Compare Office Phone System Prices and Find the Right Fit for Your Business

Staying connected with your team, clients and suppliers is critical for any successful business. Whether you're running a busy office, managing a growing SME or coordinating remote teams, your communications setup needs to be dependable, flexible and cost-effective. The right office phone system supports productivity, improves customer service and keeps your operations running smoothly. To help you find the perfect solution, we've reviewed the best phone systems for UK small businesses in 2025.

At Expert Compare, we make it easy for business owners and decision-makers to compare prices and features from leading phone system providers. Our goal is to help you find a solution that matches your needs, saves you time and reduces costs.

What Is a Business Phone System?

A business phone system is a professional-grade telephone network designed specifically for commercial use. Unlike residential phones or basic mobile setups, business systems offer a suite of features that streamline internal communication and improve how your team interacts with clients and partners.

There are several system types to choose from, each catering to different business needs:

VoIP (Voice over Internet Protocol)
VoIP systems use your internet connection to transmit calls, making them ideal for businesses looking for flexibility and lower operating costs. To ensure call quality, you might also be interested in our guide on how to reduce VoIP latency and improve call quality for business calls.

PBX (Private Branch Exchange)
PBX systems route calls internally using physical or digital infrastructure. These are reliable and typically used by larger businesses with established IT infrastructure. They allow full control over call routing, internal extensions and advanced features.

Hybrid Systems
A hybrid phone system combines elements of both VoIP and PBX. It gives businesses the flexibility to use internet-based calling while retaining some traditional infrastructure, ideal for organisations transitioning gradually to digital.

Business phone systems can be hosted on-site or in the cloud. Cloud-based systems tend to be easier to manage and are often more cost-effective, especially for smaller teams.

How Much Do Office Phone Systems Cost?

The cost of an office phone system depends on several factors, including the type of system, the number of users, installation requirements and additional features. To help you get a sense of potential spend, we’ve provided some average pricing below:

System Type - Estimated Monthly Cost per User

• VoIP System - £8 to £20
• Hosted PBX System - £10 to £25
• On-Premise PBX - £30 to £100+

While monthly costs are important, it’s equally useful to consider setup and maintenance fees:

• Installation Costs
  VoIP and cloud-based systems often come with minimal or no installation charges. On-premise PBX systems, however, may require professional setup, cabling and hardware, with costs ranging from £300 to £1,000 depending on complexity.
  
• Handsets and Hardware
  You’ll need compatible desk phones or handsets. These usually range from £50 for basic models to over £150 for premium units with touchscreens and conferencing functions.
  
• Maintenance and Support
  On-site systems may require IT support or service contracts, whereas cloud-based systems often include updates and support in the monthly fee.
  
• Optional Features
  Extras like call recording, CRM integrations, auto-attendants or multi-site support can raise the cost, but offer real value depending on your business needs.

Want to know exactly how much your business could be paying?

Key Features to Consider

The modern office phone system does far more than make and receive calls. Depending on your provider and package, you can access a wide range of tools that make your communications more efficient and professional.

Here are some of the most valuable features to look for:

Voicemail to Email
Receive voicemails directly in your inbox, so nothing gets missed and team members can respond promptly.

Auto-Attendant and Call Routing
Automatically direct calls to the right person or department, improving customer experience and saving time.

Call Recording
Essential for training, compliance or customer service teams needing quality assurance. For more information on legal and regulatory requirements, you can refer to the official guidance from the Information Commissioner's Office (ICO).

Call Analytics and Reporting
Monitor usage patterns, track call volumes and improve staff performance with insights into your business communications.

CRM Integration
Sync your phone system with customer databases or CRM software to streamline workflows and boost client service.

Remote Access and Mobile Apps
Perfect for hybrid or remote teams, allowing staff to make and take calls using their business number from anywhere. This is a key consideration given the ongoing trend of flexible work, as highlighted in the government's SME Digital Adoption Taskforce final report.

Conference Calling and Collaboration Tools
Enable real-time collaboration with clients or team members, even when working from different locations.

Choosing the right set of features can dramatically improve the way your team communicates, both internally and externally.

Should You Choose VoIP?

VoIP (Voice over Internet Protocol) systems are fast becoming the default choice for UK businesses, especially with the PSTN switch-off planned for 2025. The Public Switch Telephone Network (PSTN) offers comprehensive information on this nationwide digital switchover and what it means for your business. If your business hasn’t already made the move, now is the time to consider it.

Benefits of VoIP

• Cost-Effective
  With lower monthly fees and no physical phone lines, VoIP is budget-friendly, especially for small and mid-sized companies.
• Scalable and Flexible
  Add or remove users with ease. VoIP adapts quickly to your team size and setup, whether you’re growing or downsizing.
• Remote-Friendly
  Your team can work from home or on the road while staying connected through softphones, mobile apps or browser-based portals.
• Feature-Rich
  VoIP systems come packed with advanced features as standard, including call routing, voicemail, conferencing and more.

Considerations

• Internet Dependency
  You’ll need a reliable internet connection with adequate bandwidth, especially if multiple team members are calling or video conferencing simultaneously.
• Potential Hardware Needs
  You may need upgraded routers, network switches or VoIP-compatible handsets for optimal performance.

If you're unsure whether VoIP is right for you, the best approach is to compare several providers and see how their solutions fit with your infrastructure. For a comprehensive comparison, explore our guide on the best VoIP systems for remote teams.

Finding the Right Supplier

With so many phone system providers in the UK, choosing a phone system can feel overwhelming. Providers vary in terms of cost, contract flexibility, support levels and feature bundles. That’s where Expert Compare helps.

We work with a network of trusted suppliers and help you match with those that suit your business based on:

• Team Size and Locations – Whether you're centralised or operate across multiple offices
• Remote or Office-Based Setup – Some systems support mobile teams better than others
• Specific Features – If you need call recording, CRM integration or scalable user licenses
• Budget and Contract Preferences – Including pay-as-you-go vs fixed-term options

Expert Compare streamlines the process by gathering quotes tailored to your business so you can make a decision with confidence.

Why Use Expert Compare?

We’re not a phone system provider. We’re a comparison platform that works on your behalf. When you use Expert Compare, you get:

• Access to trusted UK suppliers
• Tailored quotes that match your business needs
• A faster, simpler process with no pressure to buy
• Cost savings through better deal visibility
• Help choosing a system that grows with your business

You tell us what you need. We do the legwork. You make the final call. For additional business advice and support, you may also find the resources provided by the Federation of Small Businesses helpful.

Start Comparing Office Phone Systems Today

Your next business phone system could cost less and do more than your current setup. Whether you're starting from scratch or upgrading an old system, our free quote service will help you make the right choice.

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