Your existing phone system might still get the job done — but if it’s starting to feel unreliable, limited, or expensive to maintain, you’re not alone. Traditional PBX and SIP systems were never designed for today’s flexible, hybrid work environments.
Still, one question often stops businesses from upgrading:
“How much is this actually going to cost?”
At ITCA Solutions Ltd, we help businesses of all sizes transition from legacy PBX or SIP setups to modern cloud telephony solutions. Whether you have five users or five hundred, our goal is simple — to deliver a system that’s cost-efficient, flexible, and ready for the future.
By the end of this article, you’ll understand what influences the cost of migrating to the cloud, how it compares to maintaining legacy systems, and what to consider when budgeting for the switch.
What This Blog Covers
- Is a cloud phone system more expensive than my current setup?
- What factors affect the price?
- What is the typical cost per user?
- How long does migration take — and when should planning begin?
- Why doing nothing might be the costliest option of all
- What to do next
Is a Cloud Phone System More Expensive Than What I Have Now?
Many small and medium-sized businesses hesitate to move to the cloud — also known as UCaaS (Unified Communications as a Service) — because they assume it’s too expensive.
In reality, most migrations match or even lower a company’s existing monthly telecom spend, once ongoing maintenance, SIP line rentals, and engineering fees are factored in.
With ITCA Solutions Ltd, UCaaS is priced as a monthly operational expense (OPEX) — predictable, transparent, and far less volatile than the capital-heavy PBX model. Even if you spend slightly more upfront, you’re gaining a system that’s more flexible, scalable, and reliable long-term.
What Can Affect the Price?
Every business starts from a different point, so costs can vary. Here’s what might increase or decrease your total investment.
Factors That Might Increase Costs
- Connectivity upgrades: If your current broadband isn’t strong enough, a dedicated line may be needed to maintain call quality.
- Custom integrations: Bespoke CRM systems or workflow integrations can add development costs.
- Advanced configurations: Multi-site coordination, detailed analytics, or custom call flows can increase implementation time.
- New hardware: Outdated handsets or routers might need replacing.
- Complex deployment: Larger rollouts requiring additional engineering support typically start around £300, scaling with complexity.
Ways to Keep Costs Low
- Simple requirements: If your business needs straightforward calling functionality, you’ll stay on the lower end of the pricing range.
- No custom integrations: Standard UCaaS features keep implementation quick and affordable.
- Use existing equipment: If your broadband, handsets, and routers meet performance standards, there’s no need to buy new hardware.
Ultimately, your cost isn’t defined just by user numbers — it’s about what your system needs to do and how much infrastructure you already have in place.
What Is the Cost Per User for UCaaS?
Most businesses can expect to pay £20–£35 per user, per month for UCaaS.
While that figure is a useful benchmark, it’s only part of the picture. Initial migration or setup fees can vary depending on your current environment, number of users, and any required upgrades or integrations.
Smaller deployments may incur minimal setup costs — sometimes even waived altogether. Larger, more complex projects typically start around £300, but every stage is clearly scoped and agreed upon in advance.
For context, a five-user estate agency and a 100-user logistics company could use the same UCaaS platform but pay very different per-user costs, reflecting the scale and infrastructure of each.
Most per-user subscriptions include more than just phone service — they often cover voicemail-to-email, call forwarding, mobile access, handset rental, and even training and support.
At ITCA Solutions Ltd, our priority is building the right solution around your needs, not forcing you into a one-size-fits-all package.
How Long Will It Take to Switch — and When Should You Start Planning?
Smaller businesses (under 20 users) typically complete their migration within 3–4 weeks.
Larger or multi-site organizations (100+ users) can expect the process to take 2–3 months, allowing time for planning, testing, and integration.
We recommend starting your project one to two quarters ahead of your target go-live date, particularly if you plan to:
- Align with contract renewal dates
- Spread upfront costs
- Assess or upgrade broadband connectivity
Proactive planning ensures a smooth, disruption-free transition.
Consider the Cost of Doing Nothing
Delaying migration might feel easier — but maintaining an ageing PBX or SIP setup can be far more expensive in the long run. Risks include:
- Costly engineer callouts when equipment fails
- Hard-to-source replacement parts
- Site-based outages that lead to downtime and lost revenue
- Limited mobility for hybrid teams
Every missed call, delayed response, or lost opportunity has a price — not just in money, but in reputation.
With cloud telephony from ITCA Solutions Ltd, your business stays connected no matter what. If one location goes offline, your team keeps working from anywhere.
What’s Next?
If you’re unsure whether now’s the right time to upgrade, start by asking:
“What are we already spending — and what are we getting for it?”
That £500 per month on SIP lines, maintenance, and engineer callouts adds up to £6,000 a year spent on ageing technology that could fail at any moment.
UCaaS offers a smarter alternative — one that’s flexible, predictable, and designed for how teams work today.
At ITCA Solutions Ltd, we’ll guide you through the process clearly and confidently. No assumptions. No pressure. Just a well-planned transition that helps you save money and future-proof your communications.
You don’t have to make the switch alone — we’re here to make it seamless.
✅ Ready to Upgrade Your Business Communications?
Talk to ITCA Solutions Ltd today to learn how cloud telephony can transform your business.
Enjoy reliable connectivity, predictable costs, and a system that grows with you — without the hidden headaches of legacy technology.