An IP-PBX is a complete telephony system that provides calls over IP data networks. All conversations are sent as data packets. The technology includes advanced communication features and provides worry-free scalability and robustness.
The system consists of one or more SIP phones, an IP-PBX server and optionally a VoIP gateway to connect to existing PSTN lines. The server functions in a similar manner to a proxy server: SIP clients, either softphones or hardware-based, register with the server and when they wish to make a call they ask the IP-PBX to establish the connection. It has a directory of all phones/users and their corresponding SIP addresses and thus is able to connect an internal call or route an external one via either a gateway or service provider.
Here are the benefits:
1. Much easier to install and configure than a proprietary phone system. An IP-PBX runs as software on a computer and can leverage the processing power and user interface as well as Windows features. Anyone proficient in networking and computers can install and maintain it. By contrast a proprietary phone system often requires an installer trained on that particular system.
2. Easier to manage because of GUI-based configuration interface. Proprietary phone systems have difficult-to-use interfaces which are often designed to be used only by phone technicians.
3. Significant cost savings using VoIP providers. With an IP-PBX you can use a provider for long-distance and international calls. The monthly savings are significant. If you have branch offices you can easily connect phone systems between them and make free phone calls.
4. Eliminate phone wiring. An IP-PBX allows you to connect hardware phones directly to a standard computer network port which it can share with the adjacent computer. Software phones can be installed directly onto the PC. It makes adding or moving extensions much easier.
5. Eliminate vendor lock-in. IP-PBXs are based on the open SIP standard. You can mix and match any SIP hardware or software phone with any SIP-based IP-PBX, PSTN gateway or VoIP provider. In contrast a proprietary system often requires proprietary phones and extension modules to use advanced features.
6. Scalable. Proprietary systems are easy to outgrow: Adding more phone lines or extensions often requires expensive hardware modules. In some cases you need an entirely new system. Not so with an IP-PBX. A standard computer can easily handle a large number of phone lines and extensions - simply add more phones to your network to expand.
7. Better customer service and productivity. Since the telephone system is now computer-based you can integrate phone functions with business applications. For example, bring up the customer record automatically when you receive a call, improving customer service and cutting cost by reducing time spent on each caller. Outbound calls can be placed directly from Outlook, eliminating the need for the user to type in the phone number.
8. Twice the features for half the price. Since an IP-PBX is software-based it is easier for developers to add and improve feature sets. Most VoIP phone systems come with auto attendant, voicemail, ring groups and reporting. These options are often very expensive in proprietary systems.
9. Allow hot-desking and roaming. Hot-desking, being able to easily move offices/desks based on the task at hand, has become very popular. Traditional PBXs require extensions to be re-patched to the new location. With an IP-PBX the user simply takes his phone to his new desk - no patching required.
Users can roam, too. If an employee has to work from home, he can simply fire up his SIP software phone and answer calls to his extension, just as in the office. Calls can be diverted anywhere in the world because of the SIP protocol characteristics.
10. SIP phones are easier to use. Employees often struggle using advanced phone features such as setting up a conference or transferring a call, which on an old PBX requires instruction.
Not so with an IP-PBX - all features are easily accessible from a GUI. In addition, users get a better overview of the status of other extensions, inbound lines and call queues via the IP-PBX Windows client. Proprietary systems often require expensive system phones to get an idea what is going on on. Even then, status information is cryptic at best.
An investment in an IP-PBX makes a lot of sense, not only for new companies buying a phone system but also for those who already have a PBX. It delivers significant savings in management, maintenance and ongoing call costs, so any firm should investigate upgrading.
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