Small Business Phone System Cost
A small business phone system for a 5-10 user Florida office typically runs $100-$210 per month for service, plus a one-time cost of $500-$1,200 for phones and installation. The monthly figure covers all phone lines, features, and user licenses. Hardware and install are paid once.
The estimator below calculates a specific number for your setup. The sections before it explain what each cost component covers.
Why People Look at Cloud Phone Systems
There are a lot of reasons a business starts looking into this. As you read, you might recognize one of them, or have a similar reason of your own.
"Do I really need an on-site phone system that costs thousands? The old PBX is dying and replacing it like-for-like feels insane."
"I want to cancel the copper phone lines. The carrier keeps raising the bill and I'm paying for features I never use."
"Would taking work calls on my cell phone make me more productive? I'm tired of being chained to a desk."
"I'm done giving customers my personal cell number. I need to text from a real business number."
Whatever the reason, the rest of this page lays out what a cloud phone system actually costs and what you get for the money.
Monthly Service Cost & Pricing
Business phone system pricing is per-user, per-month. Monthly service covers every user's phone line, voicemail, auto attendant, call routing, and mobile app access. There are no per-minute charges for US and Canada calls. The cost of a phone system for a small business depends on how many users you have and which plan tier fits.
There are three main tiers. Express is calling only, with no texting, video, or international. Essentials adds team messaging, video meetings, and texting from your business number. Pro adds CRM integrations, more texts, and international calling to 33 countries. VoIP cost typically lands between $17 and $35 per user, per month at the small business level, before adding hardware or installation.
- +Unlimited US/Canada/PR calling
- +Voicemail with transcription
- +Auto attendant & hunt groups
- -No texting or video meetings
- +Everything in Express
- +Team chat and presence
- +25 texts/mo per user
- +Video meetings up to 25 people
- +Everything in Essentials
- +500 texts/mo per user
- +CRM integrations (Salesforce, HubSpot)
- +33-country international calling
Prices reflect our installed service rate including all lines, features, and local support, not the self-serve retail price. Payment method (invoice vs. auto-pay) affects the exact monthly figure.
Phone Hardware Cost & Prices
Business phone prices for hardware are a one-time cost. Most plans include device credits that reduce the price of basic phones to near zero. The Essentials plan comes with one device credit per user, and Pro comes with up to five. Entry-level desk phones typically run $60-$90 after credits. Mid-range models are $100-$160. Executive phones with larger color displays run $175-$250.
We install phones from Yealink, Polycom (Poly), and Fanvil. These are the three brands certified by Intermedia for plug-and-play provisioning. Each has models across the price range, so we match the phone to the role. A receptionist who answers 80 calls a day gets a different phone than someone who only takes a few calls a week.
Not every user needs a desk phone. Mobile apps are included at no extra charge on all plans. A common setup is desk phones for the receptionist and office staff, and mobile apps for field workers. That cuts the hardware cost significantly.
| Hardware Type | Typical Cost |
|---|---|
| Entry-level desk phone (after device credit) | $60-$90 |
| Mid-range desk phone | $100-$160 |
| Executive / color screen phone | $175-$250 |
| Corded headset | $50-$120 |
| Mobile app (included with plan) | $0 |
Installation Cost
Installation is a flat one-time fee based on office size. It covers everything that needs to happen on the day you go live: QoS and VLAN configuration on your router and switch, E911 registration, number porting coordination, on-site setup of every device, and testing every extension before we leave.
| Office Size | Installation Fee |
|---|---|
| 1-9 users | $250 |
| 10-30 users | $500 |
| 31-50 users | $1,000 |
For teams over 50, we build a custom quote. At that scale, the setup complexity varies too much for a flat fee to make sense.
Cabling: The Cost Most Small Businesses Forget
If your office has Cat5e or Cat6 cabling already running back to a central patch panel, you probably don't need any cabling work done. WiFi VoIP phones are also an option that eliminates this entirely.
The problem comes up in older spaces. Cat3 wire from the 90s. Runs that daisy-chain from jack to jack instead of home-running back to a panel. VoIP is an IP device. It needs proper infrastructure to the switch, or call quality degrades regardless of the service plan. We see this on a significant portion of commercial install jobs.
Cabling costs depend heavily on the space: how many runs, whether you need conduit, ceiling type, and distance from the panel. We assess cabling on the initial walkthrough and quote it separately so you know before anything is scheduled.
Learn About Structured Cabling Services →See the Platform Before You Estimate
A 3-minute walkthrough of the Elevate desktop app: calling, voicemail, transfers, presence, and mobile access.
This is the app your team uses on desktop, mobile, and alongside a desk phone.
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Small Business Phone System Cost by Company Size
Telephone costs for small business setups vary widely based on team size. The table below shows monthly service only. Hardware and installation are one-time. These are approximate figures for invoice-billing customers using standard plans.
| Users | Express | Essentials | Pro |
|---|---|---|---|
| 5 users | ~$101/mo | ~$122/mo | ~$152/mo |
| 10 users | ~$161/mo | ~$207/mo | ~$271/mo |
| 20 users | ~$281/mo | ~$377/mo | ~$508/mo |
One-time costs (not shown): add $250-$500 for installation + $60-$200 per desk phone needed.
Frequently Asked Questions
For a 4-10 user Florida office, monthly service runs $89-$220 depending on the number of users and plan tier. That covers all phone lines, voicemail, auto attendant, and mobile apps. There are no per-minute charges for US and Canada calls.
No. Desk phones are a separate one-time purchase. Entry-level phones run $60-$90 each after device credits. Mid-range models run $100-$160. Many businesses mix desk phones for office staff and mobile apps for field workers, which reduces hardware cost.
Yes. Installation for a 1-9 user office is $250. A 10-30 user office is $500. A 31-50 user office is $1,000. These are flat fees that cover on-site setup, QoS and VLAN configuration, E911 registration, number porting, and testing every extension before we leave.
No. Cabling is a separate service. If your office already has Cat5e or Cat6 runs back to a central panel, no new cabling is needed. If it has old Cat3, daisy-chained jacks, or no structured cabling at all, we quote that separately. We assess cabling on the initial walkthrough so you know before install day.
Yes. Use the estimator on this page to build a quote based on your user count, plan preference, and optional hardware. We review every quote before sending it to make sure the numbers are accurate for your specific location and setup.
The most affordable setup is Express plan with mobile apps only. No desk phones, no cabling. For 4 users, that runs around $89/month with a $250 one-time installation fee. It covers unlimited US/Canada calling, voicemail, auto attendant, and basic call routing.
Installation costs $250 for offices with 1-9 users, $500 for 10-30 users, and $1,000 for 31-50 users. This is a one-time fee charged at the time of install. It includes all configuration, number porting, E911 setup, and on-site testing. No additional labor charges after that.
VoIP for a small business typically runs $17-$35 per user, per month. A 5-person office on a mid-range plan lands around $122/month total. A 10-person office on the same plan runs about $207/month. Hardware and installation are separate one-time costs. The exact business phone system price depends on which features you need.
Add up monthly + one-time. A 5-user small business phone system on Essentials runs about $122/month plus $250 install + $0-$300 in phones (most are free with rebates) = $372-$672 to start, then $122/month going forward. A 10-user setup runs about $207/month plus $500 install + roughly $0-$600 in phones.
For a 5-10 user office, business internet runs $80-$200/month depending on speed and provider, and a cloud phone system runs $100-$210/month. So combined phone + internet for a small business is typically $180-$410/month. Internet is billed separately from phone service. We don't sell internet directly, but we make sure your existing internet is configured correctly for VoIP call quality on install day.
The cheapest cloud phone system for a small business is Express tier with mobile apps and no desk phones. For 4 users that runs about $89/month with a $250 one-time install. It covers unlimited US/Canada calls, voicemail, auto attendant, and call routing. No texting, video, or international, but it works.
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