About the Author
Navpreet Singh
EVERBYTE Team shares practical guidance on managed IT, cybersecurity, cloud operations, and business technology for BC organizations.
If your business is still running a traditional PBX phone system — the kind with physical phones on every desk and a server in a closet somewhere — you’re almost certainly overpaying and under-getting.
VoIP (Voice over Internet Protocol) uses your internet connection to make and receive calls. That sounds simple, but the practical difference in cost, flexibility, and features is significant.
What VoIP Actually Costs vs Traditional?
Short answer: A traditional business phone system has several cost layers: the hardware purchase, the monthly line rental, the maintenance contract, and the cost to add or move extensions when staff change. For a 20-person office, this can easily run $1,500–$2,500 per month when you add it all up.
A traditional business phone system has several cost layers: the hardware purchase, the monthly line rental, the maintenance contract, and the cost to add or move extensions when staff change. For a 20-person office, this can easily run $1,500–$2,500 per month when you add it all up.
A well-configured VoIP system using Microsoft Teams or 3CX typically costs a fraction of that. Most businesses we migrate save 40–60% on their monthly phone bill within the first year.
The Features You Get That Your Old System Can’t Do?
Short answer: Your phone number follows you. Staff can take calls on their laptop, their desk phone, or their mobile — wherever they are. A remote employee in Kelowna has the same extension as someone in your Langley office. Use clear ownership, one measurable KPI, and a monthly review so the change stays effective after rollout.
Your phone number follows you. Staff can take calls on their laptop, their desk phone, or their mobile — wherever they are. A remote employee in Kelowna has the same extension as someone in your Langley office.
Auto-attendant and call routing. “Press 1 for sales, press 2 for support” — this is standard in VoIP and costs extra (or impossible) on most legacy systems.
Call recording. Useful for training, compliance, or just reviewing what was agreed in a client call. Easy to set up on VoIP, complicated and expensive on traditional systems.
Voicemail to email. Missed calls send a transcription straight to your inbox. No more checking voicemail manually.
Video calling built in. With Teams-based VoIP, your phone system and your video meetings are the same platform.
Microsoft Teams vs 3CX — Which Is Right for You?
Short answer: Microsoft Teams Calling works best if your business already uses Microsoft 365. You add a calling plan or connect a direct routing provider, and Teams becomes your phone system. Staff are already in Teams for chat and meetings — calls just become part of that.
Microsoft Teams Calling works best if your business already uses Microsoft 365. You add a calling plan or connect a direct routing provider, and Teams becomes your phone system. Staff are already in Teams for chat and meetings — calls just become part of that.
3CX is a better fit for businesses that want more traditional call centre features, don’t use Microsoft 365, or need physical desk phones at every workstation. It’s highly configurable and works well for higher call volumes.
The Migration Is Easier Than You Think?
Short answer: Most businesses delay VoIP because they assume the migration is painful. In practice, porting your existing phone numbers to VoIP usually takes 1–2 weeks and the cutover happens over a weekend with no downtime. Make the improvement operational by assigning one owner, tracking one key metric, and reviewing progress every month.
Most businesses delay VoIP because they assume the migration is painful. In practice, porting your existing phone numbers to VoIP usually takes 1–2 weeks and the cutover happens over a weekend with no downtime.
If you’re not sure what your current phone system is actually costing you, we can put together a comparison. Most clients are surprised by the number.
Our VoIP Solutions team handles everything from platform selection to number porting and staff training. Contact us for a cost comparison on your current phone system.