VoIP Pricing Explained: What to Expect When You Switch to Internet Calling


How much does VoIP service cost? If you’re asking this question, you’re probably considering making the switch from traditional landlines to internet calling for your business. Here’s a quick breakdown of what you can expect:

  • Monthly fees: $20 – $50 per user
  • Initial setup: Mostly free or minimal cost
  • International calls: Usually cheaper than landlines, but rates vary
  • Hardware: Free or low-cost devices from provider

Switching from landlines to VoIP (Voice over Internet Protocol) systems isn’t just about cutting costs. It’s also about enhancing communication efficiency and reliability. Traditional landlines, once the backbone of business communication, are rapidly becoming outdated and expensive compared to the modern, scalable, and feature-rich VoIP solutions.

One nonprofit organization in Lexington, VA, for instance, slashed their phone system costs by over 70% after transitioning to a cloud-based VoIP system. They went from paying $2,500 per month for their legacy phone setup to just $750 per month.

If you’re still relying on landlines for your business, it’s time to consider the benefits of VoIP:

  • Cost Savings: VoIP systems reduce expenses by eliminating the need for bulky equipment and minimizing maintenance costs.
  • Enhanced Features: Enjoy advanced functionalities like voicemail-to-email, call forwarding, and video conferencing.
  • Scalability: Easily add or remove users and features as your business grows or needs change.
  • Portability: Make and receive calls from anywhere with an internet connection.

VoIP vs. Landline infographic depicting cost, features, and scalability - how much does voip service cost infographic venn_diagram

With the right VoIP system, you’ll not only save money but also gain access to features that can improve your business’s communication and productivity. Let’s dive deeper into understanding the cost aspects of making the switch.

Understanding VoIP Costs

Switching to VoIP can be a smart move for your business, but understanding how much it will cost is crucial. Let’s break down the key factors that influence VoIP pricing and the different subscription models available.

How Much Does VoIP Service Cost?

Monthly Fees: On average, a VoIP phone system costs between $25 and $35 per line monthly. These fees grant access to core VoIP capabilities, allowing businesses to make and receive calls over the internet. For smaller businesses, monthly plans offer flexibility without long-term commitments. However, they tend to carry a higher per-month cost compared to annual plans.

Per-User Pricing: VoIP providers often structure their pricing based on a per-user or per-line basis. If you have a defined number of employees, per-user pricing might be best. For call-intensive organizations, per-line pricing works better. The more users or lines you have, the higher the total recurring costs.

Annual vs. Monthly Plans: Annual plans are typically cheaper than monthly plans. By prepaying for 12 months of service, businesses can secure discounted rates. However, monthly plans provide more flexibility, which can be ideal for startups or businesses with fluctuating needs.

Factors Influencing VoIP Pricing

Provider: The VoIP provider you choose will significantly impact your costs. Different providers offer various pricing models and feature sets. It’s essential to compare providers to find the best fit for your business needs.

Features: Basic features like call forwarding and voicemail are usually included in standard packages. However, advanced features such as virtual meetings, CRM integration, and auto attendants can incur extra fees. Identify which features are essential for your business to avoid unexpected costs.

Users: The number of users or lines you need will directly affect your costs. Most providers charge per user or line, so larger teams will see higher expenses.

Hardware: VoIP is mostly software-based, but you might need some hardware like headsets, VoIP phones, or analog telephone adapters (ATAs). Costs can range from $20 for a basic headset to $400 for high-end VoIP phones.

International Calls: While many providers offer unlimited domestic calling, international calls can add to your bill. VoIP international calling rates are generally lower than traditional phone companies, but they vary by destination and volume.

Subscription Models Explained

Hosted PBX: A hosted Private Branch Exchange (PBX) is a cloud-based phone system managed by the VoIP provider. This model eliminates the need for on-premise hardware, reducing setup and maintenance costs. Hosted PBX systems are scalable and ideal for businesses looking for flexibility and ease of use.

On-Premise VoIP: This model involves hosting the VoIP system on your own servers. While it offers more control and customization, it requires a significant upfront investment in hardware and ongoing maintenance.

Cloud-Based Systems: Cloud-based VoIP systems are similar to hosted PBX but offer more advanced features and integrations. These systems are typically subscription-based and provide high scalability, making them suitable for growing businesses.

By understanding these cost factors and subscription models, you can make an informed decision that aligns with your business needs and budget. Next, we’ll explore the initial setup and equipment costs associated with VoIP services.

Detailed Breakdown of VoIP Pricing

Switching to VoIP can be highly cost-effective, but understanding the different costs involved is crucial. Let’s break down the initial setup, recurring monthly expenses, and hidden costs you should be aware of.

Initial Setup and Equipment Costs

Setup Fees: While some VoIP providers offer free installation, others may charge setup fees. These fees can range from a few dollars to several hundred dollars. For example, professional installation can cost hundreds of dollars, though some services waive these fees with annual contracts.

Hardware Options: You might need to invest in new IP phones or softphone licenses. Basic VoIP-compatible phones can cost around $35, while high-end models can go up to $300. Additionally, headsets can range from $20 for basic models to over $200 for premium ones.

Installation: Installation often involves setting up the necessary hardware and configuring the system. Some providers include this in their setup fees, while others might charge separately. Make sure to check if installation is included in your package to avoid unexpected costs.

Recurring Monthly Expenses

Subscription Fees: VoIP services typically operate on a subscription model. The cost per user can vary widely based on the provider and the features included. For small businesses, average costs range from $20 to $25 per user per month. Providers like Nextiva and RingCentral offer plans starting at around $18 to $30 per user per month, with discounts for annual billing.

Metered Calling: Some providers charge based on usage, especially for international calls. It’s essential to understand whether your plan includes unlimited calling or if you’ll be billed per minute for certain types of calls.

Add-Ons: Additional features like advanced call analytics, call center functionality, and integrations with CRM systems can add to your monthly bill. These add-ons can be negotiated with your sales representative, so be sure to mention them if they are valuable to your business.

Hidden Costs in VoIP Services

Taxes and Regulatory Fees: VoIP services are subject to various taxes and fees, which can vary based on your location. Federal, state, and local taxes, along with regulatory fees, can add 20% to 30% to your monthly bill. Always check the applicable taxes in your area to avoid surprises.

E911 Charges: Enhanced 911 (E911) fees are charges for providing emergency services. These fees are usually mandated by law and vary by location. Ensure you understand these charges as they will be part of your monthly expenses.

Network Upgrades: VoIP systems rely on a stable and fast internet connection. If your current bandwidth is insufficient, you may need to upgrade your internet package. The cost of upgrading your internet service can vary depending on your provider and the package you select.

By being aware of these costs, you can better budget for your VoIP system and avoid unexpected expenses. Next, we’ll compare different VoIP providers to help you choose the right plan for your business.

Cost Comparison and Choosing the Right Plan

Comparing VoIP Providers

When comparing VoIP providers, it’s important to focus on key aspects that directly impact your business operations. Here are the main factors to consider:

Features: Not all VoIP providers offer the same features. Basic packages usually include standard features like call forwarding, voicemail, and caller ID. However, advanced features such as call recording, auto-attendant, and CRM integrations often come at an additional cost. For instance, some providers may offer built-in video conferencing, which can save you money on separate subscriptions for tools like Zoom.

Reliability: Service reliability is crucial. Look for providers that offer a high uptime guarantee, ideally “five nines” (99.999%) uptime. This ensures minimal downtime, which is essential for maintaining smooth business operations. Check customer reviews to see if there are frequent complaints about dropped calls or poor call quality.

Customer Support: Good customer support can make or break your experience with a VoIP provider. Some providers offer 24/7 customer support, while others limit support based on your subscription tier. Opt for a provider known for responsive and helpful customer service, especially if you anticipate needing technical assistance.

How to Choose a VoIP Plan

Selecting the right VoIP plan involves evaluating your business’s specific needs:

Business Size: The number of users and lines you need will significantly influence your choice of plan. Small businesses might opt for a basic plan, while larger enterprises may require more advanced features and higher capacity.

Call Volume: Consider your call volume. If your business makes a lot of international calls, look for a plan that offers competitive international rates. Some providers offer unlimited calling plans, which can be cost-effective for high call volumes.

Required Features: Identify the features that are essential for your business. For example, if you need advanced call analytics or call center functionality, ensure these are included in your plan or available as add-ons.

Long-Term Savings with VoIP

Switching to VoIP can lead to substantial long-term savings:

ROI: VoIP systems generally have lower upfront costs compared to traditional phone systems. The subscription-based model also means predictable monthly expenses, making budgeting easier.

Operational Efficiency: VoIP systems often come with features that enhance productivity, such as integrated messaging, video conferencing, and file sharing. These tools can reduce the need for multiple communication apps, resulting in cost savings and streamlined operations.

Scalability: One of the biggest advantages of VoIP is its scalability. As your business grows, you can easily add more lines and features without significant additional costs. This flexibility ensures that your communication system can evolve with your business needs.

By carefully comparing VoIP providers and selecting the right plan, you can optimize your communication system for both cost and functionality. Next, we’ll delve into the potential hidden costs associated with VoIP services and how to budget for them effectively.


Future of VoIP

The future of VoIP is bright and full of potential. As technology evolves, VoIP systems are becoming more advanced and integrated. Artificial Intelligence (AI) is starting to play a significant role in enhancing VoIP services. Smarter voice assistants, capable of understanding and responding to user queries, are becoming increasingly common. These advancements make VoIP systems more intuitive and user-friendly.

Unified Communications as a Service (UCaaS) is another trend to watch. UCaaS combines various communication tools—voice, video, messaging—into a single platform. This integration offers businesses a seamless communication experience, which is particularly valuable in today’s remote work environment. According to Forbes, the UCaaS market is projected to grow from $38.74 billion in 2020 to $210.07 billion by 2028.

ETTE’s Role in IT Support for VoIP

At ETTE, we understand the unique challenges faced by non-profits and small businesses. Our VoIP services are designed to provide a versatile communication tool that scales with your needs. We don’t just offer technology; we offer solutions tailored to your specific requirements.

We are committed to helping organizations leverage the full potential of VoIP. Our expertise ensures that you get a system that enhances operational efficiency and connects you more effectively with your audience. By focusing on comprehensive VoIP solutions, we help you stay competitive in a digital-first world.

Ready to transform your communication system? Learn more about our VoIP services and see how we can help you stay ahead.

Explore Our VoIP Services

Sustainable Communication Solutions

VoIP not only offers cost savings but also supports sustainable business practices. By replacing traditional phone systems with VoIP, businesses can reduce their carbon footprint. VoIP systems require less physical hardware and can often be managed remotely, reducing the need for on-site maintenance and travel.

Moreover, VoIP’s scalability means that businesses can grow their communication systems without significant additional physical infrastructure. This flexibility reduces waste and supports long-term sustainability.

In conclusion, the future of VoIP is not just about technological advancements but also about how these technologies are harnessed to drive business growth and adaptability. With ETTE’s expertise, non-profits and small businesses can confidently navigate the evolving landscape of VoIP services, ensuring they remain competitive and well-equipped to meet the challenges of tomorrow. Let us help you unlock the full potential of VoIP and transform the way you communicate.

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