When it comes to VoIP implementation, preparation isn’t optional—it’s the key to success. A smooth setup doesn’t just happen. It requires intention, structure, and a plan that scales. Jaime Norris dives into actionable best practices to help MSPs streamline operations, sidestep costly errors, and deliver an unforgettable customer experience!
1. Prep First, Execute Fast
"Give me six hours to chop down a tree, and I’ll spend the first four sharpening the axe." Abraham Lincoln’s words ring true for VoIP implementation. Time spent preparing upfront can save hours of headaches later.
One essential step? A project management meeting with your client. It’s your moment to gather every detail, set expectations, and ensure you’re not chasing down loose ends after the fact. As Jaime Norris put it:
"There’s nothing worse than needing something after the meeting’s over. Clients want one and done. Use that time wisely."
This is where tools like credit card authorization forms and PBX routing sheets come in handy. They capture everything you need while showing the client you’re serious about getting it right from day one.
2. The Quoting Tool: Save Time, Eliminate Errors
If there’s one tool every MSP should have in their arsenal, it’s the RingLogix Quoting Tool. Forget manual processes and second-guessing billing details—this tool automates the sales-to-activation journey seamlessly.
"The quoting tool is your paper trail," Norris explained.
"Time-stamped terms and conditions, automated activations, and error-free transitions make it invaluable."
Why it’s a game-changer:
- No Handoffs, No Mistakes: Activate quotes with all customer details intact, leaving no room for errors.
- Built for Speed: Once activated, the PBX shell is ready, users are added, and one-time charges are pre-set.
- Peace of Mind: With terms and conditions baked in, you’re covered.
With this tool, MSPs can go from quote to customer activation in record time, cutting out inefficiencies that cost time—and revenue.
3. Lock Down Your Network
A rock-solid network isn’t just nice to have—it’s essential for crystal-clear calls and happy customers. "Most VoIP issues aren’t the phones," Norris said.
"It’s the network, 70% of the time."
How do you avoid those problems? Start with the basics:
- Bandwidth Check: Make sure the network can handle the load.
- Disable SIP ALG: This setting is a VoIP killer. Turn it off. It, interrupts VoIP from operating properly. Especially if you don't manage the network.
- Document the Network: Record everything—router models, ISP details, passwords. You’ll thank yourself later.
Tools like RingLogix’s SIP ALG detectors and VoIP site surveys help you stay ahead of the curve. The upfront work may seem tedious, but it’s the secret sauce to reducing support calls and keeping clients smiling.
4. Build a PBX Without the Stress
PBX setup doesn’t need to feel like a balancing act. The key is preparation and a foolproof system. Norris shared:
"I’ve seen it too many times—PBXs built from scratch with no quotes. Customers aren’t billed for months. It’s a nightmare to fix."
Avoid that by using resources like the PBX Routing Sheet, which captures:
- Caller ID and E911 details.
- Auto-attendant menus, extensions, and routing preferences.
- Client approvals (yes, there’s a signature line).
Better yet, import user details through a CSV file to speed up the setup. "If you’re building a PBX with more than ten users, this form is your best friend," Norris said.
5. Smarter Porting Practices
Porting doesn’t have to be a headache. The trick? Skip live cuts when possible. Norris recommended purchasing a temporary DID:
"Live cuts are inefficient. With a temp DID, you’re not waiting on-site for hours. It’s faster, easier, and more reliable."
Pro tip: Always collect a Letter of Authorization (LOA) and recent invoice during the project management meeting. These small steps can prevent big delays later.
6. 10DLC Compliance Made Simple
SMS messaging is a game-changer for many MSPs, but compliance with 10DLC (10-Digit Long Code) requirements is non-negotiable. Norris broke it down:
"Think of 10DLC campaigns as use cases. Setting expectations with customers upfront is critical because approval timelines vary wildly."
RingLogix simplifies this process by automating 10DLC registration in the RingOS platform. MSPs can also use manual forms to ensure every customer is properly documented. The process may not be glamorous, but it’s essential for staying compliant and delivering on customer expectations.
The Big Picture: Scalable Success
At the end of the day, it’s all about building repeatable, scalable processes. Norris summed it up best:
"Preparation isn’t just about saving time—it’s about delivering a great customer experience while minimizing support issues."
By following these best practices, MSPs can create a system that works, grows, and thrives.
Let’s Connect!
RingLogix is here to help you every step of the way. Whether it’s quoting, PBX setup, or 10DLC compliance, we’ve got your back. Contact us today and see how we can simplify your VoIP implementation process.
