In short
VoIP phone system cost depends on the licensing model (per user per month for Teams Phone, Webex Calling, Forever UC and Forever Teams, or one flat annual licence per system for 3CX), plus calls and numbers, handsets, connectivity and installation. Because each part moves with your choices, ask us for a quote based on your team.
Get a quote for a VoIP phone system
Ask us for a quote and we will reply by email with options priced for your organisation.
What you pay for
The cost of a business VoIP phone system is made up of a handful of parts. Each one depends on your choices, which is why two quotes for "the same" number of users can look very different:
- Licences: per user, per shared device or per system, depending on the platform
- Calls: inclusive minutes, itemised charges, or a mixture
- Numbers: new numbers, direct dial numbers, ported numbers and any 03 or 0800 numbers
- Devices: desk phones, cordless and conference handsets, headsets, or apps only
- Connectivity: whether your broadband, leased line or office network needs work for voice
- Installation: building call flows, provisioning devices, porting numbers and training
The sections below take each in turn. For any figure, the answer is the same: ask us for a quote and we will price the options that fit side by side.
Licensing models: per user or per system
The biggest difference between platforms is how they are licensed. A per-user platform grows with headcount; 3CX grows with the number of calls you need at the same time. This table sets out the cost drivers for each platform we supply:
| Platform | Licensing model | Calls and numbers | Also budget for |
|---|---|---|---|
| Microsoft Teams Phone | Per user per month: a Teams Phone licence on top of a qualifying Microsoft 365 or Teams plan (Microsoft 365 E5 includes Teams Phone) | A Calling Plan, Operator Connect or Direct Routing | Shared Space licences for shared phones; Teams certified devices |
| Forever Teams | Per user per month: Teams Phone licensing plus Forever Group's Direct Routing service | Itemised call billing, or a minutes bundle on request | Optional call recording; optional desk phones |
| Forever UC | Per user per month, in Standard, Plus or Contact tiers | Itemised call billing, or a minutes bundle on request | Plus or Contact for recording and reporting; optional desk phones |
| Webex Calling | Per user per month, Professional or Standard, plus Workspace licences for common-area phones | Cisco Calling Plans, Cloud Connected PSTN or a local gateway, per location | Cisco devices; contact centre add-ons if needed |
| 3CX | One flat annual licence per system, set by edition and simultaneous-call (SC) size, with no per user per month charge | A SIP trunk of your choice, with numbers and calls from the trunk provider | Hosting by 3CX or your own cloud or on-site server; desk phones from 3CX's supported list |
| SIP trunks | By channel or call capacity | Calls and numbers from the trunk | Your existing phone system's support and maintenance |
With 3CX, a simultaneous call (SC) is any internal or external call taking place at the same time, and 3CX's commercial editions start at 8 SC. Each SC size has published recommended and maximum user limits, so the licence is sized on both call demand and system size. 3CX SMB Free is offered by 3CX at no charge for up to 10 users, with hosting included. Our sister site's 3CX pricing and Teams Phone licensing pages explain those two models in detail.
Not sure which licence fits? Ask us
We will match the right licence to your requirements and quote for it.
Calls and numbers
Call charges are where quotes often differ most. The common approaches are:
- Inclusive minutes per user, which suit predictable outbound calling. Microsoft's Domestic Calling Plans, for example, include outbound minutes that are pooled across users in the same country on the same plan
- Itemised billing, where each call is charged, which suits light or uneven use
- Minutes bundles shared across the organisation
- International calls, which may need a separate plan or allowance
Ask how calls from menus, queues and diverts to mobiles are charged, as these are easy to miss. On numbers, check the cost of new numbers, direct dial ranges, 03 and 0800 numbers, and porting your landline number to VoIP. Our guide to VoIP numbers for business explains the number types.
Handsets and headsets
You do not have to put a desk phone on every desk. Many teams use softphone apps on laptops and mobiles with a good headset, and keep desk phones for reception, warehouses and shared areas. Where you need handsets, VoIP desk, cordless and conference phones can be bought outright or, in some cases, included in your monthly rental, with the options confirmed at quote. Compatible IP phones you already own can sometimes be re-provisioned.
VoIP handsets for business covers the device types, and softphone vs desk phone helps you decide who needs which.
Want a price for your organisation?
Tell us your users, sites and timescales and we will come back with a clear quote.
Connectivity and installation
Connectivity. A VoIP phone system relies on your internet connection and office network. Some sites need more upload capacity, a backup connection, or network changes such as QoS and a voice VLAN before go-live. It is better to plan for that from the start; our VoIP requirements checklist shows what we look at, and our sister sites cover broadband for VoIP and leased lines for VoIP.
Installation. Building menus and groups, provisioning devices, porting numbers and training staff all take time, and the effort depends on users, sites and call flows rather than on the platform alone. Much of it can be done remotely. Our VoIP phone system installation page sets out the steps, and we confirm what is included in your quote.
Costs that are easy to miss
A few items do not show up in a simple per-user comparison but belong in any budget:
- Shared and common-area phones: reception, warehouse and meeting room phones may need their own licence, such as Microsoft's Teams Shared Space licence (called Teams Shared Devices before April 2026) or a Webex Calling Workspace licence
- Menus and queues on Teams: auto attendants and call queues use resource accounts, which take Microsoft's Teams Phone Resource Account licence, plus a phone number if callers dial them directly
- Special numbers: 03 and 0800 numbers, and any number ranges you are porting from ISDN
- Call recording storage: how long recordings are kept, and whether longer retention is an extra
- Resilience: a backup connection or 4G/5G failover for sites where calls must keep flowing
- Analogue devices: adapters for door entry, franking machines or older handsets. See VoIP adapter
None of these is unusual, and we include the ones that apply to you when we quote.
How to compare VoIP costs like for like
A VoIP cost comparison only works if every quote prices the same thing. Ask each supplier to quote:
- The same number of users, shared phones and sites.
- The same call allowance, or itemised rates for the same call pattern.
- The same numbers, including direct dials and any 03 or 0800 numbers.
- The same devices, or apps only.
- The same features: recording, reporting, CRM integration and queues.
- Installation, training and help with changes.
Then compare the total over the same period, not just the headline licence. Our VoIP vs landline for business page compares VoIP with traditional lines, and VoIP phone system features shows which features come in which tier, so you do not pay for ones you will not use.
What to send us for a quote
- The number of users, and how many need desk phones, cordless handsets, apps only or Teams.
- The number of sites, and the most calls you have at the same time in a busy hour.
- Your current numbers and provider (a recent bill helps).
- How calls are answered today: reception, menus, groups or queues, and out-of-hours rules.
- Whether you need call recording, CRM integration or contact centre reporting.
- Your Microsoft 365 licences, if Teams is an option.
- Your connection at each site, and any lines used by alarms, lifts or card terminals.
Send what you have through the contact form and we will come back with options from more than one platform.
How Forever Systems helps you choose a VoIP phone system
We supply and support several VoIP platforms, so we can recommend the one that fits how your team takes calls rather than fitting your business around one product.
- Platform advice across hosted 3CX, Microsoft Teams Phone, Webex Calling, Forever UC and Forever Teams, with SIP trunks for phone systems you already own
- A requirements check of your broadband, network and routers before anything goes live
- Numbers and porting: we can help you keep your existing business numbers and plan the move away from analogue and ISDN lines
- Handsets and headsets that suit each platform, bought outright or, in some cases, included in your monthly rental, with the options confirmed at quote
- Set-up and changes: call flows, users and devices configured for you, and help with moves, adds and changes afterwards
- For BT Cloud Voice, see our sister site cloudvoice.cloud, and for hosted and cloud platforms in depth, cloudphone.cloud
We work with businesses, schools, charities and public sector organisations.
Frequently asked questions
How much does a VoIP phone system cost?
It depends on the platform, the tier or edition, the number of users or simultaneous calls, calls and numbers, handsets and installation. Teams Phone, Webex Calling, Forever UC and Forever Teams are licensed per user per month, while 3CX has one flat annual licence per system. Ask us for a quote.
How much does VoIP cost per month?
For per-user platforms, the monthly cost is the licence for each user plus calls and any rental, so it moves with headcount and call volume. 3CX is licensed annually per system. We price your team's actual users and call pattern, so ask us for a quote.
Is VoIP cheaper than a landline?
It can be, but it depends on your current lines, call charges and phone system maintenance. VoIP replaces line rental and on-site hardware with licences, so compare the total cost over the same period. We can compare your current bill with VoIP options.
Is 3CX licensed per user?
No. 3CX sells one flat annual licence per system, set by the edition and the number of simultaneous calls, with no per user per month charge. 3CX SMB Free is offered at no charge for up to 10 users, hosted by 3CX.
Are handsets included in the price of a VoIP phone system?
It depends on the platform and what you choose. VoIP desk, cordless and conference handsets can be bought outright or, in some cases, included in your monthly rental, and many users need only a softphone app. The options are confirmed at quote.
Why do VoIP quotes vary so much?
Because platforms are licensed differently (per user or per system), calls are charged in different ways, and quotes may or may not include handsets, numbers, installation and features such as recording. Compare quotes for the same users, calls, numbers, devices and features.
Still have a question about a VoIP phone system?
Ask us and a member of our team will reply by email.
More VoIP phone system guides
3CX VoIP3CX as a VoIP PBX: where it runs, the editions, licensing and SIP trunks.