Voice-over-Internet Protocol (VoIP) calling is simple and convenient. Most service providers incorporate unified communications (UC) features that streamline business conversations. With the advancements in VoIP business phone systems’ technology and call clarity in recent years, now is a perfect moment for businesses to transition from a traditional provider to a VoIP solution. To make the transition smoother for you, read our comprehensive VoIP installation checklist:

1. Determine the Requirements

Determine what your company and team require from a VoIP system. The features you need may be offered in the standard or lower-priced plan, depending on the uniqueness of each system. To determine the requirements, ask yourself the following questions:

  • Does your business require a basic system that allows calls and texts, or do you need a service that includes more features?
  • Are you looking for a solution that allows you to use existing hardware?

2. Test the Internet Connection

Once you’ve determined the requirements, you’ll need to test your office’s Internet connection to see if it can handle VoIP at a specified volume. You don’t want to sign up for VoIP only to find out it doesn’t work with your current Internet connection.

3. Create a Budget

How much money does your company have to invest in a new VoIP system? Price is an important concern in any organization, so think about your budget before you start looking for VoIP providers and services. It’s very easy to get carried away while looking at the exciting features and add-ons that VoIP has to offer. That’s why it’s crucial to establish a budget early on in the process. Planning and allocating the budget beforehand will help you stay grounded and ensure that you don’t cross the spending limit while choosing the features for your business needs.

4. Ensure Network Stability

As you might guess, VoIP setup necessitates high internet speeds because the technology divides voice data into packets that are then transferred over your connection. As a result, you’ll need a connection stable enough to handle both inbound and outbound calls, as well as any internet traffic created by UC capabilities, such as video conferencing and team messaging.

5. Cloud PBX or Traditional PBX?

Before setting up a VoIP system, decide whether to go with a cloud-hosted PBX or an on-premise solution. Private branch exchange (PBX) technology underpins modern VoIP (PBX). A traditional PBX system uses the Internet to let you make calls, check voicemails, and transfer calls to coworkers through a dedicated on-premise server that uses IP routing technologies to manage calls.

6. Choose Hardware and Features

VoIP provides several incentives and attractive features based on each company’s unique needs and requirements. To maintain a specific level of quality, a company with several agents who are on the phone most of the day may need VoIP headsets and call monitoring services. The list of alternatives is extensive, which is why one of the most crucial things for you to figure out is the features and hardware you’ll need. This means that you will have to identify the needs and add-ons for your business.

7. Select a VoIP Service Provider

There are a lot of choices when it comes to hosted VoIP services, and deciding which one is best might be difficult. Once you’ve narrowed down your choices, call the sales staff of your preferred provider and go over your company’s needs and list of additional features to ensure that the provider is a good fit. Many current providers, such as Grasshopper, RingCentral, and Nextiva, provide free trial periods or money-back guarantees, allowing you to try out their calling solutions without risk.

8. Order Phone and Hardware

It’s time to order your hardware after you’ve selected your service provider. Most VoIP services do not require specific VoIP phones to be utilized. If you want to keep using your analog telephones, for example, you can usually buy an adapter to plug them into. You can also use your computer, tablet, or phone in some situations.

9. Transfer Your Phone Numbers

If you want a new business phone number, you’ll have to choose between a local number and a toll-free or vanity number available. Your customers or clients will not face any incontinence once you move from a typical public switched telephone network (PSTN) analog line to a VoIP phone system. This is where the concept of number porting comes into play. Through number porting, you can maintain communication with your clients effectively. You mustn’t discontinue your existing phone service before the porting process is complete.

10. Keep Your Current Number

It’s understandable if your company wants to preserve its current phone number(s). Your present phone numbers are recognizable to your consumers, and they know that dialing them is a reliable means to contact the company. There is no need to be worried if you are hesitant to accept or set up a new phone number as it’s nothing unusual.

11. Get Your Team On-Board

It’s time to share the love with your staff after you’ve configured your ideal business phone system. With OpenPhone’s simple mobile interface, onboarding new team members has never been easier.

12. Setup and Configure Your VoIP System

Installing a new VoIP service can be tricky, especially if you don’t have a tech team available. Fortunately, numerous companies offer cloud-hosted PBX services that eliminate installation requirements. If you don’t already have an on-premise server room, consider cloud PBX before going with on-premise PBX to save money on your VoIP setup. This reduces the requirement for additional space and technical staff. In many cases, all you have to do is download the provider’s software and connect any VoIP-enabled desk phones you’ll be using.

You’ll also need to configure the functionality of your system once it’s been installed. Make calling schedules, assign extensions if necessary, and set up a voicemail system that works for your company.


Voice over internet protocol (VoIP) is gradually gaining traction worldwide (VoIP) primarily because the benefits of switching to VoIP are numerous. Although most providers make the switch simple, some businesses are still hesitant because they believe the VoIP setup procedure will be difficult.

We hope you found out VoIP installation checklist helpful. Learn more about VoIP features and other communication solutions by connecting with Richmond Telecom. Call now at (804) 964-1700 or complete the form. Good luck!

About the author : cindi martin


Not Just Any Telecom Company. We’re Richmond Telecom.

Not Just Any Telecom Company. We’re Richmond Telecom.

No matter your industry, we provide custom solutions that exceed your expectations.