Choosing a phone system doesn’t have to be confusing. We compare Zoom Phone and traditional Voice over Internet Protocol (VoIP) in a clear, nontechnical way to help you find the best fit for your business.
What’s the difference?
Traditional VoIP systems have been around for a while, enabling phone calls over the internet instead of using traditional phone lines. Depending on your setup, this system might live entirely in your office (on-premises), partly in your office and partly online (hybrid), or completely in the cloud. This gives you flexibility, but it can come with extra costs and management needs.
Zoom Phone is a newer option that builds on the Zoom platform many of us are already using for video calls. It brings phone calling into the same app, making it easy for users to switch between a call and a video meeting without juggling multiple tools.
Setup and maintenance: Who’s doing the heavy lifting?
Setting up a traditional VoIP system usually involves more steps. If you go the on-premises route, you’ll need physical equipment installed in your office and ongoing support to keep it all running smoothly. Even a cloud-based VoIP setup may need careful configuration and maintenance.
Zoom Phone, on the other hand, is designed to be quick and easy. Since it’s fully cloud-based, there’s no need to install special hardware. Setup can often be completed in just a few days, and updates or changes can be made with just a few clicks. It’s perfect for businesses looking to avoid complicated IT processes.
Does it work with your other tools?
Traditional VoIP systems can be customized to work with a wide variety of business tools, including customer relationship management (CRM) systems. However, getting everything to work together might require some technical help or custom development.
On the other hand, Zoom Phone is built for modern workplaces and integrates naturally with apps such as Microsoft 365, Google Workspace, and Slack. If you’re already using Zoom for video meetings, adopting Zoom Phone will feel like an extension of what you already know. It’s designed to keep everything connected with minimal hassle.
Cost: What’s the real price tag?
When it comes to expenses, traditional VoIP can require a large upfront investment. You may need to buy hardware, licenses, and pay for installation. Over time, this can work out to be cost-effective, but it does mean spending more at the start.
Zoom Phone follows a subscription model, where you pay a fixed amount per user every month or year. The pricing is more predictable with most essential features included upfront, making budgeting easier while avoiding surprise fees or expensive add-ons.
Security and compliance: Is your data safe?
Security is strong on both sides, but the details differ. Traditional VoIP systems often appeal to industries with strict rules (e.g., healthcare or finance) because they can be installed on site, giving the organization full control over their data and security settings. If your business has unique compliance requirements, this level of control can be a big plus.
Zoom Phone is also secure, building on Zoom’s enterprise-grade infrastructure. It offers robust encryption options and adheres to key compliance standards, ensuring data security. And with centralized management for video, phone, and messaging tools, it simplifies security settings while maintaining consistency across all connected platforms.
What’s best for you?
The right phone system depends on your business’s needs. If your company relies on highly customized setups or needs to meet specific compliance rules, traditional VoIP might be the better choice. But if you’re looking for something fast, simple, and easy to manage — especially for a remote or hybrid team — Zoom Phone could be the perfect fit.
Instead of thinking of it as a one-or-the-other decision, consider what your communication needs will look like not just today, but in the next few years. Is your business growing quickly? Will your team keep working remotely? How much tech management do you want to take on? The answers to these questions can help you identify the system that best aligns with your organization’s goals.
Still unsure which phone system is right for your business? Let our experts guide you to the right choice. Contact us today and discover the perfect option.