In the previous article, we explored what IP telephony is and the advantages it offers small businesses. Today, we’ll discuss one of the most popular and convenient ways to implement it – Virtual PBX (VPBX). This solution is ideal for those who want to get full-featured telephony quickly and without unnecessary equipment costs.

What is a Virtual PBX and how does it work?

A Virtual PBX (VPBX), or cloud PBX, is essentially the same telephone exchange, but it’s located not in your office, but on the servers of a service provider. You access all its functions via the internet.

The principle of operation is simple:

1. Connection: You choose a provider, a tariff plan, and a phone number (city, mobile, or 8-800).

2. Configuration: Through a web interface (personal account on the provider’s website), you configure the telephony logic: voice greeting, call distribution among employees, call forwarding, call recording, etc.

3. Usage: Employees can make and receive calls using:

   • Softphones: Special software on a computer or smartphone.

   • SIP phones: Desk phones connected to the internet.

   • Mobile phones: Via call forwarding or special applications.

All technical maintenance, software updates, and ensuring the PBX’s operability are handled by the provider. You don’t need to buy expensive equipment or hire a specialist for its setup and support.

Key VPBX providers in the Russian Federation:

The virtual PBX market in Russia is quite developed, and there are many reliable providers. Among the most well-known are:

• Novofon (formerly Zadarma): A popular service with extensive functionality, flexible tariffs, and the ability to connect numbers in different countries. Often praised for its user-friendly interface and good connection quality.

• Telfin: One of the oldest players in the market, offering comprehensive business solutions, including VPBX, SIP trunks, and attractive phone numbers.

• Mango Office: A large provider focused on corporate clients. Offers not only VPBX but also other cloud services for communication and collaboration.

• Megafon, MTS, Beeline, Tele2: Large mobile operators also offer their virtual PBX solutions, often with favorable terms for their subscribers.

When choosing a provider, pay attention to tariffs, available functionality, quality of technical support, reviews from other users, and the possibility of integration with services you need (e.g., CRM).

Pros of Virtual PBX:

• Simplicity and speed of launch: You can connect and configure a VPBX literally in one day, without specialist visits or complex installation work.

• Rich “out-of-the-box” functionality: Most VPBX systems offer all necessary functions: multi-channel, IVR, call recording, statistics, call forwarding, voicemail, etc.

• Savings on equipment and maintenance: No need to buy expensive physical PBX equipment and pay for its support.

• Scalability: Easily add new lines, numbers, or users as your business grows.

• Geographical independence: Employees can work from anywhere in the world with internet access, remaining connected through a single corporate number.

• Reliability: Providers usually ensure a high level of service availability and data redundancy.

Cons of Virtual PBX:

• Monthly subscription fee: You pay for using the service every month. The cost depends on the tariff, number of users, and connected functions. In the long run, this can be more expensive than owning your own PBX (though initial investments in your own PBX are significantly higher).

• Dependence on the provider: You are completely dependent on the stability and terms of your provider. If they have technical problems, your telephony may stop working.

• Dependence on internet connection: Call quality directly depends on the stability and speed of your internet channel.

• Customization limitations: Although VPBX offers many settings, deep customization for very specific business needs may be limited.

Who is VPBX ideal for?

Virtual PBX is an excellent solution for:

• Small and medium-sized businesses that want to quickly launch professional telephony.

• Companies with remote employees or multiple offices.

• Startups with limited budgets in the initial stages.

• Those who value simplicity, convenience, and don’t want to delve into technical complexities.

In the next article, we will consider an alternative option – using SIP telephony directly, without the mediation of a VPBX provider. This method can be even cheaper but will require more technical knowledge.