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Most businesses pay around $20–$60 per user monthly for VoIP, with some upfront setup costs depending on equipment. |
Let’s walk through each part, so your team can budget accurately.
A typical VoIP system costs $20–$60 per user per month, but your full investment includes both one-time setup expenses and recurring service fees. Understanding both helps you budget accurately and avoid surprises.
Most businesses will have at least a few upfront expenses, depending on whether they need new devices or network upgrades.
Common Hardware Costs
VoIP desk phones: $80–$400 each
Headsets: $30–$300
Conference phones: $200–$1,000
Network equipment: Routers, switches, cabling upgrades
Optional setup: Auto-attendants, call queues, ring groups
Professional Services
Installation: $200–$600
Network assessment: $300–$1,000
Staff training: Included with some providers; others charge $500–$2,000
Pro Tip: Some providers bundle implementation or onboarding into your agreement, always ask before you sign.
This is the part most businesses focus on. VoIP providers generally offer tiered service plans with different feature levels.
Typical Monthly Pricing
Basic plans: $15–$30/user/month
Mid-tier or advanced plans: $30–$60/user/month
Enterprise-level features: $50–$100+/user/month
And because VoIP runs entirely over your internet connection, you’ll want to ensure your bandwidth can support high call volume and other cloud-based tools.
Estimated Internet-Related Costs
Bandwidth upgrades: $50–$500/month (based on company size + location)
Even reputable providers may include fees in the fine print. Watch for:
Contract cancellation penalties
Activation or setup fees
Charges for premium features
Tiered support (basic vs. priority)
International or toll-free per-minute costs
For most businesses, the biggest budget question is long-term cost. Here’s a realistic three-year comparison for a 20-person business choosing between a traditional PBX system and modern VoIP.
Switching to VoIP can save a 20-person business $13,800–$44,200 over three years, savings that can be reinvested into growth initiatives, marketing, hiring, or technology upgrades. And those financial gains don’t even account for the added flexibility, mobility, and operational efficiency that VoIP brings to your business.
VoIP delivers far more value than a lower phone bill. It strengthens reliability, supports growth, and improves how your team communicates every day.
Auto-routes calls during outages or office closures
Keeps customers connected to your team from anywhere
Add users or locations in minutes
No technician visits, rewiring, or complex hardware requirements
Remote troubleshooting resolves issues faster
Integrates with CRMs, calendars, and email for smoother workflows
Smart routing and mobile apps improve customer response time
Ensure proper implementation to protect call quality
Confirm support availability before signing
Assess network bandwidth needs upfront
Choose features you’ll actually use to avoid unnecessary spending
While exact pricing will vary based on your specific business needs, the takeaway is clear: business VoIP phone systems offer substantial savings over traditional phone systems while providing enhanced features and flexibility.
Switching to VoIP can save your business thousands per year while giving you a modern, flexible communication system that just works.
But here’s the catch: Not all providers are created equal. You want someone who takes the time to understand your business and tailor a solution that fits without unnecessary fluff or unexpected fees.
Ready to see what VoIP could look like for your business? Book a quick web meeting with our team and get a personalized quote.