VoIP phone systems in 2026: everything you need to know
This guide is aimed at businesses in Germany. VoIP (Voice over Internet Protocol) replaces the classic ISDN phone system with internet-based telephony. Since the complete ISDN switch-off in Germany, VoIP has been the standard – and it offers plenty of advantages: lower costs, more flexibility and features such as video conferencing that would have been unthinkable with old systems.
The German market is shaped by local providers such as sipgate, Placetel and NFON, which meet high data protection standards (GDPR, the EU General Data Protection Regulation). Small teams can choose free entry-level options, while companies with 100+ employees can opt for scalable enterprise solutions.
Three pricing models at a glance
Cloud providers mostly charge per user or extension (sipgate, Placetel, NFON), while fonial charges per activated phone number. 3CX sells an annual licence per system, tiered by the number of simultaneous calls. SIP trunks such as easybell cost just a few euros in base fees, but you then pay for calls per minute or book a flat rate. That is why you should always compare the total price for your number of users – including flat rate, fax and one-off activation.
Cloud vs. on-premise: which one suits you?
| Criterion | Cloud PBX | On-premise | SIP trunk |
|---|---|---|---|
| Setup | Instant, no server | Installation required | Router configuration |
| Costs | Monthly per user | One-off + maintenance | Per minute/flat rate |
| Scaling | Instant | Hardware needed | Book channels |
| Control | Provider-dependent | Full control | Hardware-dependent |
| Ideal for | SMEs, remote teams | Privacy-critical setups | Existing systems |
| Providers | sipgate, Placetel, NFON | 3CX, STARFACE | Easybell |
SIP trunking: the low-cost alternative
A SIP trunk connects your existing phone system (e.g. Fritz!Box, Unify, Auerswald) to the internet. You keep your hardware and only pay for the lines and call minutes. Easybell, for example, offers the Business 2 trunk (2 voice channels) free for six months, then €1.95/month net; calls cost 0.98 ct/min to German landlines and 9.8 ct/min to mobile networks. sipgate (trunking 2 from €0/month) and NFON (from €1.80 per channel) also offer SIP trunks.
Tip: number porting
Existing phone numbers can usually be ported to the new provider – sipgate and Placetel explicitly advertise number portability. How long it takes depends on your previous provider and the notice date. Important: order the porting through the new provider and only cancel the old contract once the porting date has been confirmed!
How much does a VoIP phone system cost?
The costs depend heavily on the number of users and the features you need. The table shows the monthly base fee according to each price page (as of October 2026, business prices excluding VAT), without call minutes and devices:
| Provider / plan | 1 user | 10 users | 50 users | Note |
|---|---|---|---|---|
| sipgate business S | €25.90 (min. 2 users) | €129.50 | €647.50 | Flat rate only from business L (€17.95/user) |
| Placetel Essentials | €13.80 (min. 2 users) | €69 | €345 | 24-month term; €8.90/user if cancellable monthly |
| Placetel Business | €19.80 (min. 2 users) | €99 | €495 | incl. German all-net flat rate (24 months) |
| NFON Business Standard | €6.80 | €68 | €340 | + €25 activation per extension, flat rate extra |
| fonial | €3.90 | €39* | €195* | *with one dedicated phone number per user |
| easybell Cloud PBX + SIP trunk | €1.95 (Basic + Business 2) | €14.90 (Classic 10 + Business 10) | €54.90 (Classic 50 + Business 50) | Calls billed per minute |
| 3CX | €0 (Free Basic) | Annual licence by simultaneous calls: 8SC Basic USD 300/year, 16SC Basic USD 600/year | plus hosting, SIP trunk & VAT | |
Calculation: base price × users. NFON, easybell, fonial and 3CX explicitly state their prices excluding VAT; sipgate and Placetel give no VAT note for their telephony plans (business plans). STARFACE does not publish prices (quote via partners). Sources: official price pages, retrieved October 2026.
Example costs for an office with 10 employees: If your team makes a lot of calls to mobile networks, a plan with an all-net flat rate is often better value. With Placetel Business that is €99 a month (24-month term). fonial with an all-net flat rate costs 10 × (€3.90 + €9.90) = €138, provided every employee has their own phone number. If the team makes few calls, a per-minute solution is cheaper: easybell (Classic 10 + Business 10) costs a €14.90 base fee – 1,000 landline minutes add roughly €9.80 there.
What should you look out for when choosing?
- Minimum users and contract term: sipgate and Placetel require at least 2 users. With a 24-month term, Placetel is €2 per user cheaper than with monthly notice; sipgate, easybell and fonial can be booked without a long commitment.
- Flat rate or per-minute pricing: Check your call volume. A flat rate mainly pays off with many mobile calls – per-minute prices to mobile networks are around 9.8–10 ct (easybell, fonial).
- Hidden extra costs: e-fax (Placetel €6.90/month, NFON +€1), softphone (NFON Business Standard +€4.90), CRM integrations (sipgate €9.95–19.95 per user) and one-off activation fees (NFON €25–35 per extension).
- Net vs. gross: The plans are aimed at business customers. If you are a small business owner under the German small-business scheme (Kleinunternehmer) and cannot reclaim input VAT, you effectively pay 19% more.
- Existing hardware: If you already have your own phone system (e.g. 3CX, STARFACE or a Fritz!Box), an inexpensive SIP trunk is often enough instead of a complete cloud phone system.
- Use the trial period: sipgate, easybell and fonial offer a 30-day free trial – ideal for checking call quality on your own network.
Number porting and switching
Switching to a VoIP phone system is easier than many people think. You are up and running in 3 steps:
- Choose a provider: Consider the number of users, budget and the features you want
- Port your numbers: Request the porting from the new provider
- Configure the hardware: Set up IP phones or softphone apps
Most cloud providers offer a free trial period in which you can test alongside your old system. That way you avoid downtime.
Last updated: October 2026 | Sources: official price pages of sipgate, Placetel, NFON, 3CX, easybell, fonial and STARFACE (retrieved October 2026). kosten.org does not test the phone systems itself; the assessment is an editorial evaluation.