If your company has multiple locations – branches, telecommuters, remote sales offices – that are already connected to a company Local Area Network (LAN) or Wide Area Network (WAN), you are a prime candidate for an office VoIP system. You can share the full features of your phone system across all your locations. In addition, even if you have one office in Connecticut and one in California , VoIP allows calls between them via extension dialing, making it a zero cost call. For businesses with hefty monthly long distance charges due to calls between locations, that can be a very attractive reason to upgrade.

An office VoIP phone system can also save money as you are setting up a new office – you will not have to run separate cabling for your phone system. However, if you are setting up a new data network anyway, adding a parallel voice network at the same time is relatively cheap so the cost savings here might not be as large as you expect.

In many cases, the best solution will be a system that uses existing phone wires within the main office and VoIP for calls between locations. This combination works well if you have relatively new telecom equipment – many PBXs can be IP-enabled with software upgrades and minor hardware additions. Sticking with digital phones internally will save you money, as well as increasing the overall reliability of your phone system. Vendors can also set up systems that use only traditional lines and extensions at first, but support later expansion to VoIP.

The rapidly maturing business VoIP phone system industry means that there are many manufacturers with feature-rich systems that may be enticing to small businesses.

Sales channels

Buying a VoIP for business from a local reseller is the best choice for most businesses. Licensed, certified resellers have proven expertise, manufacturer support, and the ability to respond quickly to urgent problems that require a site visit. Checking that the reseller has manufacturer support is particularly important when buying a VoIP for business — this can be critical as upgrades are released or problems crop up.

Keep in mind that some vendors, particularly those whose background is in data networking, sell VoIP-only systems. This can drive up your costs unnecessarily when a hybrid traditional/VoIP system might be fine for your needs. Also watch out for vendors that simply add VoIP to your existing network whether or not it is fully ready to support voice traffic. They may later charge you for upgrades if you decide the call quality falls short of your expectations. Make sure you get a thorough analysis of your current network and the impact VoIP will have on it to get a true sense for your phone system costs.

Pricing

VoIP for business prices vary considerably based on the features you require, your existing telephony infrastructure, and the state of your data network. A complete 16-phone VoIP solution with all the features you would expect in a typical business phone system can run from $10,000 to $30,000 or more, installed. That is considerably more than a similar digital phone system would cost, but the long-distance savings on interoffice calls and the reduced administrative costs will offset some of the difference. A 64-phone installation including a dedicated server, voicemail, and more, could cost $50,000 to $75,000 and up.

Whatever you do, do not be tempted to do it yourself – setting up and maintaining a VoIP for business of any type requires specific expertise. There are many resellers and service firms that customize, install, and maintain VoIP systems – submit a free VoIP phone systems request for quote to find expert vendors in your area.

Choosing a system

Once you have decided that VoIP for business is right for you, the next step is to determine what of your existing telecom equipment you can keep. Many PBXs can be IP-enabled with software upgrades and minor hardware additions, and you may be able to use digital phones you already own. The potential cost savings are significant, and you can also increase the overall reliability of your phone system.

When comparing phone systems, make sure you investigate the details carefully. Many systems say they include “everything” but may not include the specific features you require. Exactly what makes up a “complete” system varies from vendor to vendor, so be sure you are comparing equivalent systems.

You may also want to learn whether the phone systems are built on open standards. While all VoIP systems use the industry standard Internet Protocol (the “IP” in VoIP) to route calls, some use proprietary technology for administration or integration features. Having a system run entirely on open standards can allow for greater flexibility in integration and customization. However, you may not be as concerned about flexibility as long as the features and costs match your requirements. The technology used in a particular system may impact whether you can leverage your existing equipment, so be sure to inquire about compatibility issues.

Lastly, remember that some common business devices require analog phone lines – notably fax machines, but also credit card processors, some security systems, and other devices. Make sure your vendor knows and accommodates these types of uses when planning your VoIP for business.

VoIP Equipment Buying Tips

Before you commit to VoIP, evaluate the potential savings of toll-free calling between all locations. If it is only $200/month, think twice before making such serious investment. Do not buy VoIP equipment just for the sake of having the latest technology.

Plan for the future. The cost difference between including extra capacity at the beginning of a project and adding more VoIP equipment later is significant – build in room for growth.

Do not try to save money buying used VoIP equipment. VoIP technology is so new that even last year’s hardware is extremely dated. Plus, the installation cost does not change whether a system is used or new, which is a significant portion of the price. You also set yourself up for shorter lifespans, higher upgrade costs, and more maintenance – in short, the deferred costs will almost certainly wipe out any upfront savings.

Investigate your vendor. Do not take a chance on unlicensed or unauthorized vendors. Your state board of electricity can tell you if a vendor is licensed, which verifies that they are bonded, covered with insurance, and generally in good standing with the state. Authorization comes from hardware manufacturers, and means that the vendor has passed competency exams and committed to ethical practices. This gives resellers the ability to access the manufacturer directly for VoIP equipment upgrades or tricky installation problems.

Some vendors will take your system’s documentation with them when they are finished, leaving only the user guides. Make sure you get all the administrator documentation and the passwords! Most VoIP systems today have web interfaces for making simple admin changes like adding users, but you will need the documentation and the admin password.