VoIP pricing for a small business runs about $9 to $35 per user per month, and the number on the pricing page is rarely the number on the invoice. For a five person office that needs a phone menu and call routing, the real bill is roughly $75 to $135 a month billed yearly, and for 25 people it is $375 to $675. The spread comes from which tier carries the menu, what the suite bundle adds, and whether you pay yearly or monthly.
Owners usually search this when two quotes disagree by 40 percent and nobody explains why. Below is the per-user price of five providers read at their own pricing pages on November 12, 2026, then the monthly total at 5, 10 and 25 users, then the charges that sit outside the per-user rate.
VoIP pricing per user, side by side
All figures are per user per month billed yearly. The tier shown is the cheapest one that includes a phone menu (auto attendant) and routing, because a business line without a menu is a personal line with a different number.
| Provider | Cheapest tier with a phone menu | Per user, billed yearly | Per user, month to month | Where it wins |
|---|---|---|---|---|
| Phoner | Team | $17 | $35 | Texting, recording, toll-free and analytics on the one tier, no suite to buy |
| Dialpad | Standard | $15 | Higher, see its page | Lowest sticker price among the large vendors |
| Quo (formerly OpenPhone) | Business | $23 | Higher, see its page | Shared inbox and a very simple app |
| RingCentral | Core | $20 | $30 | Large ecosystem and integrations |
| Google Voice plus Workspace | Standard ($20) plus a $7 Workspace seat | $27 | Workspace billed separately | Teams already living in Google Workspace |
Prices come from each vendor's own page: Quo, Dialpad and RingCentral. Confirm the figure on the vendor's page on the day you buy, because all of these move. On pure sticker price Dialpad Standard is cheaper than Phoner Team by $2 a seat, so if a menu and calling are all you need, price one there too. Phoner's case is what the tier already includes and the lack of a suite to pay for. Our pricing page lists every Phoner plan, and the phone system comparison hub has each head to head.
What a 5, 10 and 25 person team pays per month
Multiply the per-user rate and you get the baseline. These are monthly totals billed yearly, on the tier from the table above.
| Provider | 5 users | 10 users | 25 users |
|---|---|---|---|
| Dialpad Standard at $15 | $75 | $150 | $375 |
| Phoner Team at $17 | $85 | $170 | $425 |
| RingCentral Core at $20 | $100 | Quote, price varies by band | Quote, price varies by band |
| Quo Business at $23 | $115 | $230 | $575 |
| Google Voice Standard plus Workspace at $27 | $135 | $270 | $675 |
RingCentral lists its $20 Core price for one to five users and moves larger teams to a different band, so we do not extrapolate it. The same five seats on Phoner Starter at $9 would be $45, but Starter has no phone menu or routing, so it fits only a team that wants one number with voicemail and texting.
Yearly versus month to month
The gap between billing terms is larger than the gap between providers. Phoner Team is $17 yearly and $35 monthly, so a 10 person team pays $170 or $350 a month for the same software, a difference of $2,160 over a year. RingCentral Core is $20 against $30. If you are not sure the team will still use the system in twelve months, the monthly price is the cost of that uncertainty, and it is worth asking each vendor for a trial before you commit. Our guide to VoIP with no contract covers which providers let you leave without a penalty.
The charges that are not on the per-user line
- Regulatory and E911 fees. Carriers add a regulatory recovery fee and an emergency calling surcharge per line. Only part of it is a government charge, as explained in our piece on the regulatory recovery fee and E911 fee.
- Toll-free numbers and minutes. A toll-free number often has its own monthly fee and an allowance of minutes shared across the account. See what a toll-free number costs before you assume it is included.
- Texting registration. Business texting in the US requires carrier registration, and some vendors charge per message after an allowance.
- Seat minimums. Phoner and several others require three users. A solo owner pays for three seats or picks a different product.
- Suite bundles. A plan that includes video meetings and contact center tools costs more per seat, and a team that only answers phones is paying for features it never opens.
A worked example, a 10 person plumbing and HVAC office
An office has two dispatchers, a bookkeeper, an owner and six technicians who take calls from their trucks. They want one number, a menu with options for emergency, new quote and billing, texting to confirm arrival windows and call recording for disputes. On Phoner Team the bill is 10 seats at $17, so $170 a month and $2,040 a year billed yearly. Month to month the same office pays $350. The same ten seats on Quo Business come to $230 a month yearly, and on Google Voice Standard with Workspace they come to $270. The office compared the three, and the difference between the cheapest and the dearest is $1,200 a year for the same menu and routing. If the technicians do not need seats of their own, the dispatchers can share the line and the team can drop to the three seat minimum, which on Team is $51 a month.
How to cut a VoIP bill without losing features
- Pay for the tier of the person, not the company. A phone system with one plan for all seats overpays for staff who only answer calls. Look for per-user plans.
- Count real seats. Technicians who rarely take a call can often use a shared number rather than a seat.
- Port your number. Moving a number should be free. Some vendors charge, so ask. See how to port a business phone number.
- Skip hardware. Apps on staff phones remove the desk phone line item entirely, a saving that rarely appears in a comparison table.
The cheapest options and the trade-offs behind them are ranked in our cheapest VoIP phone service review, and the small business phone system page shows how a Phoner setup is configured. Teams that publish their own vendor comparison can keep it current with a tool that refreshes published pages, since these prices change often.
Frequently asked questions
How much does VoIP cost per month for a small business?
A small business pays roughly $75 to $135 a month for five users when it needs a phone menu and routing, billed yearly. That is $15 to $27 per user. Month to month the same plans cost 30 to 100 percent more, so the billing term moves the total more than the brand does.
How much does VoIP cost per user?
VoIP costs $9 to $35 per user per month. Entry plans around $9 to $15 give you a number and calling. Plans with a phone menu, routing and recording start near $15 to $27, and suite plans with video and contact center features run higher. Check which tier includes the menu.
Is VoIP cheaper than a landline?
Usually yes. A business landline often runs $40 to $70 per line plus a phone system, while VoIP per-user plans start under $20 and need no hardware. The saving is largest for teams with several lines. Our comparison of VoIP vs landline covers the exceptions, such as sites with poor internet.
Are there hidden fees with VoIP?
Yes, usually small ones. Expect regulatory and E911 charges per line, a separate fee for toll-free numbers, per-message texting charges after an allowance and sometimes a setup or porting fee. Ask for a written all-in monthly total for your user count before you sign.
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Get your business number
Phoner is a business phone system with small business phone system built in: a local or toll-free number your whole team can answer, with an IVR menu, voicemail-to-text, and routing from $9 per user per month billed yearly. No hardware, no contracts.