Switching from a legacy phone system or traditional landline to a cloud VoIP solution is one of the most cost-effective technology decisions a small or midsize business can make, but most businesses delay the move because they are uncertain about what migration actually costs, how long it takes, and whether it will disrupt daily operations.
The short answer: migrating to Intermedia Unite involves no upfront hardware costs, no downtime, and most businesses are fully live within a week. This guide walks through why businesses are making the switch, what it costs, how the process actually works, and what to watch for along the way.
Why Businesses Are Moving Off Legacy Phone Systems
A few pressures tend to push businesses toward VoIP at the same time: carriers are winding down investment in copper and legacy PBX infrastructure, on-site hardware needs maintenance and eventually replacement, and remote and hybrid teams need a phone system that works the same way on a laptop or phone as it does on a desk phone.
Cloud platforms like Unite also close feature gaps that most on-premise systems were never built to handle, including AI call summaries, mobile and desktop apps with full calling and texting parity, and PBX replacement without a forklift hardware upgrade.
What a VoIP Migration Actually Costs
Migration costs come down to five factors, and none of them require a capital budget approval:
- Per-user monthly subscription, with no capital expenditure or hardware installation fees
- Number porting included, with no per-number fee to transfer your existing phone numbers
- Optional desk phones, shipped preconfigured, with a free device or rebate available on select hardware at signup
- No long-term contract required, with month-to-month options available
- Guided onboarding included through Cloud Concierge, Intermedia’s onboarding team, at no added consulting fee
Most businesses find their total monthly cost is equal to or lower than their existing phone bill, without the ongoing hardware maintenance, on-site support costs, or per-seat licensing fees that come with legacy PBX systems. As of this writing, Unite plans start at $27.99 per user per month, with pricing scaled to the features each plan includes.
Note: pricing above was pulled live from intermedia.com/products/unite/pricing on August 31, 2026. Reconfirm the figure against the live pricing page before this post publishes, since plan pricing is subject to change.
How to Plan a Migration Before You Set a Cutover Date
A migration goes smoother when the planning happens before anyone picks a go-live date. That means documenting your current call flows, auto-attendant menus, and the total number of lines and users being moved, then deciding whether you need every feature replicated on day one or whether some can roll out later.
Most Intermedia customers complete their migration and go live within one to five business days once planning is done. Larger organizations with multiple locations, complex call routing, or a large number of users typically need two to three weeks to account for testing and staggered rollout.
How the Migration Process Works
Once you sign up, Intermedia’s onboarding team, Cloud Concierge, guides the process from kickoff to go-live in five phases:
- Assess: reviewing your account requirements and building an onboarding schedule
- Discover: defining details like call flows, routing, and email settings
- Set up: provisioning users, migrating data, and ordering hardware
- Test: verifying account elements and data before cutover
- Go live: cutting over, with follow-up support and user training
Number Porting and Avoiding Downtime
Number porting is what keeps a migration from turning into an outage. Your existing phone numbers are ported to Intermedia as part of the migration and stay active on your current provider the entire time, so your team keeps receiving calls normally on the old system right up until cutover. Intermedia manages the porting request, timeline, and confirmation directly with your current carrier, whether you’re coming from a traditional landline or an on-premise PBX, and porting is included in your subscription with no per-number fee.
The cutover itself happens at a scheduled time you choose, typically during a low-traffic window, so there is no gap in service. That handoff is backed by a financially backed 99.999% uptime SLA once you’re live on the platform.
Self-Service Migration vs. Working With an MSP Partner
Self-service migration through Intermedia’s admin portal works well for businesses under 20 users with straightforward call routing needs. Organizations with multiple sites, complex auto-attendant menus, or limited IT staff typically benefit from working with an Intermedia MSP partner, who handles configuration, porting, testing, and go-live coordination on your behalf.
Migrating in Phases for Larger Teams
Migration does not have to happen all at once. Intermedia supports phased migrations, where you move a subset of users first while the rest of your team stays on the legacy system. This approach is common among organizations that want to test the platform before a full rollout, or that have contractual obligations with their existing provider still in effect.
Common Migration Mistakes to Avoid
Most of the problems businesses run into during a phone system migration are avoidable with a bit of planning:
- Skipping a network readiness check, so call quality suffers once real call volume hits the new system
- Forgetting lines tied to fax machines, alarm systems, or elevators, which often run on the same legacy infrastructure as the main phone lines
- Cutting over without a pilot group, so the first time issues surface is in front of the whole company
- Skipping staff training before go-live, which slows adoption even when the platform itself works fine
Plan Your Migration with Intermedia
A well-planned migration runs on a schedule you set, not around one. Compare current Unite plans and pricing, or reach out to Intermedia’s onboarding team to map a timeline built around your locations, call routing, and go-live date.
Frequently Asked Questions
How much does it cost to migrate from a landline or PBX to a cloud phone system?
Migrating to Intermedia Unite involves a per-user monthly subscription with no upfront hardware costs, no installation fees, and no long-term contract required. Number porting is included. Most businesses find their total monthly cost is equal to or lower than their existing phone bill, without the ongoing hardware maintenance, on-site support costs, or per-seat licensing fees of legacy PBX systems.
How long does a full VoIP migration take?
Most Intermedia customers complete their migration and go live within 1 to 5 business days. Larger organizations with multiple locations, complex call routing, or a significant number of users may take 2 to 3 weeks. Every account gets guided onboarding support from Intermedia’s Cloud Concierge team, which manages the process from kickoff to go-live.
Is there any downtime when migrating from a traditional phone system to VoIP?
No. Intermedia’s number porting process keeps your existing phone numbers active on your current provider until the migration is complete and tested. Your team does not experience a gap in service. The cutover to the new system is scheduled for a day and time that works for your business.* * Migration timeline may vary by customer size and business need.
Should we migrate to VoIP ourselves or work with an MSP?
Self-service migration through Intermedia’s admin portal works well for businesses under 20 users with straightforward call routing needs. Organizations with multiple sites, complex auto-attendant menus, or limited IT staff typically benefit from working with an Intermedia MSP partner who handles configuration, porting, testing, and go-live coordination on your behalf.
What happens to our existing phone numbers when we migrate?
Your existing phone numbers are ported to Intermedia as part of the migration process. Porting is included in the subscription, so there is no per-number porting fee. Intermedia manages the porting request, timeline, and confirmation with your current carrier directly.
Can we migrate just part of our team first, then expand?
Yes. Intermedia supports phased migrations where you move a subset of users first while the rest of the team remains on the legacy system. This approach is common for organizations that want to test the platform before full rollout or that have contractual obligations with their existing provider.
Deepan Hari
Deepan is the Director of Product Marketing for Intermedia's Archiving solution.
September 22, 2026
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