Business phone system installation: what to know

What the job involves, what changes the price, and what to ask a pro.

What business phone system installation is

A technician installs desk phones, a phone system and the wiring, sets up extensions, voicemail and call routing, and trains staff to use the system. You need it when your office is moving, expanding or replacing an old phone system that drops calls or cannot handle your team.

Signs you need it

  • Calls drop, echo or cut out often
  • Your phone system is old and parts or support are hard to find
  • You are moving to a new office or adding staff who need extensions
  • Callers are not routed to the right person or the voicemail does not work
  • You want call routing, a receptionist menu or after hours answering set up

What the pro does

  • Plans the extensions, call routing, voicemail and hunt groups with you
  • Checks the existing wiring and the network connection for the phone system
  • Installs the phone system and the desk phones, and runs or tests the cabling
  • Sets up the extensions, the voicemail boxes and the call routing
  • Trains staff on the system and leaves a written guide and the admin login

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The number of extensions and desk phones
  • The phone system type, such as traditional, hosted or hybrid
  • Whether the existing cabling can be used or must be replaced
  • Whether the office network needs work to support voice traffic
  • The call routing and menu features needed
  • Whether staff training is done on site or remotely

What a written quote should spell out

  • The phone system, the desk phones and their models
  • The extensions, voicemail and call routing set up
  • Any cabling, mounts and network work, listed separately
  • Staff training and the written guide
  • Warranty and support for the system and the installation

Questions to ask before you hire

  • Is the system hosted or on site, and who owns the phone numbers?
  • Can you use my existing cabling, and have you tested it?
  • How do you set up call routing and after hours answering?
  • Will staff be trained, and is a written guide included?
  • What happens if a phone or the system fails?
  • What support do you provide after the install?

Red flags

  • Will not confirm who owns the phone numbers
  • Installs a system without testing the cabling and network
  • Leaves the admin login with the installer and not the business
  • Pushes a long contract without explaining the monthly charges

What you can do yourself

List your extensions, the name for each, the call routing you want and your voicemail greetings, and confirm who owns the phone numbers and the account before the install. Do not run phone cable inside walls or change the building's wiring without a plan. Call a technician for the system, the cabling and the routing setup.

Licenses and permits

A license is usually not required for business phone system installation. Cabling inside buildings may need to meet local rules that vary by state and city, so check with your state or local licensing agency.

Business phone system installation questions

Can I keep my existing phone numbers?

Usually yes, through a number transfer. Ask the installer how long it takes and what must be done with the current provider.

Do I need a new phone system or can I use the old one?

It depends on the age and the support for the old system. A technician can test it and tell you whether it can handle your needs.

Who manages the system after the install?

Ask whether you or the installer will manage it, and make sure the admin login and the guide are given to the business.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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