How much do VoIP phone systems cost?

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

These features are usually included with each seat for around $25:

• Automatic voice answering: A digital receptionist automatically greets callers and directs them to the correct department, team, or individual.
• Business SMS: Simplify text-based communications between you and your customers.
• Call forwarding: Automatically route incoming calls to different phone numbers or extensions based on criteria you choose, such as time of day or caller ID.
• Call Recording: Log all incoming and outgoing calls for quality assurance or compliance. Then you can review and analyze them later.
• Call Analysis: Real-time data and key performance indicators based on system usage.
• Call Queuing: Manage high call volumes by placing incoming calls in a queue until an agent is available.
• Voicemail: Store voice messages for when you can’t answer the phone.
• Call Routing: Assign incoming calls to specific personnel or departments based on pre-defined rules, ensuring callers reach their intended destination the first time.
• Caller ID: Displays the phone number and (if available) the caller’s name, providing background information before you answer.

Want a plan for less than $25? The cheapest VoIP phone providers can drop prices down to an affordable $10 per seat, but you’ll lose some features and your monthly calling minutes may be limited.

If you need advanced features and a more powerful system, mid-range plans typically start at around $40 per seat. If you run a busy call center or large enterprise, the enhanced functionality may be worth the additional investment.

VoIP Phone System Overview

A VoIP phone system is similar to traditional phone service, but is powered by the Internet. Your voice is converted into packets of data and sent to the recipient, providing a more flexible and affordable way to communicate.

What do I need to start using VoIP?

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

You will need:

• A reliable and fast enough internet connection.
• Subscribe to a VoIP service.
• A device for making and receiving phone calls.

Do I need a dedicated phone for VoIP calls?

IP telephony provides a seamless transition to VoIP communications, but it’s not the only option. If you’re on a budget, an analog telephone adapter (ATA) allows your existing landline to work with a VoIP system.

Alternatively, if you don’t need or have access to a traditional phone, the softphone functionality on your existing computer or mobile device can work just as well.

How are VoIP systems managed?

The web-based interface makes it easy to set up, manage, and troubleshoot your VoIP system without having to be an expert. While it’s good to have someone on your team who’s well-versed in VoIP, it’s not a necessity, as many VoIP providers offer comprehensive support.

Is VoIP cheaper than a landline?

For businesses, the key factors to focus on when choosing between VoIP and traditional phone systems are cost-effectiveness, scalability, and functionality. VoIP generally wins out on all of these fronts. It’s often cheaper, easier to adjust as your business changes, and has features that traditional systems lack or cost extra for.

By asking yourself key questions such as “Does this system meet my current needs?” or “Is it flexible enough for the future?” you’ll be able to make an informed decision.

VoIP Phone System for Small Business

The world of small business communications varies widely, and VoIP phone systems are versatile enough to meet a variety of needs. You have many options for configuring a system that’s right for your small team.

Small Office

If all you need is a system that lets your team stay in touch, with simple extension and voicemail capabilities, then VoIP will meet your needs—without any extra bells and whistles.

Retail Stores

Imagine you’re in a busy store and you want to make an announcement to customers or employees over the intercom. VoIP can integrate with a PA system and a few strategically placed IP phones to ensure your team is always nearby.

Service Business

Need to add a local flavor? VoIP can provide area-specific numbers to enhance your community presence. It even allows for text alerts, which is beneficial for both the service provider and the customer.

Virtual Office

In a remote environment, everyone can stay connected with a softphone. With one click, you can share contacts and make conference calls as easy as making a cup of coffee in the morning.

What factors make VoIP phone systems more expensive?

Basic VoIP plans typically include the essential features I described earlier and cost around $25 per seat per month. But what if you want more features, like real-time analytics, unlimited storage for recordings, or multiple integration options?

These features are often offered as optional extras that may require additional investment, but each is tailored to enhance the communications experience. Some providers may bundle these features in a premium package, while others offer à la carte plans.

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

CRM Integration

Integrating your VoIP phone system with your customer relationship management (CRM) software is like building a seamless bridge between your communication channels and your customer data. You can talk to your customers while viewing their purchase history, previous interactions, and preferences.

benefit:

• Improve customer experience: Having the necessary information at your fingertips enables personalized and timely customer interactions, which in turn improves customer satisfaction.
• Simplified productivity: With VoIP and CRM integration, there is no need to switch between multiple applications. All essential functions and data are consolidated on one screen, enhancing workflow and reducing administrative tasks.
• Data Accuracy: Real-time data synchronization reduces the possibility of human error.

Additional charges:

While CRM and VoIP integration offers many benefits, this feature is not always available on cheap VoIP plans. In addition, setting up the integration may mean hiring a technical expert or purchasing additional third-party software.

Pre-built integrations:

VoIP systems with pre-built CRM integrations are a great way to simplify the setup process. These ready-made solutions can be set up in just a few clicks, without the need for specialists, third parties, or additional tools like Zapier.

These pre-built integrations are usually easy to use and efficient, but it’s best to check whether they cover all the functionality you need. For more specific or complex functionality, you may need a customizable solution.

Other Premium VoIP Phone System Features

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

From intelligent call routing to in-depth analytics, these features provide added value that can significantly improve the quality of your communications.

• Advanced call routing: Direct calls based on time of day, caller ID, etc. Overall, it makes the customer experience as smooth as possible.
• Multi-level automatic voice response: Think of them as smart digital receptionists. They greet callers and guide them through submenus to ensure they connect with the department or individual they are looking for.
• Unlimited call recording storage: Long-term or bulk storage of call logs is often costly, but can be valuable data for quality assurance and regulatory compliance.
• HD Video Conferencing: Bring a professional and user-friendly experience to digital communications.
• Dedicated support: Instead of calling the same toll-free number as everyone else, you can connect directly with a designated representative who can provide immediate assistance.
• security function: Encryption, secure account management, fraud protection and other security elements ensure your communications, systems and workflows are protected.
• Advanced analytics and reporting: These can help you understand communication patterns and make data-driven decisions.

Each premium feature has its own additional cost, usually in the form of a higher monthly subscription fee or initial setup fee. But the value they provide in terms of enhanced communication, improved customer service and ensuring the business runs smoothly can outweigh the cost, making them a worthwhile investment for many businesses.