1. Build a short requirements list

Use a recent working day as your starting point. List the situations your team wants to handle better, then ask each provider to walk through those situations. Keep the same checklist for every conversation so that a polished demonstration does not replace the requirements you came to test.

• Who needs an extension, and where will they work?
• Who should receive sales inquiries and support requests?
• What should happen when the usual person is unavailable?
• Which messages or follow-up tasks should reach your team?

2. Ask for a demonstration that follows your workflow

If AI reception is part of your evaluation, ask to see a caller reach the right person, an unanswered question move to a human, and a follow-up request reach its destination. Ask what needs configuration in your account. Treat a staged demonstration as an example to discuss, not proof that every integration is already configured for your business.

3. Compare the complete order

Ask for a written description of the plan, required setup and any optional services. Review the current service terms alongside the quote. Separate the phone service you need now from additional modules you may want to evaluate later.

• Confirm the number of extensions and the selected calling terms.
• Ask which equipment, setup and optional services have separate charges.
• Clarify what happens after any introductory offer ends.
• Record the support arrangements and responsibilities for your account.

4. Plan number porting and phone compatibility

IPPBX provides guided number-porting support, subject to number eligibility and carrier timing. Existing phone compatibility needs review before setup. Ask the team to check your numbers and devices before agreeing on the migration plan. Build the plan around confirmed dependencies. Identify who will supply account information, who will approve the call flow and how your team will confirm that calls reach the intended destinations.

5. Agree on acceptance checks

Write down what your team will verify before calling the migration complete. Include incoming calls, transfers, after-hours routing and any selected follow-up workflow. Assign someone to record the results and report exceptions. This gives both your business and the provider a shared definition of a successful setup.

Discuss your business phone requirements

Bring your call-flow checklist, current numbers and phone models to an IPPBX migration assessment. Use the contact link to discuss the plan and configuration that fit your business.