VoIP pricing guide: how much does a VoIP phone system cost in 2025?

With the Big Switch Off looming in 2027, it’s time for UK businesses to make the jump from traditional landlines to VoIP phone systems.

The cost of VoIP phone software ranges from about £7 to £30 per user, per month. VoIP pricing is generally structured into different tiers with different price tags, and how much you’ll pay will depend on how sophisticated you need your system and its features to be.

You’ll also need to factor in some additional costs for VoIP phone equipment, broadband, and setup too. But don’t worry – in this guide, we’ll run you through all the costs associated with getting your VoIP system up and running, and explain how much they’ll be.

How do VoIP system costs break down?

There are essentially four main costs to consider when you’re budgeting for a VoIP system. These are:

1. Software

This will be the main cost of your VoIP business telephone system. It comprises all the capabilities and features of your VoIP system, and is available from VoIP providers. VoIP software plans can range from basic entry level tiers up to expensive advanced tiers.

The cost of your VoIP software will be determined by:

What features you need

The more basic, starting tiers will include features like:

• Localised and toll free numbers
• Voicemail
• Call screening
• Team messaging
• A mobile and desktop app

The mid- to higher-end tiers will come with more advanced features, like:

• Unlimited UK landline and mobile calls
• A virtual receptionist
• Customisable call routing
• Ring groups
• Video conferencing
• CRM system integration
• Analytics and reporting
• 24/7 customer support

Before selecting a plan, determine which features are “must haves” and which you can do without, to make sure you’re getting the best VoIP system you can for your business.

For example, if you think you’ll be receiving a lot of incoming calls but you’ve got a skeleton crew, a good virtual receptionist feature could be critical.

The number of employees you need on the system

In almost all cases, VoIP services are charged per user, so if you need VoIP accounts for three of your employees, your total will be three times the cost of the software plan.

For example, if your software plan costs £15 per month and you’ve got four people using the VoIP system, your total rental cost is going to come to £60 per month.

The length of your subscription agreement

VoIP subscriptions are generally charged monthly, but can also be billed annually. Different providers will require different levels of commitment.

For the most part, VoIP contracts tend to be 12 or 24 months long, though some platforms may let you negotiate a custom contract length.

The longer your contract, the cheaper your monthly payments will be. That said, for most startups, we would recommend a shorter contract to start with. Running a new business can unfortunately be an unpredictable process, and you don’t want to be locked into a long contract you might not end up needing.

2. Minutes

Most modern VoIP providers offer call packages on which each user will get a certain number of, or unlimited, minutes. This will be bundled into your monthly cost — essentially, the same as with your mobile phone contract.

However, there are some VoIP providers that will charge you usage costs for the number of minutes you use (essentially, how a traditional phone plan works), so keep an eye out for this.

3. Equipment

VoIP systems are software-based, so a traditional phone isn’t necessary to make calls. You can use your system to make calls on desktops, laptops, tablets and smartphones (depending on what your provider enables).

Though not strictly required, here are the key pieces of equipment you might choose to buy:

VoIP phones: Also known as IP phones, these look like your traditional desk phones, but connect to the internet in order to take and make VoIP calls; either using an Ethernet connector, a built-in modem, or wifi. While desk phones are no longer universally popular (We conducted a communications survey to better understand the needs of our readership, and only 46% of the business leaders we asked told us they still use desk phones!), there are some employees who still feel more comfortable using them.

Headsets with microphones: These are a popular option as you can easily connect them to your computer, and they allow for better call quality and privacy.

ATAs (analogue telephone adaptors): This is a device you plug into a traditional landline phone to transform it into a VoIP phone.

4. Business broadband

Chances are you’ll have a business broadband service already in place — but you’ll need to ensure that service is excellent. Your phone calls will be 100% reliant on your internet connection, and you’ll want them to come in crystal clear (we’ve all had that frustrating call with a customer service agent or help desk operator that sounds like they’re speaking through a tin can and string).

Even basic business broadband plans will have a fast enough speed to handle VoIP calls. But it never hurts to invest in an ultra-fast, fibre optic broadband to make sure your customers and clients are getting the highest quality call possible, especially if you expect a high volume of calls.

How much do the different elements of a VoIP system cost?

So now you know what the four main points of cost will be, let’s break down the average cost for each of these elements.

How much does VoIP software cost?

Software packages generally fall into basic, mid and premium tiers:

	Average cost	Features
Basic	Range from £7 to £13 per user, per month	These tend to be good for micro businesses and smaller teams. They come with the basic features needed to make calls, and will have a limited number of inclusive minutes.
Mid	Range from £14 to £20 per user, per month	These tiers will generally be aimed at smaller to medium sized businesses. They should include a more comprehensive range of features, and some will offer unlimited calling.
Premium	Range from £20 to £30 per user, per month	A common feature of premium tiers is that they often include VoIP phones as part of the cost. These are good for larger sized businesses who don’t mind shelling out to be fully equipped.

Below, we compare the entry level, mid level, and advanced tiers of three different major VoIP providers, to give you a clear idea of what you’ll get for your money.

RingCentral:

Plan	Price (per user, per month)	Features	Inclusive minutes
Essentials	£7.99-£12.99 (billed annually) £12.99-£17.99 (billed monthly)	-Mobile and desktop apps -Team messaging -Voicemail -Call logs -Customisable hold music -Call routing	Inbound: 0 Outbound: 100
Standard	£12.99-£19.99 (billed annually) £16.99-£23.99 (billed monthly)	-On-demand call recording -Unlimited audio conferencing -Virtual receptionist (with customisable greeting and call routing) -Ring groups	Inbound: 250 Outbound: 750
Premium	£17.99-£24.99 (billed annually) £21.99-£28.99 (billed monthly)	-Video meetings with up to 200 participants -CRM integrations -Advanced call handling -Hot desking	Inbound: 1000 Outbound: 2000
Ultimate	£22.99-£29.99 (billed annually) £26.99-£33.99 (billed monthly)	-Device status reports -Device status alerts -Unlimited storage (Retention period applies)	Inbound: 2000 Outbound: 4000

bOnline:

Plan	Price (per user, per month)	Features	Inclusive minutes
Starter	From £7 + VAT (billed annually)	-Voicemail and voicemail transcriptions -Caller ID and call blocking -Call forwarding -Team messaging -Call monitoring	Inbound: Unlimited domestic minutes Outbound: 100 minutes per user
Unlimited Calling	From £9.95 + VAT (billed annually)	-Virtual receptionist (with customisable greeting and call routing) -Call queue -Ring groups -Customisable call routing -Video conferencing -Analytics and reporting	Unlimited domestic minutes
Unlimited Calling Plus	From £15.50 + VAT (billed annually)	-All the features of Unlimited Calling but it also includes desk phones	Unlimited domestic minutes

NBC Cloud Voice:

Plan	Price (per user, per month)	Features	Inclusive minutes
Cloud Voice Call Centre Basic (for 25+ users)	From £9.99 + VAT	-No call package included -Voicemail and voicemail transcriptions -Call forwarding	None
Cloud Voice Enterprise	From £17.99 + VAT	-Desktop app -Call blocking -Ring groups -Customisable call routing -Team messaging -Video conferencing	Unlimited UK landline & mobile calls
Cloud Voice Complete Mobility	£24.99 + VAT	-All the features of Unlimited Calling but it also includes desk phones	Unlimited UK landline & mobile calls

How much do minutes cost?

As we’ve shown above, some providers include unlimited minutes in their software packages, whereas others will only include a limited number on their plans. If you have a limited call package, you will be charged for exceeding it. These rates will be set by your provider, and you’ll have to contact them directly to understand what they charge, as rates will vary.

While many VoIP providers do provide unlimited calling, this is restricted to the UK. For international calls there will be an additional charge. For example, with RingCentral if you call a regular United States number you will be charged 1p per minute. Whereas bOnline charges internationally through a package rate. An international package of £6 +VAT for 500 minutes or £10 +VAT for 1,000 minutes.

How much do VoIP phones and headsets cost?

As we’ve highlighted above, having dedicated equipment isn’t strictly necessary for a VoIP system, as it’s all software based. But if you do want to invest in phones and headsets, their prices can cover a broad range.

You can get very basic headsets and VoIP phones for under £30 each, but you can also get top-of-the-range models that cost hundreds.

For example, the cheapest IP phone supplied by RingCentral is the entry-level Yealink T33G for £81. The most expensive is the Poly CCX 700 (its standout feature is the ability to make video calls on a large touchscreen) for £458.

These are the average costs you can expect to pay for VoIP equipment:

	Basic models	High end models
VoIP phones	£20	£400
Headsets with microphones	£25	£400
ATAs (analogue telephone adaptors)	£40	£100

The costs of phones and headsets can add up quickly, so it may be worth considering a high-tier software package that includes phones in the price, as this could work out considerably cheaper than buying the phones separately.

Business broadband

You need a static IP address in order to make VoIP calls. You’ll also need a fast, high-quality internet connection. Prices for this can range from roughly £22 to £45 per month.

Most businesses will already have a broadband connection setup, but if you don’t, or you need to switch to a better service, factor this into your overall VoIP cost.

Read more: Our picks for the best business telephone line providers

Are there any hidden costs or extra fees?

There’s always a few nasty hidden surprises, so here’s what you should keep an eye out for:

Setup/installation costs

Because VoIP is software-based, installing a VoIP system is largely an easy task that you can do yourself, so in most cases you won’t have to pay installation costs. However, with some more complex setups that involve lots of hardware, a technician may be sent by your provider to assist you. Generally this costs around £200.

Additional software and integrations

Sometimes, providers will give you the option to add-on extra features, such as CRM integration or helpdesk solutions, for an additional cost. This is generally about £5 per month on top of your plan price.

Number porting

There are a number of VoIP providers that provide this at no extra cost. However, some providers will charge a small, one-off porting fee. This should generally only be around £20-£30. If you have a bulk amount of numbers to switch you might be able to get a reduced fee.

You can read more in our essential guide to UK business telephone and mobile numbers.

How can I save money on a VoIP system?

Your head might be spinning after seeing all those different costs, but in general, VoIP is a cost effective solution! In many ways, it’s cheaper than using a traditional landline. That said, in the current economy, you will understandably want to keep your overheads as lean as possible.

Here’s a few tips and tricks to save money on your VoIP system:

• Make sure you’ve chosen the right plan for your business. There’s no point paying for a premium plan that includes advanced features you won’t actually need.
• Keep an eye out for providers that charge bespoke pricing. GoTo and 8×8 will both give you a bespoke quote, rather than charging a set plan price, so you might be able to negotiate yourself a good-value deal.
• Remember that all VoIP plans are priced per user. Only pay for plans for staff members who need them! There’s no point paying for a VoIP plan for your accountant if they don’t make calls in their day to day role.
• If you’re switching broadband providers, or getting set up with a new one, look out for providers that can offer VoIP capabilities bundled in with a broadband package.
• Use your existing hardware. As we mentioned before, you can use ATAs to turn old phones into VoIP compatible hardware.