How to Migrate my Business Landline System to VOIP?

By Olivia Johnson - Trusted UK Business Expert

Last Updated 29th of November 2025

5 minute read

Migrating from a traditional landline to a VOIP (Voice over Internet Protocol) system is one of the smartest upgrades your business can make today. We’ve helped many UK companies make the switch with ease — saving money, improving flexibility, and enhancing communication.

To migrate your business landline system to VOIP, you must assess your internet connection, choose a reliable VOIP provider, select compatible hardware or software, port existing numbers, and train your team for a smooth transition.

If you’re unsure where to start or what’s involved in the migration, don’t worry. This guide walks you through every step — from understanding VOIP to choosing the right provider and ensuring a seamless setup.

Make your switch to VOIP smooth, fast, and stress-free. Click the button below to explore the best next steps for your upgrade. Tap below to begin your VOIP migration.

How to Migrate my Business Landline System to VOIP?

Migrating to VOIP means moving your business phone service from traditional copper-based lines to internet-based communication. Instead of using analogue signals, VOIP converts voice into digital data transmitted through your internet connection. This allows for cheaper calls, enhanced mobility, and smart integrations with modern software.

With the upcoming PSTN (Public Switched Telephone Network) switch-off in the UK by 2025, every business will need to migrate from legacy landlines to digital systems. Making the move early means avoiding service disruption and gaining a head start with modern communication technology.

The process of migration may seem complex, but with proper planning and the right provider, it can be simple, fast, and cost-effective.

Step-by-Step Guide to Migrating to VOIP

Transitioning to VOIP requires planning and coordination, but following these steps will make your migration smooth:

Assess Your Current System and Needs

Start by reviewing your existing setup. Identify:

• The number of phone lines and extensions in use
• The key features you rely on (voicemail, call transfer, conferencing)
• Any existing contracts or hardware limitations

Once you understand your current situation, you can decide what VOIP features will best meet your needs.

Tip: If your business uses broadband, check your internet speed. VOIP requires a stable and high-quality connection. Ideally, a dedicated business broadband line ensures call reliability.

Choose the Right VOIP Provider

Selecting a trusted provider is crucial. Look for:

• Strong UK network coverage
• 24/7 technical support
• Competitive call rates
• Scalability – the system should grow with your business
• Security features such as encryption and secure data handling

Top UK VOIP providers include:

Compare these options based on your call volume, support needs, and budget.

Check Internet Readiness

Your internet connection is the backbone of VOIP. Before migration, test for:

• Upload and download speeds (minimum 100 kbps per line recommended)
• Low latency and jitter (less than 150ms preferred)
• Stable connectivity

If your internet isn’t strong enough, consider upgrading to fibre broadband or a dedicated leased line to ensure consistent call quality.

Select VOIP-Compatible Equipment

VOIP systems can work through:

• IP Phones – physical desk phones connected via Ethernet
• Softphones – computer or mobile apps with headsets
• Hybrid setups – mix of both for flexibility

Many modern VOIP providers include hardware in their packages. Choose devices that support HD voice quality, caller ID, and easy call transfer.

Plan the Number Porting Process

Most businesses want to keep their existing landline numbers. Number porting allows you to move your old numbers to the VOIP system.

This process involves:

• Submitting a porting request to your new VOIP provider
• Waiting for confirmation and transfer (usually 7–14 days)
• Testing your numbers once activated

During porting, your old lines remain active to ensure no missed calls.

Install and Configure Your VOIP System

Once your new system is set up, configure:

• User profiles and extensions
• Voicemail settings
• Auto attendants and call routing rules
• Integrations with CRM, email, or accounting systems

A good provider will help with setup, test calls, and staff onboarding.

Train Your Staff

Training ensures a smooth transition. Teach your team how to:

• Use new handsets or apps
• Transfer and hold calls
• Access voicemail and call logs
• Manage conference calls or video meetings

Many providers offer online tutorials and demos to make this process easier.

Test, Monitor, and Optimise

After going live, conduct test calls and monitor system performance.

Check:

• Audio quality
• Connection stability
• Call routing accuracy

Gather user feedback and tweak settings as needed. Regular system updates also keep your VOIP network secure and reliable.

Benefits of Migrating to VOIP

Migrating to VOIP brings a wide range of benefits beyond cost savings:

“Moving to VOIP transformed our business. We reduced phone costs by 40% and gained full control over our communications,” — Sarah Jenkins, Office Manager, London.

Common Challenges and How to Avoid Them

Migrating to VOIP can bring small challenges, but preparation prevents most issues.

• Poor Internet Connection: Without reliable internet, call quality drops. Always test speeds before migration.
• Inadequate Training: Untrained staff may misuse features. Provide short training sessions before going live.
• Security Risks: Choose providers that offer data encryption, firewalls, and secure cloud hosting.
• Downtime During Migration: Coordinate with your provider to migrate during off-peak hours and keep backup lines active.

Cost of Migrating to VOIP

Costs vary depending on your business size and provider.

Most small businesses can migrate for under £500 initially, with ongoing savings on monthly line rentals and call charges.

Security Considerations When Migrating

Security is key to a successful migration. Choose a VOIP provider with:

• Data encryption (TLS/SRTP)
• Regular security updates
• Two-factor authentication (2FA)
• GDPR compliance for UK businesses

You can also enhance safety by using secure routers, setting strong passwords, and scheduling automatic software updates.

Future of Business Telephony

By 2025, all UK businesses will transition away from traditional phone lines. VOIP is not just a trend; it’s the future of communication. As 5G and fibre networks expand, VOIP will become faster, more reliable, and more integrated with business tools.

Cloud-based phone systems also allow businesses to operate remotely — a must-have in today’s hybrid work environment.

Final Thoughts

Migrating your business landline system to VOIP is an investment in modern, flexible, and cost-efficient communication. With the right provider, careful planning, and proper training, your business can enjoy better call quality, smart integrations, and long-term savings.

Ready to switch to VOIP? Click the link below to compare the best VOIP deals for UK businesses and start your migration today.

FAQ

Do I need new phones for VOIP?

Not always. You can use your computer or mobile with VOIP apps, or connect existing phones using an adapter.

Can I keep my existing business number?

Yes, most providers allow number porting, so your customers can still reach you on the same number.

Is VOIP cheaper than a traditional landline?

Yes. You’ll save on line rentals and call costs, especially for long-distance and international calls.

What internet speed do I need for VOIP?

A minimum of 100 kbps upload/download per line is recommended, but faster is better for clear calls.

What happens if my internet goes down?

You can set automatic call forwarding to mobiles or backup numbers to stay reachable during outages.

Discover how easy it is to move to VOIP without losing your number or disrupting your team. Click the button below to find out more.