How to Switch Your Business Landline to VoIP

By Olivia Johnson - Trusted UK Business Expert

Last Updated 1st of June 2026

7 minute read

Many UK businesses are moving from old landlines to VoIP phone systems. The switch can help your team work better, save time, and handle calls from anywhere. This guide explains the full process in simple steps so you can move your business phone system with confidence.

To switch your business landline to VoIP, check your broadband, choose a VoIP provider, move your business number, set up your phones or apps, and test your new system before fully changing over from your old landline.

VoIP is becoming one of the most popular business phone systems in the UK. In this guide, you will learn how VoIP works, how to move your number safely, what mistakes to avoid, and how to choose the best setup for your business.

Upgrade your business communications today with a simple Business Landline to VoIP switch. Click the button below to compare modern VoIP solutions designed for UK SMEs.

How to Switch Your Business Landline to VoIP

Switching your business landline to VoIP may sound technical, but the process is often much easier than business owners think. VoIP stands for “Voice over Internet Protocol.” This means your business calls travel through the internet instead of old copper phone lines.

Many UK firms now use VoIP because it offers more flexibility. Staff can answer calls from a desk phone, mobile app, laptop, or headset. It also works well for remote teams and growing businesses.

Businesses are also switching because older landline systems are changing across the UK. Many companies want a modern phone setup that is easier to manage and ready for the future.

A VoIP system can include:

• Desk phones
• Mobile calling apps
• Video calling
• Voicemail to email
• Call forwarding
• Auto attendants
• Call recording
• Cloud phone systems

The switch does not need to stop your business from working. With proper planning, many companies move to VoIP with very little downtime.

Why Businesses Are Switching from Landlines to VoIP

Businesses today need phone systems that are flexible and simple to use. Traditional landlines can still work, but many firms now want tools that support mobile work, remote teams, and modern customer service.

Many firms now explore the full process of switching from business landline to VoIP before older phone systems become outdated.

VoIP helps businesses do this.

Better Flexibility

One of the biggest reasons businesses switch to VoIP is flexibility. Staff can answer business calls almost anywhere with an internet connection.

This is useful for:

• Remote workers
• Home offices
• Mobile staff
• Sales teams
• Customer service teams
• Multi-site businesses

A business owner can even answer office calls from their mobile while away from the office.

More Business Features

VoIP systems often include tools that old landlines do not offer.

Common features include:

These features can help businesses appear more professional and organised.

Easier Business Growth

Adding new users to a VoIP system is often simple. A growing company can usually add more staff without major installation work.

This makes VoIP a good option for:

• Startups
• Expanding firms
• Seasonal businesses
• Hybrid workplaces

Lower Hardware Needs

Some VoIP systems work fully through apps. This means businesses may not need expensive phone hardware for every worker.

Many firms use:

• Mobile apps
• Laptop calling software
• USB headsets
• Existing broadband connections

This can reduce setup costs.

Step-by-Step Guide to Switching Your Business Landline to VoIP

The best VoIP switch starts with a clear plan. Businesses that prepare early often avoid delays and technical problems later.

Businesses that want more detail can follow this complete step-by-step guide to switching to VoIP in the UK for a smoother migration process.

Step 1: Review Your Current Phone Setup

Before switching, check how your current landline works.

Many companies first review how to migrate a business landline system to VoIP without interrupting customer calls.

Look at:

• Your current provider
• Contract end dates
• Business numbers
• Call volumes
• Existing handsets
• Linked systems like alarms or card machines

Some businesses have old systems connected to lift lines, payment terminals, or security devices. These may need checking before the switch.

Step 2: Check Your Broadband

VoIP relies on internet quality. Poor broadband can lead to poor call quality.

Check:

• Download speed
• Upload speed
• Router quality
• Broadband stability
• Network traffic during busy times

Fibre broadband is often best for VoIP systems because it gives stable performance.

Step 3: Choose the Right VoIP Provider

Not all VoIP providers are the same.

Compare:

Businesses should not choose based only on price. Cheap systems may lack support or useful features.

Step 4: Decide What Equipment You Need

Some firms want traditional desk phones. Others prefer apps.

You may need:

• VoIP desk phones
• Headsets
• Mobile apps
• Softphone software
• Better routers
• Network upgrades

Small businesses often mix desk phones with mobile apps.

Step 5: Move Your Business Number

Most businesses want to keep their current number. This process is called number porting.

Your new provider usually handles this for you.

Important tip:

Do not cancel your old landline too early.

If you cancel before porting finishes, you may lose the number.

Step 6: Test Your VoIP System

Before fully switching, test the system carefully.

Check:

• Incoming calls
• Outgoing calls
• Voicemail
• Call forwarding
• Call menus
• Mobile apps
• Sound quality

Good testing helps avoid problems on launch day.

Step 7: Go Live

Once everything works properly, your business can fully move to VoIP.

Many businesses monitor calls closely during the first few days. This helps spot any issues early.

Can You Keep Your Existing Business Number?

Yes. Most UK businesses can keep their current landline number when switching to VoIP.

This is called number porting.

The process moves your phone number from the old provider to the new VoIP supplier.

Businesses worried about losing customer contact details should learn how to keep their business number when switching from landline to VoIP.

Why Keeping Your Number Matters

Businesses often keep numbers because customers already know them.

Changing numbers can create problems such as:

• Missed customer calls
• Lost sales
• Marketing changes
• Website updates
• Printed material changes

Keeping the same number helps avoid confusion.

How Long Does Number Porting Take?

The timing varies between providers.

Some ports happen quickly, while others take longer if:

• Multiple numbers are involved
• Old account details are incorrect
• The number is linked to broadband services
• There are contract issues

Businesses should ask providers for a clear timeline before starting.

Common Number Porting Mistakes

Businesses sometimes delay the process by:

• Giving incorrect account details
• Cancelling services too early
• Forgetting linked services
• Missing paperwork deadlines

A good VoIP provider will normally guide businesses through the process.

What to Check Before Switching to VoIP

A smooth VoIP move starts with good preparation.

Internet Stability

VoIP calls depend on internet quality. If broadband cuts out often, calls may also fail.

Businesses should check:

• Fibre availability
• Router condition
• Wi-Fi strength
• Backup internet options

Current Contracts

Some firms forget to check contract end dates.

This can lead to:

• Exit fees
• Overlapping services
• Extra monthly charges

Always review contracts before switching.

Linked Business Devices

Some devices still rely on traditional phone lines.

Examples include:

• Alarm systems
• Lift emergency phones
• Fax machines
• Older card terminals
• Security systems

These systems may need upgrades or replacements.

Staff Training

VoIP is easy to use, but staff may still need basic training.

Helpful areas include:

• Transferring calls
• Using mobile apps
• Setting voicemail
• Managing call queues

Good training helps staff feel confident quickly.

VoIP vs Traditional Landline for Businesses

Many businesses ask whether VoIP is truly better than a landline. The answer depends on the company’s needs, but VoIP offers more flexibility for modern working.

VoIP systems are especially useful for businesses that need flexible communication.

Common Mistakes to Avoid When Switching to VoIP

Many VoIP problems happen because businesses rush the setup.

Cancelling the Old Line Too Soon

This is one of the biggest mistakes. Businesses can lose their number if services are cancelled before porting finishes.

Ignoring Broadband Quality

Even the best VoIP system may struggle on weak internet.

Choosing the Cheapest Provider

Low-cost systems may offer:

• Weak customer support
• Poor call quality
• Limited features
• Hidden charges

Businesses should compare value, not just price.

Forgetting Business Growth

Some companies choose systems that cannot grow with them.

Think about:

• Future staff numbers
• New office locations
• Hybrid working
• Extra call features

Planning ahead can save money later.

How Much Does It Cost to Switch to VoIP?

VoIP pricing depends on the business setup.

Common costs include:

Some businesses spend very little, while larger companies may need bigger systems with advanced features.

The best option depends on:

• Team size
• Call volume
• Remote working needs
• Feature requirements

Many businesses also compare whether VoIP is cheaper than a business landline in the UK before changing providers.

Is VoIP Right for Your Business?

VoIP works well for many industries.

• Small Businesses: Small firms often like VoIP because it is flexible and simple to scale.
• Retail Businesses: Retail teams can forward calls to mobiles or different locations.
• Trades and Mobile Teams: Electricians, plumbers, builders, and field teams can answer calls while away from the office.
• Remote Teams: VoIP supports home workers very well.
• Growing Companies: Adding users is often much easier than with old landline systems.

Final Thoughts

Switching your business landline to VoIP can help your company work smarter and communicate more easily. The process is usually straightforward when planned properly.

The key steps are simple:

• Check your broadband
• Review your current setup
• Choose the right provider
• Keep your business number safe
• Test everything carefully

A modern VoIP system can support remote work, improve customer service, and help businesses stay flexible as they grow.

Ready to switch your business landline to VoIP? Click the link below to compare trusted VoIP solutions and find the best phone system for your business today.

FAQ

Can I keep my business landline number when moving to VoIP?

Yes. Most businesses can keep their existing number through number porting. Your new provider usually manages the process.

Do I need special phones for VoIP?

Not always. Some businesses use VoIP desk phones, while others use apps on mobiles or computers.

Will VoIP work during internet problems?

VoIP needs internet access, but many systems can redirect calls to mobiles if broadband fails.

Is VoIP good for small businesses?

Yes. VoIP is popular with small businesses because it is flexible, easy to scale, and supports remote work.

How long does it take to switch to VoIP?

The setup may only take a short time, but number porting can take longer depending on the provider and phone numbers involved.

Ready to move from Business Landline to VoIP and cut your communication costs? Click the link below to discover faster, more flexible phone systems for your business.