What is VoIP Texting, & How Does It Work?

Tired of juggling multiple messaging apps and expensive texting plans?

You may be running a business, working remotely, or just want a more innovative way to send texts without relying on your phone network. Traditional texting can be limiting and costly.

But here’s the good news: VoIP texting gives you more flexibility, better control, and lower costs.

In this guide, we’ll explain VoIP texting, how it works, and why it might be the upgrade your communication style needs.

Let’s dive in🚀

What is VoIP Texting?

VoIP texting is a communication style that allows users to send and receive text messages. VoIP phone numbers are not like traditional cellular networks; they use the Internet instead. VoIP texting works through a VoIP phone, mobile phone, or mobile application. VoIP texting also allows businesses to manage their calls and texts through one platform.

Commonly used for customer interaction, sms marketing, and appointment reminders, VoIP texting helps improve the customer experience and streamline communication with the support of a VoIP provider.

How Does VoIP Texting Work?

VoIP (Voice over Internet Protocol) texting operates like traditional SMS texting, but instead of depending on cellular networks, VoIP uses the Internet to send and receive messages. Here’s a comprehensive guide on how VoIP texting functions:

Step 1: Convert messages into data: VoIP turns your texts into digital packets sent over the internet instead of traditional phone lines.

Step 2: Send texts via the internet: Your messages travel online, bypassing cellular networks completely.

Step 3: Convert for delivery if necessary: When a regular phone is the recipient, the communication will be delivered as standard SMS.

Step 4: Text from any device: You can send and receive texts from your phone, but you can also text from computers and other devices connected to the internet.

Step 5: Integrate and automate: VoIP texting’s beauty is its ability to integrate texting easily with calls and video, and we can use programs to automate or greatly simplify the capabilities at any time.

How to Setup VoIP Texting?

Step 1: Choose a VoIP Provider

First, you want to find a VoIP phone service provider that has a history of providing VoIP phone systems and SMS services. If you already have a VoIP provider, ask if they have existing SMS service customers.

If you are considering switching to a cloud-based service and don’t have a VoIP provider yet, this is a great opportunity to switch to one provider for voice and text.

Step 2: Get a new number or keep your existing one

Once you’ve decided to go with a service provider, the next step is to think about phone numbers.  After selecting your provider, you have two options: 

• Choose a new virtual number. You’ll be given another phone number to use for your outbound campaigns.
• Transfer your old phone number: If you would like to keep your phone number from Telus when switching to Rogers, it can take between a week and a few weeks to transfer your number.

You must perform number porting, which keeps your phone number as you change providers. Your current provider releases the number, and then your new provider moves it.  Communicate closely with the new provider during number porting.

Step 3: Complete 10DLC registration

You can start calling after you get your new VoIP number, but remember, this doesn’t mean you can just start sending VoIP texts to US phone numbers right away. US regulations require one more step first.

The next step is to complete the 10DLC registration. A 10-digit extended code refers to a personalized 10-digit phone number designated explicitly for business communication and text messaging applications.

Step 4: Train your Team & start using your VoIP system to send text messages

Gather your team and provide them with thorough training on how to send messages and configure custom triggers using the Workflow Automation feature. Once everyone is comfortable with the process, you can begin your messaging operations immediately

How Businesses Use VoIP Texting?

Businesses today rely on VoIP texting to enhance communication, improve the customer experience, and boost overall efficiency. From marketing to support, this technology helps teams send and receive texts quickly via VoIP phone or mobile app, streamlining every part of the customer journey.

1. Run SMS Marketing and Campaigns

Companies use VoIP text messages to carry out SMS-based marketing campaigns that are targeted to specific consumers or groups of consumers. 

Oftentimes, they can send and receive promotions, product updates, and event notifications through SMS instantaneously to consumers, effectively communicating with many people at once, for almost non-existent cost, with maximum possible implications for customer engagement.

2. Share Appointment Reminders and Surveys

VoIP texting allows teams to send automatic appointment reminders, conduct customer surveys, and confirm bookings all through one VoIP phone provider. These quick messages reduce no-shows, increase response rates, and support better customer interaction.

3. Improve Contact Center Performance

In a modern contact center, agents can handle calls and texts from the same platform. Using a VoIP phone, businesses can route texts to the right agent, keep a clear message history, and strengthen service quality across channels like sms messaging and voice over internet protocol.

4. Support Remote Work with Mobile Apps

With mobile app access, employees can use their mobile phones to send and receive texts on the go. This flexibility helps sales teams, field agents, and real estate professionals stay connected with clients anytime, without needing a traditional phone system.

5. Enable Mass Texting and Automation

VoIP platforms let you run mass texting campaigns or automate responses to FAQs using short codes and templates. This helps platforms for businesses manage high-volume communication for promotions, alerts, or feedback while reducing manual workload.

6. Unify Customer Communication

Businesses can integrate urgent communications into their workflow and customer communications into one location. Many companies utilize tools like Google Voice, SIP trunking, and cloud contact books, take all of your phone calls, SMS, and personal texting, and let the team work with diminished friction, improving productivity and overall customer satisfaction.

Limitations of using VoIP texting

VoIP texting is fully dependent upon reliable, dependable internet connectivity. If there is little to no wifi/data service, organizations cannot reliably send and receive texts or calls. As a result, customer engagement/dealing will be disrupted and the overall customer experience will be tarnished, particularly in contact centers and sales channels.

B. Carrier and Regional Restrictions

Certain mobile carriers and areas may block or restrict messages sent from VoIP numbers, which can either cause delivery failure or delayed delivery. This can impede SMS marketing campaigns and lessen engagement. Businesses need to be aware of these restrictions prior to proceeding with VoIP texting.

C. No Support for Emergency Texting

While most VoIP text messaging services don’t permit messages to emergency numbers (e.g., 911), it may seem unimportant because we text so often with our phones. This should be taken into account if you are a business or individual who uses emergency text-based communications. We advise customers to use regular telephones for urgent services when possible.

D. Spam Filtering Risks

Care for both user devices and carriers may flag text messages as spam from a VoIP number. Text message visibility is drastically reduced, and customer trust and engagement may be tarnished. Good texting practices and a reputable VoIP provider can reduce spam filtering problems.

E. Limited Multimedia Messaging (MMS) Support

Several VoIP providers do not support, or limit you from, SMS messaging options, limiting your ability to send images, videos, or group messages, and limiting how businesses engage customers using rich media, which is often critical to marketing and customer service.

F. Number Portability Challenges

Transitioning existing mobile numbers to a VoIP system can be hit or miss when it comes to support or feasibility. This can make it difficult to attempt to collapse customer communication to one number and a unified platform. Businesses need to communicate and strategise with their VoIP phone provider, obligated to give notice before number changes.

Benefits of VoIP Texting

VoIP texting is leading the industry in changing the way businesses interact with customers by embracing internet-based technologies and incorporating traditional messaging. Knowing these advantages will allow businesses to improve customer engagement on their own terms and streamline customer interaction.

I. Cost-Effective Communication

VoIP text messaging uses an internet connection instead of a traditional line, which provides businesses with savings. This means businesses can send and receive texts and calls at a very low price, enabling mass texting, new appointment reminders, and SMS services at very low costs.

II. Better Customer Engagement

VoIP IVR texting lets businesses respond to customers in real-time, push news out, and share promotions. This ultimately provides a more satisfying customer experience as it feels personalized, and the users are notified and engaged from start to finish.

III. Unified Communication Platform

VoIP systems are often provided to integrate text, call, and other communication apps in a single platform. This allows organisations to unify customer interaction, reduce workflow complications, and develop more efficient teams—all from a mobile app or desktop interface.

IV. Scalability and Flexibility

VoIP texting grows as your business needs expand. With small teams or large contact centers, you can add users, virtual numbers, and messaging capabilities without the headache of complex infrastructure changes as your team and outbound messaging needs grow and change.

V. Supports SMS and MMS Messaging

Many VoIP providers support both SMS and MMS messaging, allowing businesses to send text, images, videos, and more. This enhances marketing efforts and customer service by providing richer, more engaging content directly via text message.

VI. Advanced Tracking and Analytics

VoIP platforms often include tools to monitor message delivery, response rates, and customer engagement. These insights help businesses optimize marketing campaigns and improve overall communication strategies for stronger customer engagement.

Conclusion

For businesses, VoIP text messaging is a great, low-cost, and low-effort way to improve customer connection and better internal communications. VoIP texting uses your internet connection as opposed to traditional phone lines while unifying all messaging through calls and texts. The result is improved customer engagement and enhanced operational efficiency. 

VoIP texting has limitations, including dependence on the internet and regional limitations, but its benefits, such as scalability, automation, and advanced insights, make it an effective means of reaching customers for marketing purposes, reminders for appointments, and speaking with contact centers. 

Overall, adopting VoIP text messaging is a good first step toward modernising your business and changing the way you communicate!

Upgrade your communication with Dialaxy’s VoIP texting. 

Send messages faster, stay connected with customers, and manage everything in one innovative platform. Start texting the professional way, choose Dialaxy today.👉Sign Up.

FAQS

Can I send VoIP texts from my mobile phone?

Yes! Most VoIP providers offer mobile apps that let you send and receive texts using your business number from anywhere.

What devices support VoIP texting?

You can use VoIP texting on smartphones, tablets, desktops, laptops, and VoIP-enabled phones.

Is VoIP texting free?

While it’s not usually free, VoIP texting is often cheaper than traditional texting plans, especially for high-volume use.

What is 10DLC registration, and why is it needed?

10DLC is a U.S. regulation requiring businesses to register their texting number for compliance and better delivery rates.

Can VoIP texts get flagged as spam?

Yes. If messages aren’t properly registered or follow poor practices, carriers may flag them as spam. Use a trusted provider.