Office Phone System Prices: Guide to VoIP Costs

With landlines being phased out in the UK by 2027, most businesses are making the switch, or have made the switch to digital VoIP (Voice over Internet Protocol) phone systems, which use the internet to connect calls.

These modern office phone systems are software-based and require minimal equipment to run, although most can integrate with hardware phones. A VoIP software plan costs between £10 and £30 per user, per month, depending on how advanced your package is. Compatible hardware phones cost anywhere between £50 and £120 per set, while accessories such as headsets cost between £15 and £150.

Most VoIP providers are transparent with their pricing, so we’ll break down what top providers charge for their software and services. And, if you need help finding a VoIP phone system provider, we can help. Just fill in our free quotes form, and we’ll match you with providers who’ll reach out with tailored quotes.

VoIP Phone System Costs Breakdown

For a top VoIP office phone system, you’ll need to pay a few things, which can include:

• A subscription fee for the VoIP software package (this is almost always charged per user per month)
• A fee for call minutes (many VoIP plans offer unlimited inbound and outbound minutes, but some charge for usage)
• An installation and configuration fee (if your provider doesn’t offer this for free)
• Upfront costs for VoIP-compatible phones, also known as IP phones (if you’re existing phones aren’t compatible), or headsets

VoIP software costs

Most VoIP phone software is charged on a per user, per month, with prices varying between £10 and £30. While some providers charge a set fee for the entire software package, others limit the features you can use depending on the price you pay.

To give you a better idea of how much you can expect to pay for VoIP phone software, here’s what the top providers charge:

As you can see, a majority of providers start their pricing at £10 or £12 per user per month, and don’t charge more than £25 per user per month for their most expensive plan, with a few exceptions.

The cheapest plans, those costing under £10 per month, often come with more limited call management features, and don’t always offer unlimited minutes, meaning you have to pay-as-you-go. Mid-tier and top-tier plans often have more advanced features, designed to handle large volumes of calls, and come with unlimited minutes.

What option is best for your business depends on your needs: the number of calls you make and receive.

VoIP call minutes cost

As you can see from the table in the previous section, most VoIP software plans come with unlimited inbound and outbound minutes for domestic calls. If they do charge extra, you can expect to pay a few pence per minute, such as between 12p and 30p, depending on the number you’re calling.

Most providers charge metered rates for international calling, and these vary a lot by provider. NBC, for example, charges £6 for 500 international calling minutes, and £10 for 1,000 minutes.

VoIP installation costs

Most VoIP providers don’t charge installation fees, since their software can be easily set up online and requires minimal hardware equipment. Often, it’s just a case of installing the right apps and connecting up any IP phones.

If you have a complex hardware setup and require the help of an engineer, you can expect to pay £200 to £350 for a half-day installation job.

VoIP hardware costs

VoIP hardware costs are usually quite minimal, and will vary depending on the number of hardware sets you need.

Here’s what you can expect to pay:

• Cordless office phone set: £10-£120
• Headset with microphone: £15-£150

As you can see, there’s a big variation in price, but most businesses will do just fine with the cheaper options. Fancy headsets with a range of features aren’t necessary for most day-to-day business activities.

Are There Any Hidden Costs for VoIP Phone Systems?

There aren’t many hidden costs to using a VoIP office phone system, but expenses businesses often overlook include broadband and employee training.

Here’s the full list:

• Broadband (£20-£50/month): A VoIP system will increase your business’s internet usage, so you might need to switch to a new broadband plan with a bigger capacity.
• Training (variable): You’ll need to spend time training your employees on how to use the new VoIP system, which will cost your business time that could have been spent elsewhere.
• Add-on software products (£5-£35/month): Some VoIP providers offer optional add-on software products, such as e-faxing or video-conferencing.
• Additional numbers (£2-£4/month): Many VoIP providers will charge you for using more than one or two numbers, with rates varying depending on the type of additional number you need.

Is VoIP Cheaper Than a Landline Phone System?

A VoIP phone system is generally cheaper than a landline because it doesn’t require you to purchase as much dedicated hardware. All you need is an existing internet connection and an internet-connected device such as a smartphone, IP phone, or computer, in any location.

This, and the fact that all landlines in the UK will be switched off by 2027, as part of the “Big Switch Off“, is why a lot of businesses have transitioned from analogue to a cloud-based VoIP phone system.

Is There a Free VoIP Service in the UK?

There’s no free business VoIP software available in the UK.

However, there are apps you can download for free that will allow you to text and make audio and video calls for free over the internet. These include Facebook Messenger, Skype, Viber, and WhatsApp. That being said, some require you to sign up with a mobile number, which means you’ll still have to pay for a regular cell phone plan.