VoIP & Business Phone Systems

The Problem / Why This Matters

Most businesses delay phone system upgrades because the cutover feels risky. The phone lines are working (barely), and nobody wants to be the person who broke the phones.

So the old system limps along. Voicemail-to-email doesn’t work. Call routing requires a technician who charges by the hour. Adding a new employee means waiting two weeks and paying for a new line. Remote workers are calling from personal cell phones and clients have no idea they’re talking to someone at home.

A modern VoIP setup fixes all of that. And the cutover, done right, takes one weekend.

What We Do

We design and deploy complete business phone systems built on SIP-based VoIP infrastructure.

• Desk phones: Yealink, Poly, and Cisco hardware, physical phones for reception desks, executive offices, and conference rooms
• Softphones: apps for Mac, Windows, iOS, and Android so remote workers have a business number on any device
• Auto-attendant: “Press 1 for sales, press 2 for support.” We configure the menu tree and record or source professional greetings
• Call routing: business-hours routing, after-hours voicemail, ring groups, and call queues
• SIP trunking: carrier-grade SIP trunks with competitive per-minute rates and no per-line lock-in
• Teams and Slack integration: direct calling within Microsoft Teams or Slack for companies that want calls to flow through their existing platforms
• Multi-location routing: calls ring the right office based on the number dialed, with internal four-digit extensions across locations
• Number porting: we handle the paperwork and timing so your existing numbers transfer without interruption
• Training: we walk every staff member through their phone, voicemail setup, and the features they’ll use daily

Our Process

Step 1: Needs Assessment We document your current setup: how many lines you have, who’s using them, what your call flow looks like, and what’s broken. We also note compliance considerations, as some industries have specific call recording or data residency requirements.

Step 2: System Design and Proposal You get a written proposal with a call flow diagram, hardware specs, carrier recommendations, and monthly cost comparison to what you’re paying now. We’ll show you the math on your ROI.

Step 3: Installation and Configuration We configure the phone system, install hardware, set up the auto-attendant and routing rules, and test every extension and call path. For number porting, we coordinate the timing with your carrier. Ports usually take 7–14 business days and we manage the timeline.

Step 4: Cutover and Training Cutovers happen on a scheduled weekend or evening to minimize business impact. We stay on-site through the cutover and are available the following Monday morning in case anything needs immediate adjustment. Every user gets a quick walkthrough of their phone and voicemail.

Why Gladiator IT

We’ve been setting up phone systems for businesses since 2012. Our clients include multi-location medical practices, law firms, and investment offices, environments where call reliability matters and downtime is not acceptable.

We handle the parts other vendors skip, including number porting coordination, carrier negotiations, and the training that determines whether your staff actually uses the system correctly. A phone system no one understands is just an expensive voicemail box.

Because we also manage IT infrastructure for most of our clients, we configure VoIP correctly on your network, with appropriate QoS settings, the right VLAN placement, and firewall rules that allow SIP traffic without opening security gaps.

What You Can Expect

Timeline: System configuration and hardware delivery typically take 2–3 weeks. Number porting runs 7–14 business days in parallel. Most cutovers complete in a single weekend.

What you need to provide: A list of current phone numbers, your current carrier account information, a headcount of users and their locations, and your preferred business-hours call flow.

Communication: We assign one project lead who manages the carrier coordination, the hardware timeline, and your schedule. You won’t be chasing down three different vendors.

Q: Can we keep our existing phone numbers?

A: Yes. Number porting transfers your existing numbers to the new system. The process takes 7–14 business days and we manage it. You don’t call the carrier, we do.

Q: What happens if the internet goes down?

A: We configure failover options: calls can roll to cell phones automatically, or we can set up a backup SIP trunk over an LTE failover connection. You won’t lose calls because your internet is having a bad morning.

Q: We’re a medical practice. Can VoIP handle our call volume?

A: Yes. We’ve deployed VoIP for multi-location medical offices with high inbound call volume. We configure appropriate call queues, ring groups, and after-hours routing for clinical environments.

Q: What if we want calls to ring in Microsoft Teams?

A: Teams Direct Routing lets us route PSTN calls through Teams using your own SIP trunk. Your staff calls and receives calls directly inside Teams. We configure and manage this.

Q: How much does VoIP cost compared to what we’re paying now?

A: Most businesses we migrate see 30–50% lower monthly costs on carrier charges. The hardware and setup cost pays back within 12–18 months for most offices. We’ll show you the comparison in the proposal.

Get a Quote

Tell us about your current setup and what you’re trying to change. We’ll put together a proposal with a call flow recommendation and a cost comparison.

VoIP & Phone System Quote Form

• Number of users and physical locations
• Current phone system (PBX brand, hosted VoIP, or unknown)
• Features needed (auto-attendant, call recording, softphones, Teams integration)
• Whether you need to port existing numbers
• Timeline for the project