PBX Phone System Cost: Pricing Guide 2025

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.

What is PBX?

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 vs. Cloud PBX Phone System: Difference Explained

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:

Which Factors Affect Final Price

Understanding what drives PBX pricing helps you budget accurately and avoid surprises. Here are the main factors that will impact your monthly bill:

Type of PBX system

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.

Your business size

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.

Calling coverage needs

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.

Feature requirements

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 level

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.

Number porting costs

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.

The hidden costs nobody talks about

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.

TOP 6 Cloud PBX Phone Systems. Pricing Plans Compared in 2025

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

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.

Pricing Plans 

• Free Plan: Basic features for small teams
• Essential: $25/user/month (billed monthly)
• Core: $40/user/month (billed monthly)
• Advanced: $50/user/month (billed monthly)
• Enterprise: Custom pricing available
• 25% discount on all plans with annual billing

Main Features 

• AI Auto Dialer: Intelligent call automation
• Auto Attendant: Professional call routing
• International Phone Numbers: Toll-free and global phone numbers
• Microsoft Teams Integration: Direct routing capabilities
• SIP Trunking: Enterprise-grade connectivity
• Omnichannel Platform: Voice, chat, and video in one solution

Pros & Cons 

RingCentral

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. 

Pricing Plans 

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:

• RingCX $65/agent/month, but you have to pay for it annually 
• Ring Central Contact Center Enterprise is a customizable solution and you need to request the price
  

For Video only you have 4 options available:

• Meetings: free
• Town Halls: $40/organizer/month 
• Rooms: $49/room/month
• Webinars & Events: $119/organizer/month with annual contract 

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 

• 30 days free trial
• Events Pro: $119
• Events Pro+: $239
• Events Enterprise: $359

Conversation Intelligence is their AI solution, which starts at $60/user/month. 

Main Features 

• Real-time Statistics: Live call monitoring and analytics
• Voicemail-to-Text: Automatic transcription services
• Call Routing: Intelligent call distribution
• Video Conferencing: HD video meetings

Aircall

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.

Pricing Plans

• Base cost: €40-70 per licence/month with a 3 licence minimum requirement 
• AI Assistant add-on of €9/user/month
• Analytics add-on of €15/user/month 

Main Features 

• IVR with Time-based Routing: Smart call distribution
• Call Insights: Detailed call analytics and reporting
• CRM Integration: Native integrations with popular CRMs
• Call Recording: Automatic call recording capabilities
• Live Call Coaching: Real-time agent guidance
• International Numbers: Global phone number availability

Pros & Cons

OpenPhone

OpenPhone is a cloud-based business phone system that provides communication solutions for service-based businesses and remote teams. 

Pricing Plans

All the pricing plans are monthly payments and per user:

• Starter: $19 
• Business: $33 
• Scale: $47

With the annual payment you get a discount and you can save from $48 up to $144 per year. 

Main Features 

• Automatic Call Summaries: AI-powered call documentation
• Smart Replies: AI-assisted response suggestions
• Ring Groups: Simultaneous call distribution
• Shared Inbox: Unified calls and messages management
• Mobile-First Design: Optimized for mobile usage
• Team Collaboration: Internal messaging and notes

Pros & Cons

DialPad 

DialPad is an AI-powered cloud communication platform for businesses that want to improve their customer experience. 

Pricing Plans

For DialPad you have 3 categories that you can choose from: 

• Connect: from $27/user/month up to $35/user/month
• Support: $95/user/month up to $170/user/month. 
• Sell: from $49/user/month up to $170/user/month

All the packages come with a discount available for annual payment. 

Main Features 

• Multi-level Auto Attendant: Advanced call routing
• Toll-free Number Support: Professional business presence
• Call Forwarding: Route calls to multiple devices
• Number Porting: Keep existing business numbers
• Real-time Analytics: Live call monitoring
• Team Messaging: Integrated chat platform
  

Pros & Cons

Nextiva

Nextiva is a cloud-based business communication and customer experience platform designed to help businesses unify their communication channels and improve customer interactions. 

Pricing Plans

For small businesses, there are 3 pricing plans available that you can pay monthly or annually:

• Core: $36/user/month 
• Engage: $50/user/month
• Power Suite: $75/user/month 
  

For enterprises, there are 3 types of pricing methods available: 

• Per agent/per month (from $129 to $199)
• Usage-based ($0.018/agent/min to $0.024/agent/min)
• Concurrent (from $179 to $239

Main Features 

• AI-Powered Voicemail Transcription: Automatic message conversion
• Interactive Voice Response (IVR): Professional call handling
• Scalable Contact Center: Enterprise-grade call center capabilities
• CRM Integration: Native customer relationship management
• Analytics Dashboard: Comprehensive reporting tools
• Mobile Applications: Full-featured mobile access
  

Pros & Cons

PBX Phone System Cost FAQs

How much does a PBX system cost?

PBX system costs vary significantly depending on the type and scale:

• Cloud-based PBX: $25-150 per user per month (most providers offer 25-50% discounts for annual billing)
• On-premise PBX: $1,000-$10,000+ upfront hardware costs plus $50-200 per extension
• Hybrid PBX: $500-$5,000 initial setup plus $20-60 per user monthly

Most small to medium businesses find cloud PBX more cost-effective due to lower upfront costs and included maintenance.

What is the difference between cloud PBX and PBX?

• Traditional PBX: Physical hardware installed on-site, requires dedicated IT staff, high upfront costs, limited scalability
• Cloud PBX: Software-based system hosted by provider, accessible via internet, pay-as-you-scale pricing, automatic updates and maintenance included

Cloud PBX eliminates hardware maintenance, reduces IT overhead, and offers greater flexibility for remote work.

Who should choose a PBX Phone Setup?

PBX systems are ideal for:

• Growing businesses (10+ employees) needing professional call management
• Companies with multiple locations requiring centralized communication
• Customer service teams needing call routing, queuing, and analytics
• Businesses wanting advanced features like auto-attendants, call recording, and CRM integration
• Organizations planning to scale their communication infrastructure

Is PBX better than VoIP?

PBX and VoIP aren't mutually exclusive because modern PBX systems typically use VoIP technology. The comparison is really:

• Traditional PBX: Better for businesses requiring maximum control and security, but higher costs and maintenance
• Cloud PBX (VoIP-based): Better for most businesses due to lower costs, easier management, and superior flexibility

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.