01
Number of users
Many cloud phone plans are priced around the people who need to make and receive calls. A one-person business and a growing team will not have the same shape of cost.
Business phone costs, made clear
What a business phone system actually costs in Australia
If you are comparing a cloud phone system for your business, you deserve more than “call us for a quote”. We will explain what drives the cost, what to look for in a quote and which questions to ask before you commit.
A straight answer before you compare
The right question is not just what the plan costs. It is what your team gets, what sits outside the plan and how the arrangement works over time.
What actually drives the cost
The plan is only one part of the picture.
A cloud phone system can look simple on a quote, but the total depends on how your team uses it. These are the moving parts worth checking.
02
Features included
Auto attendant, call queues, call recording, analytics, team messaging and meetings can sit inside a plan or be treated as add-ons. Check what the plan actually includes.
03
The type of number
A local number, a 1300 number and a 1800 number can have different rules and charges. The number itself and the calls made to it may be priced separately.
04
Call usage
Some plans bundle calling, while others charge according to usage or apply different terms to local, mobile, international and 1300 or 1800 calls.
05
Hardware or app only
Your team may use an app, a browser, desk phones or a mix. Hardware can be bought outright, leased, rented or left out of the plan altogether.
06
Contract length
A monthly arrangement and a longer commitment can have different terms. Look for minimum terms, automatic renewal, notice periods and exit fees.
The main cost structures
Different ways a quote can be built.
There is no single right structure. The useful thing is knowing what each line means before you compare it with another.
| Cost structure | What it means | Best for |
|---|---|---|
| Per user per month | The recurring charge follows the number of people with a phone system login or licence. | Teams that want a cost that broadly follows the size of the team. |
| Per number | The charge is tied to each business number, whether it is local, 1300 or 1800. | Businesses that need several numbers or want to separate numbers from user licences. |
| Bundled call packs | Calling is grouped into a plan or allowance, with terms for what happens outside the bundle. | Teams that prefer a predictable calling arrangement and understand their usual usage. |
| Hardware bought outright | Desk phones are a separate one-off equipment purchase rather than an ongoing rental. | Businesses that prefer to own the phones they use over a longer period. |
| Hardware leased or rented | Desk phones are spread across an ongoing arrangement, with terms for support, replacement or return. | Businesses that want less upfront equipment commitment or prefer an equipment service. |
Read the quote properly
What to compare when you look at quotes.
A good comparison is not about finding the biggest number or the smallest one. It is about making sure both providers are describing the same thing.
01
Per user or per account
Check whether the headline rate applies to every user, to an account with shared users, or to a mixture of both. The labels are not interchangeable.
02
Introductory rates
Ask when a teaser rate ends and what the ongoing rate becomes. Compare the full term you expect to use, not just the first part of it.
03
Tax and extra fees
Check whether GST, administration fees, payment fees or other charges are added later. You want to compare like with like at the final total.
04
Included features
Ask specifically about auto attendant, call recording, analytics, call queues, team messaging and meetings. A feature mentioned on a website may not be in the plan you were shown.
05
Porting and setup
Check for number porting fees, setup fees, configuration time and any charge for changing the arrangement later.
06
Hardware
Confirm whether desk phones are included, bought outright, leased or rented. Also ask what happens if a phone needs replacing.
07
Extra numbers and call types
Ask about additional local numbers, 1300 and 1800 numbers, international calls and any different treatment for calls to mobiles.
08
Renewal and exit terms
Read the automatic renewal, notice period, minimum term and exit fee clauses before you agree. A low ongoing rate is less useful if leaving is difficult.
09
Support tiers
Find out who helps with setup and faults, when support is available and whether the support you need is included or reserved for a higher tier.
One more useful check
If you want a longer list of the costs that can hide behind a low headline rate, read the guide to hidden business VoIP costs. It is a useful companion to this checklist, not a substitute for reading the quote itself.
A note about cheap VoIP
The cheapest line on the quote is not always the cheapest system.
A cheap VoIP deal can become more expensive when users, numbers, call recording, hardware, porting, support or extra call types are added later. None of those additions automatically make a plan poor. They just need to be visible so you can decide whether the whole arrangement suits your business.
The sensible comparison is the complete setup your team needs, over the length of time you expect to use it. That is a much clearer question than asking for the cheapest plan in isolation.
Questions about cost
The useful answers.
Plain-English answers for a small business comparing a hosted phone system, cloud PBX or business VoIP service.
How much does a business phone system cost in Australia?
There is no single honest figure for every business. The ongoing cost is usually shaped by the number of users, the features included, your numbers, call usage, hardware and contract terms. A useful quote shows each part clearly instead of hiding it behind one headline rate.
What is the business VoIP cost per user per month in Australia?
Business VoIP is often described as a per-user, per-month service, but that label does not tell you what is included. Check the features, call usage, numbers, hardware, tax and support terms before comparing one provider with another.
What is the cheapest business VoIP in Australia?
There is no universal cheapest option because providers package users, features, calls, numbers and support differently. The cheapest headline rate can cost more once the parts your team actually needs are added.
What does a hosted PBX cost per user in Australia?
A hosted PBX, cloud phone system and business VoIP system are different names for a similar type of service. The cost is commonly organised around users or accounts, then adjusted for features, numbers, calls, hardware and support.
How should I compare the cost of a 1300 number for a small business?
Look at the number charge, how inbound calls are treated, whether calls are bundled, how mobile callers are handled and whether the number is separate from your user licences. Ask for those details in writing so the comparison is clear.
Is a local number, 1300 number or 1800 number cheaper?
It depends on how the provider structures the number and call charges, and on how your customers call you. A local, 1300 and 1800 number can each suit a different business. Choose for the way customers reach you, then compare the complete cost.
Are hardware costs included in a business phone system quote?
Sometimes, but not always. A quote should say whether your team is using an app, buying desk phones outright, leasing them or renting them, and what support or replacement terms apply.
What should be included in a business phone system quote?
It should explain the users or accounts, included features, numbers, call usage, hardware, setup and porting, contract terms, support, tax and any extra fees. If one of those is unclear, ask before comparing the quote with another.
Deeper reading
More on the costs people miss.
Before you compare a cheap business VoIP offer with a fuller plan, read 10 hidden costs to check first. Then bring any unclear line in the quote to us.
A clear next step
Get a phone system quote you can actually understand.
Tell us how many people need to use the system, how your customers call and what you want the phones to do. We will explain the moving parts and talk through a sensible next step.