Fast Response, Quality Service, 24/7 Technical Monitoring
Fast Response, Quality Service, 24/7 Technical Monitoring
No matter what kind of business you run, communication is at the heart of everything, from chatting with your team to connecting with clients and coordinating with suppliers. But as technology has evolved, so too have the ways we communicate. But, traditional landlines (and even mobiles) often fall short when it comes to meeting the needs of today’s fast-moving, flexible workplaces.
Old-school systems can be expensive, difficult to manage, and complicated to scale as your business grows. That’s where modern business phone systems come in.
VoIP (Voice over Internet Protocol) solutions have completely transformed how small businesses in Australia communicate, offering enterprise-level features at prices that make sense even for smaller teams. Beyond crystal-clear calls, these systems integrate seamlessly with your CRM, email, and productivity tools, helping your business work smarter, not harder.
In this post, we’ll break down the best VoIP phone systems for small businesses in Australia, and help you find the right one to keep your conversations flowing and your business thriving.
Technology has completely transformed how businesses communicate, shifting calls from old-fashioned copper wires to the internet. This has unlocked more flexibility, smarter features, and significant cost savings for businesses of all sizes.
VoIP, or Voice over Internet Protocol, allows you to make and receive calls using an internet connection instead of traditional phone lines. When you speak into a VoIP-enabled phone or app, your voice is converted into digital data packets that travel securely across the internet. Once they reach the receiver, those packets are converted back into clear, natural voice signals, just like a regular call, but faster, cheaper, and more reliable.
But that’s not the only difference:
Most business-grade VoIP systems include a few essential components working together behind the scenes:
Modern VoIP phone systems offer far more than just a new way to make calls; they’re also reshaping how small businesses across Australia communicate, collaborate, and grow. By combining flexibility, cost savings, and advanced technology, VoIP systems have become the go-to solution for future-focused businesses.
Let’s start with the bottom line. VoIP saves money.
Businesses that switch to VoIP can cut their communication costs by as much as 50–75%, and in some cases, even more. These savings come from eliminating costly physical infrastructure and paying lower rates for domestic and international calls. Plus, most VoIP providers offer affordable monthly plans that scale with your needs, so you only pay for what you use.
One of the biggest perks of VoIP is its scalability. Whether you’re adding a new team member, department, or office location, it’s as simple as updating your online dashboard… no technicians or tangled wiring needed! This flexibility allows your phone system to expand seamlessly as your business grows, with minimal upfront investment and zero downtime.
VoIP systems give small businesses access to powerful, enterprise-grade tools that used to come with a hefty price tag:
VoIP is a communication hub. It integrates effortlessly with your CRM, email, and productivity tools, allowing you to view customer information during calls, log interactions automatically, and maintain smooth communication between teams. This not only saves time but also boosts customer experience through better personalisation and faster response times.
In today’s flexible work environment, VoIP makes staying connected easy too. Your team can make and receive business calls from anywhere with an internet connection, on their laptop, smartphone, or tablet, while maintaining a consistent business identity. Whether you have remote employees, sales reps on the road, or multiple office locations, VoIP keeps everyone on the same page.
VoIP phone systems are built for modern mobility. With mobile integration, your team can stay connected on the go and some tools even let you switch between devices mid-call, use smartphones as office extensions, and access unified communication features on the go. This ensures your business stays operational and professional, even when working remotely or dealing with unexpected disruptions.
Reliable communication is the cornerstone of every successful business. A well-designed VoIP system keeps your company connected, efficient, and adaptable, whether you’re running a small office in Brisbane or managing teams across Australia. With advanced features and easy scalability, VoIP ensures your communication infrastructure grows with your ambitions.
With so many VoIP providers on the market, it’s important to know which features truly make a difference for your business.
First impressions count, especially when a customer calls your business. A great VoIP system should include smart call routing to connect callers with the right person quickly and efficiently.
Look for systems that let you customise routing based on:
Features like auto-attendants act as virtual receptionists, greeting callers and guiding them to the right department for a polished, professional experience. Call queuing is another must-have – it helps manage high call volumes without frustrating customers, keeping service smooth even during peak hours.
Today’s teams aren’t always in the office – and your phone system should reflect that. The best VoIP providers offer mobile and desktop apps that let your team make and receive calls using their business number, no matter where they are.
A standout feature is “Find Me/Follow Me”, which automatically forwards calls to different devices until someone answers.
When it comes to business communication, reliability is non-negotiable. Choose a VoIP provider that guarantees 99.99% uptime or better.
To ensure crystal-clear call quality, make sure your internet connection supports at least 100 kbps of bandwidth per active call. Setting up Quality of Service (QoS) on your router helps prioritise voice traffic over other data, so your calls stay sharp and uninterrupted, even during heavy network use.
Security isn’t just an IT concern, it’s essential for protecting your business communications. A trustworthy VoIP system should include:
These safeguards ensure your conversations and customer data stay private and protected at all times.
Even the best systems need occasional support. Look for providers offering 24/7 customer assistance with fast response times via chat, phone, or email. A solid Service Level Agreement (SLA) guarantees reliability and accountability, outlining uptime commitments and issue resolution times.
Bonus points go to providers that offer best-practice guidance, not just troubleshooting — helping your team get the most out of your system.
Your communication system should evolve as your business does. Choose a VoIP platform that makes it easy to add new users, numbers, or features as you grow, without major setup costs or downtime.
Integration with CRM, email, and productivity tools (like Microsoft 365 or Google Workspace) ensures your system stays useful and efficient as your operations expand. This flexibility turns your VoIP setup into a long-term investment, not just another tech upgrade.
Choosing the right VoIP provider isn’t just about features; pricing models can make a big difference to your bottom line. Whether you’re a growing startup or a small business managing multiple locations, understanding how VoIP pricing works will help you choose the best value for your needs.
Most Australian VoIP providers offer two main pricing structures: pay-as-you-go and monthly subscriptions.
Here’s a quick breakdown of what most VoIP pricing structures look like:
While advertised prices look appealing, there are often additional costs to factor in:
If you’re running a small business on a budget, there are several ways to reduce costs without sacrificing quality:
Choosing the right VoIP phone system can feel overwhelming with so many providers on the market. To make things easier, we’ve compared the top 9 VoIP systems used by Australian businesses, looking at their features, pricing, pros and cons, and ideal use cases.
3CX sets itself apart from other VoIP providers with its adaptable, open-platform business phone system available in both cloud-based and on-premise options. Designed for flexibility, it gives Australian small businesses the freedom to host their own communications or use 3CX’s managed cloud.
Unlike most per-user VoIP services, 3CX uses a concurrent call pricing model, which can cut licensing costs by up to 80%. This makes it especially appealing for businesses that want enterprise-level communication tools without enterprise-level costs.
3CX delivers a unified communications platform that brings together voice, video, messaging, and live chat in one system. Key features include:
This all-in-one solution helps even small businesses project a professional image and streamline their communication processes.
Pros:
✅ Pricing based on concurrent calls (not users) saves up to 80% on costs
✅ Seamless compatibility across Windows, Android, and iOS devices
✅ Highly scalable and adaptable to business growth
✅ Choice between self-hosted or cloud-hosted deployment
Cons:
⚠️ Free plan users only have access to the online knowledge base
⚠️ Support interactions incur a cost
⚠️ Setup can be complex and may require technical assistance
⚠️ Desktop apps tend to perform better than mobile versions
3CX offers flexible pricing to suit businesses of all sizes, starting with a forever free plan for companies with under 10 employees who bring their own SIP trunking.
Hosting costs range between AUD 450 – AUD 3,050, depending on system size.
💡 Pricing is based on the number of concurrent calls, not users. You can use the 3CX pricing calculator to get a precise quote in AUD.
3CX is ideal for tech-savvy small and medium-sized businesses that want powerful communication tools without paying per-user fees.
Microsoft Teams Phone transforms Microsoft Teams into a fully integrated business phone system, combining VoIP and PSTN calling within the familiar Microsoft 365 environment. For businesses already using tools like Outlook, SharePoint, and OneDrive, this solution streamlines communication, reducing the need for separate platforms while improving productivity and collaboration.
Microsoft Teams Phone extends the functionality of Teams with powerful calling and management tools, including:
Pros:
✅ Deep integration with Microsoft 365 apps (Outlook, OneDrive, SharePoint)
✅ One unified platform for calls, chats, and meetings
✅ Excellent mobile functionality and seamless device switching
✅ AI-enhanced features with Copilot integration
✅ Global reach with multiple connectivity options (Calling Plan, Operator Connect, Direct Routing)
Cons:
⚠️ Complex licencing, requires multiple add-ons for full functionality
⚠️ Higher overall cost than standalone VoIP systems
⚠️ Contact centre features need third-party integrations
⚠️ Technical setup can be challenging
⚠️ Limited support options without a premium support plan
Microsoft Teams Phone pricing in Australia varies based on licensing and the chosen PSTN connectivity method (Microsoft Calling Plan, Operator Connect, or Direct Routing).
Estimated pricing (AUD):
Additional costs:
💡 Alternative local providers (e.g., Next Telecom, Total Technologies) offer Microsoft Teams Calling Plans starting around AUD 15/month per user for unlimited local and mobile calls, though some require a minimum of 10 users.
Microsoft Teams Phone is best suited for organisations already using Microsoft 365 that want to centralise all communication and collaboration in one place.
If your team already lives in Microsoft Teams, this solution makes perfect sense, it keeps everything connected, secure, and efficient.
8×8 Work is a complete unified communications platform that combines voice, video, chat, and contact centre features in a single, easy-to-use interface. Designed for Australian businesses that need to connect locally and internationally, 8×8 Work delivers enterprise-grade reliability while remaining accessible for small and mid-sized teams.
Unlike some VoIP providers, 8×8 pricing isn’t publicly listed for Australian businesses, as costs depend on plan selection, user numbers, and desired features. Interested customers can request a custom quote directly from 8×8 or via partners.
8×8 Work offers a comprehensive set of communication tools that make it suitable for businesses with both local and international requirements:
Pros:
✅ Ideal for businesses that frequently call international clients
✅ Clear flat-rate pricing on published plans, backed by 99.999% uptime SLA
✅ Unified portal for easy management of users, calls, and analytics
✅ Enterprise-grade reliability and scalability
Cons:
⚠️ Starter plans are more expensive than some local alternatives
⚠️ Advanced features only available on higher-tier plans
⚠️ Platform can take time to learn for non-technical users
⚠️ Limited customisation options for very small businesses
8×8 Work offers multiple tiered plans to suit different business sizes and communication needs:
💡 A free trial is available, allowing businesses to test the platform before committing.
Aircall.io is a cloud-based VoIP solution designed for businesses that need a simple, easy-to-use call system integrated with their CRM and workflow tools. Unlike traditional systems, Aircall can be set up quickly through a browser, without any hardware installation or extensive technical knowledge. Its cloud-first design makes it ideal for Australian businesses looking to streamline customer communication, manage team calls efficiently, and scale as they grow.
Aircall.io is built to enhance team productivity and customer experience through powerful yet straightforward tools:
Pros:
✅ User-friendly interface requiring minimal training
✅ Quick setup with no hardware required
✅ Functional mobile app for on-the-go communication
✅ Scales with your business needs
Cons:
⚠️ Higher cost than basic VoIP systems
⚠️ Limited advanced customisation options
⚠️ Requires a stable internet connection for optimal performance
Aircall pricing in Australia is based on annual billing (USD prices converted to AUD will fluctuate):
💡 Every plan includes unlimited inbound calls, and monthly billing may incur slightly higher rates.
Aircall.io is ideal for small businesses and customer-focused teams that want simplicity and CRM integration without complex setups. It works particularly well for:
RingCentral RingEX is a comprehensive unified communications platform designed for Australian businesses that need advanced enterprise-level functionality. With RingEX, businesses can manage calls, messages, video meetings, and integrations all from a centralised platform, ensuring smooth internal and external communication. Combining flexibility, reliability, and scalability, RingEX is ideal for organisations with complex communication requirements, including multi-location offices, remote teams, and high-volume call environments.
RingCentral RingEX delivers a broad range of tools to optimise business communication:
These features make RingEX suitable for businesses that need a robust, all-in-one communication system.
Pros:
✅ Scalable architecture that grows with your business
✅ User-friendly interface with minimal training required
✅ Centralised admin portal for easy management
✅ High reliability with redundant systems
Cons:
⚠️ Higher cost than entry-level VoIP systems
⚠️ Advanced features can require complex setup
⚠️ Small businesses may not use all features
⚠️ Performance depends on a stable internet connection
RingCentral RingEX pricing in Australia depends on the plan, feature set, and number of users.
Additional Pricing Factors:
RingCentral RingEX is best suited for medium to large businesses with:
Businesses looking for a full-featured, enterprise-ready communication solution will find RingEX offers significant value, even if they don’t use every advanced feature initially.
Dialpad Connect is a cloud-based business phone system that blends AI-powered insights with traditional VoIP functionality. Designed for small to mid-sized businesses, Dialpad Connect helps teams manage calls, messages, and meetings more effectively, using automation and intelligent features to improve productivity and customer experience. Its unified interface works across mobile and desktop, making it easy for teams to communicate from anywhere.
Dialpad Connect combines core VoIP capabilities with advanced AI and productivity tools:
These features help businesses improve customer experience, team efficiency, and communication clarity.
Pros:
✅ Intuitive, user-friendly interface with minimal training required
✅ Seamless switching between devices without interrupting calls
✅ Excellent voice clarity with HD audio
✅ Flexible deployment options, including fully cloud-based setup
Cons:
⚠️ More expensive than basic VoIP systems
⚠️ Advanced features may be overwhelming for very small teams
⚠️ Entry-level plans have limited international calling
⚠️ Custom integrations require technical setup
Dialpad Connect pricing is per-user, per-month and varies by plan:
💡 All plans include unlimited domestic calls within Australia, while international calling is available as an optional add-on. Exact Australian pricing requires contacting Dialpad sales for a custom quote.
Dialpad Connect is ideal for small businesses and teams that want to leverage AI for smarter communication. It works best for:
Vonage Business Communications offers Australian small businesses an affordable, cloud-based phone system with enterprise-grade features. By eliminating the need for traditional PBX hardware, Vonage delivers a reliable VoIP solution that supports modern business communication needs, including calls, messaging, video, and team collaboration, all managed from a single platform.
Vonage Business Communications includes over 50 business phone capabilities, such as:
These tools make it easy for small businesses to manage calls, messages, and meetings while staying connected across multiple devices.
Pros:
✅ Intuitive interface for everyday users
✅ No long-term contracts with flexible monthly plans
✅ Strong mobile performance for remote teams
✅ Smooth integration with popular business applications
Cons:
⚠️ Premium features come at a higher cost
⚠️ Limited customisation options
⚠️ Technical support may require extra fees
⚠️ Call quality can vary depending on internet connection
Vonage Business Communications offers three main plans in Australia:
Smart Plan Add-ons and Costs:
For exact Australian pricing, businesses should contact Vonage sales or check the official Vonage Australia website, as costs can vary depending on plan, add-ons, and call usage.
Vonage Business Communications is ideal for small businesses seeking a simple, reliable cloud phone system without sacrificing key features. It works particularly well for:
VoIP Provider | About | Key Features | Pros | Cons | Pricing | Best For |
3CX Business Phone Systems | Adaptable, open-platform VoIP system with cloud and on-premise options. Concurrent call pricing reduces costs for small/medium businesses. | IVR with custom flows, skills-based routing, HD video conferencing, messaging (SMS, WhatsApp, chat), call switchboard, call recording, call flow designer |
|
| Free to mid-tier paid plans; costs scale based on concurrent calls and hosting | Tech-savvy small/medium businesses needing scalable, feature-rich VoIP. Free plan for startups; paid plans for growing teams & contact centers |
Microsoft Teams Phone | Adds calling features to Microsoft Teams, streamlining communication for 365 users. | VoIP & PSTN calls, auto-attendants, call queues, voicemail with transcription, AI via Copilot, collaborative calling, mobile/desktop integration, end-to-end encryption |
|
| Subscription-based; pricing varies depending on plan, add-ons, and calling options | Organisations already using Microsoft 365, hybrid/remote teams, SMBs & enterprises wanting integrated communications |
8×8 Work | Unified communications platform combining voice, video, chat & contact center. Supports local & international calls. | Unlimited calls to multiple countries, HD video (up to 500 participants), team messaging, advanced call handling, live analytics, Microsoft/Google/Salesforce integrations |
|
| Tiered subscription plans; pricing scales by features and team size | Businesses needing global communications, mid-sized teams requiring reporting insights |
Aircall.io | Cloud-based VoIP for customer-focused teams, easy browser setup, CRM integrations. | CRM integrations, shared inbox, smart call routing, dashboards, international numbers, call recording, mobile & browser apps |
|
| Subscription plans (Essential, Professional, Custom); pricing scales by features and support | Small businesses, sales/support teams, growing companies needing simple, CRM-integrated VoIP |
RingCentral RingEX | Enterprise-ready unified communications for multi-location & complex call routing. | Unified messaging, video meetings, advanced call management, dashboards, CRM integrations, security, mobile & desktop support |
|
| Subscription-based; pricing depends on plan, features, and user count | Medium to large businesses, multi-location or remote teams, companies needing enterprise-grade features & integrations |
Dialpad Connect | AI-powered cloud VoIP for smarter communication and automation. | AI call analysis, live coaching, video conferencing, SMS/MMS, custom IVR & routing, unified interface, seamless device switching |
|
| Subscription-based; pricing varies by plan and feature set | Small/medium businesses leveraging AI to improve customer interactions, remote/hybrid teams |
Vonage Business Communications | Affordable cloud VoIP with enterprise features for small businesses. | Unlimited calls in Australia, mobile/desktop apps, smart receptionist, voicemail-to-text, team chat & video, app integrations |
|
| Subscription-based; multiple tiers with optional add-ons | Small businesses needing simple, reliable cloud VoIP, remote teams, or switching from traditional phones |
A smart VoIP phone system isn’t just a tool, it’s a game-changer for your small business. By cutting costs, boosting team productivity, and delivering enterprise-grade features, VoIP lets Australian businesses communicate like never before.
Whether you need seamless Microsoft integration, effortless international calling, or a user-friendly solution for a small team, the right system transforms how you work. Invest wisely, and your business will gain flexibility, reliability, and professional communication that drives better customer experiences, and ultimately, stronger results.
Take control of your business communication today. Book your free consultation now and get a phone system tailored to your Brisbane business.
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