A 120-person logistics company in Houston tried to migrate to VoIP without professional help. They wanted to save on implementation costs. It cost them $87,000 in lost revenue, overtime, and emergency fixes. Here is what went wrong and how to avoid every mistake they made.
Mistake 1: Porting All Numbers on Day One ($32,000 impact)
They submitted port requests for all 45 phone numbers on the same day they set up the new system. The port completed before they finished configuring the auto-attendant and ring groups.
For 3 days, inbound calls went to a default greeting that said "Welcome to [Company Name]" and then silence. No menu. No routing. Calls dropped.
Their sales team estimates 140 missed calls during those 3 days. At their average deal size of $4,800 and 5% close rate, that is approximately $32,000 in lost pipeline.
The fix: Always set up and test the new system on temporary numbers FIRST. Only port after everything works perfectly.
Mistake 2: Not Disabling SIP ALG ($18,000 impact)
After porting, 30% of calls had one-way audio — callers could hear the agents, but agents could not hear the callers. The IT manager spent 2 weeks troubleshooting. He replaced phones, upgraded firmware, changed codecs, and opened a ticket with the provider.
The problem was SIP ALG enabled on their Cisco router. A 30-second fix that took 2 weeks to find.
Impact: 2 weeks of degraded service + IT overtime + lost customer confidence = approximately $18,000.
The fix: Disable SIP ALG on every router BEFORE your first VoIP call. This should be step one, not step last.
Mistake 3: No QoS Configuration ($22,000 impact)
Their warehouse ran a nightly backup job at 6 PM that consumed 80% of bandwidth. Every evening between 6-7 PM, call quality degraded to unusable. Agents stopped taking calls during that hour.
This went on for 6 weeks before someone connected the backup schedule to the call quality issue.
Impact: 1 hour of lost productivity per day x 40 agents x 30 business days x $30/hour = $36,000 in labor. Plus approximately $22,000 in customer complaints and escalations.
The fix: Configure QoS to prioritize voice traffic. Schedule backups after business hours.
Mistake 4: No Training ($15,000 impact)
They emailed a PDF user guide and expected 120 employees to figure it out. Three weeks later, 60% of employees were still forwarding calls to their personal cell phones because they did not know how to use the new system.
The help desk received 340 phone-system-related tickets in the first month. Each ticket averaged 15 minutes to resolve.
Impact: 340 tickets x 15 minutes = 85 hours of help desk time = $4,250. Plus 60% of employees not using the system properly for a month = approximately $15,000 in lost productivity.
The fix: 30-minute group training before go-live. Quick reference card on every desk. Floor walkers for the first 3 days.
Total Damage
| Mistake | Cost |
|---|---|
| Premature porting | $32,000 |
| SIP ALG not disabled | $18,000 |
| No QoS | $22,000 |
| No training | $15,000 |
| Total | $87,000 |
The VoIP system itself cost $3,600/month — a significant savings over their old $11,200/month PBX. But the botched migration wiped out an entire year of savings.
How to Avoid This
Hire a provider that manages the migration for you. The implementation cost ($2,000-5,000 for a company this size) is a fraction of what a failed DIY migration costs.
VestaCall includes managed implementation in every plan — a dedicated specialist handles system configuration, testing, porting, and training. No extra charge. Because they know a smooth migration means a customer who stays.
