PBX: Everything you need to know about it

Business phones have transformed a lot as compared to the past generation. The phone is entirely dedicated to business purposes and has several benefits to serve. It is often referred to as the PBX system. As compared to the previous generation phones, the business phones have seen a rapid development.


PBX has become an essential device for both small and big businesses. If you are a customer who has called any business to confirm your requirement, you may often hear a system asking you to press 1 or not. This is known as virtual PBX. This system has proven to be extremely beneficial for businesses. Most businesses these days have implemented virtual PBX into their system, to enhance the service.


What is PBX?

PBX system refers to Private Branch Exchange. It is an efficient business phone which is meant to route calls, connect different callers and share different lines. While PBX is mostly beneficial for all, the virtual PBX is entirely designed for the call center businesses. The virtual PBX system is can be helpful for storing all the information since it is cloud-based. As a result, all your data will be secure.


The PBX system consists of trunks such as station, line and phones. One major benefit of PBX is that it is extremely easy to use, fast setup and is considerably less expensive. These are meant for both external and internal call volumes.


PBX systems have evolved a lot since the previous generations. There are usually three types of PBX system like switchboard, IP (Internet Protocol) and automatic. The PBX is also often referred to as “Unified Communications” and is one of the most efficient systems. The technology has continuously evolved as compared to the previous generations and bringing a boost to the entire business.

Why include PBX in your business? 

Virtual PBX has played an important role in boosting businesses in today’s generation. If you have not yet included PBX into your business, it is time that you should do so. Some of the most prominent benefits of virtual PBX in your business include that of cost-effective, time-effective and enhanced features for boosting business.


Most businesses in today’s generation has been including this system in their business. Since PBX has undergone a transformation, it is necessary to understand that for a business to run effectively, you need to choose the most advanced system. Virtual PBX in different scenarios can play different roles. One of the major advantages is that it can store the data of your customers. Thus, you will eventually know that the updated version provides excessive features.


If you want to choose PBX for your business, you will need to take into consideration a lot of things.


Questions to ask before choosing PBX

virtual pbx

Virtual PBX is a cloud-based system which is extremely affordable. Although setup is easy, you may need some time to be familiar with the working of virtual PBX. Nonetheless, you need to be entirely familiar with the working and goals for better profits. Some of the important questions to ask before choosing the virtual PBX system include the following:


Does it contain all the features? 

The initial question you should ask the provider is whether the virtual PBX system contains all the required features. Neotel provides a wide range of features in the virtual PBX. You should make a list of important features. However, you need to consider all the features that will be helpful for you in the future as well.


Virtual PBX will be beneficial for you if your employees have been working from home or other locations. It is necessary that you choose the right package from the beginning so that it can be helpful for you in the long run. Moreover, it will further be helpful if you want to expand the PBX services in the long run. As a result, you need to check the coming soon features.


Can I change various lines?

The virtual PBX provides you the flexibility to add and reduce lines. As a result, you will be able to keep a check of the number of users as well. But, before you purchase the virtual PBX you need to check if the service provider offers flexibility of adding and reducing lines. Moreover, you also need to ensure that there aren’t any hidden charges.


You should think about the long-term benefits than short-term ones for better benefits. Based on your minimum commitment the operator should add and decrease lines. Virtual PBX can be helpful for you in the seasonal business. Moreover, you should also have the ability to modify your services through any online portal system and make changes in the call support.


What are the startup costs apart from equipment and setup? 

Most service providers in today’s time try to introduce certain hidden charges apart from the fees. Apart from that, you should also check if the virtual PBX has extra benefits. Before offering you the service, most service providers prefer doing a network analysis. This analysis or site survey is extremely helpful in the long run.


The site analysis acts as a stepping stone for the service provider to determine the working of the system and preparing a network plan. Excellent communication with virtual PBX is extremely swift for it allows you the option of adding conferencing and faxing files, hunt groups, phone numbers, call queues and more.


Most people prefer checking the analysis before paying for the service provider. If you are looking for an efficient PBX system, you should prefer carrying out thorough research and checking with the provider about the startup costs.


What are the international costs? What are the daily costs for the services acquired? 

Whenever you are choosing the virtual PBX system, you need to consider a lot of things such as monthly connection fees, service fees and per-minute charges. The providers usually has every information about this aspect. As a result, you should prefer doing your research and how it works.


Apart from the toll-free service, the international calls are charged on a monthly basis. As a result, before choosing the service, you should look out for the potential charges and analyse all the bills. Therefore, doing research about the charges will help you determine that you are not overcharged for the particular service.


Do I need extra lines if my workers are working at a remote destination? 

The telephony system is of various types and consists of all necessary equipment. These firm an important equipment of the virtual PBX system. Whenever you are choosing the system, you need to ensure that you get from experts. Moreover, you can also prefer getting certain components from particular order too.


Some of the prominent aspects that you should be getting with the system include IP Gateways, Analog Telephone Adapters (ATAs) and more. This can be extremely beneficial for connecting different systems as well. Therefore, if you have employees working in remote destination, you need to ensure that you work with a wide range of providers for better services. Moreover, you need to check for the additional costs as well on a monthly basis.


Whenever choosing a virtual PBX system, you need to ensure that you are getting a sufficient amount of services. You need to stay in touch with the provider regular to avoid any inconvenience.


Why should you choose virtual PBX over traditional PBX?

The internet has seen a massive development in the past few years. It is for this reason that so many things are brought in the attention. One of the most effective sectors is the call center sector aimed at providing the best service to the clients. Different parameters have helped in the development such as introduction of PBX and more.


Gone are the days when one needed to stuck in front of the phone from a particular office. The live operator used to handle the calls and connect them manually. This was however very tiresome for the people. If you check the images from older times, you would be surprised to see how different plugs and lines were connected to each other only for a better understanding. But were they really helpful? Well, the designed line was made for specific ports, and if the right port wasn’t selected, this led to severe mismatch.



The switchboard further caused severe problems which is why people are now discarding. The manual or traditional procedure required you to be connected to it throughout. This is not only time-consuming but extremely expensive as well.


The focus of businesses is shifting each day, and hence, the modern-day businesses are discarding the older procedures. Earlier there used to be multiple cellular lines confusing all. However, with the coming in of modern times, this confusion has been solved as well because of the introduction of Private branch exchange or PBX.


Unlike the traditional method of calling, PBX does not require any receptionist or live call operator. However, the receptionist may be available in certain cases to ensure that the call is transferred manually to the required department. But one eternal question that remains is virtual PBX better than the traditional one?


Is virtual PBX better than the traditional one?

Virtual PBX has played an important role in boosting businesses in today’s generation. Comparatively, your business can earn a lot more with virtual PBX than the general traditional PBX. There are several benefits of virtual PBX over the traditional ones.

If you have a virtual PBX incorporated in your system, you will have better control over the system. This is usually because you will have complete control over the phone lines and extensions.


Virtual PBX is mostly suited for businesses that operate in several locations. Therefore, if your business has no particular headquarters location or most of your employees are freelancers working from different locations, you can always get through with it. Apart from that, the PBX system would be the most suitable for your business if you have been traveling a lot due to business purposes. With the virtual PBX system everyone’s phone would be implemented under one system allowing everyone to stay connected.


Virtual PBX can ensure proper flexibility for your work for you will easily be able to add and remove extensions without getting involved in servicing PBX. This is, however, not possible with a traditional phone system. Small disturbances in the network can lead to your entire call being cancelled. However, this is not so with virtual PBX. The wires lead to the traditional system being complicated and eventually bigger problems.


The virtual PBX is an online system which will ensure that no call goes unanswered due to any disruptions. Therefore, you can be sure that all the questions and queries of the customers are easily solved. Most of the businesses in today’s generation have this virtual PBX system installed in their business. Moreover, they act as a backup to protect your system from any damage.

virtual pbx

Compared to the traditional PBX methods, the virtual PBX is very affordable for different reasons. As per the estimation of expert analysts, the price of setting up virtual PBX is 70% less than the traditional PBX.


How is virtual PBX better than Traditional PBX?

Well, there are several reasons why you would want to choose a virtual PBX over the traditional ones. Some of the most prominent ones include the following:


Easy to install

Can be installed in different locations

The connection can be easily added and remove

Extensive features, better than traditional PBX


As long as you have an internet-based system in your business spot or from wherever you are working, you will be able to operate the system. This can, however, be a major boost to your system.


Who can use Virtual PBX?

Although anyone can use Virtual PBX, the system has been specifically designed to meet certain requirements of the customers. This usually includes the following:



Virtual PBX phone systems are the most suitable ones for startup businesses or the ones that need initial low upfront costs. With this system, you can easily move from one location to another and install the system properly for removing and adding is very easy.


Multiple locations

If you have different locations meant for operating your business, this can be a potential option for you. This is because you wouldn’t need to fuss about shifting from one place to another. Therefore, you wouldn’t need to make any further investment as an upfront cost.


Call Center

Virtual PBX is the most suitable option for any business that has a call center. The virtual PBX would eventually contribute towards reducing the extra charges for calling. Moreover, it will be faster than the traditional PBX as well.


Remote employee

If you have remote employees for your business, you may often be concerned about their punctuality and professionalism. The virtual PBX will enable the people to have a consistent number that they can use to communicate with their clients no matter where they go.


Therefore, virtual PBX undoubtedly is better than traditional PBX for modern-day businesses. If you understand how to find one for your business, it can be helpful in the long run. Installation is easy as well, so any general technician will be able to do it for you.


What role does Virtual Switchboard play?

Over the years, gone is the concept of traditional boards which requires the person to operate it continuously. With the coming time, virtual switchboard has come to play an important role. Since flexibility and adaptation is a major aspect, it can eventually be solved with virtual switchboard.


Some of the prominent benefits of having a virtual switchboard include the following:


Reduced cost

A virtual switchboard is very much different from the traditional ones. These, however, can be efficient for lowering the entire cost. Traditional switchboards require to spend a lot of time and money on installation. This, however, isn’t valid for switchboard. You don’t need to be worried about monthly installments as well.


Better mobility

Virtual Switchboard offers complete mobility and geographic flexibility for employees working from remote locations. If your business keeps on changing locations, the entire thing can be eased with virtual switchboard for communication is unified. Although there won’t be any sense of physical office, a connection with the customer can always be developed.



You have the option to customize virtual switchboards. Since there are different functions in them you can choose one that suits your needs the best. Therefore, you may focus on different options such as call recording, automatic operator, sound, melodies and customer queue with more.


The modern-day businesses have begun to discard the traditional ones, and it is time that you pay proper attention to it. The modern virtual PBX can help to enhance the entire business. Therefore, you can choose it and offer the best to your business.


Virtual PBX and Fax: Everything you need to know

Faxing has become an outdated technology in today’s world but then it has an important role to play in the workforce. Most of the organizations from different sectors such as legal, healthcare and government industries are still very much relied on the faxes for the transfer of documents. But there has been a major change in the faxing procedure over time.


One major reason why people aren’t opting for fax is that there is a lot of physical effort involved. For minor works such as documents sharing and more, one needs to get involved in getting the documents. This can, however, prove to be demeaning. But, how do we get rid of the physical system and work with the faxing system? As a result the trend of virtual fax came up in the market.

What is virtual fax?

Virtual Fax refers to online fax or electronic fax. This modern solution is directly aimed at solving the problem of faxing and carrying physical machines. Over the past few years it has become extremely popular in the electronic world. With the option of virtual fax, you can easily upload electronic documents to any online portal, convert the file and send it to the specified number. The incoming fax would further be received as an email attachment.


Can you fax virtually?

Well, this is one question that bothers people all around the world. The trend of virtual fax has evolved and brought about significant changes in the business. The physical fax machine cannot be used to send faxes virtually. However, a virtual PBX or analog adapted can help send the documents. These become extremely important while choosing the VoIP. As a result, you can easily get rid of those big systems. Moreover, the death of fax machines has eventually made it easier to handle everything online.


Irrespective of the purpose of using the VoIP, the virtual PBX can be extremely beneficial for receiving online fax messages. Either you will need a separate extension or you would get a particular phone number for maintaining the system. The incoming fax would further be received as an email in PDF format.

virtual pbx


These online methods of receiving fax messages can be beneficial in several ways. One potential benefit is that it is extremely friendly to the environment. With the virtual PBX system, you would get your attachments online and thus, you won’t need to print until it is really urgent.


Another major importance is that these faxes become easily accessible. This is mostly because all the faxes would be received by you in the email message format. Hence, you won’t need to carry your system everywhere to get access. With the help of virtual PBX and online mailing it becomes easier to maintain a track record. Hence, you will be able to access the information wherever you are. All you will need is a mobile device and a good internet connection. Therefore, in times as well, it will become an essential aspect for them.


One major benefit of the virtual PBX with fax is that the system is integrated into the phone as well. Moreover, you will receive a notification on your phone when fax arrives. Therefore, it becomes convenient for you to easily use the entire system.


Why should you choose a virtual fax?

Virtual or online fax has come a long way since the last time. They are not only proving to be effective but budget-friendly too for the organizations. Some of the essential reasons why you should be choosing virtual fax include the following:


Lesser Resource

With virtual fax, there will be absolutely no requirement of any fax machine. This would prevent the machine from taking up extra space and eventually there will be free space in the office. Moreover, you wouldn’t need to purchase part, inks and other such resources required for that. Apart from that, there would be absolutely no worry to change and maintain the system from breaking down. Since fax requires a phone line, you wouldn’t need to pay that. Virtual PBX or a phone line would be enough for taking up and receiving emails.



If you a physical fax machine in your office, be ready for there would be a long queue. As a result, you would need to stand by it for receiving and transferring faxes. The incoming faxes are readily available in the phone as email attachments while the outgoing faxes can be easily uploaded into the computer. Virtual fax allows you the convenience to send a fax to multiple customers at the same time. Not only can you send to multiple people, but you can also receive fax from multiple people at once. This proves to be beneficial for businesses that need to get things done immediately.



Compared to traditional fax, virtual fax is a more secure platform. This is usually because the email or fax with sensitive information will need to be stuck in the platform for a long time. In the meantime, if you are mailing the files, you will not need to be worried. Email leads to the messages becoming encrypted. As a result, the email would be accessible by people who know the password to the fax portal.



The traditional method of faxing can prove to be extremely harmful to the environment since it uses a lot of paper. Moreover, it will require you to print all the papers, even if it is spam. Billions and billions of papers are wasted each year due to fax. However, having virtual fax wouldn’t need you to print any document for all of it would be stored electronically in the mail. Until and unless you need a physical copy of the file, there is no requirement to print the document.


Flexibility of location

While traditional faxes require you to be stuck at one location to access the documents, virtual faxes do not require any such thing. You can access your virtual fax from any location where internet is available since it goes directly into your email inbox. Therefore, irrespective of where you are working, you can easily access your files. Not only receiving, sending faxes also becomes easy since you can upload electronic files via the online fax portal.


Easy record-keeping

Storing fax documents becomes extremely easier with the electronic fax portal. You will be able to sort the file in a better at. As a result, your files won’t be waiting outside the machine. Moreover, everything would be stored online in your email. Therefore, you wouldn’t need to maintain those bulky physical files or scanning more. Hence, you would be able to save money from incoming and outgoing faxes.


Should you switch to virtual fax?

With virtual PBX taking over the market, all businesses are aimed at enhancing the overall system. The coming in of virtual fax has contributed a lot towards improving the businesses. The business of all sizes, from small to big are adopting the virtual fax procedure.


One essential thing to note is that the virtual fax isn’t available for residential phones and require special VoIP. This special feature will require you to have a secondary phone specially meant for that purpose. However, you should ensure to carry out thorough research for a better understanding to ease the process of using it.



Why should businesses use a Virtual PBX system?

With each passing day, the importance of business phone systems is outgrowing the others. The virtual PBX services have become an essential aspect for the businesses for there is no need to have a physical presence of the phone. As a result, it becomes cheaper for your business. Undoubtedly, the virtual PBX systems are becoming helpful for the small businesses as there is a better competition.


If you are a small scale business, you should be having the virtual PBX for your business. Some of the most prominent ones include the following


Saves Time and money

When you move from a physical phone to the virtual PBX phone, you get to save a lot of money. Therefore, you shouldn’t be spending like the big startups, you can use the virtual one, for it will offer the same kind of quality. Moreover, you wouldn’t need to stick to it for a long term. A lot of people believe that they would be given lesser features for cheap virtual PBX. Nonetheless, you would give the high quality features by being beneficial for the businesses.


Several features

virtual pbx

When you choose virtual PBX systems, you should know that you wouldn’t be limited to features for there are endless. The services provided by virtual PBX system is often cheaper than that of the telephone companies. All these features would allow your business to grow and give tough competition even to the big businesses. You will not only get to keep a check on your company, but will also enjoy the auto attendant feature. This will further help your small business look like a big organization.


Easy implementation

The virtual PBX provider will take care of all the problems of your system. Therefore, you won’t need to worry about regular maintenance, security and more. All these concerns would immediately be addressed by the provider. Moreover, you will get to stay connected to the cloud, which will allow easy and better storage of all your data. The remote workers will eventually get to work by being connected to computers, mobiles and phones.


The right virtual PBX phone can help to bring about a total change in your business. You should be careful with working for better advantages.


Everything you should know about Virtual PBX

Virtual or Cloud Based PBX has become an important trend in today’s world. It comes equipped with all the benefits for your business. Due to the increasing popularity of virtual PBX, most of the startup and small business owners are shifting towards it to offer a high quality business advantage to the customers.


What is a virtual PBX?

Virtual PBX is nothing but an advanced telephone system which is easily accessible from any area. Since they do not require the physical presence of any phone, these are pretty affordable. The physical telephone systems require businesses to get an internet connection to keep the phones connected. You will need to work with creating greetings, setting up conference calls and more.


Getting a virtual phone system would make it convenient for you to keep the conversation professional. You won’t need to compromise on the reliability. With virtual PBX system you would get to customise the greetings and messages would be forwarded as well.


Features of virtual PBX

Having virtual PBX integrated into your business can offer you a wide range of businesses. Some of the most prominent features include the following:


  • Easy Call Transfer

It will become extremely easy for you to transfer calls easily from the customers to team members. Therefore, you wouldn’t need to keep your customers waiting as call transfer becomes seamless.


  • Smart Call Forwarding

Once you choose the right virtual PBX system, call forwarding becomes easy to multiple phones. Moreover, it becomes easy to manage the on-the-go system.

video call and video conferencing in the cloud


  • Easy access to local phone numbers

Once you have the virtual PBX system integrated into your business, it becomes extremely easier for you to access local phone numbers. As a result, you would be able to reach out to all the clients.

virtual pbx

With your cloud-based PBX system, you would have the option to add more than one person on your call. Therefore, you will be able to have a 3-way conference or more.


  • Call recording

The virtual PBX system allows you to record calls and keep a check on your agent’s performance. This will make it easier for you to solve their queries and doubts.