How to shortlist a cloud phone system

Shortlist worksheet: fill this before demos

A cloud based phone system quote is only as good as the scope behind it. Complete this worksheet in plain language. Send the answers with your quote request so the shortlist matches the job.

• Seats today and expected seats in 12 months (range is fine)
• Locations that answer the main number, plus remote softphone users
• Must-haves: auto attendant, recording, CRM, Microsoft 365 login, desk phones, queues
• Nice-to-haves you can drop if cost or complexity jumps
• Contract end dates and early-termination risk on anything you run today
• Who owns day-two admin after go-live (IT, office manager, outsourced)
• Known network issues: choppy video, VPN pain, shared broadband at peak

Score must-haves vs nice-to-haves

Mark each feature as required, preferred, or ignore. Required items filter the catalog. Preferred items show up in tradeoff notes. Ignore items stay off the shortlist so you do not pay for shelfware.

• Required example: main number + after-hours schedule + mobile app for sales
• Preferred example: CRM click-to-dial if time allows
• Ignore example: contact-center wallboards if you have six people and one queue

Illustrative comparison preview (not a real customer artifact)

Use this layout when you review options. Names and figures are invented for teaching. Your real shortlist will use live products, live availability, and your seat range.

• Path A · Full UCaaS suite · Fits hybrid teams that want messaging and meetings with voice · Term class often 12 to 36 months · Needs solid underlay for softphones · Tradeoff: more collaboration features than a desk-phone-only shop may use
• Path B · Hosted PBX-style package · Fits extension and auto-attendant workflows · Desk phones first · Tradeoff: lighter collaboration suite
• Path C · Teams Phone path · Fits when Microsoft 365 is already the hub · License and calling-plan complexity · Tradeoff: different admin model than classic UCaaS
• No-fit example · Two consumer softphones, no company main number · Outcome: multi-vendor business sourcing is usually overkill; say so and stop

What a useful shortlist includes

Expect a few workable paths when fit exists, not twenty logos. Each path should say who it fits, what it costs at your seat range in broad terms, and what tradeoffs to accept. If a path is a poor fit, it should not make the shortlist.

SourceNet sources options across providers we can access so you see tradeoffs in one pass. You choose the provider. Availability and contracts still depend on product rules.

Next step after the worksheet

Bring the worksheet answers to the quote form (or paste them in notes). We restate scope, return a shortlist when fit exists, and help with close and onboarding if you move forward. Process and compensation detail are on How it works.

FAQ