VoIP Phone System Costs: How to Save Money for Your Call Center


Greetings, valued reader! Whether you’re a call center manager, owner, or employee, you know that one of the major expenses in running a call center is phone bills. In recent years, VoIP (Voice over Internet Protocol) phone systems have become an increasingly popular option due to their affordability, flexibility, and ease of use. However, some call centers are still hesitant to switch to VoIP due to concerns over costs. In this article, we’ll explore the costs associated with VoIP phone systems for call centers and provide tips on how to save money without sacrificing quality.

The Benefits of VoIP for Call Centers

Before we get into the costs, let’s start with a brief overview of the benefits of VoIP phone systems for call centers:

  • Lower costs: VoIP calls are significantly cheaper than traditional telephone calls, especially for long-distance and international calls. They also eliminate the need for separate data and voice networks.
  • Scalability: VoIP phone systems are highly scalable, meaning they can easily accommodate growth and changes in call volume without major infrastructure upgrades.
  • Remote work capabilities: VoIP allows employees to work remotely or from different locations without sacrificing call quality or reliability.
  • Advanced features: Many VoIP phone systems come with advanced features such as call recording, call routing, call analytics, and more.

The Costs of VoIP for Call Centers

Now, let’s dive into the costs of VoIP phone systems for call centers. Keep in mind that costs can vary widely depending on factors such as the size of your call center, the number of employees and lines, the type of VoIP system you choose, and more. However, we’ve broken down the major costs below:

Hardware Costs

One of the initial costs associated with switching to VoIP is the hardware. You’ll need IP phones or softphones (software that turns your computer into a phone) for each employee, a router, switches, and other networking equipment. Depending on your needs, this can cost anywhere from a few hundred to a few thousand dollars.

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Software Costs

Most VoIP phone systems require some type of software, either on-premises or cloud-based, to manage calls, contacts, and other features. Some systems come with their own software bundle, while others require you to purchase or subscribe to software separately. This can cost anywhere from a one-time fee of a few hundred dollars to a monthly subscription fee.

Monthly Service Fees

Like traditional phone systems, VoIP phone systems typically come with a monthly service fee. This fee covers the use of the phone system, as well as any maintenance or support. Monthly service fees can range from a few dollars per user to a few hundred dollars per month, depending on your provider and plan.

Installation Costs

Depending on the complexity of your call center’s VoIP setup, you may need to hire a professional to install and configure the system. Installation costs can range from a few hundred to a few thousand dollars.

Training Costs

Switching to a new phone system requires some degree of training for employees. This can include training on how to use the new phones, software, and features. Training costs can vary widely depending on the size and complexity of your call center, but typically range from a few hundred to a few thousand dollars.

Miscellaneous Costs

Finally, there may be other miscellaneous costs associated with switching to a VoIP phone system, such as upgrading your internet connection or purchasing additional equipment. These costs can vary widely depending on your setup and needs.

How to Save Money on VoIP for Your Call Center

Now that we’ve broken down the costs of VoIP for call centers, let’s explore some tips on how to save money without sacrificing quality:

Compare Providers and Plans

Make sure to do your research and compare providers and plans to find the best fit for your call center’s needs and budget. Consider factors such as pricing, features, customer service, and reliability.

Consider Cloud-Based Solutions

Cloud-based solutions can be more cost-effective than on-premises solutions, as they eliminate the need for expensive hardware and software. They also offer greater flexibility and scalability.

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Consolidate Your Services

Many VoIP providers offer bundled services that include phone, internet, and other services. Consolidating your services can help reduce costs and simplify billing.

Optimize Your Setup

Make sure your call center’s setup is optimized for VoIP, including your internet connection, network configuration, and quality of service settings.

Train Your Employees

Properly training your employees on the new phone system can help reduce errors and improve efficiency, which can ultimately save you money in the long run.

Monitor Usage and Analytics

Monitoring your call center’s usage and analytics can help you identify areas for improvement and reduce unnecessary costs.

Stay Up to Date

Finally, make sure to stay up to date on the latest VoIP trends and technologies to ensure your call center is always using the most cost-effective and efficient solution.

VoIP Phone System Costs Table

Cost Category Estimated Cost Range
Hardware $500-$5,000
Software $100-$500 (one-time) or $25-$50 (monthly)
Monthly Service Fees $10-$50 per user per month
Installation $500-$5,000
Training $500-$5,000
Miscellaneous Varies


What is a VoIP phone system?

A VoIP phone system is a phone system that uses the internet to make calls, rather than traditional phone lines.

How do VoIP phone systems work?

VoIP phone systems convert analog voice signals into digital data packets that can be transmitted over the internet.

What are the advantages of VoIP phone systems?

Some advantages of VoIP phone systems include lower costs, scalability, advanced features, and remote work capabilities.

What are the costs associated with VoIP phone systems for call centers?

Costs can include hardware, software, monthly service fees, installation, training, and miscellaneous expenses.

How can call centers save money on VoIP?

Call centers can save money on VoIP by comparing providers and plans, considering cloud-based solutions, consolidating services, optimizing their setup, training employees, monitoring usage and analytics, and staying up to date on VoIP trends and technologies.

Is VoIP reliable for call centers?

Yes, VoIP can be just as reliable as traditional phone systems if set up properly and maintained.

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What are some popular VoIP providers for call centers?

Some popular VoIP providers for call centers include RingCentral, Nextiva, 8×8, and Vonage.

What is the difference between on-premises and cloud-based VoIP solutions?

On-premises VoIP solutions require physical hardware and software to be installed on site, while cloud-based solutions are hosted remotely and accessed via the internet.

Can VoIP be used for outbound telemarketing calls?

Yes, VoIP can be used for outbound telemarketing calls, but make sure to comply with relevant regulations and best practices.

Can VoIP be integrated with other call center software?

Yes, many VoIP phone systems can be integrated with other call center software for improved efficiency and productivity.

Can VoIP be used for inbound customer service calls?

Yes, VoIP can be used for inbound customer service calls, and many VoIP providers offer features such as call routing and analytics to improve the customer experience.

How do I choose the right VoIP provider for my call center?

When choosing a VoIP provider, consider factors such as pricing, features, reliability, customer service, and scalability, and make sure to compare multiple providers and plans.


In conclusion, VoIP phone systems can offer major cost savings for call centers, but there are also a variety of costs to consider. By following the tips outlined in this article and carefully researching and comparing providers and plans, call centers can save money on VoIP without sacrificing quality or reliability. Remember to stay up to date on the latest trends and technologies, and always prioritize the needs of your call center and employees. Thank you for reading!

Closing Statement with Disclaimer

This article is for informational purposes only and does not constitute legal, financial, or professional advice. Prices and costs listed here are estimates and may vary depending on a variety of factors. Always consult with a qualified professional before making any decisions regarding your call center’s phone system.