What does a business VoIP system actually cost?
The monthly price of a business phone system is only part of the answer. To compare VoIP quotes properly, you need to know how many people need access, which calls are included, what equipment you need and whether there are setup charges.
VoIP carries calls over an internet connection. A hosted system can let staff answer through compatible desk phones, computer software or mobile apps, depending on the package. The right setup should match how your team works rather than simply replace every old handset with a new one.
For a useful budget, separate the costs into ongoing charges and one-off expenses.
The main costs to compare
| Cost | What to ask |
|---|---|
| Licences or lines | Is the price per user, per line or for a shared package? What does each licence include? |
| Calls | Which destinations are included? What exclusions, fair-use limits and extra rates apply? |
| Phones and headsets | Are they purchased, rented or included subject to a contract? |
| Broadband | Can the existing connection support the proposed setup, or is an upgrade needed? |
| Setup and number transfers | Are configuration, installation, training and number porting included? |
| Additional features | Do recording, reporting or integrations cost extra? |
| Support | What support is included, and during which hours? |
A low advertised licence price can still produce a higher overall bill if essential features sit outside the package. Ask each supplier to quote against the same requirements.
An example for a five-person business
This example uses Alliance Consultants prices for five users. All amounts exclude VAT. Assume included calls cover the business's normal usage and it can retain its existing broadband.
Licences are £12 per user per month. Each handset is available for £5 per month or £95 as a one-off purchase. Choose one handset option, not both. Alliance Consultants does not charge a setup fee.
| Item | Alliance cost, excluding VAT |
|---|---|
| Five licences at £12 per month | £60 per month |
| Five handsets at £5 per month each | £25 per month |
| Or buy five handsets at £95 each | £475 once |
| Alliance setup fee | £0 |
With monthly handsets: £60 + £25 = £85 per month, or £1,020 for the first year.
With handsets bought upfront: £60 per month plus £475 once, or £1,195 for the first year. That averages £99.58 per month across the first year.
These totals use standard monthly prices before any promotional discounts and exclude VAT, existing broadband and any extra charges.
For comparison only, a hypothetical £100 setup charge would add £100 to the first-year cost. This is not an Alliance charge: our setup fee is £0.
For a longer contract, calculate the full commitment too, including any scheduled price rises. A promotional opening price is not necessarily the price throughout the term.
Check what “inclusive calls” means
Ask for the actual tariff rather than relying on a headline. Confirm the treatment of UK landlines, mobiles, international calls, premium numbers and any destinations your business calls regularly. If staff call overseas customers, a recent bill helps identify the destinations that matter.
Also check whether calls forwarded to mobiles create additional charges. The features you use every day can matter more than a long list of features you rarely need.
Will every member of staff need a desk phone?
Not necessarily. Some people may work effectively with an app and headset; others may need a physical phone at reception or a shared workstation. Compatibility, licensing and the working environment all need checking before deciding.
List the roles in your business and how each handles calls. That creates a more useful specification than simply counting the phones on desks.
Compare total cost and practical fit
Before accepting a quote, ask for the monthly charge, upfront costs, contract length, price-change terms, cancellation costs and equipment ownership in writing. Make sure the proposed call handling suits your opening hours and the way customers reach your team.
If you are replacing an existing service, check its remaining contract costs separately. Moving to VoIP does not automatically remove those commitments.
Get a quote based on your business
Tell Alliance Consultants how many people need to make and receive calls, which numbers you want to keep and what is frustrating you about your current setup. If you have a recent bill, it can help us understand your requirements.
Call 01256 807707 or email hello@allianceconsultants.co.uk to discuss your business phone system.
Planning a move? Read our guide to keeping your numbers when changing VoIP provider and our phone-system migration checklist.