How Much Does a Cloud Phone System Cost?

a man negotiating in a call

Table of contents

The digital revolution has led to a growing demand for advanced communication solutions. Cloud phone systems have become a preferred choice due to their flexibility, scalability, and extensive feature sets that surpass traditional phone systems.


According to a report by Market Research Future, the global cloud telephony market is projected to grow from USD 23.20 billion in 2024 to USD 42.7 billion by 2032. Additionally, the market size for cloud telephony services was valued at USD 21.27 billion in 2023.


With this surge in demand, a common question arises: "How much does a cloud phone system cost?" This article will analyze the factors influencing cloud phone system costs and highlight budget-friendly options, helping you make an informed decision for your business.

Factors Affecting Cloud Phone System Cost

A cloud phone system price can vary significantly based on the number of users, the features required, the service provider, and the contract length.

1. Number of Users

Cloud phone systems are priced according to how many users access the system. It charges per user, meaning the total cost increases as you add more users. The cost is directly proportional to the size of your team.

2. Add-ons Features

The features you choose/ want can impact your pricing. Basic features like call forwarding and voicemail are usually included. However, opting for advanced options like an auto-attendant, real-time call analytics, and integration with business tools like CRM systems will come at a price.

3. Contract Length

The subscription fee is inversely proportional to the term, meaning the shorter the term, the more you will pay. Longer-term contracts often come with discounts and are priced than month-to-month agreements.


For instance, Calilio’s Business plan will cost you:


  • $35 per user per month when billed monthly 
  • $28 per user per month when billed annually 

4. Geographic Location

Most businesses are unaware that regional pricing differs depending on the location of your phone system and the recipient on the other end. Whenever your business makes international calls, you may be charged for each minute. Some providers charge more in certain areas because of higher operational costs or offer special pricing in specific markets. Hence, choose your vendor or service provider carefully.

5. Integrations With Other Systems

When integrated with CRM or ERP systems, a cloud telephony system requires additional charges. It includes upgrading to more expensive subscription plans that support integration, one-time setup fees for customization and technical configuration, API access charges, and staff training costs.

How Much Does a Cloud Phone System Cost?

A cloud phone system ranges from $15 to $50 per user per month. This variation is mainly due to subscription fees (monthly/annually) and additional costs for services like international calling or system integrations. Additionally, the provider may charge for setup or training fees.


Here is the breakdown of potential costs: 

1. Subscription Costs

Cloud phone systems operate on subscription models, billed monthly, quarterly, bi-annually, or annually. These subscriptions typically offer basic features such as call management and voicemail. A more advanced plan, however, provides more capabilities beyond the basics, resulting in higher costs.


Calilio offers three business pricing plans, starting at $12 per monthly user.  Each Calilio plan comes with one free local number, a detailed real-time dashboard for comprehensive communication insights, a unified call box that allows you to centralize all of your calls, SMS, and voicemails in one place, and many other features that are ideal for businesses of all sizes.

Set up Your Cloud Phone System on Calilio For Affordable Communication

2. Equipment Costs

Cloud phone systems use existing hardware, but specific setups may need dedicated IP phones or headsets, depending on the business’s needs and existing infrastructure.


Equipment or hardware costs are optional; it depends on how the business intends to use the telephony system.


For instance, some companies allow employees to use their smartphones and headsets for system access, which can help lower equipment expenses.


Conversely, other companies may provide company-owned smartphones and headsets to each employee, maintaining a clear distinction between personal and official equipment.

3. Installation Costs

Setup costs for cloud telephony systems are one-time expenses for configuring and installing the system. The costs can vary from vendor to vendor and depend on the system's complexity and the region you are in.

4. Maintenance Costs

Regular maintenance ensures the cloud phone system operates efficiently and securely. It includes software updates, security patches, and ongoing technical support. While some providers may charge extra for these services, Calilio includes all maintenance services in their plans.

5. Usages Based Fee

Usage-based fees include per-minute charges for calls, fees for sending text messages, and costs associated with international calls. The total expense can vary significantly depending on the volume of usage.


For example, businesses with high call volumes or frequently making international calls may see higher usage-based fees than businesses with fewer calls. 

5 Top Budget-friendly Cloud Phone System

1. Calilio

Calilio stands out as a cost-effective VoIP provider by offering comprehensive features at competitive pricing. Besides basic features such as IVR, call management, and voice mail, Calilio also provides advanced features such as a unified callbox, which allows you to centralize all your communication channels in one place.


Moreover, Calilio offers automated transcriptions of your recordings and voicemails, delivering concise summaries and sentiment analyses of each conversation that will assist you in making an informed decision at no additional charge, making Calilio an excellent choice for businesses trying to maximize their value.


Calilio offers three pricing plans, including:


Basic: $15 per user per month 
          $12 per user per month if billed annually


Business: $35 per user per month
         $28 per user per month if billed annually


Enterprise: On request (For more info: contact )


Apart from a flexible pricing plan, Calilio also offers the following:

  •  Free 1 local or toll-free number 
  • Free setup

Start with Calilio today!!!  

2. OpenPhone

OpenPhone offers small businesses and startups with its affordable plans that include international calls and texts in the U.S. and Canada. Their pricing structure is straightforward, which helps businesses manage their communications expenses without unexpected costs.


OpenPhone offers three pricing plans: 


  • Starter: $19 per user per month
  • Business: $33 per user per month
  • Enterprise: Contact sales 

3. Ooma

Ooma provides small to medium-sized businesses with cost-effective solutions, including a wide range of calling features and excellent customer support. Their low-cost entry plans and scalable options make it easy for businesses to adopt VoIP technology without a significant upfront investment.


Ooma offers three pricing plans: 


  • Ooma Office Essentials: $19.95 per user per month
  • Ooma Office Pro: $24.95 per user per month
  • Ooma Office Pro Plus: $29.95 per user per month

4. Grasshopper

Grasshopper serves mainly small businesses and entrepreneurs, focusing on simplicity and affordability. Their services include features like voicemail transcription and business texting, bundled into easy-to-understand plans that require no hardware investment.


Grasshopper offers three pricing plans: 


  • True Solo: $18 per user per month
  • Solo Plus: $32 per user per month
  • Small Business: $70 per user per month

5. Nextiva

Nextiva provides an all-in-one cloud phone system at an affordable price, featuring voice, video, and team messaging capabilities on a single platform. Renowned for its exceptional customer service and ease of use, Nextiva ensures businesses of every scale can leverage powerful communication tools to enhance their operations efficiently.


Nextiva offers three pricing plans: 


  • Essential: $25.95 per user per month
  • Professional: $30.95 per user per month
  • Enterprise: $40.95 per user per month 

Final Verdict: Is a Cloud Phone System Worth For My Business?

Whether a cloud phone system is right for your business depends on your communication needs, budget, and growth plans. These systems offer flexibility, scalability, and advanced features like real-time analytics and CRM integration.


With a range of pricing options suitable for startups and large enterprises, a cloud phone system can be tailored to fit any business size. Additionally, the potential savings on hardware and ongoing maintenance costs make it a cost-effective solution for businesses looking to upgrade their communication tools.


A cloud phone system is a wise investment if you value a flexible and scalable communication system.

Frequently Asked Questions

Can I use existing hardware with a cloud phone system?

Yes, many cloud phone systems are compatible with existing hardware. However, some may require specific IP phones or headsets to utilize all system features fully.

How do cloud phone systems handle international calls?

Cloud phone systems handle international calls by charging per-minute rates, which vary by provider. Some plans might include bundled minutes for international calls to certain countries.

What are the benefits of integrating a cloud phone system with other business systems?

Integrating a cloud phone system with other business systems, such as CRM and ERP software, enhances workflow efficiency, improves customer relationship management, and provides valuable insights through data analytics.

How do I choose the right cloud phone system provider?

When choosing a provider, consider factors like pricing transparency, the range of features offered, customer support quality, and flexibility of plans to ensure they meet your business's specific needs.

Latest Posts

From the blog

The latest news, technologies, and resources from our team.

Gain Insights, Lead the Change

Delve into our blog for tips and strategies to maximize efficiency. Start reading, and stay ahead.

International Number

Get International Numbers

Copyright © 2024 Calilio