Buying VoIP for business

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

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

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.