When a customer first speaks with a VoIP sales rep, the conversation often jumps straight to pricing. Understandably, customers want reassurance that they aren’t being overcharged or ‘cheated.’ However, real, accurate pricing can only be provided when we’ve had the chance to examine a VoIP invoice. Why? Because this document tells us what’s truly in place for your business, helping us tailor a solution that fits your specific needs.
Table of Contents
Taking Inventory: What We Need to Know
Your VoIP invoice provides a snapshot of your current setup. Every account is unique, so it’s important to do an “inventory” to understand what services and equipment you’re using. For instance:
- Extensions: Some businesses only use virtual extensions, while others combine virtual extensions with physical telephone rentals.
- Network Devices: You might have hardware like an edge controller, which would need to be replaced, potentially with a new power Ethernet switch.
- Multiple Locations: Often, what appears to be a single-location account has additional locations hidden within the invoice.
- Additional Services: Invoices often include fiber lines, backup internet connections, fax lines (whether email-based or physical), and even integrations with office copiers.
- 800 Numbers: These are often listed on invoices or might be on a separate invoice. It’s crucial to ensure these numbers get transferred correctly.
Critical Services You Don’t Want to Lose
Beyond the basics, there are other essential services to consider, such as intercoms, elevators, burglar alarms, and fire alarms. While these might be bundled under your VoIP services, they likely run on separate copper lines. It’s crucial not to disrupt these services when making changes to your VoIP, ensuring that your security and communication systems remain intact.
Unified Communication and Third-Party Integration
In today’s connected business world, your VoIP system may be tied into other critical systems:
- Microsoft Teams or other third-party apps might be in play.
- You might have an API connected to a CPaaS solution, integrating communications into your website.
- There could also be ties to ERP systems or contact centers.
How We Build Your Solution
Once we’ve gathered the necessary information from your invoice and asked follow-up questions, we can work together to build the right solution for your business. By starting the conversation with “Let me see what you have,” we ensure transparency and accuracy. We can then provide a comparable quote, showing exactly how our services will improve your communication infrastructure.
Conclusion
In short, your VoIP invoice is the gateway to getting the best solution. By taking inventory, examining integrations, and ensuring no vital services are disrupted, we can craft a tailored plan that meets your needs and exceeds your expectations.
Checklist: What to Look for in Your VoIP Invoice
| No. | Item/Service | Current Provider | Status (Active/Inactive) | Action Needed (Replace/Upgrade/Keep) |
| 1 | Extensions: Virtual or physical telephone rentals | Active/Inactive | Replace/Upgrade/Keep | |
| 2 | Network devices: Edge controllers or Ethernet switches | Active/Inactive | Replace/Upgrade/Keep | |
| 3 | Multiple locations listed | Active/Inactive | Replace/Upgrade/Keep | |
| 4 | Fiber lines or backup internet connections | Active/Inactive | Replace/Upgrade/Keep | |
| 5 | Fax lines: Email-based or physical (connected to copiers or fax machines) | Active/Inactive | Replace/Upgrade/Keep | |
| 6 | 800 numbers | Active/Inactive | Replace/Upgrade/Keep | |
| 7 | Intercoms, elevators, burglar alarms, and fire alarms on separate copper lines | Active/Inactive | Replace/Upgrade/Keep | |
| 8 | Unified communication systems or third-party app integrations | Active/Inactive | Replace/Upgrade/Keep | |
| 9 | API integrations with CPaaS, ERP, or contact centers | Active/Inactive | Replace/Upgrade/Keep |
Contact:
Document Solutions Business Life Simplified
DS Managed IT Team
Phone: 1-908-653-0600
Website: https://www.dsbls.com/voip-managed-voice/
