Unified Communications as a Service (UCaaS) has become the standard for modern business communications. In 2026, organizations of all sizesare turning to UCaaS for its flexibility, scalability, and ability to unify voice, messaging, video, and collaboration on a single platform.
However, pricing remains far from simple. Providers advertise plans starting at $20 per user per month, while enterprise offerings can exceed $50/user. The real challenge for IT and finance leaders is understanding what these figures actually cover, what they exclude, and how to calculate the true total cost of ownership.
This guide helps you navigate UCaaS pricing with clarity. You’ll see how leading providers compare, what often drives costs beyond expectations, and how to budget for long-term value rather than chase the lowest price.
UCaaS Pricing Models
Most providers use a seat-based model, where each user requires a monthly license. Others offer usage-based structures, ideal for small teams or variable usage. The choice depends on how your workforce communicates every day.
Quick Comparison of UCaaS Providers
| Provider | Price (User/Month) | Included UCaaS Features | Notes |
|---|---|---|---|
| Sangoma | $20–$30 | Voice, video, messaging, apps | Cloud, hybrid, or on-premises options |
| RingCentral | $20–$45 | Voice, video meetings, UC, messaging | Premium features at higher tiers |
| Nextiva | $20–$35 | Voice, video meetings, UC, contact center options | Basic tiers with generous features |
| Zoom* | $22.49+ | Messaging, video meetings**, **UCaaS only with Zoom Phone included | Collaboration first; voice is an add-on |
*Zoom pricing includes Zoom Phone. Standard Pro and Business plans do not provide telephony.
Per-User Pricing (Seat-Based)
This is the standard model at most providers. Entry tiers focus on basic voice services, while higher tiers add full UCaaS suites and advanced contact center features. Most plans range from $20 to $50 per user per month, depending on the feature bundle.
Usage-Based Pricing
Less common but available from some vendors. This model may suit very small organizations or those with unpredictable calling patterns. However, it often lacks full UCaaS functionality or feature parity.
What Influences the Price?
- Number of users in the organization
- The feature tier selected, from voice-only to full UC suites
- Contract commitments, with annual terms often reducing costs
- Calling plans and SIP trunk requirements
- Hardware such as desk phones, headsets, or gateways
What Is Usually Not Included in the Advertised Price
Displayed prices rarely tell the whole story. Many providers advertise a low per-user price to attract attention, but omit essential items that can significantly increase your final bill. A UCaaS provider’s goal should be to make your total cost predictable, not surprise you with extra fees.
Hardware
When you see a price like “$20 per user,” it almost never includes the physical equipment your team needs to make calls. You have several options, each with its own cost:
- Direct purchase: This is a significant capital expenditure. A basic desk phone can cost between $45 and more than $300 for a more advanced touchscreen model. High-quality headsets and conference room devices add further to the total. Although this is a one-time cost, it represents a major part of your initial investment.
- Hardware rental: Many providers offer phones for rent on a monthly basis. This turns a capital expenditure into an operating expense, which may be easier on your budget. However, these rental fees, generally ranging from $4 to $15 per user per month, are rarely included in the advertised price. They can add up quickly, especially for a large team.
- Bring your own device (BYOD): Some providers let you use your existing phones, provided they are compatible with their service. This saves you money on hardware, but you will need to check that your current equipment meets the provider’s technical requirements. This approach is often the most cost-effective but requires some diligence.
How Sangoma helps: With Sangoma, you choose the model that works for you. Bring your own devices, select compatible hardware, or bundle phones into your plan with no hidden fees.
See also:Why hybrid unified communications offer the best of both worlds for scalability and control
Installation and support
Migrating your communication system is a major project, and many providers charge extra for the services you will need to get started. These fees may include:
- Onboarding and installation: Some vendors charge a one-time installation fee to set up your system, especially for more complex deployments. These fees may be a flat rate or based on the number of users.
- Number porting: Transferring your existing business numbers to the new UCaaS provider, a process called porting, may sometimes incur a fee per number or per port.
- User training: Although many platforms are intuitive, you may need training sessions to help your team get familiar with the new features. Some providers offer this training as a paid service or lock it behind a more expensive support tier.
How Sangoma helps: Sangoma offers real support, with no support tiers. From installation and user training to number porting, we include the essential onboarding services most teams actually need to get started smoothly.
Total cost of ownership (TCO) for UCaaS
The per-user license is only the beginning. A complete UCaaS budget must account for hardware, installation, support, network readiness, growth over time, and advanced features such as call recording or CRM integrations.
Annual TCO benchmarks
| Company size | Users | UCaaS license (average $25/user/month) | Hardware (optional) | Support and installation | Connectivity and Internet | Estimated annual TCO |
|---|---|---|---|---|---|---|
| Small business | 20 | 6 000 $ | 2 000 $ (BYOD and rental mix) | 1 000 $ | 1 200 $ | ~10 200 $ |
| Mid-sized organization | 100 | 30 000 $ | 10 000 $ | 3 000 $ | 3 000 $ | ~46 000 $ |
| Enterprise | 250 | 75 000 $ | 25 000 $ | 6 000 $ | 6 000 $ | ~112 000 $ |
| Lean UC configuration | 20–50 | 3 600–7 200 $ | Minimal or BYOD | Included | Existing Internet | 4 000–8 000 $ |
These benchmarks reflect typical deployments with providers such as RingCentral, Nextiva, and Sangoma. They show how actual costs add up beyond the simple per-user price.
How Sangoma helps you manage TCO
A transparent and predictable cost structure is crucial for managing your total cost of ownership. Sangoma helps you control TCO by offering a clear pricing model that avoids unexpected fees and gives you the flexibility to adapt your solution as your business grows. Here’s how we help you keep your budget under control:
- Transparent per-user pricing across all deployment models. Our per-user pricing is simple, whether you’re using the cloud, a hybrid environment, or an on-site solution. You get one clear price that covers your core services, with no surprises.
- Phones are optional: bring your own hardware or bundle Sangoma hardware. We don’t require you to adopt a specific hardware ecosystem. If you already own compatible phones, you can bring them and save. If you need new hardware, you can easily bundle Sangoma phones with your plan for one predictable monthly payment.
- No tiered support upselling; real onboarding included. Sangoma includes essential onboarding and support services from day one. We ensure a smooth transition and provide the help you need without pushing you toward a more expensive tier. Our goal is to set you up for success without hidden support fees.
- Built-in collaboration tools (TeamHub, Sangoma Meet). You don’t have to pay for essential collaboration features. Our UCaaS platform includes powerful tools like TeamHub and Sangoma Meet at no additional cost. They are fully integrated, allowing your team to access messaging, video conferencing, and file sharing seamlessly.
- Network and SD‑WAN solutions available for teams that need a bandwidth upgrade. If your current network isn’t ready for UCaaS, Sangoma can help. We offer managed network services and SD‑WAN solutions to ensure your Internet connection is robust and capable of handling high-quality voice and video calls. This end-to-end approach means you get a reliable solution and a single point of contact for your entire communications infrastructure.
Sangoma’s pricing model is designed to be clear
Our pricing model is designed to be transparent from the outset, so you can set a predictable budget without worrying about hidden costs.
- A per-user price covers all the essential UCaaS features you need, including voice, video, and messaging, making budgeting simple and straightforward.
- You can bring your own compatible devices or choose to bundle Sangoma phones with your plan, so you are not required to buy or rent hardware.
- We include all essential costs upfront, so you don’t have to worry about hidden fees or recurring maintenance charges.
- Our pricing model is clear and predictable, whether you choose a cloud, hybrid, or on-site solution.
- The Sangoma platform integrates powerful tools like TeamHub and Sangoma Meet with every license, which means you don’t have to pay for separate software subscriptions.
- With 99,999 % uptime guarantee (UCaaS cloud and hybrid deployment), our solutions offer the high reliability your business needs.
Conclusion: long-term value outweighs the lowest monthly price
The cheapest monthly plan is rarely the best deal once the actual costs of hardware, support, and network readiness are added. The true measure of value is predictability and the ability to scale without unpleasant surprises.
Get pricing that fits your business
Whether you need a simple cloud deployment or a UCaaS hybrid setup with local survivability, we make pricing clear and predictable from day one. Ready for transparent pricing? Talk to a Sangoma UCaaS expert today.
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