Skip to content

VoIP Texting: How It Works & How It Can Benefit Businesses?



VoIP Texting-How It Works & How It Can Benefit Businesses

Traditional phone-to-phone texting is inefficient 😞 nowadays. This method is more costly and lacks reliable and advanced features crucial for effective customer experience

To overcome this problem, businesses nowadays mostly prefer using VoIP texting 😀 for their business communication needs. VoIP texting offers businesses comprehensive features that are extremely cost-effective and provide exceptional results. 

In this article, you will learn what VoIP texting is, how it works, and how it can benefit businesses. We will also walk you through the step-by-step guide to setting up VoIP texting. 📳

Let’s begin. 


  • VoIP Texting refers to sending and receiving text messages using an internet connection.
  • The benefits of VoIP texting are improved customer satisfaction, simplified group messaging, and many more. 
  • VoIP texting sends your texts over networks as data packets via internet protocols.
  • Businesses can use VoIP texting to resolve customer issues, provide multiple communication channels, save time with automation, and boost customer engagement. 
  • KrispCall stands out as one of the best VoIP texting service providers, offering you advanced features at a low price.

What is VoIp Texting?

What Is Voip Texting

VoIP texting refers to a text-allowed virtual phone number that is assigned to the user instead of the device.

Voice over Internet Protocol, or VoIP texting, allows users to send and receive messages from a virtual phone number using an Internet connection. Unlike the traditional method, which allows only two devices to communicate, VoIP texting enables users to send texts from desktops, laptops, tablets, and more. 

With VoIP texting, you no longer have to stick to one device for your phone number. Instead, your number is connected to your account, which gives you the freedom to send and receive texts from wherever you are or whichever device you prefer. 

📙 Read: Why Consider VoIP Phone Systems for Marketing Agencies

How does VoIP Texting work?

VoIP texting utilizes a virtual phone number to send and receive messages. First and foremost, you have to assign a phone number to a user or group of users. Then, they can simply open a team chat app and add a phone number or select a contact. 

After that, users can easily send text messages using their preferred devices, such as laptops, mobile devices, and more. Once the user clicks the send button, the text is converted to a data signal that travels over the Internet.

These data are routed to the recipient’s phone number and ultimately delivered as a standard SMS. When the recipient receives the messages and replies, and the sender is notified about it. 

Benefits of VoIP Texting Over Traditional Phone-Phone SMS

There is no doubt that VoIP texting provides more benefits than traditional phone-phone SMS. Some key benefits of using VoIP texting for your business are. 

  • Improve customer satisfaction: VoIP texting’s quick responses and personalized messages enhance customer satisfaction by providing a direct and efficient communication channel. The high open rate of text messages ensures real-time interactions, fostering better relationships with customers and addressing their queries promptly, ultimately leading to higher satisfaction levels.
  • Simplify group messaging: VoIP texting also simplifies group messaging. Instead of getting stumped by email threads, team members can instantly discuss, send files, and collaborate. It is a structured way to maintain team coordination, quick brain waves, and teamwork.
  • Enhanced sales interaction: Sales evolution is possibly one of the most impactful results VoIP texting offers businesses. It allows salespeople to contact potential and existing customers in real-time, lead targeted promotions, set up appointments, and send follow-up or confirmation texts to buyers.
  • Reduced communication expenses: Compared to your traditional phone service, texting with VoIP reduces communication expenses. While VoIP providers offer affordable business texting plans, you don’t even need additional cell phone lines. Moreover, businesses can devour messages from any internet-connected device with business texting. 
👋 You May Also Like: What is a VoIP Intercom System? Top 5 Benefits in Real-Life Scenarios

How can businesses use VoIP Texting?

There are multiple ways in which businesses can use VoIP texting to improve their overall communication and operations. The following are the most important uses of VoIP texting by businesses: 

  1. Resolve customer issues: Businesses can use VoIP texting to assist consumers with problems, answer questions, provide updates, and share order status, allowing them to have a better experience.
  2. Provide multiple communication channels: By text-enabling a VoIP number, businesses give clients another option to connect with them, supporting the multichannel trend because many consumers prefer to utilize various communication channels.
  3. Cost-effective: VoIP texting is one of the low-cost modes of interaction, which lowers the cost per interaction compared to traditional phone messaging. Thus, companies can reduce costs and interact properly with customers.
  4. Save time with automation:  VoIP texting allows you to automate tasks such as scheduling messages, using templates, setting up auto-replies, and properly messaging incoming messages.
  5. Boost customer engagement: Since text messaging is the most-viewed and responded-to mode of communication, messages are more likely to be noticed, engaging consumers.

Limitations of VoIP Texting

As VoIP texting has many advantages, it also has certain limitations. Here are some of the key limitations:

  • Unstable connectivity and service disruptions: An internet connection is required to enable VoIP texting. Consequently, online interruption might cause dropped calls, late-received messages, and periods of no service. The problem can worsen people’s ability to communicate in real-time and threaten any workflows that rely on the fast and timely exchange of messages.
  • Limited device and platform compatibility: The compatibility of VoIP texting creates a limitation whereby it requires particular or specialized hardware or software to work effectively. The inaccessibility of the messaging platform presents a potential limitation in reaching several audiences with incompatible devices. It implies reducing access to the user, hence the limited use or acceptance of VoIP texting services.
  • Increased security risks and data privacy concerns: While messages are sent online, VoIP texts are susceptible to security risks. For example, hacking attempts and data breaches may concern most companies that send and receive sensitive information. As a result, the security of VoIP texts may not be safe if the data is confidential or proprietary.
  • Reliance on continuous power supply: VoIP texting depends on modems, routers, and other hardware that always require a power supply. Some locations are very susceptible to power disruptions, while access to electricity is entirely different in other places. Anyone can still send typical SMS without needing constant power. Therefore, VoIP texting might not be the ideal choice in some situations.

How to Set up VoIP Texting?

Follow these four steps to begin sending texts from your business phone number.

How to Set up VoIP Texting

1. Choose a VoIP provider.

First, you must select a VoIP provider that suits your needs and requirements. If you already have a VoIP provider, ask them if they have an SMS option. If you don’t have a VoIP provider and you’re considering moving from a traditional telephone system to the cloud, now could be an ideal time to switch to a single provider for your call and text needs.

2. Get a new number or keep your existing one.

After selecting a provider, you need to consider the phone numbers. There are two options:

  • Select a virtual phone number from a pool of available numbers. 
  • You can keep your existing phone number by porting it to another carrier.

3. Complete 10DLC registration.

Then, it is necessary to register for 10DLC. A 10DLC, or a 10-digit Long Code, is a specially selected 10-digit phone number intended for business communication and used for SMS messaging. However, such a number has compliance concerns, and before businesses are allowed to send messages, they still need to get approval from The Campaign Registry

The 10DLC registration operation takes into account two aspects. 

  • Brand registration: It identifies the business to the carrier networks.
  • Campaign registration: It requires businesses to give examples of the messages they plan to send and prove that customers agree with them.

4. Start sending texts from your VoIP system.

Once you’ve chosen a VoIP service provider with texting capabilities and set up your virtual phone number, you can start sending texts from your VoIP system. You can typically compose your message, enter the recipient’s phone number, and hit send.  

📙 Have a look: Top Reasons Why You Need The Right VoIP Solution for Your Contact Center 

Enhance Your Business Communication With KrispCall VoIP Texting

Upgrade your business communication to the next level with KrispCall’s advanced VoIP texting solution. Using KrispCall, you can easily scale up or down texting capabilities as per your needs without major infrastructure investments. 

In addition, KrispCall’s VoIP texting can be integrated with CRM and other business tools to automate repetitive messaging tasks like sending order confirmations or appointment reminders. Compared to traditional phone-based SMS, KrispCall’s VoIP texting is generally more cost-effective, especially for businesses with high messaging volumes. 

With KrispCall, you can provide business text messaging service to your valuable customers and run SMS marketing campaigns that are accessible on your iOS and Android apps.

Overall, KrispCall is an effective way of reaching out to your customers through SMS. It can enhance your prevailing communication style and upgrade your business operational efficiency.

🔥 Book your free demo today and discover how integrating texting with KrispCall’s robust features can revolutionize your business’s communication.


VoIP texting has become crucial in the world of business communication. It provides you with advanced features that eventually help you to improve your customer service, enhance sales interaction, and many more. 

However, as it provides you with a wealth of benefits, some limitations must be considered. Firstly, your communication can be interrupted if you are unstable and there is a service disruption. In addition, there are potential security risks and privacy concerns. 

However, choosing a good VoIP texting provider can easily avoid these issues. In this case, KrispCall is one of the leading VoIP texting providers that can solve your business communication needs at a relatively low price point. 


Can you text a VoIP number?

Yes, you can text a VoIP number using a VoIP texting service. VoIP texting services allow you to send and receive text messages to and from virtual phone numbers.

Is VoIP SMS cheap?

VoIP SMS can be more cost-effective than traditional SMS, especially for international messaging. Businesses can save on messaging costs by using VoIP SMS services.

What are the best VoIP text messaging apps?

Some popular VoIP text messaging apps include KrispCall, Nextiva, and OpenPhone. These apps offer a range of features for businesses looking to enhance their communication capabilities.

Does a Toll-free number receive text messages?

Yes, you can text a VoIP number using the VoIP texting service. VoIP texting service allows you to send and receive messages to and from VoIP numbers.

Is it possible to text a non-VoIP number from a VoIP number?

Yes, a VoIP number can exchange text messages with all mobile phones. Until recently, text-enabling a VoIP line or a business line was a complicated and expensive process, which is why it wasn’t a viable communication channel for most businesses.

Which is the best VoIP texting service preferred by business owners?

Most business owners prefer KrispCall’s VoIP texting services, which are cost-effective, reliable, and feature-rich. KrispCall is a well-known and dependable service with various features to enrich business communication.

Is it possible to text a VoIP number from your cellphone?

Yes, it is possible to text a VoIP number from your cellphone. VoIP texting enables users to send and receive text messages through an internet connection without the need for a traditional cellphone plan.

Follow our newsletter !
Subscribe to our newsletter & stay updated for the latest news.
Dinesh Silwal Co-Founder KrispCall

Dinesh Silwal

Dinesh Silwal is the Co-Founder and Co-CEO of KrispCall. For the past few years, he has been advancing and innovating in the cloud telephony industry, using AI to enhance and improve telephony solutions, and driving KrispCall to the forefront of the field.

Dinesh Silwal

Dinesh Silwal

Dinesh Silwal is the Co-Founder and Co-CEO of KrispCall. For the past few years, he has been advancing and innovating in the cloud telephony industry, using AI to enhance and improve telephony solutions, and driving KrispCall to the forefront of the field.

Related Blogs