How Much Does VoIP Cost? | UK Business Pricing Guide

VoIP Pricing: What to Expect

One of the most frequent questions from businesses evaluating VoIP is simply: what will it cost? The answer depends on how many users you have, which features you need, whether you require physical desk phones, and which provider you choose. This guide breaks down each cost component so you can build an accurate budget.

Per-User Monthly Costs

Hosted VoIP is almost universally priced on a per-user per-month basis. You pay for the number of users (extensions) you need, and you can typically add or remove users as required. UK pricing bands by tier:

• Entry tier (£8–£12/user/month): Core calling, voicemail, basic hunt groups, mobile app. Suitable for businesses that need a professional phone system without advanced features.
• Mid tier (£12–£18/user/month): Adds call recording, detailed analytics, auto-attendant with multiple levels, CRM integrations, and larger storage for recordings.
• Enterprise tier (£18–£25/user/month): Contact centre features, advanced IVR, wallboard displays, API access, full integration suite, and dedicated support.

Most SMEs find the mid tier covers their requirements. A business with 15 users on a mid-tier plan should budget approximately £180–£270 per month for the VoIP service itself.

Hardware Costs

If your team uses physical desk phones, you will need IP handsets. These are purpose-built for VoIP and typically cost £80–£200 per device depending on the model and features. Common choices include:

• Entry-level IP phone (e.g. Yealink T31P): £80–£100 — suitable for general office use, good audio quality
• Mid-range IP phone (e.g. Yealink T54W, Cisco IP Phone 7800): £120–£160 — colour display, programmable keys, Bluetooth headset support
• Executive IP phone (e.g. Yealink T57W): £180–£220 — large colour touchscreen, built-in Wi-Fi, expansion modules available

Many businesses reduce or eliminate hardware costs by using softphone apps — software on existing laptops and smartphones. For businesses that already use Microsoft 365, Teams Phone can replace desk phones entirely for users who are comfortable working from their laptop.

Number Porting Fees

Transferring your existing phone numbers to a new VoIP provider may incur a one-off porting fee. This is typically £5–£20 per number and covers the administrative cost of coordinating the transfer with the previous carrier. Not all providers charge for porting — it is worth clarifying upfront.

Setup and Installation

Most hosted VoIP providers include basic provisioning in the monthly fee. If you require a managed installation — engineer visit, hardware configuration, staff training, call routing setup — there may be a one-off setup charge, typically £100–£500 depending on complexity and provider.

Connectivity Costs

VoIP runs over your internet connection. If your current broadband is not adequate for VoIP (unstable, high latency, or shared with heavy data usage), you may need to upgrade your connectivity. Options range from upgrading to a business-grade FTTP service (typically £30–£80/month more than a basic broadband) to installing a leased line (from around £199/month for a 100 Mbps dedicated connection). For most SMEs with reliable FTTP, no connectivity upgrade is necessary.

Call Charges

Most hosted VoIP plans include unlimited UK calls (to landlines and mobiles). International calls are typically charged at per-minute rates: Europe from around 1–3p/minute, USA from 1–2p/minute. If your business makes significant outbound call volume to international numbers, request a specific quote for those destinations.

Total Cost of Ownership

For a 10-user business moving from ISDN30 with a legacy PBX to hosted VoIP:

• VoIP service: £120–£180/month (mid tier)
• Hardware (if needed): £1,000–£1,600 one-off
• Number porting: £50–£100 one-off
• Legacy line rental and PBX maintenance saved: typically £400–£700/month

Most businesses achieve payback on hardware within 2–3 months and see net savings from month one if they have no hardware to purchase. AMVIA can provide a tailored cost comparison based on your current telephony setup.