Choosing the Right VoIP Solution for Your Business: A Businesses Guide

VoIP... What Now? Let’s Break It Down

You’ve probably heard of VoIP before — maybe in a pitch from a service provider or while Googling ways to reduce your business phone bill. But unless you’re in IT, the term might sound like something you need to Google again.

Let’s clear that up, shall we?

VoIP (Voice over Internet Protocol) is a fancy way of saying “phone calls over the internet.” Instead of using old-school copper phone lines, VoIP lets you make calls using your internet connection. And if you're still thinking, “Why should I care?”, let us gently remind you that it’s 2024 — and outdated phone systems are doing your business zero favours.

This guide is here to help you figure out how to choose the best VoIP setup for your business. No fluff. No confusing tech jargon. Just real, helpful advice for South African small and medium-sized businesses.

Why SMBs Are Switching to VoIP (and Why You Probably Should Too)

Whether you’re running a law firm in Sandton, a car dealership in Randburg, or a CrossFit gym in Cape Town, communication is the heartbeat of your business. You need a phone system that’s reliable, affordable, and keeps your team connected — wherever they are.

Here’s why VoIP is getting all the love from South African SMBs:

• It’s cheaper. International calls? Way more affordable. Internal calls? Often free. No surprise phone bills.

• It scales with you. Need to add a new employee? Just add a new user. No rewiring. No headaches.

• It’s mobile-friendly. Your team can take calls from their laptop or smartphone while sipping a flat white at Bootlegger.

• It offers cool features. Voicemail-to-email, call recording, call routing, virtual receptionists — the works.

• It plays nice with your software. Many VoIP systems integrate with your CRM, helpdesk, and even WhatsApp Business.

Start Here: Ask Yourself the Right Questions

Before you go VoIP shopping, start with what you actually need. Here's what you should be asking:

• How many people in my business need phone access?

• Do we make a lot of international calls?

• Do I want to track calls or record them?

• Do I want to link my phone system with my CRM or email?

• Do we have remote workers who need access?

You don’t need to know all the answers right now — but these questions will shape the solution that works best for you.

Types of VoIP Systems: Hosted vs On-Premise

Now let’s break down your two main options:

1. Hosted VoIP (Cloud-Based)

• Your provider hosts everything off-site.

• You just need internet access and VoIP-enabled phones (or a headset and computer).

• Ideal for SMBs who want low setup costs and less maintenance.

• Pay monthly per user.

2. On-Premise VoIP (Private Branch Exchange – PBX)

• You host and manage the system yourself.

• Requires hardware, IT staff, and higher upfront costs.

• Offers more control and customisation.

• Better suited for larger businesses with in-house IT teams.

For most South African SMBs, hosted VoIP is the clear winner. It’s simpler, flexible, and easier on the budget.

Top Features to Look for in a VoIP System

Here’s what’s worth your attention when comparing providers:

✅ Auto Attendant – Let callers choose where they want to go (“Press 1 for Sales…”)

✅ Voicemail-to-Email – Get your voicemails in your inbox. No more dialling in.

✅ Call Routing & Forwarding – Never miss a call, even when you’re out.

✅ Call Recording – Great for quality control and training.

✅ CRM Integration – Your sales and service teams will love this.

✅ Mobile App Access – Answer business calls on your cell without giving out your number.

✅ Reporting & Analytics – Know how many calls you’re getting, missed calls, call duration, etc.

✅ Security Features – Look for end-to-end encryption and call monitoring options.

Don’t Forget: Internet Quality is Everything

VoIP depends on your internet. A flaky connection means choppy calls — and frustrated customers.

Before choosing a VoIP system, make sure you have:

• At least 100 kbps per call of dedicated bandwidth

• Low latency and jitter (under 150ms is ideal)

• A reliable failover or LTE backup in case of fibre issues (especially in load-shedding land)

Yolo Tip: You can ask your VoIP provider (👋 hi!) to run a VoIP readiness test on your network before you commit.

Pitfalls to Avoid When Choosing a VoIP Solution

🚫 Overbuying features – Don’t pay for bells and whistles you won’t use.

🚫 Ignoring support – If something breaks, can you get hold of someone quickly?

🚫 Assuming all systems integrate – Not every VoIP system plays nicely with your CRM. Check first.

🚫 Forgetting about POPIA – Make sure your system stores and transfers data securely, and is compliant with South Africa’s Protection of Personal Information Act.

Long-Term Considerations: Think Beyond Just the Phone Call

You’re not just buying a phone system — you’re upgrading your business communication infrastructure. Look for a solution that supports your goals:

• Want to improve customer experience? Look for call tracking and advanced routing.

• Want better internal communication? Make sure you’ve got conferencing and messaging tools.

• Want insights? Choose a system with solid analytics.

Your VoIP system should evolve with your business — not hold it back.

VoIP and Remote Work: A Match Made in Hybrid Heaven

Still have people working from home or the road? Then VoIP is your new best friend.

The right system lets your team:

• Make and receive calls from anywhere

• Collaborate via mobile or desktop apps

• Appear professional even when working in their slippers

This isn’t just a COVID-era feature anymore. It’s how modern teams work.

How to Vet a VoIP Provider (Without Needing a Tech Degree)

Here’s your checklist when comparing providers:

• ✅ Local support based in SA

• ✅ Transparent pricing (watch for sneaky hidden fees)

• ✅ Contracts that match your business goals

• ✅ Proven uptime and reliability stats

• ✅ Real customer reviews or references

• ✅ Free trials or demos

And don’t be afraid to ask tough questions. A good provider will be happy to walk you through everything.

Let’s Talk Numbers: What Does VoIP Actually Cost?

Every provider prices differently, but here’s a rough idea:

• Hosted VoIP Monthly Costs: R100–R350 per user (depending on features)

• VoIP Call Rates: Much cheaper than mobile/landline — some even offer unlimited calling packages

• Hardware: VoIP desk phones can range from R800 to R4000 each, but many businesses opt for softphones (apps + headsets)

Look at the total cost of ownership — that includes hardware, support, and installation — not just the monthly rate.

Wrap-Up: So, Which VoIP System is Right for You?

It depends on your business. But here’s the cheat sheet:

If you’re a small to medium-sized business that wants flexibility, scalability, and affordability? Go hosted VoIP.

If you’ve got an internal IT team and need maximum control? Maybe consider on-premise.

Either way — the goal is to upgrade your communications, reduce costs, and support your team and customers better.

Need Help Choosing the Right Fit? Yolo’s Got You.

We get it — there are a lot of options out there, and figuring out the best one can feel like trying to assemble flat-pack furniture without the instructions.

That’s where we come in. At Yolo Telecoms, we don’t just offer VoIP — we help you find the right business voice solution tailored to your team, your workflow, and your budget.

✔ We’ll run a VoIP-readiness check on your setup

✔ Help you choose the right package

✔ Handle the setup and support

✔ And give you a system that just works

Let’s get your phones working smarter, not harder.