In short: VoIP phones for business are handsets that make calls over your data network instead of a copper phone line. The main types are desk phones, cordless DECT phones, conference phones, video phones, reception consoles, softphone apps and headsets, plus adapters for analogue devices. Choose by role, platform compatibility and how each phone is powered and managed.
Desk phones: entry, mid-range and executive
Desk phones are still the default for reception, finance and anyone who spends the day on calls. They fall into three broad tiers:
| Tier | Typical features | Suits |
|---|---|---|
| Entry | Mono screen, a few line keys, speakerphone, Power over Ethernet (PoE) | Shared areas, light users, staff rooms |
| Mid-range | Colour screen, more programmable keys, BLF (busy lamp field) to see colleagues' status, gigabit pass-through, headset port | Most office staff |
| Executive | Large colour or touch screen, many line keys, Bluetooth and Wi-Fi, better speakerphone | Managers, assistants handling several lines |
Two features save money on installation. PoE lets the phone draw power from the network switch, so there is no power adapter at each desk. Gigabit pass-through lets a PC plug into the back of the phone, so one network cable serves both. Remember that PoE phones only work in a power cut if the network switch is on battery back-up.
Cordless, conference, video and reception phones
- Cordless DECT phones give staff who move around a building a handset that roams between base stations. See cordless VoIP DECT phones.
- Conference phones have several microphones and a loud speaker for meeting rooms. For rooms that also run video meetings, see Microsoft Teams Rooms.
- Video phones add a camera and larger screen for face-to-face calls at a desk or reception.
- Reception consoles and expansion modules add rows of keys with BLF lights, so a receptionist can see who is free and transfer calls in one press.
- Door phones and paging speakers can register to many VoIP platforms directly, so a door entry call rings a handset or a group.
Many people do not need hardware at all. A softphone app on a laptop or mobile gives the same number and features, and suits hybrid and mobile workers.
Headsets and Teams-certified devices
A good headset improves call quality more than almost any other change. The options are:
- Wired headsets that plug into the phone's headset port: reliable and inexpensive
- USB headsets for softphones on laptops
- Bluetooth headsets that pair with a mobile, a laptop or a desk phone
- DECT headsets with a base on the desk, for range around an office and good battery life
If you use Microsoft Teams Phone, look for devices Certified for Microsoft Teams. They run Teams natively or have been tested with it, and can be managed from the Teams admin centre. Our Teams phones and certified devices page covers desk phones, common area phones, Teams displays and the licence for shared devices.
Analogue devices, fax and door entry
Some equipment still expects an analogue phone line: door entry, older alarm diallers, franking machines and fax. An analogue telephone adapter (ATA) converts the analogue port to SIP so these devices can connect to a cloud phone system. 3CX and Microsoft both publish lists of compatible adapters, and Webex Calling supports ATAs as devices.
Fax is the exception to watch. It is sensitive to the way VoIP carries sound, and Microsoft states that faxing is not available through Teams Calling Plans or Teams Phone licences. Many organisations move to email-based fax or retire it. For alarms, lifts and other special lines, our PSTN switch-off checklist explains what to test.
How to choose, provision and pay for handsets
- Start with roles, not models. Count reception staff, desk users, people who walk the site, home workers and meeting rooms.
- Check platform compatibility. 3CX publishes a list of supported phones it can provision automatically; Teams uses certified devices and, for compatible SIP phones, Microsoft's SIP Gateway; Webex Calling supports Cisco phones and listed third-party devices; Forever UC supports optional desk phones alongside its apps.
- Plan provisioning. Supported phones can be set up automatically from the phone system, so a new handset pulls its user, keys and settings when it is plugged in. That makes moves and replacements quick.
- Check power and network. Confirm your switches provide PoE and that voice traffic can be prioritised.
- Decide to buy, lease or go app-only. Buying suits long-term ownership; leasing or including handsets in a contract spreads the cost; app-only removes hardware entirely.
Keeping your existing handsets is sometimes possible. Standard SIP desk phones that are still supported may work with hosted 3CX or, if compatible, with Teams through SIP Gateway. Proprietary handsets tied to an old PBX usually will not work with a cloud platform; in that case keeping the PBX on SIP trunks may be the better route.
How we help
We match handsets to people, check them against the platform you choose, and deliver them configured so staff can plug in and start calling. Prices depend on the mix of devices and whether you buy or lease, so ask us for a quote.
If you are choosing BT Cloud Voice, its handsets are covered on BT Cloud Voice handsets and headsets. For everything else, contact us with a rough count of users and roles.
More on handsets
Why choose your cloud phone system with Forever Systems
We are vendor-neutral. Forever Group supplies and supports several cloud phone platforms, so we recommend the one that fits how your organisation works rather than the one we happen to sell.
- Side-by-side comparison of hosted 3CX, Microsoft Teams Phone, Forever UC, Forever Teams and Webex Calling for your users
- Contact centre and call recording options matched to your call volumes and CRM
- Number porting, handsets and set-up handled for you, including the move off analogue and ISDN lines
- Connectivity checked so call quality is right from day one
- UK support for moves, adds, changes and faults
- For BT Cloud Voice, see our BT Business Partner site cloudvoice.cloud
We work with businesses, schools, charities and public sector organisations. We do not sell consumer phone services.
Want a vendor-neutral cloud phone system comparison and quote?
Tell Forever Systems what you need and we will come back to you by email with options, not a hard sell.
Contact usFrequently asked questions
What is the difference between a VoIP phone and a normal phone?
A VoIP phone sends calls as data over your computer network and internet connection, and registers to a phone system in the cloud or on site. A traditional phone plugs into a copper phone line or a PBX's own wiring.
Can I use my existing phones with a new VoIP system?
Sometimes. Standard SIP phones that are still supported may work with 3CX or, if compatible, with Microsoft Teams through SIP Gateway. Proprietary handsets tied to an older PBX usually cannot move to a cloud platform.
Do VoIP phones need a power supply?
Yes. They take power either from a local adapter or from the network switch using Power over Ethernet (PoE). In a power cut they only keep working if the switch or adapter is on battery back-up.
Do I need desk phones with a cloud phone system?
No. Most cloud phone systems include apps for laptops and mobiles, so desk phones are optional. Many organisations keep them for reception and heavy phone users and give everyone else a softphone and headset.
Can a door entry system work with a VoIP phone system?
Usually. Many IP door phones can register to a VoIP platform directly, and older analogue door entry can connect through an analogue telephone adapter. Check compatibility with your door entry supplier and test after migration.