Comprehensive Guide to Buying IP PBX Systems for Your Business

Comprehensive Guide to Buying IP PBX Systems for Your Business

The best IP PBX systems are becoming increasingly popular among organizations looking to upgrade their communications systems to digital mediums. With employees' demands for remote working opportunities, companies can employ IP PBX systems for more cost-effective phone systems solutions to maintain internal communication and collaboration. 

As companies ditch their traditional PBX systems to reduce the cost of communication and move toward IP PBX systems to streamline communication by introducing a unified communications system approach to their changing landscape of business communication. Moving phone systems from an analog system to a digital platform is a great option for businesses planning to bring their communications strategy to modern times. 

What is an IP-PBX System?

IP PBX systems are the same as Unified Communications as a Service (UCaaS) software that is widely available. An IP PBX system is the gatekeeper between an organization’s internal communication traffic and connects to the outside world. 

IP PBX systems use Session Initiation Protocol (SIP) trunking to provide multiple users access to the same network. IP PBX systems are also much more reliable due to their cloud-based services allowing businesses to expand or downsize with ease. 

IP PBX systems feature some key features such as:

Voice Over Internet Protocol (VoIP) Capabilities

This is useful for companies looking to phase out their traditional PBX system but not quite ready for the hardware upgrade. It is vital to be on the lookout for an IP PBX system when looking to upgrade your traditional PBX system with SIP trunking support.

Voice Messaging

Voicemails left with your IP PBX system can be sent to the recipients as emails to ensure that no messages are lost in communication. 


IP PBX systems are very friendly to your mobile workforce. Remote IP extensions allow employees to connect outside the office using the IP PBX system app for their mobile devices.


With IP PBX systems, you can connect with multiple callers to reduce the costs of physical meetings.


IP PBX systems provide call history reports to help you measure your call center's performance. 

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What Is the Difference Between PBX and IP PBX Systems?

IP PBX systems work the same way as VoIP communication by transmitting voice data over the internet back and forth. Only an internet connection is necessary for your organization when using an IP PBX system, unlike a traditional PBX system dependent on contacts within a PTSN network. 

IP PBX systems offer the best of both worlds with scalable options for companies on the rise. As the workforce increases, traditional PBX system providers would charge a pretty sum to upgrade the number of users. Meanwhile, when using an IP PBX system, you can add as many users as needed to your virtual phone system. IP PBX systems let your organization minimize the cost of hardware and equipment required to upgrade your business phone system. 

IP PBX systems allow employees to be more flexible about where they work. With more employees preferring the modern hybrid workplace model, it might be a good idea for employers to invest in communication systems conducive to remote work. Businesses can also look to expand quickly when using an IP PBX system because of the lower cost incurred with upgrading the IP PBX system. 

How Much Is an IP PBX System?

When you compare IP PBX systems, pricing is one of the more difficult factors to consider. You cannot compare prices accurately without ensuring that each system has the same features and capabilities. Fortunately, most vendors offering hosted IP PBX systems have adopted plan-based pricing for their plans. This makes a comparison between IP PBX systems more accurate and reliable.

At the lowest levels, you can expect to pay as low as $9.95 per month per user for a hosted IP-PBX plan. This type of entry-level plan will typically not include phone equipment or toll-free access, but it may meet the needs of a small office or start-up that needs a reliable, hosted VoIP service.

The next tier of pricing will support five or more extensions or users. In many cases, incentives are offered to encourage organizations to purchase IP PBX systems at this plan level, including toll-free numbers, equipment, and unique service agreements. Each IP PBX system vendor's particular services vary widely, so the best approach is to scrutinize each plan.

The included IP PBX system services that will vary the most in price are calling charges. The cost of placing and receiving calls can be hard to determine for IP PBX system comparison purposes because the pricing models differ for each IP PBX system provider. The best option for businesses anticipating high call volumes is an unlimited calling plan for when they decide to go with IP PBX system. While the cost is higher for a comparable program with limited minutes, this can be an important area of cost savings if you exceed your allotted minutes when using an IP PBX system.

For on-premise IP-PBX systems, computing the cost per user is not a simple task. You must figure out the cost of equipment, installation and configuration, phone stations, training, and support. Then divide that number by the number of users to determine the cost per user.

So price comparison, while critical to any purchasing decision, may not be the best way to choose the IP PBX system that meets your needs.

What Is the Best IP PBX Provider?

Cisco Unified Communications Manager

Cisco Unified Communications Manager provides more than IP PBX systems for companies needing communication systems. Cisco includes voice, video, instant messaging, group chat, and SMS services through their desk phones and mobile apps to ensure that your staff is reachable no matter where they are. Giving employees multiple communication options seems beneficial for businesses that operate with a remote workforce. 


Avaya phone systems provide IP PBX system solutions for businesses looking to strengthen internal communication. IP PBX systems by Avaya can support SIP trunking if your organization isn’t looking to upgrade all of the hardware from your previous phone system.

Avaya IP PBX systems also support companies looking to expand their operations to remote working models with unified communications systems. 

To learn more about selecting the best IP PBX system solution for your business, consult our phone systems software page and compare the best phone systems software providers in the market.

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