How to reduce business phone costs by switching to a cloud phone system

A Brisbane professional services firm we work with was still paying line rental on a legacy phone system when we reviewed their ICT setup last year. The hardware was eight years old, calls to their interstate offices were costing extra, and adding a new staff member meant calling a technician. When we moved them to a cloud phone system, their monthly phone bill dropped and their team could answer calls from anywhere. That outcome is typical, and the good news is the switch is less complicated than most people expect.

Traditional landlines are gone – every Australian business is now on VoIP

Australia’s copper Public Switched Telephone Network (PSTN) was switched off in 2025. Every business phone service in the country now runs over some form of digital infrastructure, which means every business is already using Voice over Internet Protocol (VoIP) whether they know it or not. If you are on an NBN connection with a phone line plugged into your modem, you are on a basic bundled VoIP service, with limited features and no control over how your calls are managed.

The question for Brisbane and South-East Queensland businesses is not whether to move to VoIP. It is whether you have a proper hosted cloud phone system that gives you control, or a basic ISP-bundled service that just keeps the lights on. Telstra is also progressively shutting down legacy SIP and inbound number services through to September 2026, so businesses on those platforms need to act soon.

What you actually save by switching to a hosted phone system

The cost case for a proper hosted cloud phone system is strong. A hosted VoIP service with multiple lines, auto-attendant, and call recording typically costs around $20 to $40 per user per month. For a comparable feature set on a legacy system, you would pay significantly more once you add line rental, call charges, hardware maintenance, and technician fees for any changes.

Businesses switching from on-premise phone systems to cloud-based calling typically cut their operating costs by around 40%. That saving comes from three places: no hardware to buy or maintain, no separate charges for internal calls between offices or staff, and the ability to add or remove lines yourself without a technician visit. Internal calls between team members are free, and remote staff can use the same system from any device.

The all-in cost is worth calculating carefully. Cheap entry plans often exclude call recording, voicemail to email, and proper auto-attendant features that most businesses actually need. Factor in those requirements before comparing plan prices.

Features that change how your team works

A modern cloud phone system does a lot more than route calls. The features below are standard on most mid-tier hosted plans and are worth understanding before you evaluate options:

Auto-attendant and call queuing, so callers reach the right person without relying on one staff member at the front desk.
Voicemail to email, so missed calls do not sit unheard on a single handset.
Softphone apps for laptops and mobiles, so staff can use their business number from anywhere.
Call recording, which is useful for compliance, dispute resolution, and staff training.
Microsoft Teams integration, allowing staff to make and receive calls directly inside Teams using their existing business number.
Analytics and call reporting, so you can see call volumes, wait times, and answer rates.

For businesses already using Microsoft 365 Microsoft Teams Calling is worth considering. It turns the Teams app your staff already use for meetings and chat into a full business phone, with calls routed through your existing business numbers. No separate phone app, no switching between tools.

Choosing the right setup for your business

Cloud phone systems suit most businesses, but the right configuration depends on how your team works. A few questions worth answering before you get quotes:

How many staff need a phone extension, and how many work away from a fixed desk?
Do you need physical desk handsets, softphone apps, or both?
What call volume do you handle, and at what times of day?
Do you have a 1300 or 1800 number that needs to be ported across?
Does your current internet connection have enough upload bandwidth? A business NBN connection with Quality of Service (QoS) configured on your router is the baseline for reliable call quality.

One practical note: number porting in Australia typically takes 5 to 15 business days, depending on your current carrier. Plan your cutover carefully so there is no gap in service. Your existing number is a business asset worth keeping, and porting is standard practice, just do not disconnect your old service until the port is confirmed complete.

How TTA approaches cloud phone system projects

We set up cloud phone systems for businesses across metropolitan and regional Queensland, including both on-premise and fully hosted configurations. Our team holds advanced certifications in business communications platforms, so we can assess what your business actually needs rather than fitting you to a product.

A good starting point is an ICT auditwhich maps your current phone setup, identifies what is costing more than it should, and gives you a clear picture of what a cloud system would look like for your team size and call patterns. We also handle number porting, handset configuration, and user training so the switchover does not disrupt your operations.

We work with platforms including Yeastar P-Series cloud PBX and Microsoft Teams Calling, and can recommend the right fit based on your existing tools and budget.

A quick checklist before you switch

Before committing to a cloud phone system provider, check these five things:

The plan includes the features you actually need (auto-attendant, call recording, voicemail to email) rather than offering them as paid add-ons.
Your business NBN connection is sufficient for the number of simultaneous calls your team makes.
The provider can port your existing numbers, including any 1300 or 1800 numbers.
Support is available during your business hours, not just 9 to 5 weekdays.
There are no lock-in contract terms that make it hard to change if the service does not perform.

Frequently asked questions

Is VoIP reliable enough for a business phone system in Australia?

Yes, on a business NBN connection with Quality of Service configured correctly on your router, VoIP call quality is comparable to a traditional landline. The key is using a business-grade internet connection rather than a residential service. Issues tend to arise on FTTN (fibre to the node) connections with long copper runs, or on connections without QoS routing prioritising voice traffic.

Can I keep my existing business phone number when switching to VoIP?

Yes. Number porting is standard practice in Australia and is regulated by the ACMA. Most providers handle it as part of onboarding. Geographic numbers (02, 03, 07, 08 prefix) typically take 5 to 10 business days to port. Keep your existing service active until the port is confirmed complete to avoid any gap in service.

How much does a cloud phone system cost for a small business in Australia?

A hosted VoIP service with proper business features, auto-attendant, call recording, multiple extensions, voicemail to email, typically costs around $20 to $40 per user per month. Basic entry plans are cheaper but often require paid add-ons for features most businesses actually use. Factor in those requirements before comparing plan prices.

Do we need new hardware to move to a cloud phone system?

Not necessarily. Staff can use softphone apps on their existing computers or mobiles at no extra hardware cost. If you prefer physical desk phones, SIP-compatible IP handsets work with any hosted VoIP platform and are available from around $80 per unit. Many businesses use a mix of desk phones in the office and softphone apps for remote staff.

Where do we start?

Talk to the team at TTA. We can review your current phone setup, recommend the right cloud phone system for your business, and handle the full migration, including number porting, hardware, and training. Get in touch to start the conversation.