Cut the Cord: Why More Professionals Are Leaving Landlines Behind
If you're still relying on a traditional landline phone, you're probably spending more than necessary for limited features. Businesses today don’t need bulky desk phones, tangled phone lines, or complicated bills. What they do need is a modern, mobile-friendly way to make and receive phone calls—without being tied to an office.
That’s where VoIP comes in. VoIP, or Voice over Internet Protocol, lets you make calls using your internet connection instead of outdated telephone lines. Whether you’re a solo consultant, a busy real estate agent, or running a small business, a VoIP phone system can save you money and help you stay connected from anywhere.
Let’s walk through how to set up a VoIP system, including all the essentials like internet connection, ethernet cables, routers, IP phones, voicemail, and more.
What Is VoIP?
VoIP stands for Voice over Internet Protocol. It’s a method of making voice calls using the internet instead of the public switched telephone network (PSTN). When you make a VoIP call, your voice is turned into digital data and sent over the web. This allows you to make clear, professional calls using a smartphone, softphone, IP phone, or even a traditional landline phone with the right adapter.
VoIP service can be used with:
- Desk phones or IP phones
- Softphone apps on computers or smartphones
- Analog phones connected via an analog telephone adapter
- Voicemail and call forwarding settings
- Internet-based features like voicemail transcription and caller ID
Step 1: Choose the Right VoIP Service Provider
Your VoIP provider is the foundation of your setup. It’s the service that manages your phone number, routes your calls, provides caller ID, voicemail, and ensures your calls reach the right place.
When choosing a VoIP service provider, consider:
- Uptime and call quality
- Compatibility with IP phones or softphones
- Monthly pricing and scalability
- Features like call forwarding, voicemail, call summaries, and integrations
- Easy setup and solid customer support
Some providers offer business VoIP plans with included voicemail reception, smart call routing, and caller ID options. Look for a provider that fits your daily workflow and device preferences.
Step 2: Check Your Internet Connection and Router
Since VoIP runs on your internet connection, this is the most important technical factor in your setup. Poor connection quality means dropped calls, delay, and bad audio.
Make sure you have:
- A stable internet connection with enough bandwidth (at least 100 kbps per call)
- A reliable router using QoS (Quality of Service) features to prioritize voice traffic
- Wired ethernet cables for IP phones (for more consistent performance)
- Optional power over ethernet support for hardware without separate power adapters
You can perform a test call or use a VoIP speed test online to check your current setup and identify issues with latency or upload speed.
Step 3: Pick Your VoIP Hardware or Go All-Digital
There are two main paths: using physical IP phones or going with a digital softphone setup.
Option A: IP Phones (Desk Phones)
IP phones are designed for internet calling. They plug directly into your router using an ethernet cable. Most are plug-and-play, and many support features like caller ID, voicemail access, and programmable buttons.
To set up an IP phone:
- Connect it to your router using an ethernet cable
- Power it up (or use power over ethernet)
- Enter your SIP account details from your VoIP provider
- Make a test call to check quality and connectivity
Option B: Softphones and Smartphones
A softphone is a software-based phone that runs on your laptop, tablet, or smartphone. It connects to your VoIP service through an app, letting you make calls using your business number from anywhere.
To use a softphone:
- Download your provider’s softphone or mobile app
- Log in with your VoIP credentials
- Connect a headset or use your built-in mic and speakers
- Place a test call to verify everything is working
Softphones are ideal if you travel frequently or prefer a mobile-first workflow.
Step 4: Connect Landline Phones with an Adapter
Still using a landline phone? You can keep it by adding an analog telephone adapter (ATA), which lets analog devices talk to your internet connection.
Setup is simple:
- Plug your landline phone into the ATA
- Connect the adapter to your router using an ethernet cable
- Enter any configuration details provided by your VoIP provider
This solution works well for basic setups but lacks advanced VoIP features like call summaries and voicemail transcription.
Step 5: Configure VoIP Features
Once your devices are connected, it’s time to set up the features that make VoIP so useful.
Common features include:
- Voicemail setup (including greeting recording and access options)
- Call forwarding to your mobile or another number
- Caller ID customization
- Auto-attendants or virtual receptionists
- Call logs and summaries
- SIP settings for additional devices or apps
Each VoIP phone service will have a dashboard or app to walk you through configuration.
Step 6: Test Your VoIP Phone System
Before you go live, make sure your setup is working across all devices and locations.
Checklist:
- Place a test call from each device
- Check voicemail setup and test message delivery
- Ensure caller ID is displaying correctly
- Confirm call quality (no lag or dropped audio)
- Try call forwarding and auto-attendant features
If you notice call quality issues, check your router configuration, network congestion, or contact your provider.
Real-World Use Cases: How Professionals Use M1’s VoIP Phone System
Once you understand how a VoIP phone system works, the next question is: how does it fit into your daily workflow? M1 is designed for mobile-first professionals who want the power of business calling without the pain of complicated setups, tangled phone lines, or extra hardware .
Here are a few real-world scenarios where M1 makes a difference:
1. Solopreneurs Who Need to Separate Work and Personal Calls
Running your own business from your iPhone? With M1, you can add a dedicated business phone number without a second device. Keep your personal number private and look professional on every call. Plus, with voicemail summaries and call transcription, you’ll never miss a detail.
2. Real Estate Agents on the Move
When you're constantly between showings and closings, you don’t have time to check a landline or sit at a desk. M1 lets agents take calls from leads, respond to texts, and capture voice notes—all while syncing call summaries into their CRM. It’s VoIP built for a mobile lifestyle.
3. Consultants Who Rely on Notes and Follow-Ups
If your business depends on remembering client calls and follow-through, M1’s built-in AI assistant can help. It automatically summarizes your VoIP calls, logs key points, and even reminds you to follow up—so nothing slips through the cracks.
4. Small Teams That Don’t Want to Manage a Server
M1 gives teams a shared business VoIP phone system without needing to configure a server or plug in desk phones. Each team member can use their own iPhone, get individual SIP accounts, and access shared call logs and summaries—all managed from the cloud.
5. Service Providers Who Need Professional Voicemail and Auto-Replies
Missed calls = missed income. M1’s Voicemail Receptionist captures missed calls, transcribes messages, and can automatically reply via text—ensuring you stay responsive even when you're busy.
A flexible, mobile-focused VoIP service provider simplifies business communication. It works over your existing internet connection, requires no extra adapter or complicated router setup, and helps you stay connected and professional from anywhere.
Add This to Your Toolkit: M1’s Business Phone Assistant for iOS
If you want a smarter VoIP experience without the setup headaches, M1 is an iOS-only solution that combines a business phone system with an AI assistant. It’s perfect for solopreneurs, consultants, and service providers who need to stay on top of calls, texts, and client notes—without extra equipment.
Here’s what M1 gives you:
- A dedicated second number for business with calls, texts, and contacts in one place: M1 Business Phone
- A built-in M1 Assistant that answers calls, takes notes, handles follow-ups, and keeps you organized: M1 Assistant
- Voicemail Receptionist that answers missed calls, captures details, and ensures you never lose a lead: Voicemail Receptionist
- Automatic Call Summaries and Transcriptions to save key info without scribbling notes: Call Summaries
- Voice memo capture and AI summaries to convert your thoughts into action: Voice Memos
- Seamless Integrations with your favorite apps: Integrations
It’s built specifically for professionals who run their business from their phone, and it starts at just $19.99 monthly or $199 per year, with a 7-day free trial.
Final Thoughts
Setting up VoIP doesn’t have to be complex. With a stable internet connection, a trustworthy VoIP provider, and the right hardware or softphone, you can start making professional, low-cost calls from anywhere.
If you're an iOS user looking for an all-in-one VoIP solution that works without extra hardware, M1 gives you a smart business phone with AI support, call tracking, voicemail handling, and more—without the tech stress.
Try M1 free for 7 days and see how much time and stress you can save.
FAQ
What do I need to set up VoIP service at home or for my business?
You need a stable internet connection, a compatible router, a VoIP service provider, and either an IP phone, softphone, or traditional landline with an adapter.
Can I use VoIP with a smartphone?
Yes. Many VoIP providers offer softphone apps for iOS and Android. If you’re on iOS, M1 provides a dedicated second number and smart assistant built for mobile professionals.
Do I need a special router for VoIP?
Not necessarily, but a router using QoS (Quality of Service) features will help prioritize VoIP traffic and reduce call issues.
Can I keep my existing landline phone number?
Most VoIP providers let you port over your current number. Check with your provider before making the switch.
Is VoIP call quality as good as a regular phone line?
With a solid internet connection and enough bandwidth, VoIP call quality can match or even exceed that of traditional landlines.
Does M1 work with VoIP systems?
Yes, M1 is a mobile-first business phone solution built for iOS. It includes all the core features of VoIP with an AI assistant that handles voicemail, summaries, follow-ups, and more—all without additional hardware.
How does a VoIP phone system or VoIP provider differ from traditional desk phones?
A VoIP phone system uses internet protocol to make and receive voice calls, while traditional desk phones rely on analog phone lines. VoIP lets you connect via softphones, smartphones, or IP phones—without bulky hardware or tangled cables.
Can I make VoIP calls over Wi-Fi, or do I need ethernet?
Yes, you can make VoIP calls over Wi-Fi, but for best audio quality and stability, a wired ethernet connection is recommended. If you're using IP phones, plug them into your router using ethernet cables, or ensure your router supports QoS for reliable call traffic.
What happens if my internet goes down—can I still make calls?
Since VoIP relies on your internet connection, a network outage will affect your ability to make calls. However, some VoIP service providers (like M1) allow call forwarding to a mobile number or auto-reply via text to ensure business continuity.
Do I need an adapter to connect old analog phones to VoIP?
If you want to use a traditional landline phone, you’ll need an analog telephone adapter (ATA) to convert your voice signal into digital data for internet transmission. Keep in mind, analog setups may not support advanced VoIP features like transcription or summaries.
Is VoIP suitable for businesses with remote or hybrid teams?
Absolutely. VoIP is ideal for remote teams since it doesn't rely on physical phone lines or in-office hardware. Services like M1 allow each team member to use their mobile phone as part of a shared VoIP system, complete with call routing, summaries, and voicemail support.
What is a SIP account and do I need one?
A SIP (Session Initiation Protocol) account is used to initiate and manage VoIP phone calls over the internet. Many VoIP providers, including M1, handle SIP setup for you in the background, so you don’t need to worry about manual configuration.
Can I use M1 alongside other VoIP phone services like Google Voice?
Yes, M1 can be used independently or alongside other VoIP solutions like Google Voice. However, M1 is built for business users and offers more robust features like AI call summaries, voicemail reception, and integrations—without switching between apps or devices.
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