Switching to a VoIP system had been on my to-do list for ages, but like most business owners, I kept putting it off. After all, why mess with something that works, right? But when I finally decided to make the switch and port my business number over to VoIP, I quickly realised there was more to the process than I initially thought. Don’t get me wrong – it was a good move, and I’m glad I did it, but there were definitely a few lessons I picked up along the way.
If you’re thinking about making the switch to VoIP and porting your number, here’s what I learnt from my own experience.
1. Ensure Your Account is Active with Your Landline Service Provider
Before you can even begin the porting process, you need to ensure that your account with your current provider is active. Don’t cancel your account just yet – if you do, you might lose the rights to your phone number. It’s important to maintain your service until the porting process is complete.
Also, make sure you actually own the number. If your number is leased or linked to a contract that’s not in your name, you may face complications when attempting to port it.
2. Make Sure Your Payments Are Up to Date
This was a step I underestimated. If you have any outstanding payments with your current provider, you won’t be able to port your number. It’s crucial to settle any bills or outstanding balances before you initiate the porting process. For many businesses, that usually means dealing with Telkom, but it could also involve other providers like Neotel or MWeb.
I learned it’s helpful to have your account number and a copy of your most recent invoice handy, as these documents can speed up the process. Without them, delays can happen – and believe me, you don’t want to stretch out this process unnecessarily.
3. Submit Required Documents to Your New VoIP Provider
Once you’ve confirmed your account is active and your payments are up to date, you’ll need to submit the required documents to your new VoIP provider. In South Africa, this is a straightforward process, but you do need to be aware of the specifics.
Here’s what you’ll generally need:
- A porting letter on your company’s letterhead, authorising the porting process.
- A copy of the signatory’s ID (this is the person authorising the port).
- A recent phone bill from your current service provider.
- Your VoIP provider’s Geographic Number Porting (GNP) Authorisation Form.
Once these documents are submitted, your VoIP provider will take care of the technical side. It’s worth noting that all of this needs to comply with South Africa’s RICA (Regulation of Interception of Communications and Provision of Communication-Related Information Act) laws, so make sure your paperwork is accurate and up to date.
4. Select a Date for Porting
After submitting the necessary documentation, you’ll need to select a suitable date for the porting process. The process can take anywhere from a few days to two weeks, depending on factors such as the responsiveness of your current provider and how quickly ICASA (the Independent Communications Authority of South Africa) approves the request.
I found that planning the porting date around quiet business days was the best approach. On the day of porting, you may experience brief downtime, so it’s important to schedule this at a time when it will cause the least disruption to your business.
5. Activate Your VoIP System and Cancel Your Old Landline
Once the porting process is complete, your VoIP service will go live, and you can start using it for your business communications. After confirming that your VoIP system is fully functional, you’ll need to cancel your existing landline service. I found this to be a satisfying moment – knowing I had finally made the switch and could now enjoy all the benefits VoIP has to offer.
What Does Number Porting Cost?
The cost of number porting varies depending on the provider. Typically, you can expect to pay between R100 and R250 for porting a single number.
Though it’s a once-off fee, this cost is negligible compared to the long-term savings and advantages you’ll gain from using VoIP.
How to Avoid Delays or Rejections During Porting
Porting your number might sound simple, but there are a few common pitfalls that could delay or even halt the process. Here’s how to avoid them:
- Outstanding Payments: Make sure your payments are up to date with your current provider. Unpaid bills can block the porting process.
- Cancelled Services: Don’t cancel your landline account before porting. Cancelling too early could cause you to lose ownership of your number, and getting it back could be a headache.
- Wrong Documentation: Ensure you submit all the correct documents, including signed authorisation letters, proof of ownership, and recent bills. Double-check your forms to avoid delays.
Can You Use Your Number While It’s Being Ported?
Yes, in most cases, your new VoIP provider will give you a temporary number to use during the porting process. This ensures that your business can continue to make and receive calls as usual. Some providers even offer the option to forward calls from your existing number to the temporary number, so you don’t miss any important communications.
Once the porting is complete, you can switch back to your original number and start enjoying all the features your VoIP system has to offer.
Final Thoughts on Porting a Number to VoIP
Porting my business number to a VoIP system was a learning curve, but ultimately, it was a smart move for my business. The flexibility, cost savings, and extra features have all made a noticeable difference. That said, it’s essential to go into the process with your eyes open – do your research.
If you’re a business owner thinking about making the switch to VoIP, I hope these lessons help you make a smoother transition. It’s not always a straightforward process, but once you’re up and running, you’ll wonder how you ever did without it.
Traditional landline services can be expensive and limiting, VoIP offers an excellent alternative for businesses looking to modernise their operations. With a bit of preparation and the right support, porting your business number can be a seamless and rewarding experience.
