Replacing your business phone system?

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It pays to replace your phone system when keeping it running costs more than replacing it: parts that are hard to find, a technician for every new extension, no app for colleagues who aren't at the office. You keep your company's numbers: we file the porting request for your fixed numbers, and a system that supports SIP can stay connected. Below are the signs, the three options and what a full quote must include.

Signs your current system is holding you back

Parts and service are getting harder to find, and every fix means a technician at the office.
A new extension or an office move needs cabling and a visit.
Colleagues can't answer on their mobile or laptop when they're away from the office.
You have no voice menu, call queue or call recording, and reports are missing. We explain what a voice menu does in our IVR guide.
Sound or connection problems keep coming back, even after you've checked your network and your operator's line.

Bad sound or dropped calls: what to check first

Before you blame the phone system, find where the problem comes from. Four questions help:

Does it happen on one phone or on all of them? If it's just one, the handset or its cable is usually at fault.
Is the phone or computer connected by cable or by Wi-Fi? Try the cable too.
Does it happen only at certain times, when many devices use the internet at once?
Does it also happen on the operator's line, without the phone system? Then ask your operator to check the line.

If the problem is the old equipment, replacing it makes sense. If it's the network, a new phone system on the same network won't fix it on its own. Network requirements for IP phones are in the desk phones guide in our Knowledge Base.

Three options, from the smallest change to the biggest

Keep your system and connect it to the cloud. If it supports SIP, it stays in service through the External IP-PBX connector, for 20 EUR a month on top of your plan. The technical steps are in Connecting external SIP PBXs. An analogue system can be connected, for example through a gateway; we tell you what you need once you tell us your model.
Move to the cloud and keep your phones. SIP-compatible IP phones are configured on the new system, and analogue phones connect through a VoIP gateway.
Replace everything. Colleagues answer in the browser, the mobile app, the Capital Talker softphone or on IP phones.

If you're not sure whether your current system is analogue, digital or IP, see our guide to the types of business phone systems.

What a full quote must include

This list comes from the real requests we receive. For example, a dental clinic asked us for a voice menu, a queue at reception, recordings and an extension for every treatment room. Whoever the provider, a good quote tells you clearly:

how many users are included and what each extra user costs;
which features are in the price: voice menu, queue, recordings and how long they are kept, reports;
the setup and activation cost, separate from the subscription;
which equipment you can keep and what you need to buy;
what happens to your existing numbers and who files the porting request;
the per-minute rate for calls and whether prices include VAT;
the contract length, the notice period and how you get support;
how soon you'll be live.

At CapitalPBX, the answers are public. The Lite plan costs 60 EUR a month with VAT for 3 users, or 48 EUR a month billed annually, and each extra user costs 10 EUR. The voice menu, the queue and recordings kept for a year are included. There is no activation fee, and standard setup is included. National calls cost 0.01 EUR a minute plus VAT. The contract is monthly or annual, with 30 days' written notice. Support: 24/7 by e-mail, at support@capitalpbx.ro; by phone, Monday to Friday, 09:00–17:00. All the details are on the pricing page.

What the switch looks like

After a 15-minute call, we set up the extensions, the voice menu and your business hours. We file the porting request for your fixed numbers, and numbers from other operators can be connected. You're usually live within a few days. The steps, one by one, are in our guide to installing a business phone system, and everything the platform can do is on the CapitalPBX virtual PBX page.

Frequently asked questions

When does it pay to replace your phone system?

When maintaining it costs more than a new one: parts and service that are hard to find, a technician for every change, no app for colleagues away from the office, and missing features such as a voice menu or call recording.

Can I keep my company's numbers if I replace the phone system?

Yes, you keep your company's numbers. We file the porting request for your fixed numbers, and numbers from other operators can be connected to the new system.

Will a new phone system fix bad sound?

Only if the problem comes from the old equipment. If it comes from your network or internet connection, it has to be fixed there, whatever the phone system.

What does the switch cost and how long does it take?

Standard setup is included and there is no activation fee. Plans start at 60 EUR a month with VAT, or 48 EUR a month billed annually, and the switch usually takes a few days.