Is cloud or on-prem PBX better?

For small offices, cloud is practical for both setup and maintenance. For special integrations or heavy usage, on-prem may be preferable.

Does the phone stop working when the internet drops?

Yes, VoIP depends on the internet. A backup internet line and mobile-app failover setups reduce the impact of an outage.

Can my old number be ported?

In most cases, yes. The port can take 2-4 weeks. Varies by operator and line type.

Do I have to use IP phones?

No. A softphone (computer software) or a mobile app also works. Mixed use is common.

Do I have to keep my current line count?

No. SIP trunk concurrent-call capacity is flexible; it is sized to real use and can be raised as needed.

Moving to VoIP — An SME Readiness Guide

Summary: A VoIP migration succeeds with number porting (SIP trunk), internet bandwidth (symmetric + QoS), IP phone selection, and mapping existing PBX features (IVR, recording, queue) into the new system. For an SME of 10-50 people, 3CX or FreePBX are the two most common practical choices.

Analog PBXes used for years still exist in SME offices, but maintenance cost is climbing, flexibility is missing, and they no longer fit the remote-work model. VoIP (Voice over IP) carries phone traffic over the internet. A well-planned VoIP move gives SMEs both a cost advantage and flexibility. This guide walks through the prep phase of the migration.

Why Does Moving to VoIP Make Sense?

Traditional PBXes run on copper lines and depend on hardware. VoIP carries the voice as packet data over the internet. The gains VoIP brings to SMEs:

Branch and remote-worker phones integrated with a central PBX
Line cost drops (a SIP trunk is more economical than analog lines)
Adding a new user takes minutes
With a mobile app, the office number rings on the phone
Call recording and voicemail-to-email included
CRM integration (customer card opens on inbound call)
Conferencing and call-forwarding offer advanced options

If the move is done without prep, voice quality and connection reliability suffer.

Preparation Steps

1. Analyze the Current System

How many outside lines, how many extensions, which features are active (forwarding, hold music, queue management), monthly call minutes — all this is identified. The directory and user list are updated.

2. Evaluate the Network

VoIP is sensitive to network quality. Minimum requirements:

Sufficient internet bandwidth (85-100 kbps voice per user + headroom)
Low jitter and packet loss
QoS (Quality of Service) capable switch
A separate VLAN for VoIP
PoE-capable switch (for IP phones)

3. Choose the PBX Type

On-prem IP PBX: Runs on your own server or appliance (Asterisk, FreePBX, 3CX, Avaya, Yeastar). Provides full control but carries maintenance load.

Cloud PBX: Monthly service from a provider (Microsoft Teams Phone, RingCentral, Türk Telekom, Cloudcall). Quick to deploy, maintenance sits with the provider.

Hybrid: Some features on-prem, some in the cloud. Common during transition.

4. SIP Trunk Procurement

A SIP trunk is the digital connection that replaces the traditional carrier line. Look at line count (concurrent calls), monthly minute bundle, and number porting (MNP) conditions. Domestic and international rates are compared.

5. Phone Devices

Options include IP desk phones (Yealink, Grandstream, Polycom, Cisco), softphones, and mobile apps. Each user gets what suits them. Office workers prefer a desk phone; field teams prefer the mobile app.

6. Number Porting

Existing numbers are moved to the VoIP provider. The process can take 2-4 weeks; the plan must account for that window. For uninterrupted cutover, the old system runs in parallel.

7. Integrations

Integration with CRM, helpdesk, and accounting can be set up. Scenarios like opening the customer card on an inbound call, automatic call recording, and post-call survey become possible.

Migration Checklist

Phase	Check
Planning	User, line, feature inventory
Infrastructure	VLAN, QoS, PoE, bandwidth
PBX	Product / service selection
SIP trunk	Provider + number-porting plan
Device	IP phone / softphone selection
Training	Short usage walk-through for users
Parallel	Old system kept as backup
Cutover	Full transition and shutting down the old system

Common Mistakes

Going to VoIP before the network is ready
Skipping QoS configuration; voice quality drops
Insufficient user training, new phones go "unused"
Poor SIP trunk provider quality, dropouts happen
Skipping encryption (SIP TLS, SRTP) setup
Running the PBX on a server without UPS
Cutting the old system off completely with no rollback plan

Real-World Examples

Example 1: Cloud PBX at an Accounting Firm

An accounting firm moved to Microsoft Teams Phone to cut hardware management load. The number was ported, users started calling through Teams. The on-prem PBX hardware was removed.

Example 2: On-Prem IP PBX at a Manufacturing Site

At a manufacturing site, the field team in a remote branch needed the same extension on the mobile app. An on-prem IP PBX was set up with 3CX; SIP trunks for outside lines, office desk phones + field mobile were integrated.

Example 3: CRM Integration at a Consulting Firm

A consulting firm wanted the CRM card to open automatically on inbound customer calls. CRM integration was built with the VoIP provider's API; call duration and notes started being recorded automatically.

How Does Yamanlar Bilişim Support This Process?

Yamanlar Bilişim evaluates your current PBX and network and prepares the VoIP migration plan. Number porting, device procurement, parallel run, and cutover are all managed.

Main areas where Yamanlar Bilişim can support:

Current phone-system analysis
Network preparation (VLAN, QoS, PoE, bandwidth)
PBX type selection (on-prem / cloud / hybrid)
SIP trunk provider comparison and procurement
IP phone and softphone configuration
Number-porting process management
CRM and business app integration
User training and parallel-run plan

From Traditional PBX to VoIP: An SME Readiness Guide