Business Phone System Melbourne — Supplied, Installed & Supported

VoIP (Voice over Internet Protocol) is the technology that carries calls over an internet connection. A business phone system is the broader infrastructure — the PBX, the handsets, the extensions, the call routing rules — that an office uses to manage calls. Most modern business phone systems in Melbourne use VoIP as their underlying call technology, but a business phone system includes much more than just the VoIP connection. Think of VoIP as the road and the phone system as the whole transport network.

Costs vary depending on the number of handsets, whether you need on-premise or cloud-based hardware, cabling requirements, and the features you need. A basic cloud PBX setup for a small team of 3–5 staff with IP desk phones typically starts from around $800–$1,500 all-in for hardware and installation, plus a monthly per-user fee for the hosted service (typically $20–$40 per user per month for a quality Australian platform). Larger or more complex deployments are quoted individually. We provide itemised written quotes before any work begins.

Yes. We manage the number porting process with your current carrier. This applies to 03 Melbourne geographic numbers, 1300 and 1800 service numbers, and mobile numbers if you want those included. Porting typically takes 2–5 business days once the transfer order is submitted. We schedule installations to account for the porting timeline so your office is never without phone service.

Each simultaneous call on a well-configured VoIP system uses approximately 80–100 kbps of bandwidth. A standard NBN 50 or 100 plan is more than sufficient for most small Melbourne offices. The more critical factor is latency and jitter — a business-grade connection with low latency and a router configured to prioritise voice traffic will give better call quality than a fast but inconsistent consumer connection. We assess your current internet service as part of any phone system quote.

It depends on what you have. Analogue desk phones (the kind with a traditional handset connected by cable to a wall socket) cannot connect directly to an IP-based system. They can be adapted using an ATA (Analogue Telephone Adapter), which is a cost-effective option if the handsets are recent and in good condition. Proprietary digital phones from older PABX systems (Panasonic, NEC, Avaya) typically cannot be reused on a new cloud system — they are designed to work only with their own hardware. IP phones from brands like Yealink, Polycom, and Cisco can usually be reprogrammed to work with a new system. We assess your existing equipment during the initial site visit.

Yes. All major cloud PBX platforms we work with include mobile softphone apps for iOS and Android. Staff install the app, log in with their extension credentials, and can make and receive calls from their business number on their mobile — useful for field staff, remote workers, and anyone who is away from their desk. Calls made from the app show your business number on the recipient’s phone, not the staff member’s personal mobile number.

On a cloud-based business phone system, an internet outage means the system cannot route calls through your office. To mitigate this, we configure automatic failover rules that divert inbound calls to a mobile number or answering service if your internet connection drops. We also advise clients on whether a 4G failover router is appropriate for their reliability requirements. For businesses where communications continuity is critical, we discuss hybrid setups that maintain some level of connectivity during internet outages.

Yes. A single-user hosted PBX plan gives a sole trader or home-based business a professional inbound call experience — auto-attendant, voicemail to email, a separate business number — without expensive hardware. Many of our clients in Melbourne’s eastern suburbs run full cloud phone systems from their home offices. The monthly cost for a single user is typically $20–$30 per month plus the cost of a desk phone if you want one.

A straightforward installation for a small office of 5–10 staff typically takes half a day to a full day on-site, including testing and staff handover. Larger installations, or those requiring significant new cabling, take longer and are scheduled over two or more visits to minimise disruption. We pre-configure systems off-site where possible to reduce the on-site time. We can provide a specific time estimate after the initial site assessment.

Yes, for most major platforms. We have integrated phone systems with Salesforce, HubSpot, Zoho CRM, Zoho Desk, simPRO, ServiceM8, and Microsoft Dynamics. The integration typically enables click-to-dial from within the CRM, automatic call logging against contact records, screen-pop when an inbound call is matched to a contact, and call recording attached to records. We confirm what is available for your specific software before quoting.

We cover the full Melbourne metropolitan area including the eastern suburbs (Box Hill, Ringwood, Frankston), the northern suburbs (Epping, Craigieburn, Brunswick), the western suburbs (Footscray, Sunshine, Werribee), and the CBD and inner city. For sites beyond the metropolitan area, contact us to confirm whether we can service your location.