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Table of Contents
Why traditional phone systems are becoming a cost trap
The key cost-saving potential of VoIP
Sample calculation: How much NFON customers save on average
Additional efficiency gains through cloud telephony
Conclusion: Save more and communicate smarter with NFON
1. Why traditional phone systems are becoming a cost trap
The traditional PBX phone system, once the standard in business communication, has become an operational and financial burden. These systems are designed for local infrastructure and require physical components such as servers, telephones, cabling and often custom installations.
As your team grows or new locations are added, these structures quickly reach their limits: new lines must be installed, technicians called in, and complex hardware configured. The result: high capital and operating costs that are out of proportion with the actual benefit.
To make matters worse, many of these systems are no longer supported by the manufacturer, leading to security risks, lack of updates and potential outages. Not just expensive, but also vulnerable.
Especially for growing businesses, legacy PBX systems pose a cost risk with limited future viability, making the switch to cloud telephony both a strategic and economic decision.
Moreover, these systems are not scalable, difficult to manage, and lack modern features like call analytics, mobile integration or centralised control.
In short: Traditional phone systems are often expensive, inefficient and outdated.
2. The key cost-saving potential of VoIP
With a modern VoIP solution, companies can save in multiple areas, not just technically, but also operationally. Here are the most effective levers for saving:
No hardware costs: Since VoIP operates entirely over the internet, there’s no need for a traditional PBX or specific devices. Existing laptops, PCs or smartphones are sufficient: Softphones and browser-based tools replace physical desk phones. This eliminates costly upfront investments.
Maintenance-free: All updates, patches and system monitoring are handled automatically in the cloud. There’s no need for maintenance contracts, technician visits or in-house IT support. Your system stays secure and up to date, without any additional effort.
Low installation costs: New users or office locations can be activated in minutes, no cabling, server rooms or on-site technicians required. This allows for rapid onboarding, especially in dynamic, fast-growing companies.
Scalable licensing: Businesses only pay for what they actually need, no minimum commitments or rigid packages. Employees can be added or removed at any time, making VoIP ideal for flexible and agile teams.
Low per-minute rates, even internationally: Cloud telephony offers competitive call rates, both domestically and abroad. Companies with frequent international communication benefit from long-term savings.
Seamless remote work integration: Employees can work from anywhere with full telephony functionality. There’s no need for VPNs, rerouting or additional tools. This not only cuts costs but also supports modern hybrid work models.
Centralised administration reduces IT effort: All users, devices and locations are managed via one centralised web portal. This significantly lowers the administrative workload and eases the burden on internal IT, especially beneficial for distributed teams.
All of these factors directly contribute to reducing the Total Cost of Ownership (TCO) in many cases by up to 50% compared to traditional PBX systems.
Beyond the financial savings, the organisation becomes more agile, more efficient and technologically future-ready, a real competitive advantage.
3. Example calculation: How much NFON customers save on average
The potential savings of switching from traditional PBX systems to NFON's cloud telephony can be substantial, as shown by industry-wide studies and analyses. Companies that switch to VoIP can achieve significant cost reductions across multiple areas of business communication. These include:
Elimination of Hardware Costs: Traditional PBX systems require significant upfront investments in physical hardware and regular maintenance. Cloud telephony completely eliminates this expense.
Lower Maintenance and Installation Costs: VoIP systems are centrally maintained in the cloud and can be easily configured without on-site technician visits, drastically reducing setup and service expenses.
Reduced Call Charges: VoIP typically offers much lower national and international call rates compared to legacy systems.
Streamlined IT Administration: Centralized management reduces internal IT overhead, particularly for distributed teams and remote work models.
The following graphic provides an estimated comparison of cost components between traditional PBX systems and VoIP with NFON, without referencing specific amounts:
While actual savings vary based on company size and usage, multiple sources confirm that cloud telephony can result in meaningful, sustainable cost reductions.
Of course, the exact amount depends on company size and usage, but one thing is clear: VoIP significantly reduces communication costs.
These savings result from the reduction in hardware and maintenance costs, lower call charges and lower IT costs. In addition, companies benefit from indirect advantages such as increased productivity, reduced travel costs through video conferencing and the option of mobile working.
Of course, the amount varies depending on company size and usage - but the basic trend is clear: VoIP significantly reduces communication costs.
Company Size | Average Annual Saving |
Small Businesses (Approx. 25. employees) | approx.: 9.600€ |
Medium-Sized Businesses (approx. 100 employees) | approx.: 45.000€ |
Larger Enterprises (500+ employees) | approx.: 200.000€ |
Source: VoIP Cost Savings: How much can you really save?
4. Additional efficiency gains through cloud telephony
In addition to direct cost savings, cloud telephony offers a range of productivity benefits:
Remote work enabled, without additional tools
Fast onboarding during growth or restructuring
Transparent call data for analytics & optimisation
Easy integration into CRM and ticketing systems
High availability & GDPR-compliant EU hosting
These factors make cloud telephony a strategic solution for modern businesses that want to save money and grow at the same time, with the flexibility to adapt quickly to change.
5. Conclusion: Save more and communicate smarter with NFON
VoIP and cloud telephony provide a clear solution to rising communication costs: They reduce spending, streamline processes and improve your company’s technical setup, all at once.
NFON is your trusted partner for the switch:
Simple implementation
Transparent licensing models
GDPR-compliant & made in Europe
👉 Get your free consultation now and discover how much you could save!
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