If you're researching PBX phone systems for your business, you're probably wondering what the price range looks like. Most PBX system costs range from $25 to $150 per user per month, but the actual price you'll pay depends on several key factors like your business size, required features, and the type of system you choose.
As a business owner, you've likely noticed how difficult it is to get straight answers about telecommunications pricing. Providers often advertise low starting prices, then add fees for features you actually need. Others bundle services you don't want, making it nearly impossible to compare apples to apples. We created this guide to cut through the marketing noise and give you a clear overview of PBX phone system costs so you can budget effectively.
A PBX (Private Branch Exchange) system is essentially your business's phone network. It handles calls between your employees, manages incoming customer calls, and provides professional features like auto-attendants, call transfers, and voicemail. If you've ever called a business and heard "Press 1 for sales, Press 2 for support," you've experienced a PBX system in action.
The big shift in recent years has been from traditional on-premise PBX systems to cloud-based solutions. Traditional systems require you to buy expensive hardware and maintain it yourself which is a significant upfront investment that many small and medium businesses couldn't justify.
Cloud PBX systems work differently. Instead of owning the equipment, you access the same professional phone features through your internet connection, paying a predictable monthly fee per user.
This shift matters because it levels the playing field.
Your 20-person company can now have the same professional phone capabilities as Fortune 500 corporations, without the massive upfront costs or technical complexity. For business owners watching every expense, this change has been a game-changer.
Traditional PBX systems work like the phone networks you might remember from decades past. You buy physical equipment (often called a "phone system box"), install it at your office, connect it to phone lines, and maintain it yourself or hire technicians when something breaks. While these systems work reliably, they require substantial upfront investment, often $6,000 to $50,000 just to get started.
Cloud PBX systems work completely differently. Think of them like switching from buying software CDs to using web-based applications. Instead of owning phone equipment, you access all the same features through your internet connection. The cloud provider handles the technical infrastructure, maintenance, and updates while you focus on running your business. That’s why PBX phone system cost is way lower compared to traditional solutions.
Here's what this means in a nutshell:
Understanding what drives PBX pricing helps you budget accurately and avoid surprises. Here are the main factors that will impact your monthly bill:
Your choice between traditional on-premise and cloud systems creates the biggest cost difference. Traditional systems require large upfront investments but may have lower monthly fees. Cloud systems flip this because you have minimal upfront costs but ongoing monthly subscriptions. For most small and medium businesses, cloud systems offer better cash flow management and lower total cost of ownership.
Size matters, but not always how you'd expect. Small businesses (5-25 employees) typically pay $20-$40 per user monthly for cloud PBX services. Medium businesses (25-100 employees) often get volume discounts, reducing per-user costs to $15-$30. Larger companies can negotiate even better rates, sometimes dropping to $10-$25 per user depending on their needs and contract terms.
Where your business makes calls significantly impacts pricing. Local calling plans cost the least, while national calling typically adds $5-$15 per user monthly. International calling can increase costs by $10-$50 per user, depending on which countries you call and how often. Don't forget about extras like toll-free numbers or vanity numbers each typically adds $5-$25 monthly.
This is where costs can really add up. Basic calling, voicemail, and call forwarding usually come standard. But features like call monitoring, advanced analytics, CRM integrations, and workforce optimization tools often require premium plans. Each additional feature typically adds $2-$20 per user monthly, so prioritize what you actually need.
Support quality varies dramatically between providers and pricing tiers. Basic email support might be included in entry-level plans, while 24/7 phone support, dedicated account management, and guaranteed response times often require premium subscriptions. Quality support can add $5-$25 per user monthly but pays for itself when you need help quickly.
If you want to keep your existing phone numbers (and you probably do), expect to pay $5-$25 per number to transfer them to your new system. This one-time cost might seem small, but businesses with multiple locations or departments can face significant porting expenses.
Cloud PBX eliminates many traditional costs: no hardware purchases, installation fees, maintenance contracts, or system upgrades. You also don't need dedicated IT staff to manage your phone system. This shift from large upfront expenses to predictable monthly costs helps with cash flow and reduces financial risk.
However, watch out for hidden costs that can catch you off guard. Some providers charge extra for features that should be standard. Others have complex pricing tiers that make it difficult to predict your actual costs. Scalability can also create surprise expenses: what happens when you need to add users quickly or during busy seasons?
Integration costs deserve special attention. If you need your phone system to work with your CRM, helpdesk, or other business tools, those integrations might require additional fees or premium plans. Training your team on new systems also takes time and resources, though most modern systems are designed to be user-friendly.
At PBX.IM, we offer flexible plans designed to fit teams of all sizes.
Start for free with our Start-Up plan that is perfect for small teams, with up to 5 users and 5 simultaneous calls included.
Need more? Our Essential plan ($25/month/user) unlocks unlimited users, 25 concurrent calls, auto dialers, CRM integration, and 24/7 support.
The Core plan ($40/month/user) adds even more power: AI analytics, phone support, and up to 50 simultaneous calls. For high-volume teams, the Advanced plan ($50/month/user) includes unlimited simultaneous calls and a predictive auto dialer.
And if you’re an enterprise with custom needs, let’s talk we’ll tailor a solution just for you.
Pick the plan that fits your business best and get started today.
We've done the research on cloud PBX pricing so you can make faster decisions. Our team gathered current rates information directly from provider websites. Keep in mind that provided fees can change, and many providers offer custom pricing for larger accounts, but these numbers give you a solid starting point for budgeting.
Let’s analyze each of them in more detail:
PBX.IM is an omnichannel business communication platform that offers comprehensive VoIP solutions with advanced AI features. The platform provides Microsoft Teams Direct Routing & SIP Trunking capabilities, making it ideal for companies looking to expand their business communication systems with modern cloud-based technology.
RingCentral is a cloud-based communications platform that provides unified communications as a service. It’s designed for remote or hybrid teams who need voice, video, and chat in the same platform.
You can choose based on different categories:
For business phone and based on the number of users you have the following options:
For Contact Center you have 2 options:
For Video only you have 4 options available:
You can save up to 20% by paying annually.
For RingCentral Events you have 4 options available that are all per organizer per month with annual contract
Conversation Intelligence is their AI solution, which starts at $60/user/month.
Aircall is a cloud-based phone system designed for small to mid-sized businesses and growing enterprises. It focuses on providing call management features with strong CRM integrations, making it ideal for sales and customer support teams that need robust call-handling capabilities.
OpenPhone is a cloud-based business phone system that provides communication solutions for service-based businesses and remote teams.
All the pricing plans are monthly payments and per user:
With the annual payment you get a discount and you can save from $48 up to $144 per year.
DialPad is an AI-powered cloud communication platform for businesses that want to improve their customer experience.
For DialPad you have 3 categories that you can choose from:
All the packages come with a discount available for annual payment.
Nextiva is a cloud-based business communication and customer experience platform designed to help businesses unify their communication channels and improve customer interactions.
For small businesses, there are 3 pricing plans available that you can pay monthly or annually:
For enterprises, there are 3 types of pricing methods available:
PBX system costs vary significantly depending on the type and scale:
Most small to medium businesses find cloud PBX more cost-effective due to lower upfront costs and included maintenance.
Cloud PBX eliminates hardware maintenance, reduces IT overhead, and offers greater flexibility for remote work.
PBX systems are ideal for:
PBX and VoIP aren't mutually exclusive because modern PBX systems typically use VoIP technology. The comparison is really:
Cloud PBX systems offer the advanced features of traditional PBX with the cost-effectiveness and convenience of VoIP technology. For most businesses today, cloud PBX represents the best of both worlds.
Learn about the most common (and expensive) communications pitfalls businesses face and how to avoid them by downloading PBX.IM’s free guide to smarter communication.
With PBX.IM’s omnichannel platform, you can manage calls, texts, and team chats from a single dashboard making communication seamless and efficient.
Our team of communication experts is here to help you make an informed decision.
