IP Phone Systems For Medium Business [2025]
Voice over Internet Protocol (VoIP) has changed how businesses make phone calls. Instead of using old-style phone lines, VoIP sends your calls through the internet.
Think of it like this, your office phone number can travel with you! With VoIP, your “desk phone” could just be an app on your smartphone, tablet, or laptop. Working from home? No problem. Travelling? Your customers will still reach you like you’re in the office.
Cloud-based VoIP is especially popular because you don’t need to buy or fix any equipment. You just pay a small monthly fee per person and get lots of powerful phone features that big companies use.
The Top Business Phone Systems In Australia
There are lots of business phone system providers in Australia, and picking the right one can feel tricky. You’ll find both international and local companies, and each has its own advantages.
International companies often have the newest features, like smart analytics, AI tools, and smooth connections with other business apps. They’re great for high-tech options like video calls and cloud-based systems.
Australian providers usually offer great local support, fair prices that suit Aussie businesses, and a strong understanding of local rules and laws. They also tend to give more personal help and quicker responses when something goes wrong.
When comparing providers, look closely at how they charge — is it per user, per feature, or a package deal? Good customer support is really important, especially when you’re setting up or fixing issues.
Make sure their system works well with your current business software, and think about how easily it can grow with your business. Finally, check that Australian providers keep your data safely stored in Australia and follow local rules.
Choosing The Right System For Your Business
Choosing the right phone system isn’t just about getting the most features or the lowest price, it’s about what works best for your business.
- For very small businesses (1–5 people): Look for cloud VoIP systems where you pay as you grow. You need something simple and flexible, not packed with extra features you won’t use yet.
- For small to medium businesses (5–50 people): A hosted PBX or a full VoIP system gives you professional tools without the hassle of managing equipment yourself.
- For big businesses (50+ people): Go for enterprise systems with advanced features like analytics, software integrations, and strong customer support.
Budget Planning Tips:
- Don’t just think about the monthly price,also check setup fees, equipment costs, and how much time your team will need to learn the system.
- Plan for future growth. It’s usually cheaper to pick a system that can grow with your business instead of changing everything later.
- Ask if there are any extra costs, like for international calls, premium support, or extra features.
Must-Have Features:
- Call forwarding and call routing
- Voicemail that sends you an email notification
- A mobile app so you can work from anywhere
- Integration with your current software
- Reliable customer support
- Room to grow as your business expands
Red Flags to Watch Out For:
- Providers who rush you to make a decision
- Systems that need expensive, brand-only hardware
- Lots of bad reviews about customer support
- Limited options for expanding in the future
Quick Comparison Guide
| Type of System | Best For | Average Monthly Cost | Main Benefit |
|---|---|---|---|
| Traditional Landline | Small local businesses | $30–$50 per line | Super reliable connection |
| Hosted PBX | Growing businesses | $25–$50 per user | Professional features without extra setup |
| Cloud VoIP | Remote or mobile teams | $15–$40 per user | Flexible and affordable |
| Enterprise Systems | Large companies | $50+ per user | Packed with advanced tools and support |
Making The Switch: What To Expect
Switching to a new phone system doesn’t have to be stressful. Most modern providers help you move over smoothly and can even keep your old phone numbers.
How long it takes depends on the type of system you choose:
- Simple VoIP systems usually take 1–2 weeks to set up, great if you need something fast.
- Standard installations take around 2–4 weeks because there’s more setup and testing involved.
- Big enterprise systems can take 4–8 weeks since they need lots of custom features and connections.
The key to a smooth switch is good planning. Try to make the change during a quieter time so it doesn’t interrupt your business. Make sure your team gets training before launch, even the best system won’t work well if people don’t know how to use it.
Keep your old phone system running for a short time just in case something goes wrong, so you have a backup. Finally, test everything carefully to be sure all features work and your team feels confident using the new setup.
Why VoIP Systems Are Ideal For Small Businesses
Let’s look at it this way, why are more and more small businesses choosing VoIP phone systems?
Cost-Effective And Scalable
Old-style phone lines can get pricey, especially if you add extra features like voicemail, call forwarding, or automated answering.
With a hosted VoIP system, you don’t need any big, bulky equipment in your office. You just pay for what you use, and you can easily add or remove phone lines as your team grows or changes.
Flexibility And Mobility
People today work from lots of different places, not just the office. VoIP lets your team make and take calls on their phones, laptops, or desk phones anywhere there’s internet.
With a cloud-based phone system, your team can stay connected whether they’re working in the office, at home, or travelling.
Professional Features Without The Complexity
Every business (even small ones) deserves great communication tools.
Cloud Voice phone systems include useful features like:
- Auto-attendant (a virtual receptionist)
- Voicemail sent to your email
- Call recording
- Video calls and meetings
- Smart call routing
These features usually come standard with most business VoIP systems and help your business look more professional and trustworthy to customers.
Things To Consider
Before you buy or upgrade your small business phone system, think about what your team really needs it to do.
Here are some questions to ask yourself first:
- How many people will be using the phones?
- Where will they be working — all in one office, in different offices, or from home and on the go?
- Why do you want to upgrade?
- Is your current system causing problems?
- Has your business grown and you’re now getting more calls?
Once you know these answers, it’ll be much easier to choose a phone system that fits your business needs, works well for your team, and doesn’t cost too much.
The Bottom Line
There are many kinds of business phone systems available today, from simple, traditional setups to modern cloud systems for mobile teams.
Here’s the truth: there’s no one “best” phone system. The best one is the one that fits your business, based on your size, budget, tech needs, and future plans.
Start by thinking about your current communication problems. Are you missing calls? Is remote work hard to manage? Are you paying for features you don’t even use? These answers will help you find what kind of system you really need.
Simple decision guide:
- Write down the features you absolutely need.
- Set a budget that includes room for future growth.
- Pick 3–4 providers that seem like a good fit.
- Check how good their customer support is.
- Ask for feedback from other businesses like yours.
- Try a small test run (pilot program) if you can.
Ready to upgrade your business phones? The right system for you is out there, you just have to find it!
FAQ
Can I Keep My Existing Phone Number When Switching Systems?
Yes! Most providers let you keep your current phone number. It usually takes about 1–2 weeks to move it over.
What Internet Speed Do I Need For VoIP?
Usually, you need around 100 kbps of internet speed for each call happening at the same time. Most NBN plans already have more than enough speed for business VoIP calls.
Are Cloud Phone Systems Secure?
Trusted providers use strong, business-level security and encryption to keep your calls safe. It’s best to choose one that stores data in Australian data centres to follow local rules and keep your information protected.
What Happens If My Internet Goes Down?
Most VoIP systems can automatically send calls to your mobile phone if needed. Some providers even have backup internet options to keep your business running if your main connection goes down.
Can I Upgrade My Medium Business Phone System As My Business Grows?
At Shift Computer Solutions, we provide smart and easy-to-use VoIP phone systems for medium-sized businesses. Our systems are built to grow with your company, fast, efficient, and affordable, so you can handle more calls as your business expands.
How Much Does A Medium Business Phone System Typically Cost?
Phone systems for medium-sized businesses are made to fit each company’s unique needs. Because of this, prices can vary, but you can be confident that our systems are fairly priced and will save you money over time.
Does Shift Computer Solutions Offer Support And Maintenance For Its Phone Systems?
Yes! Shift Computer Solutions is known for providing excellent support and maintenance. When you choose us for your medium business phone system, you’ll get 24/7 help from our team to keep your phones running smoothly. This around-the-clock support helps prevent downtime and keeps your business communications fast, reliable, and stress-free.
