VoIP Pricing Comparison 2026: Costs for 5, 10 & 25 Users

A useful VoIP pricing comparison should tell you more than which provider displays the lowest number on its pricing page. The real question is what your business will pay once team size, billing terms, required features, and common extras are considered. For U.S. small businesses, entry-level business VoIP plans in this comparison generally start around $10–$20 per user per month. However, annual billing requirements, taxes, extra phone numbers, SMS usage, AI features, call recording, and hardware can increase the final cost. This guide compares published pricing for 5, 10, and 25 users so you can evaluate providers on the same basis. Pricing was checked on August 17, 2026. Provider prices can change, so verify current rates before purchasing.

VoIP Pricing Comparison at a Glance

The table below compares base subscription pricing using publicly listed starting business-phone plans. It does not automatically include taxes, regulatory fees, optional hardware, extra phone numbers, international calling, premium AI tools, or usage-based add-ons. That distinction matters because the lowest advertised rate is not always the lowest usable rate.

Provider	Starting Plan Used	5 Users	10 Users	25 Users	Key Condition
Google Voice	Starter $10/user	$50	$100	$500*	Workspace Voice Starter limited to 10 users
Dial Raven	Starter $14.99/user	$74.95	$149.90	$374.75	No long-term commitment
Nextiva	Core $15/user	$75	$150	$375	Starting rate uses annual billing
Quo	Starter $15/user	$75	$150	$375	Annual billing; taxes and fees may apply
Dialpad	Standard $15/user	$75	$150	$375	Confirm current billing selection
Ooma Office	Essentials $19.95/user	$99.75	$199.50	$498.75	Monthly pricing
RingCentral	Core from $20/user	$100	$200	$500	Starting rate based on annual billing

*For 25 Google Voice users, the calculation uses the $20-per-user Standard Voice plan because the Google Workspace Voice Starter add-on supports up to 10 users. Google Voice for business also requires an eligible paid Google Workspace subscription. You can review Google's current Voice subscription comparison before calculating total cost.

What Does VoIP Cost per User?

The VoIP cost per user commonly starts around $10–$20 per month at the entry level, but providers package features differently. A $15 plan may include capabilities another provider reserves for a higher tier. The better formula is: monthly VoIP cost = user licenses + required plan upgrades + recurring add-ons + usage + applicable taxes and regulatory charges. Hardware should usually be calculated separately because many employees can use desktop or mobile apps without buying desk phones. If you want to model costs beyond headline pricing, use Dial Raven's VoIP cost calculator.

How Much Does VoIP Cost for 5 Users?

For five users, the entry-level subscriptions in this comparison range from approximately $50 to $100 per month before additional charges. Google Voice appears lowest at $50 for five Voice Starter users, although the business must also maintain an eligible paid Google Workspace subscription. Dial Raven Starter works out to $74.95 per month. Nextiva, Quo, and Dialpad each calculate to about $75 using the starting rates shown above. Ooma Office Essentials comes to $99.75, while RingCentral Core starts around $100. For a five-person business, a difference of a few dollars matters less than whether the plan already includes the calling, messaging, routing, and support features the team needs.

• Check whether business calling to the U.S. and Canada is included
• Confirm mobile and desktop apps are included
• Check whether auto attendant or IVR requires an upgrade
• Review business SMS and MMS allowances
• Confirm call recording and transcription availability
• Check AI features and whether they are included or sold separately
• Review customer support availability by plan
• Confirm number porting requirements and charges
• Compare monthly billing with annual or contract pricing

What Is the VoIP Cost for 10 Users?

The VoIP cost for 10 users in this comparison is roughly $100–$200 per month at entry-level pricing. Google Voice Starter comes to $100 for 10 Voice users before the separate Workspace subscription. Dial Raven costs $149.90 for 10 Starter users, while Nextiva, Quo, and Dialpad calculate to about $150 using the starting prices shown here. Ooma Office Essentials comes to $199.50, and RingCentral Core starts around $200. At this size, a $5 difference per user equals $50 per month or $600 per year. But the cheaper plan is not necessarily the better deal if your business must upgrade to obtain SMS, call recording, IVR, AI capabilities, or CRM integrations.

How Much Does VoIP Cost for 25 Users?

For 25 users, entry-level figures in this comparison are roughly $375–$500 per month before taxes and extras. Dial Raven Starter calculates to $374.75 per month. Nextiva Core, Quo Starter, and Dialpad Standard calculate to about $375 using the starting rates in this guide. Ooma Office Essentials comes to $498.75, while RingCentral Core starts around $500. Google Voice requires moving beyond the 10-user Starter limit, so Standard at $20 per Voice user calculates to $500 per month before the separate Workspace subscription. At 25 users, even a $5 per-user difference equals $1,500 per year, so a written feature-equivalent quote becomes much more valuable.

Advertised Price vs. the Price You Actually Need

The most useful business VoIP pricing comparison does not simply compare the cheapest plan from every provider. It compares the least expensive plan that can actually support the business. A company that requires SMS, IVR, automatic call recording, CRM integration, and AI transcription should not compare a fully equipped plan with a competitor's stripped-down calling tier.

Feature	How It Can Affect Cost
Business SMS/MMS	Message limits, registration fees, or usage charges may apply
Auto attendant / IVR	May require a higher plan tier
Call recording	May be limited, on-demand, or require an upgrade
AI transcription	Can be included, tiered, usage-based, or sold separately
AI receptionist	Often priced separately from standard VoIP licenses
CRM integrations	Frequently restricted to higher plan tiers
Additional numbers	Can create recurring monthly charges
Toll-free service	Included minutes and overage pricing vary
International calling	Usually usage-based
Hardware	Desk phones, headsets, and conference devices add upfront cost

Dial Raven is a good example of why feature-equivalent pricing matters. Starter is currently $14.99 per user per month for core business calling, while Pro is $24.99 per user per month and adds business SMS/MMS, auto attendant and IVR, call recording and analytics, team collaboration, and additional monitoring capabilities. A business that needs those features should compare Dial Raven Pro against equivalent competitor tiers rather than against entry-level plans that do not include them. See the full Dial Raven business phone system pricing for the current plan breakdown.

VoIP Hidden Fees and Extra Costs to Check

Most VoIP hidden fees are not literally secret. The problem is that additional charges may not appear in the headline per-user price. Before choosing a provider, ask for an itemized quote showing all recurring and one-time costs.

• Telecommunications taxes and regulatory assessments
• E911-related charges where applicable
• Additional local or toll-free phone numbers
• Business texting registration or usage charges
• International calling rates
• Toll-free minute overages
• Call recording or expanded storage
• AI receptionist, transcription, or analytics upgrades
• CRM and help-desk integrations
• Desk phones, headsets, and conference-room hardware
• Implementation or onboarding charges
• Contract termination or early cancellation terms

Hardware is one cost businesses often overestimate. A modern cloud phone system does not automatically require a new desk phone for every employee because desktop and mobile apps can handle most calling workflows. Dial Raven's business phone hardware guide explains which office roles may still benefit from physical devices.

Monthly vs. Annual VoIP Pricing

Annual billing often produces a lower monthly equivalent, but it reduces flexibility. If one provider advertises $15 per user with annual billing while another charges $20 month to month, comparing only the two numbers is misleading. At 25 users, a $5 difference equals $125 per month or $1,500 per year, but a longer commitment may not suit every business.

• Annual billing can make sense when headcount and requirements are stable
• Monthly billing may suit seasonal or rapidly changing teams
• Month-to-month service can reduce risk while testing a new provider
• Businesses expecting a relocation, merger, or major technology change may value flexibility more than a small discount
• Always compare annual pricing against annual pricing and monthly pricing against monthly pricing

How to Compare VoIP Quotes Fairly

The best way to calculate small business VoIP cost is to give every shortlisted provider the same requirements. That prevents one provider's basic calling plan from being compared unfairly with another plan that already includes routing, recording, messaging, and AI.

• Exact number of users
• Number of office and remote locations
• Phone numbers that must be ported
• Local and toll-free numbers required
• Auto attendant and IVR requirements
• Call queues and departments
• Expected SMS and MMS usage
• Call recording and retention requirements
• AI transcription, summaries, or receptionist requirements
• CRM or help-desk integrations
• Fax requirements
• Desk phones and headsets
• International calling needs
• Customer support requirements
• Preferred billing and contract length

Once every provider receives the same requirements, ask for the complete monthly cost rather than only a per-user rate. If one quote excludes texting, recording, implementation, or required integrations while another includes them, the two totals are not directly comparable.

Which VoIP Pricing Model Fits Your Team Size?

For 5 Users

Prioritize simplicity and flexibility. A five-person company usually benefits more from reliable calling, mobile access, texting, easy routing, and responsive support than from paying for enterprise administration tools it may never use.

For 10 Users

Feature tiers matter more at this stage. SMS, auto attendant, recording, integrations, and AI tools can have a greater effect on the final bill than a small difference in advertised seat price. Calculate the VoIP cost for 10 users using the plan that actually contains your required features.

For 25 Users

Request written quotes using identical requirements. At 25 users, relatively small per-seat differences can add up to thousands of dollars annually, but the cheapest system can also become expensive if it creates workflow limitations or requires multiple paid add-ons.

Where Dial Raven Fits

Dial Raven is designed for U.S. small and midsize businesses that want a cloud phone system without unnecessary enterprise complexity. Starter currently costs $14.99 per user per month and includes a business phone number, unlimited U.S. and Canada calling, HD audio and video, voicemail-to-email, and the ConnectUC mobile app. Pro costs $24.99 per user per month and adds SMS/MMS, auto attendant and IVR, call recording and analytics, team collaboration, and additional monitoring features. Dial Raven also offers monthly or annual billing with no long-term commitment and includes onboarding and setup. Review the full Dial Raven pricing before comparing your final configuration with other providers.

Frequently Asked Questions

A VoIP pricing comparison is useful for creating a shortlist, but your final decision should be based on your actual users, locations, numbers, and required features. Tell Dial Raven your team size, current phone system, and must-have capabilities, and we'll help map the configuration so you can compare a clear quote against competing proposals. Get your free VoIP cost comparison.