How to Set Up a VoIP Phone System for Your Business

Setting up a VoIP phone system sounds more complicated than it is. Most small businesses can go from sign-up to live calls in under 10 working days — without an engineer, without new wiring, and without buying a single piece of hardware.

Here's exactly how to do it.

What You Need (and What You Don't)

Before you start, it helps to know what's actually involved.

You need:

• A broadband connection (standard business or home broadband is fine)
• A device — laptop, desktop, smartphone, or tablet
• About 30 minutes to configure your account

You don't need:

• An engineer to visit your premises
• New phone lines or wiring
• Expensive handsets (though you can use them if you want)
• A long-term contract

That's it. VoIP runs over your existing internet connection. The phone system lives in the cloud. Your calls go through an app or a physical IP handset — your choice.

The 7 Steps to Getting Your VoIP System Live

Step 1: Check Your Broadband

VoIP calls use very little bandwidth. A single HD voice call uses roughly 100 Kbps. Even a modest broadband connection can handle several simultaneous calls without any issues.

What matters more than speed is stability. Jittery or unreliable broadband causes poor call quality. Run a quick speed test and check your ping. If your connection is consistent, you're ready to go.

If you're on a shared or congested connection, it's worth prioritising VoIP traffic in your router settings (most modern routers support this). Our support team can talk you through it if needed.

Bottom line: Standard business broadband is almost always sufficient.

Step 2: Choose a Plan

Pick the plan that matches your actual call volume — not the one that sounds most impressive.

All plans are 28-day rolling. No annual commitment. You can upgrade or downgrade at any time.

If you're not sure which plan suits you, start with a 14-day free trial — no credit card required. You can always switch plan once you've had a chance to see how your team uses it.

Step 3: Pick Your Numbers

You have two options here.

Option A — Get a new number. We can provision a new UK number for you immediately. Choose a local 01/02 number for the area you operate in, or an 03 number if you want something more national. This is the fastest route.

Option B — Port your existing number. If you want to keep your current business number, we'll handle the porting process for you. Number porting typically takes 5–10 working days depending on your current provider.

You don't have to wait for a port to complete before you go live. We'll set you up with a temporary number straight away so your team can start using the system immediately. Once your port completes, calls to your old number automatically route through VoIPninjas. There's no gap in service.

If you have multiple numbers — direct dials for different departments, for example — we can port those too.

Step 4: Set Up Your Users

Once your account is active, you add users through the portal. Each user gets their own extension, their own direct dial number if you want one, and their own login for the softphone app.

You set names, extensions, call permissions, and voicemail greetings at this stage. It takes a few minutes per user.

If you're a sole trader or a small team, this is straightforward. If you're setting up 20 or more users, our support team will walk you through a bulk import to save time.

There's no limit on how many users you can add, and you only pay for what you use. Scale up when you hire, scale back if you need to.

Step 5: Configure Your Call Routing

This is where your phone system actually takes shape. Done right, it makes your business sound professional and ensures calls always reach the right person.

The main things to configure:

Auto-attendant (IVR). This is the "Press 1 for sales, press 2 for support" menu callers hear when they ring in. You record a short greeting, set up the menu options, and assign each option to a user, team, or queue. Available on Samurai and Shogun plans.

Ring groups. Route calls to a team rather than a single person. Define the ring order — simultaneous (all phones ring at once) or sequential (ring person A first, then person B if no answer).

Voicemail. Set voicemail for individual users or shared inboxes. Voicemails can be delivered to email as audio files or transcriptions, so nothing gets missed.

Call recording. If you're on Samurai or Shogun, you can enable call recording per user or across the whole account. Recordings are stored securely and accessible from the portal. Useful for training, compliance, or simply keeping a record of important calls.

You configure all of this in the portal. No technical knowledge required. If anything isn't clear, we're available by phone and email to help you get it set up the way you want it.

Step 6: Install the App or Plug In a Handset

Here's where you choose how your team will actually make and receive calls.

Softphone app (free). Download our app on iOS, Android, Windows, or Mac. Log in with your user credentials and you're done. Calls go through your internet connection. Your business number appears as the caller ID. You can take calls on your mobile when you're away from the desk.

This is how most of our customers start. There's no hardware to buy, no delivery wait, and nothing to install physically. A laptop or smartphone is enough.

IP handset. Prefer a physical desk phone? IP handsets plug into your router via an ethernet cable. We can supply handsets pre-configured to your account — you plug them in and they work. No engineer, no setup calls. If you already own compatible IP phones, we can provide the configuration details so you can do it yourself.

You can mix and match. Some team members on the app, some on desk phones — the system handles both without any changes to how routing works.

Step 7: Test and Go Live

Before you point your main number at the new system, test it.

Make a few internal calls between users. Ring in from a mobile and check the auto-attendant works as expected. Test voicemail. Check call recording is capturing what you expect. If you're using a softphone on mobile, test it away from your office Wi-Fi.

Run through the scenarios your business actually deals with: calls out of hours, calls to a busy extension, transfers between team members.

Once you're happy, update your number routing and you're live. The whole process — from signing up to taking real calls — typically takes less than 10 working days. For businesses taking a new number rather than porting, it can be much faster.

We're Here If You Need Us

VoIPninjas is a direct provider, not a reseller. When you call us, you speak to someone who actually manages the platform. We're based in Christchurch, Dorset.

If you get stuck at any point during setup, call us on 0330 043 2388. We'll walk you through it. Most customers are up and running with minimal back-and-forth.

Ready to get your VoIP system live? Start your free 14-day trial — no card required. Most businesses are fully live within 10 working days. Start your free trial → or call 0330 043 2388 No tie-in, no setup fees.

Frequently Asked Questions

Do I need an engineer to set up VoIP?

No. Everything is configured through an online portal. The softphone app installs in minutes. If you're using IP handsets, you plug them into your router — no engineer visit required. If you hit a snag, our support team will talk you through it over the phone.

How long does it take to switch to VoIP?

You can be making calls within a day of signing up if you take a new number and use the softphone app. If you're porting your existing number across from another provider, allow 5–10 working days for the port to complete. We give you a temporary number in the meantime so there's no gap in service.

What happens if my internet goes down?

If your broadband goes down, VoIP calls won't work over that connection. Most businesses set a failover rule — typically a mobile number — so calls automatically divert if the internet is unavailable. You can configure this in the portal in under two minutes.

Can I keep my existing phone number?

Yes. We handle the porting process. You stay on your current provider until the port completes, so there's no period where your number is unreachable. Once ported, all calls to your existing number route through VoIPninjas.