Communicating Cost Savings for Churches (2024 vs 2018)

In 2018 we wrote an article that covered the cost savings that could be realized by churches and ministries by switching to a cloud-based VoIP phone system away from a more traditional, on-premise hardware based phone system. Here’s how things have changed as we have moved beyond simple VoIP to a Unified Communications as a Service (UCaaS) system.

VoIP and UCaaS has grown in the role played in churches over the last couple of years, with new integrations and features being introduced to the VoIP phone system offered by Intulse. By 2018, churches were beginning to learn how VoIP could not only make them even more efficient in communications but also cut down some of the costs. Fast forward to 2024, and the shift towards UCaaS technology make this process more efficient and comprehensive due to integrations added for tools such as church management software (ChMS) as well as newer features like SMS texting, internal chat capabilities, video meetings, and much more.

The Evolution of VoIP in Church Communications

VoIP phone systems became a necessary solution for churches to get rid of much of the unnecessary expense compared to using traditional phones. Congregations discovered the economy and ease provided by it; it made it much easier to coordinate contact between its staff and members, which may be spread out through various parts of a metropolitan area. But as years went by, and more sophisticated capabilities in VoIP solutions became available, so did the needs and expectations of churches seeking more complex and multi-functional communication systems grow accordingly.

Cost Savings in 2018

The appeal to churches of VoIP services in 2018 was significant cost reduction compared to using a traditional landline. Most churches could reduce phone bills instantly by up to 50%, leveraging lower call rates and lesser hardware requirements, offering virtually any device with internet access the capability for making calls. Standard features like call routing, voicemail-to-email, and virtual extensions were the order of the day even then, making church communications much more efficient.

However, in 2018, UCaaS was hardly being considered and VoIP solutions had a scope of largely voice communications and basic call management. This still was quite the game-changer for most ministries run on conservative budgets and needing to maintain professional, reliable contact with congregants.

Moving from VoIP to UCaaS in 2024: Expanded Capabilities for Churches

By 2024, the needs of churches and ministries have grown, and so has the capacity of the UCaaS platforms which include VoIP as a core function. Cost efficiency remains a central feature, but the addition of new integrations and tools make these systems much more versatile and can help reduce additional costs.

Integration with Church Management Software (ChMS)

One of the biggest developments in recent years has been the creation of integration of the Intulse VoIP system with church management software, more commonly referred to as a ChMS. This includes systems like Rock RMS, Planning Center, Breeze ChMS, and more. For churches, managing member databases, organizing events, tracking donations, or facilitating communications with large groups can be an overwhelming feat. Today, VoIP systems, like those from Intulse, connect directly with popular ChMS platforms; all the heavy lifting that needed to be done from an administrative perspective has gotten much lighter.

This enables all the communications to be managed from a single location, whether phone calls, emails, or SMS, integrated with the member database of the church. This means congregational leaders have easy access to member information as well as communication history of calls and texts sent using the Intulse App. One of the greatest advantages is the realization of true mobility: all of that tracking and accountability happens regardless of whether the calls are made from a desk phone, a computer, or a personal mobile device using the Intulse App.

The result is a seamlessly integrated experience that marries church operations management with modern communication tools, freeing up more time for the ministry to focus on its missions, not administrative tasks, all while helping to reduce the bottom line in the church budget.

SMS Texting for Member Engagement

Another critical addition to the VoIP systems in the year 2018 is SMS texting. Churches are taking advantage of text messaging today in order to communicate with their communities in a personal and immediate way. As people increasingly started using mobile phones and as email failed to be effective for urgent communications, SMS has become critical.

Churches often use bulk SMS texting tools to send out dates and times of upcoming services, schedule updates, emergency notifications or even inspirational quotes. However, those bulk texting services don’t operate off of the church’s main phone number, and you cannot text individual members and have that conversation logged in the ChMS for accountability’s sake. That’s where the Intulse App fills a unique need as these services have helped in reaching out most effectively to the younger members who may not regularly access their email but are comfortable with instant messaging through text. An added bonus is the conversation logging that takes place in the Intulse App and/or the ChMS if they are connected, which helps to protect both the sender and recipient of any call or text message.

Since the inclusion of SMS functionality in VoIP platforms, churches have been assured of a direct line with their congregants, such that critical messages are received in real time.

Internal Chat for Staff and Leadership

In addition to SMS among congregation members, today’s VoIP systems allow for internal chatting among staff and leadership. While emails are still useful for formal communication, it is considerably faster and much more casual on instant messaging to discuss day-to-day matters. This feature allows church leaders to stay connected with staff, volunteers, and team members, helping them be even more communicative and responsive.

Internal chat tools also provide a space for quick problem-solving during services or events, ensuring that teams can stay coordinated without needing to step away from their responsibilities to make phone calls. With chat, all communication is organized and archived for future reference, adding another layer to efficiency.

Virtual Spaces Created by Video Meetings

With the rise of video conferencing, the way humans meet has changed a lot. While tools like Zoom existed in 2018, none of us saw exactly how powerful and helpful video meeting tools would truly become until the rise of Covid-19 lockdowns. Our need to stay connected, while being forced to remain separated was a massive, distinct, and frustrating challenge. Many turned to Zoom because of attractive pricing packages, but now the tools are unnecessarily bloated, or rely on additional licensing and fees to access the really useful features or overcome unnecessary limits like how many people can be in a meeting.

The necessity of video meetings since 2020 pushed VoIP systems and communications providers to keep up with the demand. In 2024, the Intulse App has now celebrated the 3rd birthday of our Meetings add-on for our UCaaS solutions, which boasts a fully integrated, state-of-the-art video meeting capacity to enable easier meetings by church staff, leadership teams, and even congregants when physical presence is not possible or practical. All of this is available at a lower per-user cost than Zoom, and without many of the limits that Zoom charges more to remove.

Video meetings also allow for church leadership discussions, staff coordination, and even virtual counseling or prayer meetings. This capability has been of utmost importance to congregations that are very spread out geographically, or whose members have a hard time getting around.

With VoIP services adding the capability for video meetings, churches have been able to bring together members of their congregations and help maintain a feeling of closeness when physical gatherings are not always possible. As VoIP systems have transitioned into UCaaS solutions, churches can further reduce their costs by shifting away from more expensive platforms like Zoom, and using native features like Intulse Meetings as part of the Intulse App.

Enhancing the Member Experience Through Innovation

Innovative features like ChMS integration, SMS texting, internal chat, and video meetings paint a picture of how VoIP technology has grown since 2018. The landscape of church communications is rapidly being transformed by the increased convergence of different communication tools into a unified platform, making it easier for churches to reduce costs, manage their operations, all while connecting with their communities.

VoIP providers like Intulse have expanded from offering only one solution that replaced traditional phone systems to a unified solution that streamlines all communications to one platform to improve the member experience. Churches no longer have to look elsewhere for tools enabling texting of its members, holding video meetings, or managing them; these can be integrated seamlessly into their VoIP phone system. 
 

Future of VoIP in Church Communications

If anything, the possibilities of VoIP in church settings continue to grow as we look toward the future. The Intulse App already includes AI tools for creating recorded greetings and employs reporting and analytics which allow churches to predict trends in communications or whether there are needs among their congregations.

In 2024, one thing is clear: VoIP is quite far from just being a cost-cutting measure for churches. It has become an intrinsic part of how ministries function, reach their communities, and give spiritual leadership in an increasingly digital world. For those churches that have embraced such changes, the fruits of the effort are clear in better communication, increased efficiency, and most importantly, a connected flock.

Is Your Church Seeing A Difference?

We’ve seen big changes between 2018 and 2024. As Intulse has shifted from VoIP phones to a full-blown UCaaS solution, connecting with church management software and adding features like SMS texting, internal chat, and video meetings, we’ve made a significant difference in how churches can reduce costs and communicate better, whether internally with their team or with their congregations. We want churches to realize cost savings, while at the same time helping them achieve these 3 goals:

• Stop using personal mobile devices for direct communication – use the Intulse App instead
• Integrate with a ChMS to improve efficiency, while logging and tracking conversations
• Protect staff and members through added security and accountability

If you would like to realize the future of church communications, contact us today for a demo!