How Much Does a Business VoIP System Cost in 2025?

VoIP phone systems cost between $20 – $35 a month per user. Pricing depends on how many phones and whether the equipment is on-premise or cloud-based.

Featured VoIP Solutions

 

 

 

Business VoIP System Price Comparison by Brand

Don’t know which VoIP system gives the best for the price you’ll pay? We’ve got a quick but in-depth list here for you to go over, starting with Ring Central:

1. Ring Central

Ranging from $20.00 to $49.99/month per user RingCentral is a super value with all the whistles and bells. Ring Central is one of the best VoIP phones for the business. It uses a network infrastructure that spans North America, Europe, and Asia.

This VOIP and cloud PBX solution provides features that are perfect for large teams. If you need a robust network with many lines, this is the best one for its cost.

RingCentral is great because of its complete features. It is the most complete system out of everything in this list.

• Unlimited Phone Calls
• Unlimited Business SMS
• Call management and phone
  system administration
• Phone rental options: desk and
  conference phones
• Multi-level auto attendant
• Call log reports

Its set of features includes internet fax, call-forwarding, and auto-attendant to name a few. This unit is perfect for businesses with 50 lines and above.

There are, however, a few small problems with RingCentral. The service is great, but it’s not tailored for small-scale use due to its price. It lacks affordability, which is a problem if you don’t need as many features as it packs.

Also, only businesses with more than 20 users will have US-based support. Anything below that gets a route offshore.

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2. 8×8 Virtual Office

These plans range from $25 – $55 per month per user. If you’re a small business that deals with a lot of international calls, 8×8 Virtual Office is the answer. It’s the choice system when considering VoIP phone system cost. Why?

8×8 is one of the best low-cost business phone services that fits small and medium businesses. Its lowest plans cover unlimited calls for up to 14 calling countries.

This, with other out-of-the-box services, is great value for money. It has an easy setup with robust desktop and mobile support.

• Unlimited Calling Zone
• 1 GB Media Storage
• Mobile Apps
• Business SMS
• Voicemail
• Team Messaging

The phone itself is not one of a kind, but rather their packages give it some allure. International calls tend to be expensive. Having the ability for unlimited calls to many destinations is invaluable.

The problem with 8×8 Virtual Office, however, is the missing features. Some useful parts like unlimited video, cloud storage integration and toll-free minutes.

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3. NexTiva

Cost ranges from $20.00 per month – $60.00. NexTiva is one of the best VoIP phones for business, and for a reason. They have a good combination of features, affordable pricing, and stellar CS. Though they’re not the cheapest, their price is well-balanced enough for its slew of features.

Their lowest cost plans have unlimited calls and SMS and voicemail to text transcription. Their most full-featured plan is not too expensive as well.

• Voice
• CRM
• Chat
• Conference Bridge

The issue with NexTiva, however, is beyond their pricing plan. NexTiva tends to require its customers to commit to three-year contracts. Also, the pricing they list is for 100 or more employees. This may create confusion as small businesses would flock to them for their value.

Even with all that, NexTiva is still one of the best values for money VoIP phone prices on the market. That’s undeniable.

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4. Jive

Jive rates are $29.95/User for 1-99 users. One of the largest assets of Jive is its slew of different features. Much like its competitor RingCentral, each tier provides more and more features. It even has tools like call monitoring methods that they provide for free.

Its impressive set of more than 80 features gets better with their pricing scheme. The pricing provides a sliding scale incentive. The more users you have, the lower the price goes.

• Auto-Attendants
• Call Routing and Forwarding
• Local & Toll-free Numbers
• Cloud PBX
• Call Queues
• Call Recording
• Voicemail to Email

The problem with Jive, however, comes from its two most used features. International calling with the Jive is more expensive than its competition. Its video calling conferences have scope limitations as well.

If you’re a business with many employees, Jive is the low-cost business phone service of choice.

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5. Vonage

Vonage cost between $13.99 per month/per line – $27.99. is one of the best VoIP if you’re looking for voice quality. Its robust voice capabilities are something any business would love to have. You can add to that some great features like online collaboration and video conferencing.

Its set of features are robust, with everything from call recording to toll-free. The most basic price, at $19.99, is a steal as well.

One issue with Vonage’s plans, however, is that everything that comes after the $19.99 entry-level price. Every feature will cost you something extra. At full functionality, it does not have the best VoIP phone system cost.

• Call Announce
• Caller ID Block
• Do Not Disturb
• Virtual Mailboxes
• Video Conferencing

If features are integral to your business, Vonage is a great option for small to medium businesses. It’s simple to use but requires a careful balancing of features to avoid the creeping VoIP phone cost.

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6. NetFortris Fonality

Starting at $24/mo/user Fonality is one of the best VoIP phones fora business that is available on the market. The service is feature-rich, rivaling RingCentral and 8×8 Virtual Office on usability.

What sets Fonality apart is its extensive call-routing system and call center features. The entire system is perfect for businesses that have extensive customer support needs. Its scalability is ideal for mid-sized companies and beyond.

The problem with Fonality is their VoIP phone prices. Their prices get more expensive as you scale down, cutting down on the features as well. It also gets more and more complicated the more features you get.

If you’re a small business, you might overwhelm yourself with the features you don’t need. If deep call routing capabilities are important, this is the VoIP service you need.

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7. Intermedia Cloud PBX and VoIP

From $27.99/user/month Intermedia is one of the best VoIP services for small and mid-sized businesses that use an excellent feature set that has one of the best uptime in the entire list. They back this uptime guarantee with a service level agreement, which supports their rich features and flexible setup.

What we enjoy with their services are their add-on features. Except for a software phone and a 911 emergency option, they provide similar services as the competition. This gives them a competitive edge over more than half of the functions in this list.

The issue with them, as with most of the feature-rich services, is their VoIP phone system cost. They’re on the more expensive side of the spectrum, which can be a problem if you’re a small business.

If you think the features that it can provide are worth it, this is the best choice for the extra cost it incurs.

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8. Mitel

Mitel is one of the best small to medium business VoIP solutions for teams. One of their best features is their built-in collab using the MiTeam system.

Mitel Pricing. Mitel has three subscription plans: Essentials (starts at $20.99/month), Premier (starts at $26.59/month), and Elite (starts at$38.49/month)

There out of the box features are outstanding. Their predictive contacts search is effective. Their comprehensive VoIP features are nothing to scoff at as well.

• PBX Features
• Collaboration
• Conferencing
• Call Recording
• CRM Integration

If there’s an issue with Mitel’s offerings, it’s their VoIP phone cost. Their basic offerings are more expensive than the competition due to extra features. Their speech-to-text transcription is non-existent as well.

If you value team collaboration or have remote users, then Mitel is the value solution.

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9. Ooma

Ooma starts out at $19.95 a month per user. The Ooma Office is one of the lowest cost solutions on this list, and for a reason. Ooma is a software solution with a one-time hardware cost and a low fee every month. It doesn’t have the most features out there, but instead, it carries essential services for a much lower price.

Ooma’s features include call and voicemail forwarding, extensions, conferencing, and hold music. Their system allows for connection with any phone, both digital and analog.

• 35+ features standard
• Free number transfer
• Main business number – local or toll-free
• Unlimited calling US/Canada
• Direct dial number

The problem with using Ooma, however, is the initial hardware costs. The basic installation rates start at $250 for a base station and two wireless Linx devices. This grows more expensive the bigger your userbase grows.

If you’re a small business that is looking for a quick, and easy entry-level PBX, then Ooma is the right choice for you.

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10. Grasshopper

Grasshopper cost $26 per month (1 number, 3 extensions), $44 / month (3 numbers 6 extensions), or $80 per month (5 numbers, unlimited extensions). Grasshopper is one of the few virtual phone services that provide both low-cost business phone service and ultra-small business support. Their features are quite comprehensive as well for their pricing.

This includes call blocking, forwarding, screening, and conferencing. It also sends faxes as PDF and custom greetings, which is great.

• Business Texting
• Call Forwarding
• Custom Greetings
• Read Your Voicemail
• Unlimited Minutes
• Wifi Calls

The problem with Grasshopper itself is its virtual form. Because calls come from mobile instead of hardware, the service does not scale. The more users you get, the more you need to rely on mobile phones instead of dedicated hardware.

If you’re a solo entrepreneur or have a small, intimate team with you, Grasshopper is the right choice.

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What is Business VoIP in Laymen’s Terms

A business VoIP system (Voice over Internet Protocol) is a phone system that works over the internet instead of traditional phone lines. Here’s how it works in simple terms:

• Instead of using phone wires, your voice is converted into digital signals and sent through the internet, just like an email or a video call.
• It lets businesses make and receive calls on various devices like desk phones, computers, or mobile phones, as long as they’re connected to the internet.
• VoIP systems often come with extra features like voicemail, call forwarding, video conferencing, and auto-attendants (a virtual receptionist).

Why use it?

1. Cost savings: It’s usually cheaper than traditional phone lines, especially for long-distance or international calls.
2. Flexibility: Employees can make and take calls from anywhere with an internet connection, making it great for remote work.
3. Scalability: It’s easy to add or remove phone lines as your business grows or changes.

In short, a business VoIP system is a modern, flexible, and cost-effective way for companies to manage their phone communications.

Advantage vs Disadvantages of VoIP for Businesses

Advantages of VoIP

1. Cost Savings
   • Cheaper than traditional phone lines, especially for long-distance and international calls.
   • Lower maintenance costs since there’s no need for dedicated phone lines.
2. Flexibility and Mobility
   • Employees can make and receive calls anywhere with an internet connection, making it ideal for remote work or multi-location businesses.
   • Supports use across various devices (desk phones, laptops, or mobile phones).
3. Scalability
   • Easy to add or remove users without the need for installing new lines.
   • Scalable to match the size of your business.
4. Advanced Features
   • Includes modern features like video conferencing, voicemail-to-email, call recording, auto-attendants, and integrations with CRM systems.
5. Improved Communication
   • High-definition (HD) call quality under good internet conditions.
   • Unified communication tools like messaging and video on one platform.
6. Global Reach
   • Enables businesses to establish virtual phone numbers in multiple countries, enhancing global presence.

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Disadvantages of VoIP

1. Dependence on Internet
   • Requires a reliable, high-speed internet connection. Poor internet quality can lead to dropped calls or poor voice quality.
2. Power Dependency
   • VoIP systems won’t work during power outages unless a backup power system is in place.
3. Latency and Jitter
   • Delays, echoes, or choppy audio can occur if the network is congested or has low bandwidth.
4. Security Risks
   • Vulnerable to hacking, call interception, or other cyber threats if not properly secured. Encryption and firewalls are essential.
5. Emergency Call Limitations
   • Emergency services may have difficulty pinpointing the exact location of a caller using VoIP.
6. Initial Setup and Learning Curve
   • Switching to VoIP may require training and adjustments for staff.
   • Initial setup can be complex, especially if the current infrastructure isn’t VoIP-ready.

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Is VoIP Right for Your Business?

VoIP is ideal for businesses seeking cost savings, mobility, and advanced features. However, it’s important to ensure reliable internet, invest in security, and consider its limitations in emergencies

Business VoIP Buying Guide – 6 Tips

When purchasing business VoIP there are 6 tips to keep in mind, and we unpack them in the buying guide below.

• Understanding the importance of VoIP (Voice over Internet Protocol) for modern businesses.
• Benefits: Cost-effective, scalable, and feature-rich communication solutions.

1. Assessing Your Business Needs

• Size of your business (small, medium, or large).
• Types of communication required (voice calls, video conferencing, messaging).
• Integration needs with existing systems (CRM, email platforms).

2. Key Features to Look For

• Reliability and Uptime: Look for providers with a high uptime guarantee.
• Call Management Features: Auto-attendant, call forwarding, call queuing.
• Scalability: Easy to add/remove users and adjust as your business grows.
• Integration Capabilities: CRM, email, and calendar integration.
• Mobility: Mobile apps and remote access features.

3. Understanding Pricing Models

• Flat-rate Pricing: Fixed monthly fee, unlimited calling.
• Pay-as-You-Go: Charges based on usage.
• Tiered Pricing: Different packages based on features and number of users.
• Hidden Costs: Setup fees, add-ons, and cancellation charges.

4. Evaluating VoIP Service Providers

• Reputation and Reviews: Check customer feedback and industry reviews.
• Customer Support: 24/7 support availability and quality.
• Security Features: Encryption, secure data handling, compliance standards.
• Trial Periods and Demos: Test before making a long-term commitment.

5. Implementation and Training

• Setup Process: Ease of installation and configuration.
• Training Resources: Availability of training materials and support.
• Technical Support: Ongoing technical assistance and troubleshooting.

6. Future-Proofing Your VoIP System

• Regular Updates: Ensure the system receives regular updates and improvements.
• Compatibility with Emerging Technologies: AI, 5G compatibility.
• Flexibility for Expansion: Ability to scale and add new features.

Conclusion

• Choosing the right VoIP system is crucial for effective business communication.
• Careful consideration of features, pricing, and provider reputation will lead to a successful implementation.

Additional Resources

• VoIP Provider Comparison Websites
• Online Customer Reviews and Testimonials
• Industry Reports and Market Analyses

Remember, the best VoIP system for your business depends on your specific needs, budget, and future growth plans. Conduct thorough research and consider opting for a trial period to ensure the system fits your business requirements.

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Article Resources:

https://www.cisco.com/c/en/us/solutions/small-business/resource-center/unified-communications/voip-how.html

https://www.techopedia.com/definition/7976/key-telephone-system-kts

https://www.business.com/articles/types-of-phone-systems/