Whether you’re starting a call center for the first time or upgrading your current hardware, finding ways to save money on VoIP phones and other equipment is always a top priority.
While using existing phone system equipment cuts costs, working with outdated desk phones can lead to poor call quality. The convenience of BYOD (Bring Your Own Device) gives employees instant access to their business phone system from any location on any device. However, BYOD can also make your business more vulnerable to serious VoIP security risks like data theft and malware.
Investing in on-premise VoIP desk phones increases security, gives business owners more control, and provides access to advanced features like HD audio and video, color touchscreens, and programmable buttons. Buying VoIP phones directly from your provider also guarantees system compatibility–and often comes with device provisioning and ongoing tech support.
But how can you save money on VoIP equipment, or even get a free phone from your provider? Below, we explore the best ways to lower the costs of VoIP phones and other call center hardware.
- DaaS Subscriptions
- Device Rental
- Free Phone Promotions
- Buying from Providers
- Sell Outdated Equipment
- Use Existing VoIP Equipment With a New Provider
Device as a Service (DaaS) Subscriptions
DaaS (Device as a Service) subscriptions charge businesses a monthly fee to lease VoIP phones and other compatible hardware directly from their phone system provider. DaaS saves businesses thousands in startup costs by eliminating the need to purchase all-new VoIP hardware. With DaaS, VoIP hardware is an ongoing operational expense, not a one-time capital expenditure.
Unlike traditional equipment rental services, DaaS bundles hardware, IT support, device provisioning, setup, upgrades, and ongoing maintenance into one monthly licensing fee. DaaS also includes end-of-life device disposal, device security, and device upgrades at regular intervals.
Because DaaS equipment is owned by the VoIP provider and not the end user, businesses aren’t financially responsible for repair and replacement expenses–the VoIP company is. With DaaS, call centers can access different types of hardware from multiple manufacturers all in one place for a competitive price.
Note, however, that DaaS subscribers do not own any of the equipment they rent.
DaaS users must send their devices back to the VoIP provider at the end of the contract or device’s life. If not, they risk being charged in full for the device. Additionally, most VoIP DaaS hardware is subject to the original manufacturer’s warranty, not a warranty developed by the VoIP provider businesses lease their equipment from. Review DaaS contracts and device warranties carefully.
RingCentral DaaS
RingCentral Device as a Service subscriptions give businesses access to today’s top desk, conference, and cordless VoIP phone models from $4-$43 per month, per device. Additional hardware like headsets, video conferencing equipment, handsets, and phone expansion modules are also available with a DaaS subscription.
RingCentral DaaS lets businesses use new models from popular manufacturers like Yealink, Poly, Logitech, Cisco, Avaya, and Jabra. All RingCentral DaaS subscriptions include hardware shipping and handling, tech support, device maintenance, upgrades, and lifecycle management.
RingCentral DaaS plans are 10-15% cheaper than standard rentals, and devices are eligible for upgrades after 18 months. As of this writing, RingCentral DaaS is available for US-based customers only.
Zoom Hardware as a Service
Zoom Hardware as a Service (HaaS) is a DaaS subscription model for US-based customers. HaaS terms range from 12-36 months, and plug-and-play VoIP phone pricing ranges from $3.99-$50/month per device. Users automatically qualify for device upgrades at the end of a 3-year renewal term, and Zoom sends users boxes and shipping labels to simplify the return process.
Zoom offers VoIP phones from Poly, Yealink, and AudioCodes, and users can choose from conference phones, cordless phones, touchscreen phones, and expansion modules.
HaaS subscription costs are shown on your monthly Zoom service invoice to simplify operating expense management. Zoom HaaS plans all include initial troubleshooting, Return Merchandise Authorization (RMA), and an Advance Replacement policy that ships you a replacement or new VoIP phone before you return your old one, decreasing downtime.
In addition to VoIP phones, Zoom offers HaaS service for Zoom Room equipment like soundbars, tablet controllers, and interactive digital whiteboards. Note that Zoom Phone, Zoom One, and all other Zoom software services are sold separately. All HaaS contracts are non-refundable and non-refundable.
Device Rental
Renting devices directly from your provider is another way to save money on VoIP phones. Unlike DaaS, standard device rental does not usually include setup, assisted provisioning, and ongoing maintenance. However, renting VoIP equipment from your provider offers shorter terms, lighter termination fees, and often lower pricing than standard DaaS subscriptions.
Nextiva Device Rental
Nextiva offers several desk, cordless, and conference IP phones for purchase or rental on its website, with rental phones ranging from $3.90/device/month to $16/device/month. Models from Yealink, Poly, Cisco, and Nextiva are available, with Nextiva phones offering maximum compatibility and high call quality.
For example, the Nextiva X-855 ($8.40/month to rent) includes 12 lines, built-on WiFi, speed dialing, native Bluetooth, and room for up to 3 expansion modules.
Nextiva has been known to offer free VoIP phones to new customers, but the fact that these free phones may be refurbished and used is buried in Nextiva’s lengthy Terms and Conditions documentation. Customers must return any devices within 30 days of the end of the contract, or face being charged for the equipment. Any devices purchased from Nextiva are covered by the manufacturer’s warranty, but customers must first contact Nextiva to receive an RMA number. End users are responsible for shipping costs, and are also responsible for paying for damaged or lost rented equipment.
GoTo Connect Device Rental
GoTo Connect offers over 15 VoIP phones for sale or rent directly on their website. Models from Cisco, Polycom, and Yealink are available, but rental prices are not publicly listed.
According to GoTo’s Equipment Rental Agreement, users can purchase their VoIP phones at fair market value at the end of a rental term, choose from 2, 3, or 5-year rental terms, and must agree to a month-to-month term extension after the initial term has expired. Users can cancel equipment purchases within 15 days of the purchase agreement date but will be charged a whopping 25% restocking fee. If customers damage rental equipment, they must pay to repair or replace the phone.
Free Phone Promotions
Unlike wireless carriers, most VoIP providers do not offer free phones when users switch or subscribe to their services. However, some providers have “Buy One, Get One Free” sales on VoIP phones and other equipment at limited times throughout the year. BOGO deals provide excellent cost savings for larger contact centers looking to purchase more than 10-20 desk phones–but since these deals are rare, acting fast is essential.
Current free VoIP phone promotions are:
Ooma Office BOGO
Ooma Office consistently offers good deals on VoIP phones and equipment, and is one of the few providers with a buy one phone, get one free promotion. Two desk phones fall under the Ooma BOGO promotion: the Ooma 2602 IP Phone ($59.99/ for two phones) and the Ooma 2603 IP phone ($79.99 for two phones).
The Ooma 2602 is a two-line UP Phone with HD audio, 5-way audio conferencing, built-in PoE power, EHS headset support, and a 2.2-inch monochrome color display. The Ooma 2603 is a three-line phone with background noise suppression, a slightly larger monochrome screen, 3 line keys, 9 dedicated function keys, and a full-duplex speakerphone.
Intermedia Unite Free Phone
Intermedia is currently offering customers who sign up for their Intermedia Unite cloud communications software a free VoIP phone and/or an instant rebate.
Anyone who signs up for the Intermedia Unite Pro and Enterprise plans ($27.99-$32.99/month) gets an $85 rebate on select Yealink, Poly, and Unite IP phones, a free Unit X303W desk phone, or a free Yealink headset or desk phone. Users who purchase Unite Essentials with Teams are eligible only for a $40 rebate on select Yealink, Poly, and Unite devices. Adding on Intermedia’s Contact Center services earns users a free Yealink headset.
According to Unite’s Device Promotion Terms and Conditions, users who cancel their contracts within one year must pay the prorated phone value. Users who cancel within Intermedia’s 30-day money-back guarantee policy pay the prorated device value to keep their free IP phone, or can return their devices in the original condition without incurring any charges.
Buying Phones Directly From Providers
If you can't get a free phone, lease VoIP equipment, or purchase DaaS services from your provider, you may be stuck purchasing your phone directly from your business phone system provider.
Though this means a higher up-front cost, there are some major benefits to buying VoIP equipment and VoIP services in the same place.
Some providers, like Cisco, have their own branded hardware for maximum compatibility. For example, the Cisco 8875 Video Phone comes with a 1080p camera, autofocus, background noise suppression, and HD audio designed to optimize Webex video meetings.
Similarly, the Avaya B199 Conference Phone includes local five-way conference calling, HD OmniSound with full-duplex speech, and 3 digital microphones to optimize audio-only conference calls.
Additional advantages of buying desk phones and other VoIP equipment directly from SaaS providers include:
- Zero-touch provisioning
- Guaranteed, full-featured device compatibility
- Complete ownership of hardware, including the ability to transfer your devices to another provider
- Potential provider promotions, discounts, and special offers for new customers that aren’t available when buying factory-direct
- Included support for VoIP hardware and device provisioning, installation, setup, etc.
- Ongoing device maintenance, tech support, and SaaS support all in one place
- Multiple payment options, including adding hardware costs to each monthly plan
- Customers to “mix and match” devices from multiple providers without making purchases from several different manufacturers
In most cases, phones purchased from your provider are compatible with other SaaS systems and third-party applications, meaning you can easily switch providers without having to purchase new equipment. Always verify device compatibility with your provider before purchasing any hardware.
Call and contact center providers offering VoIP phones and other hardware directly for sale on their website include:
Dialpad Hardware
Dialpad sells VoIP phones from Yealink, Polycom, and Obihai directly on their website (existing Dialpad users can purchase equipment in the Dialpad app.) Financing options are available, and step-by-step phone setup and provisioning guides are available in the Dialpad online knowledge base.
Phones purchased directly from Dialpad come with zero-touch provisioning, all advanced features, and pre-configured firmware. Best of all, admins can view company-wide device usage statistics on any phones purchased from Dialpad. Business owners can take any devices they purchase from Dialpad to another provider but must wait 1-3 business days for the deregistration process to complete.
Vonage Hardware
Vonage offers over 20 types of Yealink and Poly VoIP phones for sale directly on its website. Any phones purchased from Vonage are immediately added to your account–admins only need to assign specific extensions once the physical phones arrive to complete the setup process.
The Yealink SIP T48U is a 16-line VoIP phone with a 7-inch color touchscreen, USB headset ports, bluetooth, and WiFi is one of the most popular models for businesses with frequent audio and video conferences. The Poly CCX 500 is a more compact option, complete with a color touchscreen, 24 lines, acoustic fencing, and Poly HD voice.
Sell Outdated VoIP Equipment
Selling used VoIP equipment is another way to offset the costs of new IP phones –especially for larger call centers with plenty of hardware to unload. Though you could just list your outdated equipment on eBay, there are several websites dedicated to VoIP hardware buybacks, reselling, and refurbishing.
Companies like VoIP Supply, TeleTraders, and BuySellVoIPPhones list the models they’re accepting and let you fill out a quote request form directly on their websites.
While you can also purchase used VoIP phones online, they are often refurbished, come with limited warranties, and end up costing you more to replace in the long run.
Using Existing VoIP Equipment With a New Provider
If your preferred provider isn’t offering any deals on VoIP phones, you may be able to use your existing hardware. Most providers list compatible third-party devices in their online knowledge base.
Though some VoIP solutions offer limited assisted provisioning for third-party devices, most do not. If you opt for BYOD service, you are responsible for your third-party device’s manual provisioning, setup, maintenance, and tech support. You’ll also need to contact your current business communications provider to have them remove any devices you want to continue to use from your account.
Our guide to VoIP equipment outlines additional hardware to consider, highlights essential features, and providers an overview of top manufacturers.
