For estate agents, communication isn’t just important, it’s everything. Buyers want instant updates, sellers expect regular feedback, and landlords and tenants rely on clear, professional support. Every call could be a new instruction, a potential offer, or the key to closing a deal. That’s why the right phone system is more than just a tool; it’s the backbone of a successful agency.
Modern estate agent phone systems go far beyond a standard landline. With features like call routing, call recording, CRM integration, and mobile apps, they make sure no lead is ever missed and that your team can stay connected whether they’re in the office or out on viewings. In such a competitive industry, these advantages can mean the difference between securing a client or losing them to a rival.
But let’s address the big question every agency has: how much do estate agent phone systems cost? Pricing can vary widely depending on the number of users, the features you need, and whether you choose a cloud-based system or on-premise setup. In this guide, we’ll break down the real costs, what affects them, and how to get the best value for your business.
Key Factors That Affect Phone System Costs for Estate Agents
When it comes to calculating the cost of an estate agent phone system, there’s no one-size-fits-all price. Several factors determine whether you’re paying a modest monthly fee or investing more upfront for a tailored setup.
1. System Type – Traditional landlines usually involve higher setup and maintenance costs, while VoIP and cloud-based systems are more affordable, flexible, and scalable. Most modern estate agencies choose VoIP because it offers advanced features at a lower ongoing cost.
2. Number of Users – A solo agent may only need one handset or softphone, whereas a multi-branch agency with dozens of negotiators will require multiple licenses and extensions. Most providers charge on a per-user, per-month basis, so costs scale with your team.
3. Features Required – Basic call handling is cheap, but tools like call forwarding, call recording, CRM integration, and voicemail-to-email can raise the price. The upside is that these features often pay for themselves through improved efficiency and client service.
4. Contract & Support – Some providers offer upfront purchase options, while others use a monthly subscription model. You’ll also need to factor in setup fees, installation, and ongoing support costs.
Understanding these variables is the first step to finding the right system at the right price.
Typical Price Ranges You’ll See on the Market
Estate agents weighing up phone systems quickly notice a big difference between traditional setups and modern VoIP or cloud-based solutions.
Traditional Phone Systems – These usually involve a significant upfront investment. A small office might spend £1,000–£5,000+ on hardware, installation, and line rental, with additional costs for maintenance and upgrades over time. For many estate agents, this upfront spend is hard to justify, especially when scaling or adding new branches.
Cloud & VoIP Phone Systems – By contrast, cloud systems operate on a predictable subscription model. Most providers charge between £15 and £30 per user, per month, which includes call management, voicemail, and access to mobile or desktop apps. This model makes budgeting simpler and removes the need for costly hardware.
Example in Practice – A five-agent branch using a VoIP system could expect to pay around £75 to £150 per month, not including optional extras like call recording or CRM integration. Even with add-ons, this usually works out far cheaper than running a legacy landline setup.
For estate agents, this shift means lower costs, more flexibility, and fewer surprises on the bill — all while getting more powerful communication tools.
Hidden Costs Estate Agents Often Overlook
When comparing estate agent phone system prices, it’s easy to focus only on the headline per-user rate. But many agencies find their actual bill is higher than expected because of overlooked extras.
International Calls & Out-of-Bundle Charges – While most VoIP packages include unlimited UK calls, international calls or high-volume outbound campaigns can add up quickly. It’s worth checking how rates compare with your typical call patterns.
Paid Add-Ons – Features like call recording, advanced analytics, or CRM integration are often available, but not always included in the base package. These add-ons can cost a few extra pounds per user, per month — small amounts that add up across a whole branch.
Hardware Costs – Cloud systems work well with softphones and mobile apps, but many agents still prefer desk phones or headsets for day-to-day use. Quality hardware such as Yealink or Polycom devices typically adds £50–£150 per handset upfront.
Contracts & Exit Fees – Some providers tie agencies into long-term contracts. Leaving early or scaling down users can trigger hefty penalties, so flexibility is key.
By accounting for these hidden costs upfront, estate agents can budget more accurately and avoid unexpected surprises on their monthly bills.
Cost vs. Value: Why the Cheapest Isn’t Always the Best
It’s tempting to focus only on the lowest monthly cost when choosing a phone system, but for estate agents, the cheapest option can often turn out to be the most expensive in the long run. Missed calls, poor call quality, or system downtime don’t just create frustration — they can cost you instructions, deals, and clients.
A “budget” system might look appealing on paper, but if it drops calls during a busy Saturday morning or fails to route buyers to the right negotiator, the lost business can far outweigh the savings. In a market where responsiveness is everything, reliability isn’t optional — it’s a revenue driver.
That’s why many agencies choose providers that guarantee high uptime, offer responsive support, and allow the system to scale easily as new staff or branches are added. Paying slightly more per user for a system that integrates with your CRM, provides call analytics, or supports remote working is an investment that delivers long-term returns.
For estate agents, the goal isn’t just to get the cheapest phone system — it’s to find the right balance of price, features, and support so every call adds value to your business.
What a Fair, Transparent Plan Looks Like
With so many providers on the market, estate agents can find it difficult to compare phone system pricing. Some providers lure you in with low advertised rates, only to add on setup fees, long-term contracts, and essential features sold separately. A fair and transparent plan looks very different — and it’s what agencies should be demanding.
First, no setup fees. Cloud-based systems are plug-and-play, so charging hundreds for “installation” is often unnecessary. Transparent providers make onboarding quick and cost-free.
Second, a clear per-user monthly cost. Whether you have three negotiators or thirty, you should know exactly what you’ll pay each month without hidden extras creeping in.
Third, the right features included as standard. For estate agents, that means call forwarding, voicemail-to-email, mobile apps, and CRM integration — not basic call handling with everything else locked behind a paywall.
Finally, flexible contract terms. Agencies grow and change; your phone system should scale with you. Transparent providers offer rolling or short-term contracts rather than tying you in for years with steep exit penalties.
When your plan is simple, predictable, and built around your agency’s real needs, you can focus on clients — not the small print.
Plexatalk’s £10/month Estate Agent Phone System
At Plexatalk, we believe estate agents deserve straightforward pricing without inflated extras. That’s why our phone system for estate agents starts at just £10 per user, per month — significantly below the UK market average of £15–£30.
Every plan includes 500 outbound minutes per user, per month, helping keep your calling costs predictable. More importantly, the features you actually need as an estate agency come built in. From call recording for compliance and training, to mobile flexibility that lets negotiators stay connected on the go, to seamless CRM-friendly integration, Plexatalk is designed around how agents really work.
Our system is also built to grow with you. Whether you’re a small independent with three staff or a multi-branch agency with dozens of users, you can scale up easily without expensive new hardware or disruptive installations. And unlike many providers, we don’t bury essential functions behind pricey add-ons or tie you into rigid contracts.
With no hidden fees, no long-term lock-ins, and a clear per-user cost, Plexatalk makes it easy for estate agents to budget with confidence — and focus on what matters most: winning instructions and closing deals.
Read more about our phone systems for estate agents.
Estate Agent VoIP Pricing: How Different Systems Compare
| System Type | Upfront Costs | Monthly Cost (Per User) | Key Features / Considerations |
|---|---|---|---|
| Traditional Landline | £1,000–£5,000+ | Line rental + maintenance | Expensive to install, harder to scale, limited modern features |
| Typical VoIP Provider | Low / none | £15–£30 | Flexible, scalable, but some features sold as add-ons |
| Plexatalk for Estate Agents | £0 | £10 | Includes 500 mins, call recording, CRM-friendly, mobile apps, no hidden fees |
Affordable, Reliable Phone Systems for Estate Agents
Phone systems are no longer just a back-office utility for estate agents — they’re a critical tool for winning instructions, keeping clients informed, and closing deals. The cost can vary depending on the size of your agency, the features you need, and the provider you choose. But one thing is clear: you don’t have to overspend to get an enterprise-grade solution.
The most important factor is value. A system that’s reliable, scalable, and tailored to estate agency workflows will pay for itself many times over in reduced missed calls, greater efficiency, and stronger client relationships. By choosing wisely, you can avoid hidden fees, inflated add-ons, and long-term lock-ins that drain resources without adding real benefit.
At Plexatalk, we make that choice simple. Our £10 per user, per month plan gives you predictable costs, the essential features estate agents rely on, and the flexibility to grow as your business does. With clear pricing and no nasty surprises, you can invest in communications with confidence.
How Much Do Estate Agent Phone Systems Cost? FAQ’s
How much does a phone system for estate agents cost per user?
Most cloud-based estate agent phone systems cost between £15 and £30 per user, per month. However, Plexatalk offers plans from just £10 per user, per month, with essential features included. Pricing usually depends on the number of users, features required, and contract type.
Are there setup fees for estate agent VoIP phone systems?
Many providers charge installation or setup fees, often £100–£500 depending on the system. At Plexatalk, there are no setup fees — cloud-based systems are plug-and-play, making it quick and cost-free to get started.
What hidden costs should estate agents watch out for?
Common hidden charges include international calls, out-of-bundle minutes, paid add-ons (like call recording or CRM integration), and hardware purchases. Some providers also impose early exit fees on long-term contracts. Plexatalk avoids these surprises with clear, transparent pricing.
Is VoIP cheaper than a traditional landline system?
Yes. Traditional systems can cost £1,000–£5,000+ upfront, plus ongoing maintenance. VoIP uses a simple subscription model, usually £10–£30 per user, per month, with far lower running costs and greater flexibility.
Can I scale my phone system as my estate agency grows?
Absolutely. Most VoIP systems are billed per user, so you can add or remove users as your team expands. Plexatalk makes this seamless, with no penalties or disruptive installations.
Do estate agents need to buy new phones or hardware?
Not always. Many agencies use softphones and mobile apps to avoid hardware costs. If you prefer desk phones or headsets, these typically range from £50–£150 each, but they’re a one-off purchase.
How much could estate agents save by switching to VoIP?
On average, estate agents switching from legacy systems save 30–50% on communication costs. Lower monthly bills, reduced maintenance, and features like voicemail-to-email or CRM integration help improve efficiency while keeping costs predictable.