August 10, 2017 Categorised in:

How To Identify If Your Office Phone System Is Cost Effective

How to identify if your office phone system is cost effective

Is Your VoIP Office Phone System Cost Effective?

The internet has transformed the global communication landscape. Many businesses are utilising out-dated communication systems which are not always cost effective or enhancing communication.

You would be amazed at some of the advanced features you can access on VoIP (Voice over Internet Protocol) systems, for less than you are paying on your current legacy system.

Here are 5 ways to identify if your office phone system is cost effective.

The cost of out-dated technology

A legacy phone system is typically referred to as the ‘traditional phone system’. It consists of a physical phone set and relies on copper-wired lines to communicate through the phone network. They are a dying breed as businesses turn to newer technologies. As the demand for these systems diminishes, manufacturers are not producing them like they use to, and the biggest cost to businesses is the maintenance of these systems – repairs, parts and replacements can cost hundreds to thousands of dollars to a business each year.


Legacy systems run on an analog Public Switched Telephone Network (PSTN), using a copper-wired network, where as digital lines run on an Integrated Services Digital Network (ISDN). VoIP systems convert calls into digital signals within the phone itself. They do not rely on the physical exchanges that legacy systems do.

With legacy systems, businesses that require multiple landline phones in an office need a Private Branch Exchange (PBX). A PBX is a physical piece of hardware that lives on-premise and can cost tens of thousands of dollars.

Additionally, the cost of building, expanding and maintaining copper networks is usually high where as the wiring required for digital phones is becoming cheaper and is easier to install. Infrastructure-wise, VoIP systems come in a centralised cloud-based host controlled by an online interface. This gives businesses cost-effective advantages that the traditional system does not, (such as the ability to easily relocate without re-wiring). Other useful and cost-effective features include automatic call forwarding and virtual receptionist answering features.

With digital communications quickly becoming the new standard in both business and consumer technology, most phone companies have committed to developing their digital infrastructures going forward.


Legacy systems consist of ‘tangible’ phone sets and are inefficient in the long run, causing variable costs. VoIP systems are more efficient because they are ‘softphones’. They can be installed and accessed remotely on your PC, work environments and smart phones. This ability allows users to access phone calls on the go, no matter where they are, creating a more efficient workflow and providing cost-effective savings to businesses in the long run.


With a traditional phone system, you pay for the hardware of each phone set and the line network it uses. This can be costly for a business, in particular for ones that runs a call centre. Say your call centre is equipped for 100 users, but at any given time, you may only be using 70 stations. On a traditional system, you are paying for all 100 stations, whether you use them or not.

If the business were to use a VoIP system to support their call centre, you as a business owner can subscribe to a set amount of users per month, with the ability to change this number from month to month. You have the capacity to turn features on and off from the backend, giving your business the flexibility to change its capacity as needed, and in turn providing your business with a cost effective solution, because you’re only paying for what you’re using.


Integration is becoming more and more common as business owners strive for efficiency and cost-effective ways to carry out their business. With VoIP mobile integration, it allows workers to connect remotely to the network from their tablet or smart phone.

VoIP systems also allow businesses to easily access APIs (Application Programming Interfaces), giving you more leverage when working with your Customer Relationship Management (CRM) software.

Older legacy systems do not have the technologies or capabilities to integrate with CRM packages, therefore, businesses cannot afford to reinvest in these obsolete systems.

Business owners that switch to VoIP phone line systems will reduce overall costs, offer better communication options to their customers and employees and allow their business to have the flexibility to grow along side VoIP products and services, as the technology develops and improves.

At Prosum, we provide communication and technology solutions to businesses of all sizes, across all industries, right around Australia. With 50 years of expertise, no one knows technology and communication like Prosum.

If you would like more information or need help in deciding on the correct VoIP Office phone system for your business, contact us today for expert advice – call 1800 007 229 or visit we’d love to hear from you.