VoIP equipment buying tips

Before you commit to VoIP, evaluate the potential savings around toll-free calling between all locations. If you're only spending $100 per month, think twice before making such a serious investment. Don't buy just for the sake of having the latest technology.

Plan for the future. The cost difference between including extra capacity at the beginning of a project and adding more VoIP equipment later is significant – build in room for growth.

Don't try to save money buying used. The technology behind VoIP equipment is evolving so rapidly that even last year’s hardware is extremely dated. Plus, the installation cost is a significant portion of the price, and that won't change significantly with a used system in place of new. You also set yourself up for a shorter lifespan, higher upgrade costs, and more maintenance – in short, the deferred costs will almost certainly wipe out any upfront savings.

Investigate your vendor. Do not take a chance on unlicensed or unauthorized vendors. Your state board of electricity can tell you if a vendor is licensed, which verifies that the vendor is  bonded, covered with insurance, and generally in good standing with the state. Authorization comes from hardware manufacturers, and means that the vendor has passed competency exams and committed to ethical practices. This gives resellers the ability to access the manufacturer directly for VoIP equipment upgrades or tricky installation problems.

Some VoIP vendors will take your system’s documentation with them when they are finished, leaving only the user guides. Make sure you get all the administrator documentation and the passwords! Most VoIP systems today have web interfaces for making simple admin changes like adding users, but you will need the documentation and the admin password.