Toll Free Virtual PBX Systems Level the Playing Field for Small Businesses

Technology, some people fear it, some resist it, and others
embrace it. As a small business owner, it could be the best
thing that ever happened to your company. With the technology
available today, small businesses are increasingly leveling the
playing field between themselves and big companies. With toll
free virtual PBX (Private Branch Exchange) telephone systems,
small businesses are combining today’s technology with
traditional customer service to take their business to the next

It used to be that only Fortune 500 companies with thousands of
employees and 10- story office buildings could afford and
maintain a traditional PBX telephone system. Now, with toll free
virtual PBX services, anyone with a telephone can reap the
benefits of this powerful communications tool. A virtual PBX has
all the advantages of a traditional PBX and more without the
hassle, hardware, and expense.

A virtual PBX allows small businesses to:

(1) Project a professional, more established company image (2)
Have one unified number for office phone, cell phone, fax, and
pager (3) Make information available to their customers 24/7 (4)
Automate order taking and pre-qualifying processes (5) Have
web-based, real time access to their system

Small and home-based businesses are using all of these features
of their toll free virtual PBX systems to sound and operate like
a Fortune 500 company everyday.

Project a Professional, More Established Company Image Right or
wrong, consumers assume a company with a toll free number is a
more established and secure company. When a toll free number is
attached to a virtual PBX with an automated attendant, that
powerful image is perpetuated. An automated attendant will
answer all incoming calls with the same professional and
courteous message every time, day or night. Professional
greetings can be recorded by the business owner themselves, or
even by a voice talent, and customized for the needs of the
business. It doesn’t matter if the business is operated out of a
home office or the Oval Office. The caller hears a professional
greeting each and every time they call.

Unified Voice and Messaging System With a toll free virtual PBX
system, small businesses only need one telephone number. This
number can be an office phone, cell phone, fax, and pager all in
one. Gone are the days of having to put 3 or 4 different numbers
on business cards. Now the virtual PBX toll free number replaces
them all. When a call comes in to the toll free number, it can
be routed to any local number. It can even be programmed to
route to different numbers at different times of the day or even
different days of the week. A call never has to be missed again.
That kind of flexibility is unheard of with a traditional toll
free number or a hardwired PBX. If the call is not answered, or
is sent to voicemail, the virtual PBX system can even send out a
page to let the user know that there is a message waiting for
them. The toll free number also acts as the fax number. When a
fax is sent, the system recognizes it as a fax and can store it
in the fax mailbox for later retrieval, forward the faxed
document to a local fax machine, or even send the fax to an
email address as an attachment. The unified messaging feature
unchains small business owners from the home or small office and
allows them the flexibility to get out and build their business
while still being available to their customers.

Powerful Automation No matter how efficient a small or
home-based business is, they simply cannot be available to their
customers all the time – unless they have a toll free virtual
PBX system. If a caller has questions they want the answers now.
If they don’t get those answers when they call, chances are
they’ll look some place else. Making sure information is
available, even when a live person isn’t, can be the difference
between someone becoming a customer or moving on to the
competition. A toll free virtual PBX allows the storage of an
unlimited amount of information for callers to retrieve 24 hours
a day, 7 days a week. Menus broken down into what kinds of
information a caller might need, make it easy for them to
navigate the system and get what they are looking for. Faxes can
even be attached so the caller can request an automated fax
back. For a business that needs to pre-qualify their callers, or
would just like to get some information about them, can take
advantage of question and answer voice mailboxes. A set of
pre-recorded questions can be asked of the caller and the voice
responses then saved in the system and emailed as a sound file.
These automated processes not only save time, but they also make
sure callers can get the information they need when no one is

Web Based System Access A toll free virtual PBX is just that,
virtual. What that means for a small business owner is that one,
there is no hardware to maintain or software to buy, and two,
that they can access their system from anywhere they can get
online. Online system access is one of the most popular features
of a virtual PBX system. Web-based system access allows users to
check their voice and fax messages over the internet or have the
messages delivered directly to an email address. Of course,
messages can still be checked from any touch-tone phone,

A small business owner has administrative access to check the
call logs of all incoming calls to their toll free number and
use the call capture feature to not only capture the phone
number of the person calling, but also their name and address.
It also allows a user to run reports based on different criteria
chosen. For example, reports could be run to show when the
busiest time of the week is for customer service or if the call
volume increased after a specific ad campaign was released. The
applications are endless.

With all these powerful features, and most times more, it’s
amazing that toll free virtual PBX systems can be found at a
reasonable price. Most systems offered are between $9.95 and
$29.95 depending on the capabilities and size of the system.
Many will offer a varying number of voice mail boxes, features,
and minute plans. A good toll free virtual PBX service provider
can also customize systems if needed.

Technology is ever changing in today’s fast paced world. Small
business owners will either have to embrace it or risk being
left behind