
Migration to a hosted IPBX system is quick and easy, provided you follow a structured process. Here are the 4 essential steps for moving from a traditional PBX to a modern, high-performance and secure cloud PBX solution.
1. Assessment of current infrastructure
Before any migration, a technical audit is essential.
- Identify telephone equipment, number of lines and software used
- Identify uses: incoming calls, transfers, interactive voice, etc.
- Check Internet connection (bandwidth, reliability) for voice over IP
- Analyze the weaknesses of the existing telephone system (technical limitations, costs)
2. Transition planning and preparation
Planning ensures smooth migration, with no business interruptions.
- Choosing the right cloud solution for your needs (team, budget, existing tools)
- Define switchover stages: timetable, test phases, pilot users
- Anticipate the portability of existing numbers
- With Kavkom, migration is simplified: rapid deployment, no commitment, and online configuration in just a few hours.
3. Setting up the cloud PBX solution
Once a solution has been chosen, it needs to be put into operation.
- Creating user accounts and assigning rights
- Feature settings: transfers, groups, voicemail, etc.
- Possible integration with third-party tools (CRM, helpdesk, etc.)
- Tests under real conditions before complete changeover
4. Training and post-implementation follow-up
Success also depends on user adoption.
- Train employees in management interfaces (dashboard, softphone applications)
- Provide clear, accessible documentation
- Monitor performance indicators: call quality, pick-up rates, customer feedback
- Post-installation follow-up with the supplier
FAQ – Frequently asked questions
Does the cloud PBX let you keep existing phone numbers?
Yes. Most providers, including Kavkom, offer number portability, enabling you to keep your current numbers without service interruption. This step is usually included in the migration process.
Is it possible to integrate a cloud PBX with other business tools (CRM, helpdesk, etc.)?
Absolutely. Modern cloud solutions are designed to be interoperable. They enable seamless integration with tools such as Salesforce, HubSpot, Zoho, Zendesk or even internal platforms via API.
What happens if the Internet connection is temporarily unavailable?
Cloud PBX solutions provide for contingency plans. Calls can be automatically redirected to a cell phone or emergency line, and personalized voicemail can take over to ensure continuity of telephone service.
Can a cloud PBX be deployed in a multisite or fully telecommuting company?
Yes. The cloud PBX is particularly well suited to multi-site structures and remote teams. Each employee can access the system via a web interface or mobile application, with no geographical constraints.
Conclusion
Migrating to a cloud PBX is no longer a technical choice, but a strategic decision. More economical, more flexible and much simpler to administer than a traditional PBX, this solution adapts to today’s business requirements, whether for dynamic call centers, agile SMEs ordispersed sales teams.
With solutions like Kavkom, the transition is rapid, without commitment or technical complexity. Deployment is online,support is human, and configuration is designed to meet the specific needs of IT managers, sales managers and fast-growing organizations.
Adopting a cloud PBX means modernizing call management, optimizing costs and improving responsiveness, while ensuring sustainable, scalable service continuity.
