--- title: "How much does an IP phone system cost | DataRoad IT" description: "IP phone system from ~€20 per extension/month in the cloud, or on-premises paid back in 3 to 4 years: what drives the price. No-commitment proposal." language: en url: https://www.dataroad-it.com/en/ip-phone-system-price-cloud-on-premises/ source: https://www.dataroad-it.com/en/ip-phone-system-price-cloud-on-premises/ publisher: DataRoad IT (DataRoad - IT Services and Consulting), Portugal --- > IP phone system from ~€20 per extension/month in the cloud, or on-premises paid back in 3 to 4 years: what drives the price. No-commitment proposal. # How much does an IP phone system cost: cloud or on-premises At a glance For decision-makers short on time. - 01 Cloud IP phone system from around €20 per extension per month. - 02 Up to ~50 extensions the cloud pays; above that, on-premises pays back in year 3 or 4. - 03 Your current numbers stay: number portability is guaranteed by law. - 04 Without QoS on the network, any new system inherits the old one's dropouts. **Paying for a new phone system and still living with dropped calls, customers left on hold and a bill nobody can predict is the worst communications investment a company can make. An IP phone system costs from around €20 per extension per month in the cloud, or an initial investment of a few thousand euros for an on-premises system. DataRoad - IT Services and Consulting, headquartered in Alfragide with support across Portugal, fixes that price after checking the network that will carry the voice, and then manages the system under contract.** ## What are the reference prices? | Reference | Value | | --- | --- | | Cloud PBX, small business | from ~€20 per extension/month | | Typical cloud threshold | up to ~50 extensions | | Payback on an on-premises system | from the 3rd or 4th year, above that threshold | | Existing numbers | kept: number portability is a legal right | ## Cloud or your own hardware: which works out cheaper? **In the cloud**, you pay a monthly fee per extension. You buy no server and manage no licences; updates and maintenance are included and capacity grows with the team. The bill combines the fee, call charges, IP handsets (bought once) and installation. It is the natural choice up to around fifty extensions, for companies with several sites or many remote staff. **In your own rack**, you buy hardware and licences and then pay only call charges and an annual maintenance contract. After three or four years it usually costs less than the cloud, and it is unavoidable where isolation, integration with internal systems or reuse of an old PBX is required. The full analysis is in [cloud or on-premises PBX: decision criteria](https://www.dataroad-it.com/en/cloud-vs-on-premises-phone-system-cost/). ## What pushes the quote up? - **Number of extensions:** Sets the cloud fee and on-premises licensing. - **Handsets:** A basic phone and a reception console with screen and BLF keys are priced very differently. - **Concurrent channels:** Too many waste money; too few give callers an engaged tone. - **Call recording:** Licences, disk space and GDPR obligations. - **IVR and queues:** Voice menus, opening hours and overflow add licensing. - **CRM integration:** Caller identification, automatic logging and click-to-call. - **Number porting:** A one-off cost that keeps the number printed on your business cards. - **Network:** Without QoS, voice breaks up; an honest quote may need to include network work. ## Why does the network decide call quality? Because VoIP is real-time traffic. Without priority set on the switches and firewall, without a stable connection and, ideally, without redundancy, the new PBX inherits the old one's dropouts. On a managed, well-sized network a configuration change is enough; on an ageing, unmanaged network it has to be fixed first. DataRoad always assesses the network before proposing telephony. Chosen by respected and international companies ★★★★★ 5,0 · 52 Google reviews ★★★★★ 5,0 · 52 Google reviews ## What is usually missing from the quotes you receive? - **Number porting:** without it, you lose the number your customers know. - **Numbering and routing plan:** opening hours, holidays, groups and mobile divert. This is where the system either helps or irritates. - **Network preparation:** without QoS, nothing improves. - **Support after installation:** who fixes it when an extension goes silent at 9am on a Monday. ## How does DataRoad arrive at a fixed price? With three answers: number of extensions, simultaneous calls and the features you genuinely need. If the network raises doubts, we audit it first: we would rather fix the network than install a system doomed to fail. The phone system is then managed under the IT Unlimited contract by the same team that runs the network, for companies in Portugal and international businesses operating here. See our [managed IP phone system](https://www.dataroad-it.com/en/managed-ip-pbx-portugal/): installation, number porting and support, in the cloud or on premises. ## Frequently asked questions ### How much does a phone system for 10 people cost? In the cloud, ten extensions cost from around €20 each per month, plus handsets and installation. On premises, there is an initial investment that typically pays for itself in three years. DataRoad compares both scenarios over five years, the right horizon for the decision, and sets out the result in writing. ### Will we lose our current numbers? No. The law guarantees number portability and DataRoad handles the process with the carrier. Customers keep calling the same number during and after the switch. Whatever proposal you receive, insist that porting is included in writing. ### Does VoIP mean rebuilding the network? Not always, but it does mean checking it. Voice needs traffic priority on the switches and firewall and a stable connection. On a managed network a configuration change is enough; on an old, undocumented network, DataRoad recommends fixing it before installing the phone system. ### If the internet goes down, do we stop receiving calls? No, provided the system is configured properly. Calls divert automatically to pre-defined mobiles and reception keeps answering. That scenario is tested on go-live day, before the system enters production. ### Is call recording worth it? Yes, for sales and customer service teams. Recording helps resolve complaints and train staff. Before switching it on, the GDPR rules are set: notice to callers, retention period and who may listen to recordings. ### Does DataRoad sell just the phone system? No. DataRoad does not supply standalone equipment or carry out one-off jobs. The system is installed and managed within an IT Unlimited contract, for companies with more than 10 workstations, with full responsibility for the environment: network, voice and workstations under one team. ## Next step: a fixed quote for your phone system Tell us how many extensions you have and what the system needs to do. We will reply with a no-commitment proposal. **More than 10 workstations · support contract · remote, on-site and telephone support.** Call +351 211 459 950 * or email sales@dataroad.pt. **Call to a Portuguese landline.* News ## Projects delivered and news from DataRoad. 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Microsoft 365 and cloud managed as critical infrastructure: protected accounts, reviewed licences and data backed up off-site. - **5 ★** on Google · 52 reviews - **0** DataRoad security incidents in 11 years - **MFA** on every managed account We do **IT** right. Contact ## Scattered data and poorly managed licences cost money and create risk. We organise your cloud environment securely and without interruption. Phone +351 211 459 950 * *Call to a Portuguese landline Sales email sales@dataroad.pt Headquarters Avenida dos Moinhos 12 B, 2610-119 Alfragide, Portugal More than 10 workstations · support contract · remote, on-site and phone support DataRoad works only for companies under an IT Unlimited contract. We do not take subcontracted work or one-off call-outs. --- Versão HTML desta página: https://www.dataroad-it.com/en/ip-phone-system-price-cloud-on-premises/