Which Business Phone System Is the Better Fit for Twin Cities Small Businesses?
Choosing a business phone system isn’t just about comparing features. It’s about understanding what the system will cost, how difficult it will be to deploy, and who will be responsible for managing it long after the installation is complete.
Microsoft Teams Phone has become a popular option for organizations already invested in Microsoft 365. For many large enterprises, it can be an effective way to consolidate collaboration and calling into a single platform.
For small and mid-sized businesses, however, the decision often comes down to something much simpler: Do you want another system to manage, or do you want a communications partner who manages it for you?
Let’s compare POPP’s fully managed VoIP Phone System with Microsoft Teams Phone across the three stages every business experiences: buying, deploying, and owning the solution.
Before You Buy: Understanding Total Cost of Ownership
When businesses first compare phone systems, they naturally focus on monthly pricing.
At first glance, Microsoft Teams Phone can appear less expensive because the licensing costs are relatively straightforward, especially for organizations already paying for Microsoft 365.
However, software licensing is only one part of the overall cost.
Business phone systems also require:
- Initial configuration
- User setup
- Number porting
- Auto attendant programming
- Call routing configuration
- Ongoing administration
- Technical support
- Device lifecycle management
The question isn’t simply, “What does the software cost?”
The better question is, “What will this system cost my business to own and operate long term?”
Example: A 20-User Office
| CCost Category | POPP VoIP Phone System | Microsoft Teams Phone |
|---|---|---|
| Monthly Service | Typically $15-$30 per user | Teams Phone licensing plus calling plan, Typically $17+ per user |
| Initial Setup | Included | Often requires internal IT or MSP involvement |
| Number Porting | Included | Typically managed by IT staff or provider |
| Ongoing Administration | Included | Usually handled by IT staff or MSP |
| Technical Support | Included | Often separate from licensing costs |
| User Moves, Adds & Changes | Included | Performed by administrator |
For a 20-user office, POPP’s monthly service typically falls between $300 and $600 per month, depending on user types, with administration and support included.
While Microsoft Teams Phone licensing may initially appear competitive, many businesses discover that the time spent configuring, maintaining, and troubleshooting the system becomes an ongoing operational expense.
For organizations with dedicated IT departments, that may be acceptable. For many small businesses, it becomes an unnecessary distraction from running the business.
Implementation: Getting the System Live
A phone system isn’t delivering value until it’s installed, configured, and working properly.
This is one area where the differences between POPP and Microsoft Teams Phone become particularly noticeable.
Deploying POPP
With POPP, implementation is designed to be simple.
Our team handles:
- System design
- User configuration
- Number porting
- Phone provisioning
- Auto attendant programming
- Call routing setup
- Handset installation
- Testing
- User training
Most businesses can focus on their day-to-day operations while POPP manages the transition.
Deploying Microsoft Teams Phone
Teams Phone deployments often require additional planning and technical decision-making.
Organizations may need to determine:
- Licensing requirements
- Calling plan options
- Direct Routing requirements
- User policies
- Hardware compatibility
- Device certification requirements
- Network readiness
Businesses with experienced Microsoft administrators may navigate this process easily. Others often rely on their MSP or IT provider to manage the deployment.
Neither approach is inherently wrong. The key difference is who performs the work, and how much it will cost.
With Teams Phone, the business often owns the project. With POPP, POPP owns the project.
Hardware and Device Compatibility
For many small and medium sized businesses, communication extends beyond employee desk phones.
Small businesses frequently require:
- Basic analog phones or cordless phones
- Fax machines
- Overhead paging systems
- Door phones at secure entrances
- Elevator phones
- Fire alarm lines
POPP’s VoIP Phone System supports a broad range of business communications hardware and can often integrate with existing equipment.
Microsoft Teams Phone is primarily optimized around Microsoft-certified devices and the Teams application experience. While integrations are possible, connecting specialty communications equipment often requires additional hardware, gateways, or third-party solutions.
For businesses that depend on paging, access control, or facility communications systems, this distinction can significantly affect both deployment complexity and long term cost.
After Implementation: Living With the System
This is where many businesses discover the true difference between a software platform and a managed service.
Phone systems require ongoing attention.
Employees are hired.
Extensions change.
Call flows evolve.
Holiday schedules need updates.
Voicemail boxes require adjustments.
The question becomes: Who handles those changes?
Common Administrative Tasks
| Request | POPP | Microsoft Teams Phone |
|---|---|---|
| Add a New Employee | Contact POPP | Administrator performs changes |
| Update Auto Attendant | Contact POPP | Administrator performs changes |
| Change Call Routing | Contact POPP | Administrator performs changes |
| Troubleshoot a Phone | Contact POPP | IT staff or MSP investigates |
| Modify Call Queues | Contact POPP | Administrator performs changes |
| Support Paging Devices | Contact POPP | IT staff coordinates solution |
The technology itself may be capable on both platforms – the difference is who performs the work.
For many small and mid-sized businesses, reducing administrative burden is every bit as important as the features available within the phone system.
Support: One Call vs. Multiple Vendors
When communication problems occur, businesses want answers quickly.
With a managed POPP solution, clients have a single point of contact for support. Questions about phones, call routing, hardware, features, training, or service changes can all be directed to the same responsive, local team.
Microsoft Teams Phone environments may involve multiple parties, including:
- Microsoft
- The organization’s IT department
- An MSP
- Hardware vendors
- Calling plan providers
While this model works well for large organizations with dedicated resources, it can make troubleshooting more complex for small businesses.
Communications Platform vs. Communications Partner
Microsoft Teams Phone is a communications platform. For many enterprises, that’s exactly what’s needed.
Organizations with dedicated IT staff can leverage the platform’s flexibility and integrate it into a broader Microsoft strategy.
POPP is a communications partner.
Rather than providing software and expecting customers to manage it, POPP delivers a complete communications solution that includes:
- Local and Long Distance Calling Plan
- System Design
- Professional Implementation
- Telephone Number Porting & Hosting
- Desk Phone Provisioning & Management
- User Training
- Ongoing Administration & Consultation
- Easy to Reach Technical Support
- Local Presence with Experienced Techs
- All on One Easy To Understand Invoice
The result is a phone system that works without requiring your team to become phone system or Microsoft experts.
Which Solution Is Right for Your Business?
Teams Phone May Be the Better Choice If:
- Your organization already operates heavily within Microsoft Teams
- You have dedicated IT resources
- You prefer managing telecommunications internally
- Most employees primarily use softphones and headsets
- Your communication requirements are relatively straightforward
POPP May Be the Better Choice If:
- You want a fully managed solution
- You prefer local support
- You use paging systems, door phones, or specialty communications devices
- You want to minimize administrative overhead
- You want a single provider responsible for your communications environment
- You value expert assistance before, during, and after deployment
The Bottom Line
Microsoft Teams Phone is a capable solution that can work exceptionally well within larger organizations that already have the technical resources needed to support it.
For many small and mid-sized businesses, however, the challenge isn’t finding more software to manage – it’s finding a trusted communications partner.
POPP combines modern VoIP technology with local expertise, implementation assistance, ongoing administration, and responsive support—allowing your team to focus on running the business rather than managing the phone system.
Not Sure Which Phone System Is Right for Your Business?
We’ll evaluate your current environment, discuss your communication needs, and help you determine whether a fully-managed POPP solution or Microsoft Teams Phone is the best fit.