Is $25 Per Seat Too Much for a VoIP Phone System?


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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, based on the features included.

These features are often included at $25 per seat:

  • Auto Attendant: A digital receptionist that automatically greets callers and directs them to the appropriate department or individual, which makes managing calls a more efficient process.
  • Business Text Messaging: This allows for easy and streamlined text communication between your business and your customers..
  • Call Forwarding: This automatically forwards incoming calls to different phone numbers or extensions based on set criteria, such as time of day or caller ID, which again streamlines the call management process and improves the caller’s experience.
  • Call Recording: With call recording features, you can record all incoming and outgoing calls for quality assurance or compliance purposes, which allows you to review and analyze them at a later time.
  • Call Analytics: Analytics provide you with real-time data and key performance indicators related to your call activity, aiding in business strategy and decision-making.
  • Call Queuing: This feature manages high call volumes by placing incoming calls in a queue until they can be directed to the next available agent.
  • Voicemail: This is pretty straightforward—voicemail stores voice messages securely when you’re unavailable to take a call, allowing you to retrieve and respond to the messages at a more convenient time.
  • Call Routing: Call routing features distribute incoming calls to specific people or departments based on predetermined rules, ensuring callers reach their intended targets efficiently.
  • Caller ID: Again, this one’s straightforward. Caller ID displays the phone number and, when available, the name of the incoming caller, offering you immediate context before you answer the call.

Venturing below the $25 mark? Prices can dip to a budget-friendly $10 per seat, but you’ll lose access to some features and may have a capped amount of minutes. 

On the flip side, prices naturally rise if you need premium features and a more robust system. The enhanced functionality may be worth the increased investment if you’re operating a bustling call center or a large enterprise.

VoIP Phone System Overview

A VoIP phone system is like your traditional phone service but turbocharged by the internet. Your voice gets converted into data packets and zips through the internet, offering a more flexible and budget-friendly way to communicate.

What do you need to get started with VoIP? 

  • A reliable and strong internet connection to ensure quality service
  • A subscription to a VoIP service
  • Devices for making and receiving calls, which could range from specialized IP phones to your regular computers and mobile devices

What about IP phones? Are they essential, or can you use your old phones? 

IP phones, designed specifically for VoIP, offer a seamless transition to this modern form of communication. But they’re not your only option. If you’re watching your budget, an Analog Telephone Adapter (ATA) can hook up your existing landline phones to the VoIP system. Alternatively, softphone applications on your computer or mobile device can do the trick without requiring new hardware.

How is a VoIP system managed? Do you need a specialist? 

When managing a VoIP system, you’ll find it’s generally a breeze. Web-based interfaces let you set up, manage, and troubleshoot without breaking a sweat. And while it’s nice to have someone tech-savvy on your team, it’s not a must. Many VoIP providers offer comprehensive support.

For businesses, the key things to keep an eye on when choosing between VoIP and traditional phone systems are cost-effectiveness, scalability, and features. VoIP often wins on all these fronts. It’s usually cheaper, easier to adjust as your business changes, and comes packed with features that traditional systems either lack or charge extra for.

By asking yourself key questions like, “Will this system meet my current needs?” or “Is it flexible enough for the future?” you’ll be well on your way to making an informed choice.

VoIP Phone Systems for Small Business

The landscape of small business communication is wonderfully diverse, and VoIP phone systems are versatile enough to meet a variety of needs. That means you have a ton of options for configuring a system that’s going to work for your business.

Here’s a few examples to give you an idea of the breadth of solutions VoIP can offer:

  • Small Office: If all you need is a system that keeps team members reachable, with straightforward extensions and voicemail, VoIP has you covered—no frills attached. 
  • Retail Store: Imagine a busy store where you want to make an announcement like “Cleanup on aisle 5.” VoIP can integrate a PA system and a few strategically placed IP phones to ensure your team is always within reach.
  • Service Business: Need to add a local touch? VoIP can provide a local number, elevating your community presence. It even allows for sending text reminders—a win-win for both the service provider and the customer.
  • Virtual Office: In this borderless workspace, everyone is connected through softphones. Sharing contacts takes a mere click, and conference calls are as common as morning coffee.

Once you’re set up, the costs average around a manageable $25 per line per month. 

Now for the finer points. A basic VoIP subscription will usually include the essentials we covered earlier. But what if you want a bit more, like real-time analytics, unlimited storage for recordings, or multiple integration options? These features often come as optional add-ons that may require additional investment. 

Some providers may bundle these in a premium package, while others offer them a la carte. Review the details of your subscription plan to ensure it meets your specific communication needs, whether you’re looking for just the basics or a more feature-rich package.

What Makes VoIP Phone Systems More Expensive?

Venturing into the premium end of VoIP phone systems reveals advanced features, each tailored to elevate the communication experience. Let’s delve into some of these premium features to 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 customer data. You can talk to your customer while reviewing their purchase history and preferences at the same time.


  • Improved Customer Experience: Having essential information at hand allows for personalized and timely customer interactions, which raises the bar for customer satisfaction.
  • Streamlined Productivity: With VoIP and CRM integration, there’s no need to toggle between multiple applications. All essential functions and data are consolidated on a single screen, enhancing workflow and reducing administrative tasks.
  • Data Accuracy: Real-time data entry reduces the chance of errors.

Additional costs:

While CRM integration with VoIP offers a lot of perks, it’s good to know about some of the extra costs involved. Setting up the integration might mean bringing in a tech professional or buying additional software, and plans with CRM features usually come with a higher subscription fee. Be sure to consider these added costs when deciding if this kind of VoIP setup is the right fit for you.

Pre-built integrations:

VoIP systems with pre-built CRM integrations offer a great way to simplify the setup process. These out-of-the-box solutions are designed to work well together, reducing the need for specialized services or additional software. It’s like they’re speaking the same language right from the start. 

These pre-built integrations are typically user-friendly and efficient, saving you both time and potential setup costs. However, it’s a good idea to check if the pre-built integration covers all the features you need, as custom solutions might offer more flexibility in some cases.

Premium VoIP Phone System Features

When it comes to getting the most out of your VoIP phone system, premium features offer enhanced capabilities beyond the basics. They’re going to cost more, but they’re worth it from a workflow and customer satisfaction perspective.

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

  • Advanced Call Routing: Advanced routing can direct calls based on the time of day, caller ID, and more. It’s about being smart with who gets to talk to whom and when.
  • Multi-Level Auto Attendants: Think of these as your upgraded digital receptionists. They greet callers and guide them through multiple options and sub-menus to ensure they reach the exact department or individual they’re looking for.
  • Unlimited Call Recording Storage: Storing call recordings for an extended period or in bulk may require additional storage solutions, but it’s a trove of data for quality assurance and compliance.
  • HD Video Conferencing: High-definition video conferencing is a step towards more interactive and engaging conversations. It brings a human touch to digital communication.
  • Dedicated Support: A dedicated support line or account manager is like having a guide in the digital wilderness, ensuring you make the most of your VoIP system.
  • Security Features: Enhanced security features ensure your communications remain confidential and secure from prying eyes.
  • Advanced Analytics and Reporting: These help you understand communication patterns and make data-driven decisions.

Each of these premium features carries its own additional costs, often reflected in a higher monthly subscription fee or initial setup costs. However, the value they provide in enhancing communication, improving customer service, and ensuring business operations run smoothly can outweigh the costs, making them a worthy investment for many businesses.

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