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How Much Does VoIP Cost for Businesses? A Complete Pricing Guide

Introduction: Why VoIP Pricing Confuses Most Businesses

VoIP sounds like a budget-saver — and it can be — but most UK businesses get lost in a maze of plans, features, hidden charges, and tech jargon. That’s where we come in. In this blog, we’ll simplify VoIP business pricing, show you where the value lies, and help you avoid overpaying for phone systems that don’t fit your needs.

What is VoIP and Why Pricing Varies

VoIP (Voice over Internet Protocol) lets you make calls over the internet rather than traditional phone lines. But not all VoIP is priced the same. Why?

Because different providers offer different features, support levels, contracts, and hardware options. Plus, your business size, remote work needs, and industry can change the pricing altogether.

Want the basics? Check out our VoIP Pillar Blog – What is VoIP and Why It Matters for Modern Businesses.

Factors That Influence VoIP Business Pricing

Here’s what makes up the price of your VoIP solution:

Number of Users – Most pricing is per user per month.
Call Volume – High outbound or international calls? Expect higher costs.
Features – Call recording, CRM integrations, mobile apps, etc.
Support – 24/7 UK support or self-service?
Hardware – Will you need headsets, desk phones, or adapters?
Scalability – Does the provider allow you to scale up/down without penalty?

Knowing these in advance lets you choose a solution that won’t wreck your IT budget.

Types of VoIP Cost Pricing Models

VoIP business pricing generally falls into these categories:

1. Per User/Per Month Subscriptions

Most common model.
Example: £10–£25/user/month.
Includes standard features, support, and updates.

2. Pay-As-You-Go

Only pay for call minutes or features you use.
Ideal for very small or seasonal teams.

3. Tiered Plans

Basic, Pro, Enterprise packages.
The higher the tier, the more features.

4. Bundled VoIP & Internet

Some providers bundle broadband and VoIP.
One bill, often with discounted rates.

VoIP Features: What’s Free vs What’s Paid

Knowing what comes included vs what’s an upcharge helps you budget better:

Feature	Usually Free	Usually Paid Extra
Basic Calling Voice calls to other users of the same VoIP service are often free
Call Forwarding Redirects incoming calls to another number.
Call Transfer Transfers an active call to another user.
Call Parking Temporarily place a call on hold for another user to pick up.
Three-Way Calling Enables a conference call with three participants.
Caller ID Displays the incoming caller’s phone number.
HD Voice Calls High definition voice calling
Voicemail Receive voicemail
Voicemail to Email Receive voicemails as written text via email
UK Call Minutes Receive an amount of UK call minutes, all depending on your plan		Extra High Volume
International Calls* Receive international call minutes, all depending on your plan
CRM Integration* Integrate with your CRM system*
Call Recording* Record calls as you converse with your caller
Analytics Dashboard View, send and schedule basic and advanced reporting	Yes (Basic)	Yes (Advanced)
Ai Receptionist** AI that responds in real-time on the phone, takes messages, books appointments, and responds to questions.
Auto-Attendant* Automated system that greets callers and directs them to the appropriate extension.
Call Routing* Directs calls based on various criteria (e.g., time of day, caller ID)
Video Conferencing* Conduct meetings with multiple participants over video.

*Paid features depends on our many VoIP partners and their plans.
**The Ai receptionist feature depends on our many VoIP partners.

Hidden Costs in VoIP You Must Watch For

Many providers advertise low monthly rates but sneak in the extras. Be wary of:

Setup or Installation Fees
Number Porting Charges
Contract Exit Fees
Hardware Rental Costs
Maintenance or Admin Fees
Call Recording Storage Limits

Always ask for a total cost breakdown — not just the monthly user rate.

Cost Comparison: Hosted vs On-Premise VoIP

Hosted VoIP

Cloud-based
Lower upfront costs
Monthly subscription
Great for remote teams
Quick setup

On-Premise VoIP

You own the hardware
Higher upfront cost
More control and security
Requires internal IT support

Most SMEs choose hosted VoIP for simplicity, flexibility, and lower capital spend.

How to Budget for VoIP Costs in a UK SME

Use this quick budgeting framework:

Assess Users: How many people need a phone line?
List Must-Have Features: Ignore fluff you won’t use.
Request Transparent Pricing: Get itemised quotes.
Test Support: Call their help desk before signing anything.
Plan for Scale: Can the plan grow with you?

If you’re still unsure, ask us for a VoIP audit — we’ll do the heavy lifting.

FAQs on VoIP Business Pricing

How much should a small business expect to pay for VoIP?

Typically between £8–£25 per user/month depending on the features and provider.

Are VoIP calls to mobiles free?

Usually not — check the provider’s mobile call rates. Some offer bundles.

Do we have to buy new phones?

Not always. VoIP works with headsets, mobile apps, or adapted desk phones.

Is VoIP cheaper than traditional phone lines?

Yes, especially long-term. VoIP avoids line rental and has more flexible pricing.

How Qual Limited Can Help You Save

How Qual Limited Can Help You Save

At Qual Limited, we take the guesswork out of VoIP business pricing. We help UK SMEs:

Compare top providers side-by-side
Understand all the costs — no surprises
Choose plans that match real usage and needs
Handle migration, training, and support

Let us help you save more and stress less with smarter VoIP decisions.

Qual Limited: Your Trusted IT Fulfilment Partner

At Qual Limited, we specialise in streamlining IT procurement and fulfilment for businesses of all sizes. Our approach includes:

A dedicated Personal Account Manager to handle your IT needs
End-to-end procurement support, from vendor selection to delivery
Strategic cost-saving solutions tailored to your budget
Access to an extensive network of global IT vendors

With 30 years of experience, we understand the challenges of IT procurement and provide customised solutions to eliminate inefficiencies, reduce costs, and improve IT fulfilment speed.

Book a Consultation & Optimise Your IT Procurement Today

IT procurement doesn’t have to be complex. Qual Limited simplifies the entire process, ensuring you get the right IT solutions at the right price, without the usual frustrations and delays.

Book a consultation today with your dedicated Personal Account Manager and discover how we can streamline IT procurement, enhance efficiency, and drive cost savings.

Book your consultation now and take the stress out of IT procurement with Qual Limited