A Guide to VoIP Phone System Pricing in 2024

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Voice over IP (VoIP) phone systems are flexible, scalable, and often more affordable than traditional phone systems. You don’t need to buy hundreds of expensive landline phones, pay per minute, or deal with unpredictable monthly costs.

That said, the pricing of VoIP phones can be difficult to understand at first, as it’s not simply a matter of a single monthly fee. There are extra features you need to factor into expenses, such as toll-free numbers and additional support. Plus, there are one-time costs to consider, such as set-up expenses.

This article covers how VoIP pricing works and what costs you can expect. We’ll also compare the prices of some of the biggest VoIP providers and outline how a VoIP system can save you money in the long run.

TL;DR

• VoIP costs are about more than your monthly fee—they also include installation expenses and add-on features. But you can easily predict how much your system will cost you monthly or annually. 

• VoIPs can save you money in the long run with lower operational costs, increased productivity, scalability and flexibility, and reduced maintenance and support costs.

• Aircall is the best affordable VoIP solution based on the numerous features and benefits included in even our most basic plan. 

How Does VoIP Pricing Work?

VoIP pricing can be divided into three parts – one-time fees, recurring costs, and additional feature costs. Let’s take a look at what each of these entails.

One-time fees

As with any phone system, there will be one off costs you’ll need to pay to get going. These include set-up and installation fees, which can vary depending on whether you’re hosting everything yourself or you prefer to have your provider host the software for you. 

If you’re hosting yourself, you’ll need to consider having a server, a battery back-up, and routers for making and receiving calls over the internet. You’ll also need to pay software licensing fees.

You can purchase specialized VoIP phones, though this isn’t necessary if you have VoIP compatible devices that can connect to the internet. In addition, you’ll want to invest in training your employees on how to use the new system, especially if they’ve never used a VoIP phone system before.

Recurring fees

In the long run, the bulk of your VoIP fees will be made up of monthly recurring expenses. These include subscription fees (what you pay per user), usage-based charges (think local versus international calls), maintenance and support fees as necessary, and software updates and upgrades (such as with the release of new AI features).

Add-on feature fees

Depending on which VoIP provider you choose, not all features will be included in standard packages. In many cases, you can expect to pay more for toll-free numbers, storage for recorded calls, caller ID, interactive voice response (IVR), AI tools, and other advanced features.

Keep an eye out for these hidden costs. 

There are some expenses that aren’t always clear upfront depending on the VoIP provider, like the costs of making international calls, adding more users to your plan, or number porting when you first get started. So make sure when you’re reviewing a VoIP service, you understand all the costs you might face.

 A Closer Look at VoIP System Costs

Let’s get into the details of VoIP system costs, from installation fees and monthly subscriptions to add-on expenses. 

Installation expenses

• Initial consultation and assessment: You may have to pay for the initial consultation with the various VoIP providers you’re considering, along with site assessment fees to create the optimal system setup. 

• Hardware procurement: Depending on how you want to configure your VoIP phone system, you’ll need to pay for hardware like phones, headsets, and network equipment—and more if you’re hosting the system yourself. You’ll also need to hire professionals to install and configure the system.

• Network upgrades: As with any technology, there will be times when you need to upgrade your network infrastructure to support the evolving features of your VoIP system.

Monthly subscription fees

• Basic service plan costs: Generally speaking, you’ll pay a monthly fee per user, although some providers charge per call. A host of features will be included with your monthly service plan. With Aircall, for example, you get a cloud-based system that can be set up in minutes, plus CRM integrations, call routing software, call monitoring, conference call solutions, 24/7 customer support, and more.

• Scalability expenses: Whether you’re growing your business or scaling back, you can expect your monthly costs to grow or decrease accordingly, as you’re likely to be charged per user.

Add-on costs

• Advanced features and functionalities: Not all features will come standard with your monthly subscription; certain functionalities like advanced analytics and AI tools usually come with an additional monthly cost.

• Custom solutions: Most VoIP phone system providers tailor packages for larger enterprises that need a custom solution for hundreds of users. These types of plans often include custom development fees.

• Security and compliance features: You may incur additional costs for enhanced security measures and compliance solutions if your industry is highly regulated.

Comparing Rates of Top VoIP Providers

How a VoIP System Can Help You Save in the Long Run

You can have a VoIP system up and running in a matter of minutes with just a WiFi connection and a phone that connects to the internet. That’s just one reason why VoIP systems can be such a cost-effective solution for businesses. 

Here are some more examples of why VoIP can be more affordable than traditional phone systems. 

Lower operational costs

• Reduced call charges: Because you’re using the internet to make the call, many VoIP providers include unlimited calling, whereas traditional phone system providers charge based on the duration of your calls.

• Minimal hardware requirements: With traditional phone systems, you need a landline phone for every user, plus the hardware involved in the infrastructure. VoIP systems reduce these needs because they’re hosted in the cloud—and you can use any phone or computer that connects to the internet, leveraging your existing infrastructure.

• Facilitation of remote and hybrid work setups: VoIP systems don’t tie callers to a specific geographic location, meaning your employees can work remotely. This helps save on office space and workplace utility costs.

Increased productivity 

• Unified communications: VoIP lets you integrate voice, video, and messaging into a single platform, meaning more efficient communication and collaboration among team members.

• Advanced features: Call routing, auto-attendants, and VoIP integrations are all available with VoIP systems, helping boost call center productivity. 

Scalability and flexibility

• Easily scalable solutions: Whether you’re scaling up or down, your VoIP system can evolve with you. You don’t need to worry about over-provisioning and paying for unused capacity. Similarly, you can easily add users to your monthly or annual plan.

• Flexibility in adding features: Your VoIP provider is likely to have add-on features that enable you to upgrade your capabilities without upgrading your plan or overhauling your system.

Reduced maintenance and support costs

• Simplified maintenance: If you run into challenges with your VoIP services, you can receive remote support and troubleshooting, rather than be charged for a professional physically coming to your office to find out what’s wrong. 

• Vendor support and updates: With VoIP provider support on call to help with your issues, you can reduce your need for in-house IT specialists.

Long-term cost predictability

• Fixed monthly costs: Subscription-based pricing means your expenses are predictable, avoiding unexpected costs and budget overruns.

• Cost management tools: You can use VoIP analytics and reporting tools to manage and optimize your costs. You can then adjust plans based on usage patterns, scaling up or down depending on your business needs.

Choose Aircall for an Affordable, Reliable VoIP Solution

VoIP phone system costs can be difficult to understand at first, but once you know about the recurring, one-time, and add-on fees involved, you can easily predict your monthly and annual expenses. This makes it easier to plan your budget and scale up or down depending on your usage.

At Aircall, all our VoIP plans come with a wide range of features—even our most basic plan:

• Over 100 integrations and API access

• Unlimited long-distance calling within the US and Canada

• IVR

• Call-recording

• Click-to-dial

• SMS and MMS sending and receiving

• Softphone for desktop, Android, and iOS

• Unlimited simultaneous outbound calls

Plus you can add on AI capabilities, which unlock conversation intelligence with AI-generated call summaries, CRM logging, key topic recognition, and more. You can also tack on Analytics+, which lets you view easy-to-understand heat maps and charts, drill down further into reports, and include advanced filters in your reporting. 

At Aircall, we don’t force you to upgrade to access advanced productivity-boosting features, and you’re bound to save in the long run with our customizable VoIP phone system. 

Discover the best VoIP phone system provider: an affordable, reliable solution to help you boost customer satisfaction. Try Aircall for free.

FAQs

Who is the cheapest VoIP phone provider?

RingCentral and Zoom Phone are some of the cheapest VoIP phone providers. However, the most cost effective VoIP phone provider is the one that gives you the most value for money. 

Some providers have cheaper monthly or annual pricing than others, but they may not include the features you need.

Why is VoIP so expensive?

VoIP is costly when you choose a provider that doesn’t offer many features with basic and standard plans, forcing you to pay extra for add-ons—which can get expensive quickly. 

But as a general rule, VoIP is cheaper than traditional phone systems, especially if you’re using a cloud-based solution and don’t need to purchase extra hardware to launch it. 

Published on November 5, 2024.