BUSINESS VOIP PLANNING AND ACCEPTANCE WORKSHEET Yenra | September 7, 2026 Guide: https://yenra.com/business-voip/ Use one copy per proposed rollout. Gather bills, device/number inventory and authorized account and network owners. Enter current supplier quotations with their date, region and assumptions. Keep passwords and transfer PINs elsewhere. US emergency-calling items require the provider/installer's applicable review. 1. REQUIREMENTS Business/location: __________________ Owner/contact: __________________ Users: ____ Shared locations: ____ Desk phones: ____ Softphones: ____ Main number: __________________ Other numbers and purpose: ______________ Remote workers and locations: ___________________________________________ Observed busy-period simultaneous external calls: ____ Observation date/window: __________ Proposed test scenario: ______________ Ask provider how queues, conferences, transfers and forwarding consume capacity. Opening-hours caller journey: ___________________________________________ Unanswered/overflow route: __________ After-hours/holiday route: __________ Voicemail owner and retrieval method: ___________________________________ Special devices, model, responsible supplier and required test: ___________ Accessibility and headset requirements: _________________________________ 2. COMPARABLE QUOTATIONS (repeat for each supplier) Provider / quote date / currency / region: _______________________________ Term / usage assumptions / required licenses: ___________________________ One-time payable total and included equipment/services: __________________ Recurring payable total and billing interval: ___________________________ Included usage, overage, taxes/fees and exclusions: _______________________ Support responsibility and escalation: __________________________________ Exit, port-out and equipment-return terms: _______________________________ Unresolved required features: ___________________________________________ 3. PILOT (record expected, actual, pass/fail/unresolved, owner) Temporary number and representative users: ______________________________ Incoming / outgoing / two-way audio / caller ID: _________________________ Hold / transfer / queue overflow / voicemail / menu keypad: ______________ Remote worker / required concurrent-call scenario: ______________________ Timestamp, endpoint, network and call IDs for failures: __________________ US direct 911, notification and location review owner: ___________________ Provider validation completed: ______ Evidence/reference: ______________ Any real 911 test: coordinate in advance via the local center's non-emergency number. Record approved test arrangements separately; never call casually. Outage simulation approved by / alternate route / result: ________________ Go/no-go owner and outstanding conditions: ______________________________ 4. CUTOVER AND FOLLOW-UP Receiving provider port confirmation / window / time zone: _______________ Current account authorization and bundle dependencies resolved: __________ Keep old service active until all numbers transfer successfully. Alternate contact route and person who can invoke it: ___________________ External test of each number after port: ________________________________ Old provider closure / retained services / returns confirmed: ____________ Operations owner: ______ Next busy-period review: ______________________ FICTIONAL GUIDE EXAMPLE (not a sizing rule or price quote) 12 staff = 10 office + 2 remote; 6 desk phones + 6 softphones. One main number + four direct numbers. Five external conversations observed at busy time; pilot tests six including a reception transfer. Ask the provider how the transfer affects capacity. Compare the same required queue features and full recurring total; one supplier may require an additional license. SOURCE CONTEXT Service responsibility example: https://learn.microsoft.com/en-us/microsoftteams/pstn-connectivity US MLTS requirements: https://www.ecfr.gov/current/title-47/chapter-I/subchapter-A/part-9/subpart-F/section-9.16 Emergency test coordination: https://www.911.gov/calling-911/frequently-asked-questions/ Porting process example: https://www.ooma.com/small-business-phone-systems/how-to/how-to-start-the-number-porting-process/