How much does a VoIP phone system cost?

In the world of VoIP phone systems, you’ll typically pay around $25 per seat per month. However, prices can vary, from $10 to $40, depending on the features you need.

These features are often included in the price of around $25 per seat:

• Voice mail: A digital receptionist that automatically greets callers and directs them to the appropriate department, team or person.
• Text Messaging for Business Purposes: Improved text communication between you and your customers.
• Call forwarding: Automatically routes incoming calls to different phone numbers or extensions based on selected criteria, such as time of day or caller ID.
• Recording of the conversation: Log all incoming and outgoing calls for quality or compliance purposes. You can review and analyze them later.
• Connection analysis: Real-time data and KPIs based on system usage.
• Call queuing: Manages high call volume by placing incoming calls in a queue until an agent is available.
• Voicemail: Stores voicemails for when you can’t answer a call.
• Call forwarding: Distributes incoming calls to specific people or departments based on established rules, ensuring callers reach their target audience the first time.
• Caller ID: Displays the phone number and (if available) the name of the caller, providing context before answering the call.

Looking for a plan under $25? Prices can drop to a budget-friendly $10 per seat with the cheapest VoIP provider, but you’ll lose some features and may have a limited number of monthly minutes.

If you need premium features and a more robust system, mid-range plans typically start at around $40 per seat. The improved functionality may be worth the increased investment if you run a busy call center or a large enterprise.

VoIP Telephony System Overview

A VoIP phone system is similar to traditional telephone service, but is powered by the internet. Your voice is converted into data packets and sent to the recipient, offering a more flexible and budget-friendly way to communicate.

What do you need to get started with VoIP?

To start using VoIP technology for business communications, you need to have some basic equipment and infrastructure.

You will need:

• A reliable Internet connection with adequate speed.
• VoIP service subscription.
• Devices for making and receiving calls.

Are specialized phones required to make VoIP calls?

IP phones offer a smooth transition to VoIP communications, but they are not the only option. If you are on a budget, an analog telephone adapter (ATA) allows existing landlines to work with VoIP.

Alternatively, softphone functionality on existing computers or mobile devices works well if you don’t need or have access to traditional phones.

How is the VoIP system managed?

The web interface lets you set up, manage, and troubleshoot your VoIP system without a specialist—and effortlessly. While it’s nice to have someone on your team who knows VoIP, it’s not a requirement, as many VoIP providers offer comprehensive support.

Is VoIP cheaper than a landline?

For businesses, the key things to look for when choosing between VoIP and traditional phone systems are cost-effectiveness, scalability, and features. VoIP often wins on all of these fronts. It’s typically cheaper, easier to adapt as your business changes, and includes features that traditional systems lack or cost extra for.

By asking yourself key questions like, “Will this system meet my current needs?” or “Is it flexible enough for the future?” you will be able to make an informed decision.

VoIP Telephony Systems for Small Businesses

The small business communications landscape is wonderfully diverse, and VoIP phone systems are versatile enough to meet many needs. You have a ton of options for configuring a system that works well for your small team.

Small office

If you just need a system to keep in touch with your team members, with simple extensions and voicemail, VoIP is the solution for you – no unnecessary frills.

Retail store

Imagine a busy store where you want to get a message across to customers or staff via intercom. VoIP can integrate a PA system and several strategically placed IP phones to ensure your team is always within reach.

Business Services

Need to add a local touch? VoIP can provide a region-specific number, increasing your presence in the community. It even allows you to send text reminders, which is a win-win for both the service provider and the customer.

Virtual office

In a remote environment, everyone can stay connected via softphones. Sharing contacts is just a click away, and teleconferencing is as easy as pouring your morning coffee.

What could cause the prices of VoIP telephony systems to increase?

A basic VoIP subscription typically includes the basic features I discussed earlier, for around $25 per month per seat. But what if you want something more, like real-time analytics, unlimited recording storage, or a ton of integration options?

These features often come as optional extras that may require additional investment, but each is tailored to enhance the quality of your communication. Some providers may bundle them into premium packages, while others offer them a la carte.

Let’s take a closer look at some of these premium features to better understand their value.

CRM Integration

Integrating your VoIP phone system and Customer Relationship Management (CRM) software is like having a seamless bridge between your communication channels and your customer data. You can talk to your customer while viewing their purchase history, previous interactions, and preferences.

Benefits:

• Better customer experience: Access to critical information enables personalized and timely customer interactions, raising the bar for customer satisfaction.
• Improved productivity: With VoIP and CRM integration, there is no need to switch between multiple applications. All necessary functions and data are consolidated on one screen, streamlining workflow and reducing administrative tasks.
• Data accuracy: Real-time data synchronization reduces the risk of human error.

Additional costs:

While CRM integration with VoIP offers many benefits, it’s not always available on cheaper VoIP plans. In addition, setting up the integration may mean hiring a technology specialist or purchasing additional third-party software.

Pre-built integrations:

VoIP systems with built-in CRM integrations are a great way to simplify the setup process. These out-of-the-box solutions require just a few clicks, reducing the need for specialists, third parties, or additional tools (like Zapier).

These pre-built integrations are usually user-friendly and powerful, but it’s worth checking to make sure they include all the features you need. For more detailed or complex features, you may need a customizable solution.

Additional features of the premium VoIP telephone system

Advanced features tend to cost more, but are worth it if you actually use them, especially from a workflow and customer satisfaction perspective.

These features, from intelligent call routing to detailed analytics, provide added value that can significantly improve the quality of your communications.

• Advanced call routing: Direct calls based on time of day, caller ID, and more. Overall, it makes the customer experience as seamless as possible.
• Multi-level answering machines: Think of them as intelligent digital receptionists. They greet callers and guide them through submenus to make sure they get to the department or person they’re looking for.
• Unlimited call recording storage: It is often more expensive to store call recordings for longer periods or in large quantities, but they are a valuable source of data for quality control and compliance purposes.
• HD Video Conferencing: It brings a professional, yet human dimension to digital communications.
• Dedicated support: Instead of calling the same toll-free number as everyone else, you’ll have direct access to a designated representative who can help you immediately.
• Security functionality: Encryption, secure account management, fraud protection, and other essential security measures to keep your communications, systems, and workflows safe.
• Advanced analytics and reporting: They will help you understand communication patterns and make data-driven decisions.

Each of these premium features comes with an additional cost, often reflected in a higher monthly subscription fee or upfront setup costs. However, the value they provide in terms of streamlining communications, improving customer service, and ensuring smooth business operations can outweigh the cost, making them a worthwhile investment for many businesses.