VoIP Phone System Cost
A VoIP phone system in the UK usually costs around £7 to £30 per user per month for a hosted VoIP service. This price is often shown excluding VAT, so always check how each quote is presented. If you are asking, How Much Does a Voip Phone System Cost, the honest answer is that it depends on users, calls, features, setup and support. Cleartwo can help shape a clear quote around your real business needs, not just a headline price.
Two VoIP quotes can look close at first. They can feel very different once you add call recording, CRM links, Microsoft Teams Phone, handsets, number porting and managed support.
Cleartwo is a fully managed UK VoIP specialist. It helps remove the fog with managed setup, UK based support, Teams voice links, strong features at SME pricing and a 99.99% uptime SLA.
Quick Answer On Business VoIP Costs
For a typical UK business in 2026, hosted VoIP often sits between £7 and £30 per user per month, usually excluding VAT. Advanced cloud phone systems, compliance call recording or multi site needs can cost more. Always ask for a year one and three year cost view. The monthly licence is only one part of the full picture.
Why VoIP Phone System Costs Vary
VoIP pricing varies because each business works in a different way. A five person office with simple call routing will not need the same setup as a growing sales team with call queues, CRM links, mobile apps, reports and call recording.
Think of your phone system like the lighting plan in a building. The wiring matters, but each room has its own use. Reception, sales, accounts, support and remote workers all need different call flows, devices and access. The key question is simple. Are you paying for features your team will never use, or are you investing in the parts that make work smoother?
The PSTN switch off also matters. UK businesses still using analogue or ISDN services need to move before the old network retirement date of 31 January 2027. That move can include number checks, broadband checks, alarm testing and replacing old devices.
Main Cost Parts Of A VoIP Phone System
A proper VoIP quote should be split into clear parts. It should not hide everything inside one neat monthly number. The main cost parts are user licences, calls, numbers, hardware, setup, internet checks, support, integrations and compliance features.
Your monthly hosted business phone system licence may include voicemail, apps, call routing, hunt groups, an admin portal and support. Each provider packages these in its own way. Do not assume that a cloud phone system price includes every feature your team expects.
Call charges can also change the final cost. Some packages include UK landline and mobile minutes. Others charge by usage, overseas calls, premium numbers or non geographic numbers.
Key Quote Items To Check
- User licence costs
- Call bundle limits
- Number porting fees
- Handset purchase costs
- Recording storage limits
- Support response times
- Contract renewal terms
Hosted Cloud VoIP Costs Per User
Entry level hosted VoIP is usually suited to simple calling, voicemail, call forwarding and mobile or desktop apps. It works well for smaller teams that want clear business phone service without paying for tools they do not use.
Standard business VoIP often adds auto attendants, call queues, hunt groups, reports, call recording and better admin controls. Many SMEs find the best balance here between price and day to day value.
Advanced or managed VoIP is built for teams with more complex needs. It may include detailed call routing, CRM links, Microsoft Teams Phone, compliance recording, backup routes, supervisor tools and more hands on support.
A small office with ten users may only need hosted VoIP, a few desk phones and simple call routing. A growing sales team may need recording, reports, click to dial and supervisor tools. A multi site business may need Teams Phone, CRM links, number planning and a carefully managed move. The cost changes because the design changes.
If you are comparing wider business systems, remember that VoIP often sits beside cloud CRM, custom CRM systems, business automation, IT support for businesses and IT security for SMEs. The best value comes when these parts work together, not when each tool sits on its own.
Hardware Costs For Handsets And Headsets
VoIP hardware costs depend on how your team prefers to work. Some businesses still like a physical IP desk phone. Others prefer softphones on laptops, smartphones or Microsoft Teams. This can lower upfront spend.
Entry level IP desk phones can be good value for general users. Premium colour screen phones, receptionist phones, conference phones and expansion modules cost more. Headsets also vary. Some are simple wired USB models. Others are wireless and noise reducing for busy call teams.
You may also need network equipment. Power over Ethernet switches, routers, call quality settings, backup internet and firewall setup can all affect call quality. A cheap handset will not save money if the network under it is weak.
For a closer look at practical equipment choices, you can read our VoIP hardware guide for UK offices.
Setup And Installation Costs In The UK
Simple VoIP setup may only involve cloud setup, user creation, number allocation and remote handset setup. For a small team, this can be quick if the broadband and numbers are already in good order.
More complex projects need more care. Multi site moves, SIP trunking, old phone system replacement, CRM links, call recording rules, Teams voice, staff training and phased launch support all add time and cost.
Design with intention matters here. Your call flows should not be copied from an old phone system just because that is how it has always been done. Ask whether your current phone system helps people work better, or simply keeps the lines open. A good setup should reduce missed calls, shorten wait times, cut staff stress and make the customer experience feel calmer from the first ring.
How Microsoft Teams Phone Affects Cost
Microsoft Teams Phone can be good value when your people already work in Microsoft 365. But it is not only the cost of one licence. External calling still needs phone network access, numbers, routing and management.
Some organisations use Microsoft calling plans. Some use operator style connections. Others use Direct Routing. Direct Routing can need a session border controller. This is a secure gateway between Teams and the phone network. It also needs setup, checks and support.
For some teams, a managed VoIP platform with Teams integration gives a better balance. You keep the familiar Teams experience. You also gain stronger call routing, reports, recording controls and one clear support route.
Hidden VoIP Costs To Watch
Hidden VoIP charges often appear when the quote is too thin. Watch for VAT, annual only pricing, minimum user numbers, number porting, premium support, overseas calls, recording storage, call transcription, CRM connector licences and early exit fees.
Running costs matter too. If every user change, call flow update or support request is chargeable, a cheap monthly licence may not stay cheap. Ask what is included after launch. Phone systems are living things. They change as your team changes.
What happens when your team grows, moves or starts working in a new way? A flexible VoIP setup should bend with the business. It should not make every small change feel like a project.
Cleartwo covers this in more detail in our guide to hidden VoIP costs. It is useful if you are comparing quotes line by line.
VoIP Costs Versus Traditional Phone Systems
VoIP is often cheaper than traditional PSTN, ISDN or on site phone systems. It can remove many line rental, maintenance and hardware refresh costs. It also makes remote work easier because users can make and receive calls through apps, not only from one desk.
The fair comparison is not line rental against a licence fee. You should compare total cost over time. Include setup, devices, support, call use, broadband, integrations, downtime risk and the cost of keeping old equipment alive.
VoIP also gives you more flexibility. Adding users is usually software led. Moving staff between sites is easier. Features such as voicemail to email, call reports, queues and recording are often easier to access than on older systems.
How Cleartwo Prices VoIP Clearly
Cleartwo structures VoIP pricing around clarity. The process starts with a review of your needs and old phone system. It then checks users, numbers, sites, call flows, analogue devices, broadband and any PSTN switch off risks.
From there, Cleartwo right sizes the package. A receptionist, supervisor, remote worker and occasional user may not need the same licence. This helps avoid paying for features that look good on paper but do little in daily work.
Recurring and one time costs are then shown clearly. This includes monthly service, calls, numbers, handsets, setup, Teams voice, CRM links, call recording, support and VAT. No mist. No guessing. Just a cleaner view of what your business needs and why it matters.
Cleartwo also works as CallSwitch One resellers. Customers can benefit from the strength of CallSwitch One while still getting Cleartwo's managed UK support, careful setup and ongoing customer care.
What To Look For In A VoIP Package
A good VoIP pricing package should feel clear and joined up. It should show what is included, what is optional and what may cost more later. If a quote avoids detail, ask for detail before signing.
Look for clear pricing on user licences, call bundles, numbers, porting, setup, handsets, support, recording, storage, integrations and contract terms. Ask whether the price is per user, per device, per site, per number or per shared call channel.
Also think beyond phone calls. Modern communication connects with CRM, Microsoft Teams Phone, call reports, customer service workflows and support processes. When your phone system speaks to the tools your team already uses, it becomes part of a smoother customer journey.
How Cleartwo Helps From Day One
Cleartwo helps UK businesses get more value by planning the phone system around real working patterns. It maps main numbers, departments, opening hours, overflow rules, voicemail, emergency messages and remote workers before building the solution.
Cleartwo also helps teams make better use of integrations. Click to dial, screen pops, automatic call logging and recording access can save time and improve customer service. For sales and support teams, that visibility can be as useful as the call itself.
Every call is a doorway into your business. When the route is clear, the wait is shorter and the right person answers, the whole experience feels more thoughtful. That is where good VoIP design earns its place.
If your business is preparing to move, the VoIP phone system service explains how Cleartwo supports planning, setup and ongoing management.
Frequently Asked Questions
How Much Does A VoIP Phone System Cost In The UK?
A typical UK hosted VoIP system costs around £7 to £30 per user per month, usually excluding VAT. The final price depends on features, call bundles, support and contract terms. The full cost may also include setup, hardware, number porting, call recording, CRM links, Microsoft Teams Phone and network checks.
Is VoIP Cheaper Than A Traditional Business Phone System?
VoIP is often cheaper because it can reduce line rental, phone system maintenance and hardware costs. The fairest comparison is total cost over three years. Include setup, handsets, broadband, support, call use, integrations and the cost of moving away from PSTN or ISDN services.
Can We Keep Existing Business Phone Numbers With VoIP?
In most cases, yes. Existing business numbers can be moved to a VoIP system. The process depends on the current provider, number type, address records and contract status. Your quote should confirm who manages number porting and whether any fees apply.
Does Microsoft Teams Phone Replace Hosted VoIP?
Microsoft Teams Phone can replace or support hosted VoIP for some businesses. External calling still needs phone network access, numbers, routing and management. Many UK firms choose a managed VoIP platform with Teams integration to get better call control, reports and support.
How Long Does VoIP Setup Take For A UK Business?
A simple VoIP setup can be completed quickly when numbers, broadband and user needs are clear. Larger projects with multiple sites, number porting, Teams voice, CRM links, compliance recording and staff training can take longer. Early planning is wise.
