Summary
VoIP enables voice (and video) calls over the internet. UCaaS is a broader cloud phone service that uses VoIP but unifies multiple communication and collaboration tools–voice, video conferences, messaging, file sharing, and more–into a single platform. This article explains the similarities and differences and helps you choose the appropriate solution for your business.
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| Feature | UCaaS | VoIP |
|---|---|---|
| Definition | Integrated communication & collaboration tools delivered as a service | Technology for transmitting voice calls over the internet |
| Scope | Encompasses various communication tools such as voice, video calls, messaging, collaboration | Specifically focuses on voice transmission over the internet |
| Functionality | Offers a comprehensive suite of communication services beyond voice, including messaging, video conferencing, file sharing | Primarily focuses on voice calls |
| Deployment | Delivered as a service through cloud-based platforms | Technology used for transmitting voice, can be part of a larger communication system or standalone |
| Communication Tools | Offers a wide range of tools for internal and external communication and collaboration | Primarily deals with voice communication |
| Integration | Integrates multiple communication tools into a unified platform | Can be integrated with other communication and business systems for enhanced functionality |
| Scalability | Scales to accommodate various communication needs of an organization | Scalable for voice call volumes and infrastructure |
| Cost Model | Subscription-based model, often per user or feature-based pricing | Cost associated with internet usage and VoIP service provider |
| Use Cases | Suitable for organizations requiring comprehensive communication and collaboration tools | Widely used for making voice calls, particularly for businesses seeking cost-effective calling solutions |
| Impact on Business | Enhances productivity and collaboration through integrated communication tools | Provides cost savings and flexibility in voice communication methods |
What is VoIP?
VoIP, or Voice over Internet Protocol, is a technology that allows users to make and receive phone calls using an internet connection instead of traditional analog phone lines [1]. VoIP phones convert voice into digital data, split it into packets (often using compression codecs), and send them over the internet; packets are reassembled on the recipient's device in real time.
A VoIP number is linked to an online account rather than a specific device, so you can make and receive calls from smartphones, tablets, laptops, desktops, or desk phones–any device connected to the internet.
Common call management features provided by VoIP service providers include:
- Hot desking
VoIP benefits
Cost-effective
VoIP phone services generally have lower operational costs compared to traditional landlines. By using the internet for calls, businesses can significantly reduce monthly phone bills and avoid the expense of installing and maintaining physical phone lines [2].
Easy setup and installation
No special hardware is required–just a working internet connection. Most providers let you create an account and assign user roles online. Services are accessible via web browsers or apps.
Virtual telephone number
You can choose virtual phone numbers (including foreign area codes) even if you do not have a physical presence in that country or region. Local numbers can improve pick-up rates for outbound calls.
Low-cost communication
VoIP plans are usually sold as monthly or annual subscriptions and are typically much less expensive for international calls than traditional landline or mobile carriers. Calls to non-VoIP numbers are billed per minute at competitive rates.
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Access to advanced features
VoIP often includes interactive voice response (IVR) customization, call queuing, call recording, and other advanced features–either included or offered as add‑ons.
Flexible communication
Phone numbers aren't tied to devices, so remote and field workers can stay connected from anywhere.
Easy to scale
Adding or removing user accounts is straightforward and typically requires no additional hardware, enabling rapid, low-cost scaling of user access.
Secure conversations
VoIP calls can be encrypted; specify which protocols are used (for example, SRTP or TLS) and whether encryption is end-to-end or hop-by-hop. Providers may add security layers like two-step authentication.
What is UCaaS?
UCaaS (Unified Communications as a Service) is a cloud-based platform for business communications. While it uses VoIP for its voice component, UCaaS expands its scope to include a wide array of tools designed to enhance teamwork and productivity [3]. UCaaS is designed for both internal collaboration and external communication, allowing users to switch channels within the same session (e.g., move from a voice call to video and screen sharing without disconnecting).
UCaaS benefits
Unified platform
The primary benefit of UCaaS is the consolidation of all communication channels into one interface. This eliminates the need for employees to switch between disparate applications for calls, meetings, and messages, streamlining workflows and improving efficiency.
Cost-efficient feature access
UCaaS bundles collaboration features (screen sharing, file sharing, collaborative document editing) that would otherwise require separate services, often making it more cost-effective than assembling multiple point solutions.
Productivity tools
Built-in collaboration features–virtual whiteboards, real-time document co-editing, and screen sharing–boost meeting efficiency, improve training outcomes, and streamline remote teamwork. This is especially valuable for businesses with remote or hybrid work models, as employees, prospects, and clients can access these tools from any Internet-connected device [4].
Better customer experience delivery
Customized IVR routing and unified, omnichannel contact center software help agents resolve customer issues faster and deliver more personalized support. When all interactions are on one platform, agents can see emails, chats, and prior calls tied to a customer.
UCaaS vs VoIP: Similarities
UCaaS and VoIP share these key characteristics:
- Cloud-based business phone system
- No special hardware required, you can use smartphones, tablets, laptops, or desktops connected to the internet
- Simple installation with minimal technical expertise
- Virtual number availability in domestic and select international area codes
- Easy scalability
- Lower operational costs compared to traditional PBX systems
- Typically offered as monthly subscription plans without long-term commitments
UCaaS vs VoIP: Differences
Capabilities
- VoIP: Internet-based voice calls, often with optional video conferences and unlimited calling to international destinations, text messaging, and omnichannel communication.
- UCaaS: Voice and video plus instant messaging, email, fax, and collaboration tools.
Integrations
UCaaS platforms like Ringover commonly offer native integrations with business systems–CRMs, helpdesk tools, and productivity suites like Salesforce, Zendesk, Hubspot, and Google Workspace–to improve data flow and team collaboration.
Reports and analysis
Both platforms provide call center metrics, but UCaaS delivers more in-depth analytics because it unifies multichannel communication.
Costs
Both services use tiered monthly subscriptions that scale by features and user seats. VoIP plans tend to be cheaper due to narrower functionality; UCaaS pricing is higher but often includes more bundled features.
When to pick VoIP solutions
Choose VoIP if your primary communications are voice calls rather than messaging or collaboration.
- Your communication needs are mainly phone calls (inbound/outbound voice).
- You want a budget-friendly telephony solution. Startups and small businesses can benefit from the lower entry cost of VoIP services, which provide essential calling features without the expense of a full communications suite [5].
- You need virtual numbers for international outreach or local presence without a physical office.
- You don't require extensive collaboration features or unified multichannel communications.
Example: A sales outreach team focused on call campaigns may find VoIP the most efficient and economical option, especially with tools like parallel and power dialers.
When to pick UCaaS solutions
Choose UCaaS if:
- You want to unify internal and external communications across voice, video, chat, and email.
- Collaboration and productivity tools (screen sharing, whiteboards, document exchange) are essential to your workflows.
- You need integrated analytics and cross-channel visibility for customer interactions.
- Your organization is growing and requires a scalable, centralized communication platform. New users, features, and integrations can be added easily as your company expands [6].
Example: A retail customer support team that benefits from unified interaction history and multi-channel handling will likely prefer UCaaS.
Picking a communication solution for your business
Ask these questions to choose between VoIP and UCaaS:
- Who does your team need to communicate with (customers, partners, internal teams)?
- Are your teams co-located or remote?
- How important is real-time collaboration to productivity?
- What channels do your customers prefer?
UCaaS can be more expensive than VoIP, but many companies pay extra to unify communications and gain productivity benefits. After choosing between UCaaS and VoIP, evaluate service providers by comparing plan features, included destinations for international calls, per-minute rates for excluded destinations, and reliability (downtime, SLAs).
Example: Some providers (e.g., Ringover) offer local numbers in specific countries and include features like call recording in starter plans–details vary by provider.
Choosing an all-inclusive plan
- Prefer all-inclusive plans that bundle required features rather than a base plan that needs many paid add-ons.
- If you make international calls, compare included destinations and per-minute rates for others.
- Prioritize reliability and uptime alongside price–your phone system supports team cohesion and customer service quality.
- Choose a provider that meets both your current needs and expected future growth.
Conclusion: Making the Right Choice for Your Business
The choice between VoIP and UCaaS depends entirely on the specific communication needs of your business. The core difference is straightforward: VoIP is a technology that replaces your traditional phone system with an internet-based one, while UCaaS is a comprehensive service that unifies all communication channels–including voice, video, and messaging–into a single platform.
To make the right decision, assess your current and future communication requirements, your team structure, and your budget. By considering how each solution supports your overall business goals, you can select the platform that will empower your team to communicate and collaborate most effectively. Ringover provides both powerful VoIP and comprehensive UCaaS solutions to meet the needs of any business. Curious to experience Ringover for yourself? Start your free trial today!
Citations
- [1]https://britannica.com/technology/VoIP
- [2]https://bandwidth.com/glossary/voice-over-internet-protocol-voip
- [3]https://zoom.com/en/blog/ucaas
- [4]https://nojitter.com/ucaas/what-is-ucaas-a-guide-to-unified-communications-as-a-service
- [5]https://verizon.com/business/products/voice-collaboration/voip
- [6]https://uctoday.com/unified-communications/what-is-ucaas
Published on November 27, 2025.
