Office Move Phone System: Switch to VoIP & Take Your Numbers

Last updated: April 2026

Moving office is stressful enough without worrying about your phones. But for many businesses, the phone system is the thing that causes the most headaches during a move. With a traditional phone system, you are dealing with Openreach engineer visits, potential loss of phone numbers, weeks of lead time, and the very real possibility that your phones will not be working on day one at the new premises.

Here is the thing, though. If you are still on a traditional phone system, an office move is the perfect time to switch to VoIP. Not because we are trying to sell you something (although we do compare VoIP providers for a living), but because VoIP genuinely solves every phone related problem that comes with an office move. Your numbers come with you automatically. There is no engineer visit needed for the phone system. You can be up and running the moment your broadband is live at the new premises. And you will probably save money while getting a better system.

We are Compare The Networks, an OFCOM regulated telecoms comparison service based in Shrewsbury. We have been helping UK businesses with their phones since 2008, and office moves are one of the most common reasons businesses come to us. We have helped over 2,000 businesses through this process, and we know exactly what can go wrong and how to prevent it.

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The Traditional Office Move Phone Nightmare

If you have ever tried to move a traditional phone system, you know the pain. Let us count the problems.

The Number Problem

Your traditional phone number is tied to your physical phone line, which is tied to the exchange that serves your premises. If you move to a new premises served by a different exchange (which is common, even for short distance moves), you cannot take your number with you. The number you have printed on every business card, every piece of marketing, every directory listing, and every customer's contact list. Gone.

Openreach can sometimes arrange a "number translation" so calls to your old number redirect to a new one, but this is temporary, costs money, and means you are running two numbers.

The Lead Time Problem

Getting new phone lines installed at your new premises requires an Openreach engineer visit. The typical lead time is 2 to 4 weeks. If there is a problem with the line infrastructure at your new premises (common in older buildings or business parks), it can take longer. Meanwhile, you have a moving date and a lease starting, and your phones might not be ready.

The Hardware Problem

If you have an on premises PBX (the box that runs your phone system), you need to disconnect it, transport it, reconnect it, and reconfigure it at the new premises. This usually requires a telephone engineer, and the cost can run into hundreds or thousands of pounds depending on the complexity. There is also a real risk that something gets damaged or misconfigured during the move.

The Downtime Problem

With a traditional system, there is almost always a gap. Your old lines are disconnected, your new lines are not quite ready, and for a period of hours or days, customers cannot reach you. For some businesses, this is a minor inconvenience. For others, it means lost revenue and damaged reputation.

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Why VoIP Makes Office Moves Simple

VoIP eliminates every one of these problems because your phone system lives in the cloud, not in your office.

Your Numbers Travel With You

VoIP numbers are not tied to a physical line or exchange. They are virtual numbers that route calls over the internet. When you move office, your numbers do not need to move because they are already in the cloud. You unplug your IP phones at the old office, plug them in at the new office, and they work. Same number, same system, same everything.

No Engineer Visit for Phones

Your VoIP system runs over your broadband connection. There is no separate phone line to install, no phone wiring to run through the building, no Openreach appointment to wait for. As long as you have broadband and a power socket, your phones work.

Zero Downtime

Because VoIP works over the internet, you can have your phone system running at both locations simultaneously during the transition. Keep some phones at the old office while others are already working at the new office. Or use the mobile app to take calls from anywhere during the move. There is no gap, no period where customers cannot reach you.

It Just Plugs In

Modern VoIP desk phones connect to your network with a standard ethernet cable. Most also support wifi. Plug the phone into your new office network, and it automatically registers with your VoIP provider and starts working with all your settings, extension number, and phone number intact. There is nothing to configure.

If you are considering VoIP for the first time, our complete guide to hosted VoIP for UK businesses explains everything you need to know about costs, features, and providers.

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Planning Your Office Move Phone Setup: Complete Timeline

Whether you are switching to VoIP as part of your move or you are already on VoIP, here is the timeline you should follow.

8 to 12 Weeks Before the Move

Audit your current phone setup. Document everything about your current phone system:

• How many phone lines do you have?
• What phone numbers do you use? (Main number, direct dials, freephone numbers)
• What features do you rely on? (Auto attendant, call recording, call queuing)
• What hardware do you have? (Desk phones, conference phones, cordless handsets)
• Are there any non phone services on your lines? (Alarm systems, card machines, fax, broadband)

Order broadband for the new premises. This is the single most important thing to do early. Broadband installation at a new business premises typically takes 2 to 4 weeks, and sometimes longer if there is no existing connection. If the premises needs a new line from Openreach, allow 4 to 6 weeks. We offer Sky SOGEA broadband at £35+VAT per month with 80/20 speeds, which provides a solid foundation for VoIP. See our SOGEA broadband guide for details.

Choose your VoIP provider (if switching). If you are moving from a traditional system to VoIP, start the provider selection process now. Get a free VoIP quote from us and we will compare every major UK provider to find the right one for your business. Allow time for a trial period so you can test the system before moving day.

4 to 6 Weeks Before the Move

Start number porting. If you are switching from a traditional phone system to VoIP, initiate the number porting process. This moves your existing phone numbers from your old provider to your new VoIP provider. The porting process takes 5 to 10 working days for geographic numbers (01/02). Your VoIP provider handles the paperwork, but you need to provide a recent bill from your current provider as proof of ownership.

Order VoIP hardware. If you need new desk phones, order them now. Most providers ship phones pre configured within 3 to 5 working days. Brands like Yealink, Snom, Fanvil, and Grandstream are all excellent and start from £50 to £60 per handset.

Configure your VoIP system. Set up your auto attendant, call routing, user extensions, voicemail, and any other features. You can do all of this before the move so everything is ready to go on day one.

2 to 3 Weeks Before the Move

Confirm broadband installation date. Chase your broadband provider to confirm the installation date at your new premises. Make sure it will be active before your moving day. If there is any risk of delay, arrange a temporary broadband solution (see below).

Test your VoIP system. If you have a new VoIP system, test it thoroughly. Make test calls, check call quality, test the mobile app, verify your auto attendant works correctly. Fix any issues now rather than on moving day.

Plan for non phone services. If your old phone line also carried your alarm system, card machine, or broadband, arrange alternatives for these services at the new premises. Many alarm systems now work over broadband or 4G. Card machines are mostly 4G/wifi these days.

1 Week Before the Move

Final system check. Verify that broadband is confirmed at the new premises. Check that number porting is on schedule. Make sure all phones and equipment are ready to transport.

Brief your team. Make sure everyone knows the plan for phones during the move. Who is responsible for what? When will phones be available at the new office? How should they handle calls during the transition (mobile app, divert to mobiles)?

Set up temporary solutions. If there is any risk of a gap in phone service, set up call diverts to mobile phones. With VoIP, your team can use the mobile app to take business calls from anywhere, so there should be no gap at all.

Moving Day

At the old office: Unplug IP phones and pack them. If you have a traditional system you are keeping, an engineer will need to handle the PBX. Cancel your old phone lines only after confirming everything works at the new premises.

At the new office: Plug in IP phones to the network. They should register automatically and start working within minutes. Test inbound and outbound calls. Verify your business number is working correctly. Test the auto attendant from a mobile phone.

After the move: Monitor call quality for the first few days. If you experience any issues, they are usually broadband related rather than VoIP related. See our guide to VoIP problems and solutions for troubleshooting.

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Broadband at Your New Premises

Your VoIP system is only as good as your broadband. Getting reliable broadband set up at your new premises is the most critical part of the entire process.

Broadband Options for Business Premises

For most small businesses, SOGEA broadband at 80/20 Mbps is plenty for VoIP. Each VoIP call uses about 100Kbps of bandwidth. A 20Mbps upload connection can handle 200 simultaneous calls, far more than you will ever need. We offer Sky SOGEA broadband at £35+VAT per month, which is a solid, cost effective option. Check out our business phone and broadband bundles for the best combined deals.

What If Broadband Is Not Ready on Moving Day?

This happens more often than you would like. Here are your backup options:

4G/5G mobile broadband: A business 4G router from Three, EE, or Vodafone can provide enough bandwidth for VoIP while you wait for fixed broadband. Costs from £25 to £50 per month with no long term commitment. This is the most common temporary solution and works well for small teams.

Mobile VoIP app: Your VoIP provider's mobile app lets your team make and receive business calls using their mobile data or personal wifi. This is the simplest fallback and works immediately with no extra equipment.

Tethering: In an emergency, you can tether your VoIP desk phones to a mobile phone's hotspot. Not ideal for long term use, but it works for a day or two.

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Keeping Your Phone Numbers: The Complete Guide to Porting

For most businesses, keeping their existing phone number is non negotiable. The good news is that number porting is a well established, regulated process in the UK.

What Numbers Can Be Ported?

• Geographic numbers (01, 02): Yes, these port to VoIP without issues
• National rate numbers (03): Yes
• Freephone numbers (0800, 0808): Yes
• Non geographic numbers (0845, 0870): Yes, though these are less common now
• Mobile numbers: Yes, but this is a separate process from VoIP porting

How Porting Works

1. You sign up with your new VoIP provider and request a port of your existing numbers
2. Your new provider contacts your old provider (the "losing" provider) to arrange the transfer
3. The losing provider validates your request (they check you are the legitimate account holder)
4. A porting date is agreed, typically 5 to 10 working days from validation
5. On the porting date, your number switches to your new provider, usually within a few minutes
6. Calls to your old number now route through your VoIP system

Important Things to Know

Do not cancel your old service before the port completes. If you cancel your old phone line before the number has been ported, you will lose the number permanently. Let the port complete, then the old line is automatically cancelled.

One bill from the old provider is needed. Your new provider will ask for a copy of a recent bill from your old provider. This proves you own the number and gives them the account details needed to process the port.

Porting is free from most VoIP providers. Some charge a small fee (£5 to £10 per number), but many include porting in their setup process at no cost. Always check before signing up.

You can port numbers even if you are moving area. Because VoIP numbers are not tied to a physical location, you can keep your Shrewsbury 01743 number even if you move to Birmingham. Calls to your number will still connect, regardless of where your VoIP system is physically located.

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Comparison: Moving Your Old System vs Switching to VoIP

The last point is particularly important. Even if you successfully move your traditional phone system to the new premises, you will still need to switch to VoIP before January 2027 when the PSTN switch off completes. Moving a traditional system now means paying for a move and then paying again to switch to VoIP within a year. It makes much more sense to do both at once. For more on the PSTN switch off, read our PSTN switch off guide.

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Cost Comparison: Office Move Scenarios

Scenario 1: Move Traditional PBX to New Office

Scenario 2: Switch to VoIP During the Move

Switching to VoIP during your move typically costs the same or less than moving a traditional system, and your ongoing costs are lower. Plus you get a modern phone system with features like auto attendant, call recording, and mobile apps that your old system could never offer.

Get a free VoIP quote for your office move and we will show you exactly what it will cost for your business.

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Temporary Solutions During the Transition

Sometimes the timing does not work out perfectly. Your broadband might not be ready at the new premises, or your number port might take a few extra days. Here are practical solutions for staying connected during the gap.

VoIP Mobile App

The simplest solution. Your VoIP provider's mobile app lets your team make and receive business calls on their mobile phones using mobile data or wifi. Incoming calls to your business number ring the app just like they would ring a desk phone. Outgoing calls show your business number, not your personal mobile number.

Call Divert to Mobiles

If you are still on a traditional system during the transition, set up call diverts to mobile phones. This ensures no calls are missed even if the office phones are unplugged.

Answering Service

For businesses that need every call answered professionally, a temporary answering service costs £50 to £200 per month depending on call volume. The answering service picks up your calls, takes messages, and forwards urgent enquiries to your mobile.

Virtual Reception

Some VoIP providers offer virtual receptionist services as an add on. An automated system answers your calls, offers menu options, and routes calls to mobiles or voicemail. This can be set up in minutes and costs £5 to £15 per month.

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Your Office Move Phone Checklist

Use this checklist to make sure nothing falls through the cracks.

12 weeks before:

• Audit current phone system (numbers, lines, features, hardware)
• Check broadband availability at new premises
• Get VoIP quotes for comparison (start here)

8 weeks before:

• Order broadband for new premises
• Choose VoIP provider (if switching)
• Identify non phone services on your current lines (alarms, card machines)

6 weeks before:

• Initiate number porting process
• Order desk phones if needed
• Configure VoIP system (auto attendant, extensions, routing)

4 weeks before:

• Confirm broadband installation date
• Arrange alternatives for non phone services
• Set up and test VoIP system

2 weeks before:

• Final broadband installation confirmation
• Verify number porting is on schedule
• Plan temporary solutions (mobile app, 4G backup) in case of delays
• Brief all staff on the phone plan for moving day

1 week before:

• Final system test
• Set up call diverts as a safety net
• Confirm all hardware is ready to transport

Moving day:

• Unplug and pack phones at old office
• Plug in phones at new office
• Test all phones, numbers, and features
• Confirm auto attendant works (call from a mobile to test)

Week after:

• Monitor call quality
• Check call recordings are working
• Cancel old phone lines (only after confirming everything works)
• Update your phone number on website, business cards, directories (if changed)

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Frequently Asked Questions

Can I keep my phone number when I move to a different area?

Yes, if you switch to VoIP. Traditional phone numbers are tied to the telephone exchange serving your premises, so moving to a different exchange area means losing your number. VoIP numbers are not tied to a physical location, so you can keep your 01743 Shrewsbury number even if you move to Manchester. Calls route over the internet regardless of where you are physically located.

How long does it take to set up VoIP at a new office?

If broadband is already active, VoIP desk phones can be working within 30 minutes of being plugged in. The phones connect to your network, register with your VoIP provider automatically, and start taking calls. The longer lead time is for broadband installation (2 to 4 weeks) and number porting (5 to 10 working days), which is why we recommend starting the process 8 to 12 weeks before your move.

What if my new office does not have good broadband?

Check broadband availability before signing a lease. For most business premises, SOGEA fibre to the cabinet (80/20 Mbps) is available and more than sufficient for VoIP. If fibre is not available, 4G/5G business broadband is a viable alternative for small teams. In rural areas with limited connectivity, a leased line guarantees bandwidth but costs significantly more. We can advise on the best option for your specific location.

Should I move my existing phone system or switch to VoIP?

In almost all cases, switching to VoIP during your office move is the better option. It costs the same or less than moving a traditional system, eliminates the risk of downtime, guarantees you keep your numbers, and gives you a modern system with features your old setup cannot match. With the PSTN switching off in January 2027, you will need to move to VoIP eventually anyway, so doing it during your office move saves you from paying for two transitions.

What happens if broadband is not ready on moving day?

Use your VoIP provider's mobile app to take business calls over mobile data or wifi. This gives you full phone system functionality (including your business number) on your mobile phone. For teams that need desk phones, a 4G business router provides enough bandwidth for VoIP while you wait for fixed broadband installation. We always recommend having a 4G backup plan in place for the first week at a new premises, just in case.

How much does it cost to move a phone system?

Moving a traditional PBX system typically costs £500 to £1,000+ including engineer fees at both premises, new line installations, and reconfiguration. Switching to VoIP during your move typically costs £300 to £550 including new desk phones and broadband setup, with lower ongoing monthly costs. For a 5 person office, VoIP saves you around £25 to £50 per month compared to a traditional system, which means the switch pays for itself within a year.

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Make Your Office Move the Easy Part

Your office move has enough stress without your phone system adding to it. If you are planning a move, talk to us early. We will help you plan the phone side of things, find the right VoIP provider, make sure your numbers port smoothly, and ensure you have working phones from the moment you walk into your new premises.

Get a free, no obligation VoIP quote in under 2 minutes. Tell us about your move and we will come back with the best VoIP options for your business. We are rated 4.3/5 on Trustpilot from over 1,000 reviews, and we have been helping UK businesses with exactly this since 2008.

No sales pressure. Just clear, practical advice from people who have done this thousands of times.