Why you should upgrade from
PBX to IP-Based Phone Systems

The transition from traditional Private Branch Exchange (PBX) systems to IP-based phone systems has become not just a trend but a necessity for staying competitive in today’s business landscape. As companies worldwide increasingly seek cost-effective, feature-rich, and flexible solutions, IP-based phone systems have emerged as the preferred choice.  

At Kynex, we can help guide businesses planning to upgrade their legacy PBX systems to modern IP-based alternatives and navigate the shifting trends in the telecommunications industry. 

A person working on a laptop and phone next to a broadband router
So, why Upgrade to IP-Based Phone Systems?

Before diving into the transition process, let’s briefly explore the advantages of upgrading to IP-based phone systems:

Cost Savings

IP-based phone systems have garnered attention for their cost-saving potential. When compared to traditional PBX systems, they typically offer lower operational and maintenance costs. This cost reduction is primarily due to the efficiency and scalability of IP technology.

One significant area where IP-based systems can result in substantial savings is long-distance and international calls. Traditional systems often incur high charges for such calls, whereas IP-based providers offer more cost-effective rates. By switching to an IP-based solution, businesses can significantly reduce their communication expenses, freeing up resources for other critical endeavours.


The ability to scale is crucial for businesses experiencing growth. IP-based phone systems offer a level of scalability that traditional systems struggle to match. With IP technology, adding or removing lines, extensions, or features is a relatively simple and cost-effective process. This flexibility ensures that your communication system can grow with your business, without the need for significant investments in new infrastructure.


In today’s increasingly mobile workforce, the ability to stay connected from anywhere is paramount. IP-based phone systems facilitate mobility by enabling remote work and mobile connectivity. Employees can make and receive calls using their office numbers on their mobile devices, laptops, or other connected devices. This mobility is especially relevant in the context of today’s hybrid work environments, where flexibility and adaptability are key.


Efficiency and productivity are boosted when communication systems seamlessly integrate with other business applications and tools. IP-based phone systems are designed with integration in mind. They can easily connect with Customer Relationship Management (CRM) software and other essential business applications. This integration streamlines customer interactions by providing employees with easy access to customer data and communication history.

Enhanced Features

Beyond cost savings, IP-based phone systems empower businesses with a suite of advanced features. These features go beyond basic call handling and extend to enhancing productivity and customer service.

Some notable features include:

Video Conferencing: IP-based systems enable high-quality video conferencing, facilitating virtual meetings and collaboration among remote teams and clients.

  • Voicemail-to-Email: Voicemail messages can be automatically forwarded to email inboxes, ensuring that important messages are never missed.
  •  Call Forwarding: Easily forward calls to mobile devices or other extensions, ensuring seamless communication even when employees are on the move.
  • Auto-Attendant: Implement automated attendants to direct calls efficiently and provide a professional image to callers.

These features can give businesses a competitive edge, streamline operations, and improve customer interactions.

The Transition Process

To give you peace of mind, our experts at Kynex have put together a step-by-step guide for upgrading your traditional PBX system to an IP-based phone system:

Assessment and Planning

  • We will begin by conducting a comprehensive assessment of your existing PBX system. Document the number of lines, extensions, and hardware components.
  • Next, Kynex will identify the features and functionalities that your business needs from the new system. Consider factors like call volume, scalability, and remote work requirements.
  • Then, develop a migration plan outlining timelines, responsibilities, and a budget for the transition.

Selecting the Right IP-Based Solution

  • We can recommend IP-based phone system providers that align with your business needs and budget.
  • Consider whether you want an on-premises or cloud-based solution. Cloud-based options are often easier to manage and offer more flexibility.

Infrastructure Readiness

  • We’ll ensure that your network infrastructure can support the new IP-based system. This includes assessing your internet connection’s bandwidth and reliability.
  • Update and optimise your network as needed to prevent call quality issues.

Installation and Configuration

  • We will arrange with your chosen provider to install and configure the new IP-based system. This may involve setting up new hardware or migrating your existing PBX.
  • Your IP system will be tested thoroughly to ensure that all features and functionalities are working as expected.

Training and User Adoption

  • Kynex can provide resources and support to help your team transition smoothly and help train your staff on how to use the new system effectively.

Number Porting and Testing

  • If you’re keeping your existing phone numbers, we will coordinate with your provider to port them to the new system and test the ported numbers to ensure they work correctly.

Transition and Decommissioning

  • Once you’re confident in the new system’s performance, you can begin the transition. We will redirect incoming calls to the new system and monitor its performance closely.
  • Consider decommissioning your old PBX hardware or repurpose it if necessary.

Ongoing Maintenance and Support

  • Kynex is here to regularly maintain and update your IP-based phone system to ensure it continues to meet your business’s needs.
  • We will provide a support plan to address any technical issues promptly.

The transition from traditional PBX systems to IP-based phone systems is a strategic move for businesses looking to enhance communication capabilities, reduce costs, and adapt to the changing demands of the modern work environment.  

With our help, your business can successfully make the transition and reap the benefits of a more efficient and flexible communication infrastructure. Embrace the future of business communication with IP-based phone systems, and stay ahead in your industry. 

Get in touch with Kynex today to find out more about upgrading to an IP-based phone system.