Phone System Pricing: How Much Does VoIP Cost for an Office with 10–50 Employees?

When you're running a business with 10 to 50 employees, you can't afford to waste time or money on the wrong phone system.
That’s why more companies are switching to VoIP (Voice over Internet Protocol). It’s modern, scalable, and typically much more affordable than legacy landline systems.

But how much does VoIP actually cost?

That’s the million-dollar question (don’t worry, the answer is nowhere near a million). In this article, we’re going to break it all down for you (monthly fees, setup costs, hidden charges, and everything in between), so you can budget confidently and avoid unpleasant surprises.

Let’s get right into it!

Why Businesses Are Switching to VoIP (and Asking About Cost)

VoIP enables you to make and receive calls over the internet, rather than through traditional phone lines. It’s the go-to option for companies that need flexibility, features, and affordability.

At AIS, some of the most common questions we get from business owners like you include:

• “How much does a VoIP phone system cost per user?”
  
  
• “Do I need to buy phones, or can we use our computers?”
  
  
• “Is it cheaper than what we have now?”

All great questions, and we’re here to answer them honestly.

Key Factors That Affect VoIP Phone System Pricing

VoIP pricing isn’t one-size-fits-all. Your monthly or upfront cost depends on several factors, including:

1. Number of Users

This one’s obvious, but worth stating: the more users (aka phone extensions or seats), the higher your monthly cost. A 10-person office might pay $150–$300 per month, while a 50-person office could spend $750–$1,500 per month, depending on the features and providers.

2. Cloud-Hosted vs On-Premise

Most small businesses opt for cloud-hosted VoIP, which eliminates the need for a physical server. On-premise systems come with hefty upfront hardware and maintenance costs, which makes them less common for offices with 10–50 employees.

3. Features and Functionality

Some features come standard. Others come at a price. Here’s what might drive costs up:

• Auto attendants
  
  
• Voicemail-to-email
  
  
• Call recording
  
  
• CRM integrations
  
  
• Text messaging
  
  
• Video conferencing

You get the idea. Know what you need—and what you don’t.

4. Desk Phones vs Softphones

If your team prefers using physical phones, factor in hardware costs. But many companies now use softphones (apps on laptops or smartphones), which can lower your upfront expenses.

5. Installation and Training

Some providers include onboarding and training. Others charge extra. Be sure to ask if those costs are rolled into the contract.

6. Contract Terms

More extended contracts may come with discounts. Month-to-month plans offer more flexibility but may be slightly pricier.

Average Monthly Cost of VoIP for a 10–50 Person Office

Here’s what you can expect:

These prices typically include unlimited local and long-distance calling, standard features (such as voicemail, call forwarding, and caller ID), and basic support.

Pro tip: Be cautious of low advertised rates, such as "$9.99/user/month." They often don’t include taxes, hardware, or key features.

One-Time and Upfront Costs to Watch Out For

Your monthly fees are just part of the story. Watch for these additional costs:

• Setup/activation fees: $50–$200 (sometimes waived)
  
  
• Desk phones: $75–$300 each
  
  
• Switches and routers: Needed if your network isn’t ready
  
  
• Number porting: Usually $10–$25 per line

Hidden or Often Overlooked VoIP Costs

Here’s where things can get tricky if you're not careful:

• Support tiers: Some providers charge extra for priority support
  
  
• Early termination fees: Read the fine print if signing a multi-year contract
  
  
• Bandwidth upgrades: VoIP requires a stable internet connection. You may need to upgrade your ISP plan.
  
  
• Failover systems: If phone uptime is mission-critical, ask about backup/redundancy options

Cost-Saving Tips When Choosing a VoIP System

Want to keep costs under control? Here’s how:

• Bundle your service and phones from the same provider to get better deals
  
  
• Don’t overbuy features you won’t use. Every integration or add-on comes at a price
  
  
• Negotiate your contract, especially for offices with 25 or more users.
  
  
• Prioritize local support. Faster help means less downtime
  
  

Need more help deciding what features are worth it? We cover that in VoIP for Business: How to Choose a Reliable Digital Phone System. 

Should You Buy or Lease VoIP Phones?

This is a common question we get at AIS.

• Leasing phones can spread out your costs and keep equipment up-to-date
  
  
• Buying phones is cheaper long-term if you have the capital upfront

Consult with your accountant — it often comes down to a cash flow versus depreciation strategy.

What Does VoIP Cost with AIS?

We believe in transparent pricing—no bait-and-switch tactics or mystery charges. Our plans typically range from:

• $18–$35 per user per month
  
  
• Discounts for larger teams
  
  
• Optional lease programs for phones
  
  
• Local installation and training included (not outsourced)

We may not be the cheapest provider out there, and that’s intentional. When your business relies on phones, you need a partner who is responsive, local, and won’t leave you hanging.

Final Thoughts: What to Expect and How to Budget for VoIP

If you’re managing a team of 10 to 50 people, expect to pay between $20 and $35 per user per month, plus additional costs for equipment and setup if needed.

The total cost? Typically, $300–$1,500 per month, depending on the robustness of your system.

But don’t just guess. We can help you get a quote that reflects your specific business needs.

Need help estimating your VoIP costs?
Contact us at AIS for a no-pressure chat, or check out Is a Cloud-Based Phone System Right for My Business? to explore more options.