The IP PBX price in Saudi Arabia is not set by the PBX box alone. A complete quote combines the unit and its capacity, the line ports, the IP phones, licences or subscriptions, network and power items, then programming, installation and support. That is why two quotes for the same headcount can differ widely without either one being inflated.
Short answer: An IP PBX price depends on the number of users and concurrent calls, the line types and ports, how many phones and of which type, the licensing model (included with the unit or a monthly or annual subscription), and the network and programming scope. There is no fixed price, so ask for an itemised quote and compare offers over the same period.
This article goes through the cost items one by one, what a quotation should state, and how to compare offers on the same basis. AZEIDK supplies, installs and programs IP telephony as part of its network and communication systems solutions, and the available models are listed on the IP telephone systems page.
Key takeaways
- The PBX unit is roughly one of seven cost items, and phones repeat with every extension.
- Some brands sell advanced features by subscription: Yeastar offers a free Basic plan for basic telephony on the P-Series, with paid Standard, Enterprise and Ultimate plans.
- Grandstream states that its on-premise UCM PBXs carry no licensing fees, upgrade fees or costs per feature, while the UCM RemoteConnect service has paid plans.
- A cloud PBX turns a hardware purchase into a recurring subscription, so compare both over the same period of use.
- PoE switches, a UPS and network points may be inside or outside the quote, and the quote should say which.
In this article
- What drives the IP PBX price?
- Capacity and expansion: why the model name is not enough
- External lines: a cost in the unit and a cost with the carrier
- Are phones included in the PBX price?
- Licensing and subscriptions: the item that differs most between brands
- Is a cloud PBX cheaper than an on-premise PBX?
- Costs beyond the PBX unit: network, power and programming
- What should an IP PBX price quotation include?
- How do you compare PBX quotes on the same basis?
- Common mistakes when asking for a PBX price
- Frequently asked questions
- Conclusion
What drives the IP PBX price?
Split any quote into its items before looking at the total. The table shows each item and what pushes its cost up or down:
| Item | What raises or lowers the cost | What to ask in the quote |
|---|---|---|
| PBX unit | Base and maximum users and concurrent calls | Model, current capacity, expansion limit |
| Line ports | Number of FXO and FXS ports, E1 port, 3G/4G modules | Ports fitted versus your existing lines and analog devices |
| IP phones | Quantity and type: basic, executive, video, DECT cordless | Model and quantity of each phone, with datasheets |
| Licences and subscriptions | Features required and subscription length | What is free, what is paid and for how many years |
| Network and power | PoE switches, network points, UPS | In scope or excluded |
| Programming and installation | IVR, queues, number of departments, integrations | Detailed programming and training scope |
| After-sales support | Warranty period, support type, firmware updates | What the warranty covers and who provides it |
This article gives no figures. Prices move with brand, model, quantity and supply cost. What helps is knowing which item drives the total in your case.
Capacity and expansion: why the model name is not enough
Two PBXs from the same brand can be priced differently because one carries 20 users and the other 300. Peak concurrent calls matter even more than user count, as explained in our IP PBX for business guide.
How a model expands affects long-term cost. Some models start with a base capacity and grow by adding modules inside the same unit, such as the Yeastar P560 and P570, which accept extra DSP modules. Others have a fixed capacity, so outgrowing them means a new unit. Ask the supplier for the model’s maximum and what it takes to reach it. To compare capacities across brands, see IP PBX and IP phone brands in Saudi Arabia.
External lines: a cost in the unit and a cost with the carrier
Line type changes the quote in two ways. Analog landlines need FXO ports, digital lines need an E1 port, and remaining analog devices such as fax machines and lift phones need FXS ports or an analog adapter. Each extra port or module is a cost in the unit.
SIP trunks need no telephone ports on the PBX, but they are a subscription with a telecom provider that sets the number of channels. That recurring cost usually sits outside the supplier’s quote, so budget it separately and do not compare it with the hardware price.
Are phones included in the PBX price?
In most quotes phones are a separate line item, and each phone repeats with the number of extensions. Make sure the quote lists the quantity and model of every phone type, not a general line such as “IP phones as required”.
What raises the cost of phones?
- Phone type: a basic staff phone is not priced like an executive phone with a larger screen and more keys, or a video phone.
- DECT cordless phones need a base station on top of the handsets, and each base has a limit on handsets and calls.
- Expansion modules for reception and analog adapters for legacy devices.
Some staff do not need a desk phone at all. Mobile and desktop apps, such as Yeastar Linkus and Grandstream Wave, reduce the phone count, but check whether the app is included free or sits in a paid plan. Fanvil and Grandstream phones are listed on the AZEIDK site with each model’s specifications.
Licensing and subscriptions: the item that differs most between brands
This item causes the most confusion when comparing quotes, because brands do not sell features the same way:
| Brand | Licensing model per the manufacturer | What to ask |
|---|---|---|
| Yeastar P-Series (on-premise appliance) | Free Basic plan with basic telephony; paid Standard, Enterprise and Ultimate plans on monthly or annual subscription (1 to 5 years); add-on services such as the Hotel Management Module | Which plan is quoted, for how many years, and what stops when it expires |
| Grandstream UCM | Grandstream states the on-premise PBX has no licensing fees, upgrade fees or costs per feature. UCM RemoteConnect has a free Basic plan and paid plans | Whether a RemoteConnect plan is included, and for how long |
Yeastar spreads features across plans. Standard covers the Linkus apps, Operator Panel and remote access; Enterprise adds an inbound call centre, WhatsApp and SMS messaging and CRM integrations; Ultimate adds video conferencing, Active Directory integration and disaster recovery.
With Grandstream, when a paid RemoteConnect plan expires the unit drops back to the free plan, unsupported features such as cloud storage stop, and remote calls become subject to a maximum duration. Always ask what keeps working after the subscription ends.
Is a cloud PBX cheaper than an on-premise PBX?
Not necessarily. The difference is the shape of the cost. With an on-premise PBX you pay for the unit up front and may add a subscription for advanced features. A cloud PBX needs no unit in the building, but it is a recurring subscription for as long as you use it. Both brands offer cloud versions: Yeastar P-Series Cloud Edition and Grandstream CloudUCM.
A fair comparison uses one period, for example three or five years: unit, subscriptions and support for on-premise, against total subscriptions for cloud, with phones and network in both. Cloud depends on the internet for every call, so include internet capacity and a backup link in its cost.
Costs beyond the PBX unit: network, power and programming
Network
IP phones are usually powered from the switch over the network cable (PoE). If existing switches lack PoE or their budget falls short, a new switch or a power adapter per phone is added. Work out the load as shown in our PoE switch power budget article. If the building lacks network points, cabling is a separate item; see network installation for offices in Saudi Arabia.
Backup power
A power cut to the switch stops the phones. A UPS for the PBX and the switches feeding the phones is an item often left out of quotes.
Programming and training
Programming is not a fixed item. A simple numbering plan for a small office is not the same as a bilingual IVR, customer service queues and a hotel PMS integration. Ask the quote to list exactly what will be programmed and how many training sessions are included.
What should an IP PBX price quotation include?
- PBX model, its current user and concurrent call capacity, and its maximum after expansion.
- Ports fitted (FXO, FXS, E1, 3G/4G) against your existing lines and devices.
- Quantity and model of each phone type, with a datasheet for each model.
- Licence or subscription plan, its term, the features included, and what stops after it ends.
- Network and power items: PoE switches, UPS and network points, or a clear statement that they are excluded.
- Programming, installation and training scope.
- Warranty, technical support and how firmware is updated.
- Whether prices include VAT, the quote validity and the delivery period.
PBX equipment, VoIP equipment, IP phones and DECT phones are listed in the annexes of the Saudi Standards, Metrology and Quality Organization (SASO) Technical Regulation for Communications and Information Technology Devices, which requires the supplier to hold a certificate of conformity from a SASO-accepted body and a technical file before placing the product on the market. Ask for proof of this for the models quoted.
How do you compare PBX quotes on the same basis?
| Align this item | Why |
|---|---|
| Users and concurrent calls | A cheaper quote may be for a smaller model that does not cover your peak |
| Phone quantity and type | Swapping executive phones for basic ones lowers the total without you noticing |
| Subscription term and plan | A one-year plan cannot be compared with a five-year plan or a licence-free unit |
| Network and power scope | A quote with PoE switches and a UPS cannot be compared with one that excludes them |
| Programming and support scope | Missing programming shows its cost after handover |
Once aligned, calculate the total cost over the same period of use, not just the price on purchase day.
Common mistakes when asking for a PBX price
- Asking for “a PBX price for twenty staff” without stating lines, concurrent calls and analog devices.
- Comparing the unit price alone between two quotes, one with phones and one without.
- Ignoring the subscription end date, then finding the mobile apps or call centre stop after a year.
- Buying phones before choosing the PBX, then hitting compatibility issues.
- Forgetting the UPS and PoE budget, so extra items appear during installation.
Frequently asked questions
How much does an in-house PBX cost?
There is no fixed cost. It depends on users and concurrent calls, lines, phones, licensing and the network and programming scope, so ask for a quote itemised by these points.
Is a cloud PBX cheaper than an on-premise PBX?
Not always. Cloud saves the unit cost but is an ongoing subscription, while on-premise costs more up front. Compare both over the same period of use.
Are phones included in the price?
Phones are usually a separate item in the quote. Make sure it states the quantity and model of each phone type.
What should the quotation include?
PBX model and capacity, ports, phones and models, licence and term, network and power items, programming scope, warranty and support, and whether VAT is included.
Can new lines be added to the PBX later?
Yes, within the model’s limits. SIP channels are added with the provider, and landlines need free FXO ports. Ask for the maximum before you buy.
Is a PBX suitable for small businesses?
Yes. Small models such as the Yeastar P520 handle 20 users, and mobile apps can reduce the number of desk phones.
Do I need a dedicated server for the PBX?
Not with appliance PBXs such as Yeastar P-Series and Grandstream UCM, where the unit itself is the PBX. A cloud PBX runs on the provider’s servers.
Conclusion
A PBX price is a sum of items: the unit and its capacity, ports, phones, licensing, network and power, programming and support. Define your needs in numbers, ask for an itemised quote, then compare offers over the same period after aligning the scope.
Need a PBX quote you can actually compare? Send us your extension count, peak calls, current lines, analog devices and required features, and we will prepare an itemised quote with a datasheet for each model. Contact the AZEIDK team
See the AZEIDK Salamah certificate and Civil Defense licence service.
