Your guide to getting started with ZoomMate
Everything you need to start using ZoomMate: notes, search, workflows, and AI tools — all inside Zoom Workplace.
Select a language
VoIP can cost $10–$40/user/month for many small businesses. Learn what drives pricing, what to watch for, and how to calculate your total cost.
8 min read
Published on September 10, 2026
What does a business phone system actually cost these days? It sounds like a simple question, but most small business owners get a confusing mix of vague ranges, hidden fees, and apples-to-oranges comparisons. The reality is that voice over internet protocol (VoIP) pricing varies widely based on the provider, the features included, and how many users you need — but for many small businesses, a solid cloud VoIP system commonly falls in the $10–$40 per user per month range, with the difference often coming down to what's bundled in vs. what's billed separately. This guide helps break down what drives VoIP pricing, what to watch out for, and how to find the system that gives you the most value for your money.
Try Zoom Phone free today
Voice over internet protocol (VoIP) is a technology that routes phone calls over the internet instead of traditional copper phone lines. Instead of paying a carrier for dedicated phone lines, your calls travel as data packets — the same way email or a video call does.
That shift changes the economics dramatically. Traditional phone systems require physical infrastructure: hardware at your office, dedicated lines, and often an on-site private branch exchange (PBX) that can cost thousands of dollars upfront. A cloud-hosted VoIP system can significantly reduce hardware costs, replacing them with a monthly software subscription.
| System type | Typical upfront cost | Monthly cost |
|---|---|---|
| On-premise PBX | $5,000–$15,000+ | Low (hardware only) |
| Hosted VoIP | $0–$500 (phones only) | $10–$40/user/month |
| Traditional landline | $500–$2,000+ setup | $40–$75+/line/month |
For a small business that wants reliable calling without significant upfront infrastructure costs, hosted VoIP can be a more cost-efficient and scalable option.
Many hosted VoIP plans are priced per user, per month. Here's how the tiers typically break down:
| Tier | Price range | What's usually included |
|---|---|---|
| Entry level | $10–$20/user/month | Domestic calling, voicemail, basic call routing |
| Mid-range | $20–$30/user/month | Unlimited domestic calling, SMS, integrations, video |
| Premium | $30–$40+/user/month | International calling, advanced analytics, CRM integrations |
A few things to keep in mind:
Not all VoIP bills are the same size. Here's what can move the number up or down:
Number of users
Per-user pricing means your monthly bill scales directly with your team size. Some providers offer volume discounts at 10, 25, or 50+ users — worth asking about if you're a growing business.
Calling plan type
Metered plans tend to start lower (around $10/user/month) but can add up with heavy use. Unlimited domestic plans typically run $15–$20/user/month. If you make frequent international calls, you'll need either a global plan or pay-as-you-go international rates.
Features included vs. add-ons
This is where pricing can get tricky. Some providers bundle features like call recording, analytics, and auto-attendant into the base price. Others charge for them separately. It's worth confirming what's actually included before comparing two plans on price alone.
Hardware
If your team uses softphone apps (calling from their computer or mobile phone), hardware costs are minimal. If you want physical desk phones, budget $50–$300 per device, depending on the model.
AI features
Some providers charge extra for AI capabilities like call summaries, voicemail transcription, and voicemail prioritization. Others include them with their paid plans.
This is a category many VoIP buyer's guides skip — and it's where a lot of businesses get surprised. The advertised price and the actual bill are often two different numbers. Here's what to watch for:
E911 fees
The FCC requires VoIP providers to support enhanced 911 (E911) service. Some providers absorb this cost; others add a separate per-line monthly fee. It's usually small ($1–$3/user/month) but it's worth knowing about upfront.
SMS and MMS charges
Text messaging is increasingly important for business communication, but many providers treat it as an add-on rather than a core feature. Check whether SMS/MMS is included in your plan or billed separately.
Number porting and setup fees
Keeping your existing business phone number when you switch providers is called porting. Many providers support it, but some charge a one-time porting fee ($10–$50/number). Ask about this before you sign.
International calling rates
If your team ever calls internationally — even occasionally — understand the per-minute rates before you commit. Metered international calls can add up quickly if they're not included in your plan.
Compliance and security features
Some providers charge extra for call encryption, recording controls for regulatory requirements, and compliance archiving. If your industry has regulatory requirements, factor these in.
The cleaner the pricing page, the less likely you are to get surprised. Look for providers that are explicit about what's included and what isn't.
See Zoom Phone plans and pricing
The monthly per-user price is just one part of the equation. Here's a simple framework for calculating what a VoIP system may cost your business:
Step 1: Start with the per-user monthly fee
Multiply the per-user price by your team size. Remember to include anyone who needs a business phone number — that might be more people than you think.
Step 2: Add hardware if needed
If your team uses computers and smartphones, softphone apps may be all you need. If you want desk phones, add the hardware cost and amortize it over the expected life of the equipment.
Step 3: Check for add-ons your team will actually use
Things like international calling plans, fax, call recording, or advanced analytics may be worth the extra cost — or may not be necessary at all for your business.
Step 4: Factor in what you can consolidate
If switching to a unified platform means you can cancel a separate video conferencing subscription or a standalone chat tool, subtract those costs.
Quick example — 10-user team:
| Item | Monthly cost |
|---|---|
| Zoom Phone US/CA Unlimited (10 users × $16) | $160 |
| Hardware (10 desk phones, amortized) | ~$50 |
| Current video conferencing tool (cancelled) | −$50 |
| Estimated net monthly cost | ~$160 |
Example assumes consolidation of existing video conferencing subscription. Actual costs may vary by hardware, taxes, fees, and plan terms. See Zoom Phone pricing page for current plan pricing.
Based on this example, that's a full business phone system including AI features and SMS for about $16/user.
Many VoIP pricing guides skip this section entirely. That's a gap worth closing, because security isn't free — and choosing a provider without evaluating security and compliance posture can introduce risks that may outweigh any short-term cost savings.
Here's what to look for when evaluating a provider's security posture:
Encryption
Your calls and messages should be encrypted in transit. Look for providers that use industry-standard encryption protocols designed to help protect call data from interception.
E911 compliance
As mentioned above, E911 is a legal requirement for interconnected VoIP providers in the US. Verify that your provider handles this correctly, including location routing for remote workers.
Compliance certifications
If you're in a regulated industry — healthcare, financial services, legal, or education — ask about compliance readiness and alignment with relevant industry standards. Not every provider offers the same level of documentation or contractual support.
Data retention and call recording controls
For businesses that need to retain call records for compliance purposes, look for providers that offer configurable retention policies and role-based access controls over recording access.
Zoom Phone is designed with security controls including encryption and configurable recording and retention controls, that can support compliance efforts in certain regulated environments. Learn more about Zoom Phone's features and security.
Most small businesses pay $10–$40 per user per month for a hosted VoIP system. Entry-level plans with basic calling features start around $10/user/month, while mid-range plans with unlimited calling, SMS, and integrations typically run $15–$25/user/month. The right number depends on your team size, calling volume, and the features you actually need.
In many cases, yes. Traditional landlines can cost $40–$75+ per line per month, plus the upfront cost of hardware and installation. A cloud VoIP system eliminates most of that infrastructure cost, delivering equivalent (or better) call quality at a fraction of the price. Read our full VoIP vs. landline breakdown to compare the two side by side.
Many plans include a business phone number, domestic calling (metered or unlimited depending on the tier), voicemail, basic call routing, and softphone apps for desktop and mobile. Higher-tier plans typically add SMS/MMS, call recording, analytics, video conferencing, and integrations with tools like Salesforce and HubSpot. AI features — like call summaries and voicemail prioritization — vary by provider and plan.
There can be. Common fees that don't always show up in the advertised price include E911 compliance fees, SMS/MMS charges, number porting fees, and international calling rates. Help avoid surprises by asking for a full breakdown of what's included before signing up, and to look for providers that are explicit about what's in and out of each plan.
Yes. Many VoIP providers, including Zoom Phone, support number porting — the process of transferring your existing business phone number to your new provider. This is usually a one-time process that takes a few days to complete and helps ensure there's no interruption to your business.
VoIP is the clear choice for small businesses that want reliable calling without the overhead of legacy phone infrastructure. Understanding the real cost — per-user pricing, what's bundled in, potential hidden fees, and the value of consolidating your communications stack — can help you make a confident decision rather than an expensive mistake.
