Jim Eagers
4 minute read
4 Signs You’re Paying Too Much for Your Business Phone System
And how to quickly sense-check what you’re really paying.
It’s a fair question.
Most organisations review energy, insurance, even stationery. But the phone system? That often gets left alone for years, and quietly, costs build up.
If you’re reviewing your business phone system pricing, or using a VoIP phone system or hosted phone system in the UK, here are four simple questions worth asking. You might be pleasantly surprised (or slightly horrified).
1: ARE YOU PAYING FOR MORE LICENCES THAN YOU ACTUALLY USE?
This is the big one.
Many providers still charge per user, per month. Sounds logical – until you look at actual usage.
Let’s say you have 100 staff. At peak times, how many are on calls at once? 10? 12? Maybe 16?
With Clarion, your business phone system is based on simultaneous calls, not total users. This is especially relevant to organisations with relatively low call volumes.
So instead of paying for 100 licences, you might only need 16.
That is where hosted phone system cost per user can start to look rather questionable.
It’s a bit like paying for 100 gym memberships when only 16 people ever show up. Great for the gym, less great for your budget.
That is where hosted phone system cost per user – and overall business phone system pricing – can start to look rather questionable.
Worth asking your provider: What are you actually being billed for right now?
“It’s a bit like paying for 100 gym memberships when only 16 people ever show up”
2: ARE YOU BEING CHARGED JUST TO KEEP YOUR SYSTEM UP TO DATE?
Some systems still come with ongoing “support” or “software assurance” fees just to stay current.
In practice, that means paying every month… to not fall behind.
With the latest platforms like those Clarion provides, including 3CX and Yeastar, updates are handled remotely and included.
No extra charge, no chasing versions and no surprises.
Imagine your mobile phone provider asking for £20 a month just to install updates. You’d question it pretty quickly.
So why is it acceptable elsewhere?
3: ARE YOU PAYING EXTRA FOR FEATURES THAT SHOULD BE STANDARD?
Call recording is a classic example.
For many businesses, it’s essential. Training, compliance, disputes and peace of mind, yet it’s often treated as an add-on.
With Clarion’s solutions, features like call recording are included as standard, with no bolt-ons or licence creep.
It’s a bit like buying a car and being told the seatbelts are optional extras. Technically possible, but slightly ridiculous.
Take a moment: What features are you currently paying extra for?
And while you’re at it, ask what your actual phone system licence cost includes, and what has quietly been moved outside the package.
4: ARE YOU STILL PAYING FOR UK CALLS?
This one flies under the radar.
Some providers still charge for UK calls, or bundle them in ways that aren’t especially transparent.
Clarion includes free UK calls, with reduced international rates.
Which begs the question… why pay for something that’s effectively become a commodity?
It’s like paying per text message – all over again.
Check your bill – you might find costs hiding in plain sight!
“Most schools have a relatively high number of staff, but only a small number of simultaneous calls happening at any one time.”
A QUICK NOTE FOR SCHOOLS
If you’re in education, this pricing model can make an even bigger difference.
Most schools have a relatively high number of staff, but only a small number of simultaneous calls happening at any one time.
Reception, admin, maybe a few offices – and that’s about it.
Yet many systems are still priced as if every member of staff is on the phone all day – and that’s where the gap appears.
With a Clarion setup, schools can align costs far more closely to actual usage – often meaning significantly fewer licences are needed.
In a sector where budgets are under constant pressure, that’s worth a closer look.
SO… WHAT’S YOUR CURRENT SETUP REALLY COSTING YOU?
You don’t need to rip everything out tomorrow, but if you’re not sure, that’s usually a sign there’s something worth reviewing.
At Clarion, we help organisations sense-check their current setup and identify where savings can be made. No pressure, no jargon, just clear answers.
If nothing else, you’ll know exactly where you stand.
And if there are savings to unlock… even better.
Not sure if your business phone system pricing stacks up? We can check your current setup in a quick, no-obligation review.
