What Does a VoIP Phone System Really Cost? - Line.one

If you’re tired of unpredictable phone bills and outdated tech that’s holding your business back, you’re not alone. Many businesses across Louisiana and beyond are ditching traditional phone systems in favor of VoIP, and for good reason.

But how much does a business VoIP system actually cost?

Spoiler: It’s not just the $25-per-user price tag you see advertised. From upfront setup to monthly service and hidden fees, let’s break it all down so you can make a smart decision for your business.

What You Actually Pay For Business VoIP

When pricing out a VoIP system for your business, there are three big buckets to consider: setup costs, ongoing service fees, and the extras that can sneak up on you.

1. One-Time Setup Costs

Let’s start with what you’ll likely pay upfront. These aren’t dealbreakers but they do add up depending on your size and needs.

• VoIP-compatible phones: $80–$400 per device
• Headsets: $30–$300 each
• Conference phones: $200–$1,000
• Network equipment (if needed): Routers, switches, and more

You may also need professional help getting things off the ground:

• Installation: $200–$600
• Network assessment: $300–$1,000
• Staff training: Sometimes included, sometimes $500–$2,000

Pro tip: Some providers include setup in your contract. Always ask.

2. Monthly Recurring Costs

This is the number you’ll probably focus on and it’s important. Most providers offer tiered VoIP service plans.

• Basic plans: $15–$30/user/month
• Mid-tier or advanced plans: $30–$60/user/month
• Enterprise-level features: $50–$100+/user/month

Also, don’t forget about your internet. VoIP runs over your connection, so if your bandwidth isn’t cutting it, you may need to upgrade.

• Bandwidth upgrades: $50–$500/month depending on your business size and location

3. The Not-So-Obvious Costs

Even reputable providers sometimes tuck fees into the fine print. Here’s what to watch for:

• Contract cancellation penalties
• Activation or setup fees
• Feature add-on charges
• Tiered support (basic is free, priority costs more)
• Per-minute charges for international or toll-free calls

Traditional Phone Systems vs. VoIP (3-Year Cost Comparison)

Let’s say you’re a 20-person business trying to decide between old-school PBX and a VoIP system. Here’s how it breaks down over three years:

Traditional Phone System

• Equipment: $15,000–$30,000
• Installation: $3,000–$5,000
• Monthly service: $400–$800
• Maintenance: $2,000–$4,000/year
• Adding lines or relocating: $$$

3-Year Total: $39,400–$83,800

Business VoIP System

• Hardware: $3,000–$8,000
• Setup: $1,000–$3,000
• Monthly service: ~$7,200/year ($30/user)
• Maintenance + support: Usually included
• Adding users: Often free
• Relocating: No added cost

3-Year Total: $25,600–$39,600

That’s a potential savings of $13,800–$44,200, money you could put toward growth, marketing, or hiring.

Why VoIP Delivers More Than Just Savings

VoIP isn’t just about slashing your phone bill. It’s about future-proofing how your business communicates.

Business Continuity

Power out? Office closed? No problem. VoIP systems can auto-route calls to mobile devices or backup locations so customers never hit a dead end.

Easy Scalability

Need to onboard 5 new team members? Add them in a few clicks! No need for technician visits or rewiring anything.

Time-Saving Features

Most issues are fixed remotely, fast. Plus, many systems integrate with CRMs, calendars, and email so you can streamline workflows and provide better service.

How to Avoid Common Cost Pitfalls

Before you sign anything, make sure your VoIP provider helps you avoid these common traps:

• Bad implementation: Poor setup can ruin call quality
• Weak support: Make sure real help is available when you need it
• Ignored network needs: Don’t skimp on your bandwidth
• Paying for features you don’t need: Get a custom-fit solution

The Bottom Line: VoIP Makes Financial Sense

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. 

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