Tag Archive for: VoIP solutions

Setting up the technology for a new small office, or refreshing an existing one, can feel like a significant undertaking. With countless hardware and software options available, making the right choices is crucial for fostering a smooth, productive, and ultimately, happy workplace. But view it also as an exciting opportunity – a chance to build an environment perfectly tailored to support your team's success from day one.

Imagine a modern small office space – perhaps around 2,500 square feet, bustling with a growing team of 15 employees. They need consistently reliable internet, seamless ways to share ideas and documents, clear communication channels, and dependable computers that they enjoy using. How do you build the essential tech infrastructure to support these needs effectively, without getting bogged down in unnecessary complexity or unexpected costs?

This article walks through a practical, integrated technology bundle designed specifically for this kind of common small business scenario. We're focusing on solutions chosen for their reliability, user-friendliness, and, importantly, their ability to work well together. Think of it as creating a cohesive system rather than just assembling a collection of separate parts. Throughout this guide, we'll explore a carefully considered stack featuring well-regarded components:

• Networking & VoIP Phones: Ubiquiti UniFi
• Productivity & Email: Google Workspace
• Workstations: Apple Mac (exploring iMac, Mac Mini, and MacBook options)
• Accounting: Wave Financial
• Printing: Canon Laser Printers

Our goal here isn't to dazzle with technical jargon or chase fleeting trends, but simply to provide pure, helpful information based on proven IT solutions that work well for many small businesses.

Why This Specific Tech Stack? The Philosophy Behind Our Choices

Choosing the right technology involves more than just picking individual products; it's about selecting components that complement each other, creating a system that's more efficient and easier to manage. The tech stack we're exploring was chosen with specific synergies and the practical needs of a growing small business in mind.

Here's a brief look at the thinking behind each selection:

• UniFi Ecosystem (Networking & Phones): Integration and Control. One of the biggest advantages here is unified management. UniFi lets you control your core network infrastructure and VoIP phone system from a single software interface. This significantly simplifies setup, monitoring, and troubleshooting, especially for businesses without dedicated IT staff. There are no recurring software license fees for the core network management software itself.
• Google Workspace (Productivity & Email): Cloud-Native Collaboration As a cornerstone for modern business communication, Google Workspace provides professional email using your company domain, generous pooled cloud storage, and a full suite of familiar, effective, web-based tools (Docs, Sheets, Meet, etc.). Being cloud-native means accessibility from anywhere, which is crucial for flexible work environments.
• Apple Mac Workstations: User Experience and Longevity Often favored for their intuitive design, robust build quality, and strong security features, Macs can contribute to high employee satisfaction and productivity. They tend to have a long useful lifespan, potentially leading to a better total cost of ownership (TCO). Offering a mix of models provides role flexibility within a consistent platform.
• Wave Accounting: Smart, Cost-Effective Financial Start Wave stands out by offering core accounting, invoicing, and receipt scanning features completely free of charge, significantly lowering the barrier to entry for professional financial management. Optional paid services cover payment processing and payroll.
• Canon Laser Printers: Reliable Document Handling Networked multifunction laser printers from Canon's imageCLASS line are widely regarded as reliable workhorses. They offer consistent performance for essential office tasks like printing, scanning, and copying and generally reasonable running costs.

Ultimately, this bundle aims to strike a thoughtful balance between robust performance, reasonable cost, ease of use for your team, and simplified administration. It's designed as a modern, scalable foundation ready to support your business as it grows.

Laying the Groundwork: Robust Networking with Ubiquiti UniFi

Your office network acts as the central nervous system for your business technology. Ensuring this network is stable, secure, and fast is fundamental to your team's daily productivity. The Ubiquiti UniFi ecosystem offers a compelling combination of professional-grade performance, centralized control, and overall value for this scenario.

The Heart of the Network: UniFi Dream Machine SE (UDM-SE)

Think of the UDM-SE as the brain and gatekeeper of your network, consolidating several critical functions:

• Router & Security Gateway: Manages traffic between your office and the internet with robust firewall capabilities.
• UniFi Network Application Host: Runs the software needed to configure and manage all your other UniFi gear via a user-friendly web interface or mobile app.
• Host for Other UniFi Apps: Capable of running UniFi Talk (for phones) and potentially UniFi Protect (for cameras).
• Built-in Switch Ports with PoE+: This includes multiple Ethernet ports, eight of which offer Power over Ethernet (PoE+), handy for powering some initial devices directly.
• High-Speed Internet Ready: Features a 2.5 Gbps WAN port to leverage faster internet plans.

By integrating these core functions, the UDM-SE streamlines your network closet and provides a powerful, unified starting point.

Wired Connections: UniFi Switch & Quality Cabling

Stable wired connections remain essential for stationary devices.

• The Workhorse Switch: UniFi Switch 24 PoE
  • PoE is Essential: Power over Ethernet allows devices like UniFi Access Points and UniFi Talk phones to receive power through the Ethernet cable, simplifying installation.
  • Sufficient Ports: A 24-port PoE switch (like the USW-24-PoE) provides ample connections for 15 workstations, printers, APs, and future needs. Ensure its total PoE power budget meets your device requirements.
• The Unsung Hero: Professional Ethernet Cabling
  • Don't cut corners here. Use professionally installed Category 6 (Cat 6) or Category 6a (Cat 6a) Ethernet cabling for all permanent network runs (“drops”) to ensure reliable Gigabit (or faster) speeds and effective PoE delivery.
  • Plan for drops to each workstation, printer location, and AP location, terminating neatly at a patch panel near your switch.

Seamless Wireless Coverage: UniFi 7 Access Points

High-performance Wi-Fi is non-negotiable.

• Recommended Models: UniFi 7 Pro (U7-Pro) or UniFi 7 Lite (U7-Lite)
  • Both leverage the modern Wi-Fi 7 standard for better speed and efficiency. The U7-Pro offers higher performance, while the U7-Lite is a capable budget-friendly option.
  • How Many? For a typical 2,500 sq ft office, plan for two to three access points, depending on the layout, to ensure a strong signal, seamless roaming, and load balancing.
  • Placement & Power: Strategically mount APs (ceiling is often ideal) for optimal coverage; they'll be powered via PoE from your switch.

Simplified Management: The UniFi Network Application

UniFi's strength lies in its centralized management software (running on the UDM-SE):

• Discover & Adopt: Easily configure new UniFi devices.
• Configure Settings: Set up Wi-Fi networks (secure corporate and guest SSIDs), firewall rules, and optionally VLANs (Virtual Local Area Networks) to segment traffic for better organization and security (e.g., separating voice from data).
• Monitor Health: Keep an eye on network performance and connected devices.

This integrated approach makes managing a professional-grade network significantly more accessible.

Empowering Collaboration: Google Workspace for Productivity

With a solid network foundation, the next layer provides effective communication and collaboration tools. Google Workspace stands out as a comprehensive, user-friendly, cloud-based suite.

Choosing Your Plan: Why Business Standard Often Hits the Sweet Spot

For a team of 15, we recommend Google Workspace Business Standard:

• Professional Branded Email: Use your company domain (@yourcompany.com).
• Generous Pooled Storage: 2 TB per user, pooled across the organization, offers flexibility for files and archives.
• Enhanced Meeting Capabilities: Google Meet hosts up to 150 participants with a meeting recording.
• Team-Owned Files with Shared Drives: Simplifies file management and ensures business continuity.
• Standard Security & Support: Includes essential controls and support access.

Budget for 15 user licenses. While other tiers exist (Starter is more basic, Plus adds Vault/eDiscovery), Standard typically offers the best balance for this size team.

Getting Started: Setup Essentials

Implementing Google Workspace involves a few key technical steps, requiring access to your domain's DNS settings:

1. Domain Verification: Prove ownership by adding a specific record (TXT or CNAME) to your DNS settings.
2. MX Record Configuration: Update Mail Exchanger (MX) records in DNS to route email to Google's servers.
3. User Account Creation: Set up individual accounts (@yourcompany.com) for each employee.
4. Group Creation (Recommended): Set up distribution lists (e.g., info@, sales@) for team communication without extra licenses.
5. Basic Policy & Security Configuration: In the Admin console, enforce two-factor authentication (2FA) and set password complexity rules.

More Than Mail: The Collaborative Powerhouse

Google Workspace's strength lies in its integrated application suite:

• Google Drive: Central cloud storage hub; sync files for offline access.
• Google Docs, Sheets, & Slides: Real-time collaborative document, spreadsheet, and presentation editing in the browser.
• Google Calendar: Easy scheduling, shared calendars, and resource booking.
• Google Meet & Google Chat: Integrated video conferencing and instant messaging.

Standardizing on Google Workspace provides a unified, accessible platform fostering communication and real-time collaboration.

Equipping Your Team: Apple Mac Workstations

The computers your employees use heavily impact their daily experience. An all-Apple Mac environment offers an intuitive OS, strong security, excellent build quality, and seamless hardware-software integration. While potentially having a higher initial cost, their longevity can contribute to a favorable TCO. We'll tailor choices using current-generation M-series Apple Silicon (like M3 or M4).

Option A: The Sleek All-in-One – iMac

• Best Suited For: Fixed roles needing a clean desk and integrated display (reception, admin, marketing).
• Model: Current generation 24-inch iMac (or larger).
• Key Configuration: 16GB RAM minimum, 512GB SSD minimum, ensure the built-in Gigabit Ethernet port is included.
• Peripherals: Comes with Magic Keyboard and Mouse/Trackpad.

Option B: The Flexible Powerhouse – Mac Mini + Dual Displays

• Best Suited For: Users needing significant screen real estate or specific monitors (devs, analysts, finance). Great performance value.
• Model: Current generation Mac Mini (standard M-series or ‘Pro' variant for more power/display support).
• Key Configuration: 16GB RAM minimum (32GB for demanding roles), 512GB SSD minimum (1 TB+ recommended for power users).
• Displays & Peripherals: Budget separately for two quality external monitors (24″/27″, QHD/4K). Requires external keyboard and mouse. Check the Mac Mini model's specific display support specs. Connects via built-in Ethernet.

Option C: The Mobile Professional – MacBook Air / Pro + Thunderbolt Dock

• Best Suited For: Mobile execs, sales, hybrid workers needing flexibility plus a full desktop experience.
• Models: MacBook Air (M3/M4 gen) for general productivity and portability; MacBook Pro (M3/M4 Pro/Max gen) for demanding tasks needing sustained performance.
• Key Configuration: 16GB RAM minimum, 512GB SSD minimum.
• The Crucial Desk Companion: Thunderbolt Dock
  • It is essential for single-cable connectivity at the desk. Use a Thunderbolt 3 / 4 Dock (not a simple USB-C hub).
  • Provides: Power Delivery (PD) to charge the MacBook (85W+ recommended), video output for external display(s), Gigabit Ethernet port, multiple USB ports (A & C) for peripherals.
  • Display Note: Base M-series MacBooks natively support one external display; Pro/Max chips support more. The dock simplifies connecting that display. For dual external displays with a base M-chip MacBook, specialized DisplayLink docks are needed but might have performance trade-offs. Verify dock and MacBook compatibility for your display needs.
  • Requires an external keyboard and mouse at the desk. Connect the dock to the UniFi switch via Ethernet.

Taming the Fleet: Managing Your Macs Effectively

Deploying multiple Macs requires a management strategy:

• Apple Business Manager (ABM): Free Apple portal. Use for Automated Device Enrollment (linking purchases to your MDM for zero-touch setup) and volume app purchasing.
• Mobile Device Management (MDM): Essential for central configuration (Wi-Fi, email), security policy enforcement (passcodes, FileVault encryption), software deployment, and remote lock/wipe.
  • Providers: Jamf Now/Pro, Kandji, Mosyle, Microsoft Intune, Apple Business Essentials. Choose based on needs and resources.
• Robust Backup Strategy: For full system recovery, combine Google Drive sync with Time Machine backups (to external drives or a central Network Attached Storage—NAS device).

Implementing ABM and MDM transforms Macs into manageable, secure business assets.

Handling Office Essentials: Printing and Finances

Fundamental operations require reliable tools. We focus on dependable, cost-effective choices.

Reliable Document Handling: Canon Networked Laser Printer

A networked multifunction laser printer is practical for shared office use.

• Recommendation: A Canon imageCLASS Multifunction Monochrome Laser Printer.
  • Why Mono Laser? More cost-effective per page for typical office documents than color/inkjet.
  • Why Multifunction (MFP)? Combines print, scan, copy (and maybe fax) to save space and cost.
  • Why Networked? Essential for sharing. Use the Ethernet port connected to your UniFi switch for reliability.
• Key Features to Prioritize:
  • Automatic Document Feeder (ADF): Crucial for multi-page scanning/copying (Duplexing ADF is best).
  • Automatic Duplex Printing: Saves paper.
  • Sufficient Print Speed: ~30-40 PPM for a 15-person team.
  • Toner Cost & Yield: Research ongoing costs.
  • macOS Compatibility & AirPrint: Ensure good driver support and easy printing from Apple devices.
  • Scanning Features: Scan-to-Email or Scan-to-Network-Folder streamline workflows.
• Basic Setup: Connect via Ethernet, assign a static IP (or DHCP reservation), install drivers on Macs, configure scan destinations.

Streamlined Bookkeeping: Wave Accounting

Accurate financial management is critical. Wave offers a compelling option, especially for cost-conscious small businesses.

• Standout Feature: Free Core Accounting Software
  • Includes double-entry accounting, unlimited invoicing, receipt scanning, bank reconciliation, and basic reporting free of charge.
• Understanding Paid Services:
  • Wave Payments: Pay-per-use transaction fees for accepting online payments on invoices.
  • Wave Payroll: Paid subscription service (monthly base + per-employee fee) required for processing payroll, tax filings, etc. Essential for our 15 employees.
• Setup and Usage:
  • Securely connect business bank accounts for automatic transaction import.
  • Customize Chart of Accounts; create invoice templates.
  • Set up Payroll if needed (requires company/employee tax info).
  • Fully web-based, works seamlessly on Macs via browser.
• Suitability Considerations:
  • Wave is excellent for service businesses and simpler operations. Ensure features meet needs as you grow. For highly complex requirements, you may eventually need to migrate to QuickBooks Online/Xero, but Wave is a fantastic starting point.

Choosing a reliable printer and leveraging a smart accounting platform handles essential functions efficiently.

Clear Communication Channels: Integrating UniFi Talk VoIP

A dedicated office phone system provides professionalism and centralized call handling. UniFi Talk offers an integrated VoIP solution leveraging the UniFi ecosystem.

The Integration Advantage: Voice Within Your UniFi Setup

UniFi Talk runs directly within your UniFi environment.

• Key Prerequisites: The phones require a compatible UniFi Console (our UDM-SE) running the Talk application and UniFi Switches with PoE (our Switch 24 PoE) to power them.
• Centralized Management: Configured via the UniFi OS interface on the UDM-SE alongside network settings.

Choosing Phones and Understanding Subscriptions

Requires specific UniFi Talk phones and a recurring subscription.

• UniFi Talk Phone Models: Deploy a mix based on roles (15 total phones needed):
  • UniFi Phone Flex (UT-Flex): Cost-effective workhorse for most desks.
  • UniFi Phone Touch / Touch Max: Larger touchscreens, premium feel for reception, managers, etc.
• The UniFi Talk Subscription: Required for public network calling.
  • Purchase phone numbers (DIDs) from Ubiquiti via the Talk portal.
  • Typically involves a low monthly fee per number plus usage-based outbound call charges (Check official UniFi Talk website for current pricing/plans).
  • Number porting (keeping existing numbers) is usually supported.

Setup and Operational Considerations

Configuration is done within the UniFi OS interface:

1. Activate & Launch Talk on the UDM-SE.
2. Subscribe & Acquire Numbers via the Ubiquiti portal.
3. Adopt Phones: Connect phones to the PoE switch; they appear in Talk for registration.
4. Assign Users & Extensions: Link users to numbers/extensions.
5. Configure Call Handling: Set up voicemail, greetings, call groups, and auto-attendant.
6. E911 Address Registration: Critically important for emergency services – register the physical address for each number accurately.

Important Points:

• Feature Set: Provides solid core business phone features but might lack highly advanced options of some dedicated VoIP providers. Evaluate against specific needs.
• Hardware Dependency: The phone system relies on local UDM-SE and operational network (consider UPS backups).
• Internet Quality is Key: VoIP call quality depends heavily on a stable internet connection.

UniFi Talk offers a streamlined, integrated voice solution, especially appealing if already using UniFi networking.

Putting It All Together: Synergy and Workflow

The real value emerges from how these components function together as a cohesive system. The UniFi network provides reliable connectivity for Macs, the Canon printer, and UniFi Talk phones. Employees use Google Workspace on their Macs for email, collaboration (Docs, Sheets, Meet), and file storage (Google Drive). Calls via UniFi Talk integrate seamlessly. Documents are printed or scanned using the Canon MFP, and perhaps saved to Google Drive. Invoices are generated in Wave Accounting.

This seamless interplay over a stable network minimizes technological friction, allowing your team to focus on their work. Centralized management (UniFi, Google Workspace Admin, MDM) further simplifies administration.

Category	Item	Example Model / Plan	Qty	One-Time Cost (USD)	Recurring Cost (USD)	Notes / Sources
Networking	Gateway/Controller	UniFi Dream Machine SE (UDM-SE)	1	$499	–	Official Ubiquiti store price
Networking	PoE Switch	UniFi Switch 24 PoE (USW-24-PoE)	1	$379	–	Official Ubiquiti store price
Networking	Wi-Fi Access Points	UniFi U7 Pro	3	$567 ($189 ea.)	–	Official Ubiquiti store price
Productivity & Collaboration	Collaboration Suite	Google Workspace Business Standard	15	–	$2,520 / year	Based on the recently increased price of $14/user/month annually
Workstations	All-in-One Desktops	iMac 24″ (M3/M4 gen, 16GB/512GB/Eth)	5	$8,495 ($1,699 ea.)	–	Based on the M4 model price from Apple
Workstations	Modular Desktops	Mac Mini (M3/M4 gen, 16GB/512GB)	5	$3,495 ($699 ea.)	–	Based on the Amazon deal for the M4 model
Workstations	Laptops	MacBook Air 13″ (M3/M4 gen, 16GB/512GB)	5	$5,995 ($1,199 ea.)	–	Based on the M4 model with upgraded storage
Peripherals	External Monitors	24-27″ QHD/4K IPS Monitor	20	$5,000 ($250 ea.)	–	Estimate remains consistent; wide range available
Peripherals	Keyboards & Mice	Standard Set (Apple or Quality Third-Party)	10	$750 ($75 avg ea.)	–	Adjusted based on the availability of quality third-party options
Peripherals	Thunderbolt Docks	Quality Thunderbolt 4 Dock	5	$500 ($100 ea.)	–	Estimate varies by brand and availability
Peripherals	Extended Warranty	AppleCare+ for Business (3 Years)	15	$2,445 (Varies by model)	–	Based on the costs for each Mac model
VoIP Phones	Standard Desk Phone	UniFi Phone Flex (UT-Flex)	12	$2,388 ($199 ea.)	–	UniFi G2 Touch
VoIP Phones	Enhanced Desk Phone	UniFi Phone Touch (UT-Touch)	3	$597 ($199 ea.)	–	UniFi G2 Touch
VoIP Service Subscription	Phone Number	UniFi Talk Phone Number	5+	–	$50+ / month	Based on the UniFi Talk Plus plan
Printer	Multifunction Printer	Canon imageCLASS MF465dw or similar	1	$299	–	Current pricing
Printer	Toner	Compatible Toner Cartridges	–	–	$35-50 / cartridge (variable)	The price range for compatible cartridges varies by yield
Accounting	Core Software	Wave Accounting	1	$0	–	Core features remain free.
Accounting	Payroll Service	Wave Payroll	15	–	$1,320 – $1,560 / year	Depends on the location (self-service or tax service state)
Management	Mobile Device Management	MDM Solution (e.g., Jamf Now)	15	–	$720 – $792 / year	Potential 10% increase should be verified
SUBTOTALS				~$34,886	~$4,930+ / year	Excludes variable costs (Talk usage, Wave Payments, Toner), ISP, Cabling/Setup Labor, Taxes.

Budgeting for Your Tech Stack: An Overview

Implementing this solution involves upfront and ongoing costs. While exact figures vary, understand the categories (as of early 2025):

Upfront Hardware & Implementation Costs (CapEx)

• Networking (UniFi): UDM-SE, Switch 24 PoE, APs (2-3).
• Workstations & Peripherals (Mac): iMacs/Mac Minis/MacBooks (15 total), Monitors, Thunderbolt Docks, Keyboards/Mice, AppleCare+.
• VoIP Phones (UniFi): Talk Phones (15 units).
• Printer: Canon MFP.
• Cabling & Installation: Cat 6/6a materials and professional installation labor.
• Initial Setup Labor: Internal time or consultant fees.

Recurring Software & Service Costs (OpEx)

• Google Workspace: Per-user subscription (15 users, Business Standard).
• UniFi Talk: Per-number subscription + usage charges.
• Wave Payroll: Monthly base + per-employee fee (for 15 employees).
• MDM: Per-device/user subscription for Jamf/Kandji/Mosyle, etc.
• Business Internet Service: Monthly ISP bill.

Optional & Variable Costs

• NAS: For central Time Machine backups.
• Specialized Software: Industry-specific application licenses.
• Ongoing IT Support: External MSP/consultant fees.
• Printer Supplies: Toner replacement based on usage.

Considering Total Cost of Ownership (TCO)

Look beyond the initial price. TCO includes CapEx + cumulative OpEx + support over the equipment's lifespan (e.g., 3-5 years). Higher upfront costs might yield better TCO due to longevity or lower support needs. Get actual quotes for accurate budgeting.

Looking Ahead: Scalability and Flexibility

This tech stack is designed to grow with your business without requiring a complete overhaul.

Room to Grow:

• Networking (UniFi): Easily add more APs for coverage or switches for ports. Supports multi-gigabit speeds.
• Productivity (Google Workspace): Add user licenses or upgrade plans (e.g., to Business Plus) for more features/storage.
• Workstations (Macs): Add more Macs using the established ABM/MDM workflow.
• Communications (UniFi Talk): Add phones and number subscriptions as needed.

Built-in Flexibility:

You're not permanently locked in. Evolving needs can be met:

• Accounting: Migrate from Wave to QuickBooks Online/Xero if complexity demands it.
• VoIP: Switch to a third-party provider if highly specialized features are required; the UniFi network remains the foundation.
• Printing: Replace or supplement the Canon printer based on changing needs.
• Component Upgrades: Upgrade individual UniFi devices (e.g., new AP tech) over time.

This stack provides a robust starting point, leveraging industry standards for adaptability as your business evolves.

Conclusion: Building a Foundation for Success

Setting up the technology for a small office is a critical step. As explored, thoughtfully combining Ubiquiti UniFi, Google Workspace, Apple Macs, Wave Accounting, and a Canon printer creates a powerful, cohesive, and manageable tech bundle.

Key benefits include strong integration, excellent user experience, scalability, flexibility, and balanced cost. While this specific bundle provides a strong blueprint, the underlying principles – choosing reliable components, prioritizing integration, planning for management (ABM/MDM), and considering scalability – apply universally.

We hope this detailed walk-through provides valuable insights as you design or upgrade your own small office technology infrastructure. Building the right tech foundation empowers your team and positions your business for success.

What are your essential tools for running a smooth small office? Do you have experiences with this tech stack or questions about implementing it? Share your thoughts and insights in the comments below!