What Happens to Your Costs When You Add 10 New Staff to VoIP?

Adding new staff to your team is always a good sign — it means business is growing. But growth also comes with operational costs, especially when it comes to your communication systems. If you’re using VoIP for your business calls and messaging, you might be wondering: what actually happens to your costs when you bring on 10 new team members?
This article breaks down exactly that. We'll look at the key areas where your VoIP costs will change — from user licensing and handsets, to internet bandwidth, support needs, and more — all tailored for Australian businesses.

Table of Contents

1. User Licensing Costs
2. Hardware or Device Requirements
3. Internet Bandwidth and Network Considerations
4. Changes to Support and Maintenance Needs
5. Scaling Features and Integration Costs
6. Practical Example: A 10-User Cost Breakdown in Australia
7. Tips for Cost-Effective Scaling
8. Conclusion

User Licensing Costs
Per-User Pricing Models
Most VoIP providers in Australia charge on a per-user, per-month basis. So, when you add 10 new staff, you're typically looking at 10 additional licenses.

• If your VoIP plan is $25 per user/month, that’s an extra $250/month.
• For feature-rich enterprise plans (e.g., $40/user), that cost becomes $400/month.

Volume Discounts and Bundles
Some providers offer discounts once you hit certain user thresholds (e.g., 20, 50, 100 users). If you're nearing a new tier, it's worth checking if you're eligible for a bulk discount.

Hardware or Device Requirements
Desk Phones or Softphones?
VoIP allows flexibility in how your staff make calls:

• Softphones (VoIP apps on laptops or smartphones): $0–$10/month depending on the software.
• Desk Phones: Entry-level IP phones start around $80–$150 each.

So, for 10 staff:

• Going with desk phones = ~$1,000 upfront.
• Going softphone-only = negligible cost if you're using existing devices.

Headsets and Accessories
For call centre or hybrid teams, investing in quality headsets is essential. Expect to pay around $80–$200 per unit depending on noise cancellation, wireless features, and comfort.

Internet Bandwidth and Network Considerations
Bandwidth Usage
VoIP calls use about 100kbps per call. For 10 extra users (assuming most are active at once), you may need an additional 1–2 Mbps of dedicated upload/download bandwidth.

If you’re running other cloud-based apps, upgrading your business-grade internet plan may be necessary.
Internal Network Upgrades
You may need to:

• Add a new managed switch for more Ethernet ports.
• Upgrade your Wi-Fi infrastructure for mobile softphone users.
• Review QoS (Quality of Service) settings to prioritise voice traffic.

Changes to Support and Maintenance Needs
Admin OverheadAdding 10 users means:

• New accounts need to be created and managed.
• Passwords, extensions, voicemail, and routing rules must be configured.

If your provider offers admin support, they may charge more or offer managed packages that scale.

Ongoing IT Support
Whether you handle VoIP in-house or through a managed service provider, your IT support needs grow with your user base.

• Managed VoIP services may charge a base + per-user fee.
• If managing internally, you’ll need staff trained in VoIP admin and troubleshooting.

Scaling Features and Integration Costs
Collaboration Tools
With 10 new people, collaboration becomes more complex. Many VoIP systems integrate:

• Video conferencing
• Team messaging
• CRM integrations (e.g., Salesforce, HubSpot)

Some of these are included in premium VoIP tiers, others come as add-ons, so review your plan.

Call Routing and Queuing
With a growing team, you might need to implement:

• Call groups
• Auto-attendants
• Call queue management

If you're not already using these, enabling them may require professional setup or a one-off config fee.

Practical Example: A 10-User Cost Breakdown in Australia
Let’s say you're a Sydney-based company using a mid-tier VoIP plan. Here's a rough estimate of what it might cost to add 10 new team members:
Item
Estimated Cost10 User Licenses @ $30/user$300/month
10 Desk Phones @ $100/each$1,000 one-time
10 Headsets @ $120/each$1,200 one-time
Internet Upgrade (NBN 250 plan)+$50/month
Setup/Admin Support (once-off config)~$200–$400
Monthly Total (ongoing)~$350–$400/month
One-Time Costs~$2,200
Of course, costs vary depending on the VoIP provider and whether you're bringing your own devices.

Tips for Cost-Effective Scaling

• Use Softphones Where Possible: Saves money on hardware, especially for remote or hybrid staff.
• Bundle Services: Look for VoIP providers offering bundled licensing, internet, and support.
• Review Your Plan: You may be overpaying for features you don’t need — or missing ones you do.
• Audit Usage Regularly: Make sure each licence is used efficiently (no ghost users).

Conclusion
Adding 10 new staff to your VoIP system will definitely increase your costs — but it doesn’t have to break the bank. With a clear understanding of licensing, hardware, network demands, and support needs, you can plan and budget for growth with confidence.
Want to explore the most cost-effective way to scale your communication system? Contact us at VoIP System Australia — we’ll help you find the right solution for your business, no matter the size.