Why Teams Phone beats legacy PBX in 2025
Best Choice for Microsoft Teams Phone?
For most organizations, moving from a legacy PBX to Microsoft Teams Phone is no longer a “nice to have” it’s the fastest route to lower telephony costs, tighter security, and simpler day-to-day operations. Teams Phone natively lives inside Microsoft 365, so calling, meetings, chat, files, and compliance controls sit in one place instead of five. That consolidation is why studies repeatedly show meaningful ROI and reduced total cost of ownership after migration.
What changes when you switch:
One app for work. Users place and receive PSTN calls right inside Teams on desktop, mobile, or a certified desk phone, no more juggling PBX softphones or VPNs.
Flexible connectivity
Keep your carrier with Direct Routing, choose Operator Connect, or go mobile-first with Teams Phone Mobile you pick the model that fits budgets and timelines.
Real, measured savings
Independent Forrester TEI analyses report lower licensing and management overhead and strong three-year ROI when voice is integrated into Teams.
Market-validated platform
Microsoft is consistently recognized as a Leader in Gartner’s UCaaS Magic Quadrant, signaling maturity, roadmap depth, and enterprise readiness.
User adoption is easier
Your people already live in Teams; adding dial tone to the same interface shortens training time and reduces friction compared to stand-alone VoIP tools.
Where Communication Square fits and is the best Choice for Microsoft Teams Phone: As a specialized Microsoft partner, Communication Square helps organizations plan the right PSTN option, migrate numbers with minimal downtime, and harden identity, devices, and data so telephony aligns with Microsoft security best practices critical for regulated sectors and the public sector.
Top 7 Reasons to Choose Communication Square for Microsoft Teams Phone in 2025 and Why it is the Best Choice for Microsoft Teams Phone
- Proven Experience in Public & Private Sector
Communication Square has successfully migrated counties, schools, and enterprises from Cisco and Avaya to Teams Phone. This includes coordinating with Operator Connect providers and contact centers to deliver secure, end-to-end solutions. - Seamless Number Porting & Minimal Downtime
Their structured migration plans avoid service disruptions, ensuring your staff stays connected throughout the cutover. Many organizations report smoother transitions compared to “rip-and-replace” approaches from competitors. - Flexible PSTN Connectivity
Whether you choose Operator Connect, Direct Routing, or Calling Plans, Communication Square helps you make the right decision. Each option has benefits depending on your existing contracts, call volumes, or compliance needs. - Security First Approach
Built-in Microsoft security (MFA, conditional access, identity protection) is applied from day one. This makes Teams Phone not only a calling solution but also part of a Zero Trust communication framework. - Scalable for Growth
Adding new users or locations doesn’t require buying new PBX hardware. Teams Phone scales with Microsoft 365 licenses, which is ideal for both SMBs and enterprises. - Cost Savings & ROI
According to independent Forrester TEI studies, businesses moving to Teams Phone reduce licensing and infrastructure costs and achieve measurable ROI in under three years. - Trusted Microsoft Partner
Communication Square isn’t a generic IT vendor, they are a Microsoft-focused partner with deep expertise in Teams, security, and compliance. This specialization ensures faster resolution and direct escalation to Microsoft when needed.
Features | Microsoft Teams Phone | Cisco Unified Communications | Avaya Aura / Cloud Office | Zoom Phone |
|---|---|---|---|---|
Integration with Productivity Tools | Native in Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) – no extra apps needed. | Requires Webex ecosystem; limited Microsoft 365 integration. | Separate systems; integration add-ons needed. | Integrates with Zoom ecosystem, but weaker Microsoft 365 tie-ins. |
Scalability | Cloud-native, scales instantly with licenses — ideal for SMBs to enterprise. | Hardware-centric, scaling adds complexity. | On-prem legacy still common; scaling requires new hardware. | Cloud-native, but less enterprise-proven than Microsoft. |
Security | Microsoft 365 security stack: MFA, Conditional Access, Purview compliance, Identity Protection. | Strong but fragmented security models; relies heavily on Cisco add-ons. | Security varies across legacy and cloud editions. | Offers encryption but lacks deep Microsoft ecosystem controls. |
PSTN Options | Direct Routing, Operator Connect, Teams Phone Mobile — multiple flexible models. | Requires dedicated SIP trunks or gateways. | Limited flexibility; often tied to Avaya carriers. | PSTN coverage improving, but not as broad as Microsoft’s carriers. |
User Adoption | Users already live in Teams; adding voice features like calling, voicemail, and transfers is seamless. Want to see how the Teams app feels day-to-day? | Separate app from daily productivity tools. | Steep learning curve for modern users. | Users familiar with Zoom meetings, but less common in enterprise calling. |
Cost Savings & ROI | Lower TCO by removing PBX hardware, consolidating licensing. Forrester reports strong ROI in under 3 years. | Higher capex/opex for hardware and licenses. | Legacy hardware costs remain high. | Competitive pricing, but hidden add-ons increase TCO. |
Real-World Success Stories with Communication Square
1. Orange County Transport Authority (OCTA) – Public Transportation
OCTA, serving over 600 employees, needed to modernize its outdated Skype for Business system. Communication Square migrated them to Microsoft Teams Phone for Public Transportation, unifying communications, cutting costs, and ensuring smoother collaboration across all departments. The result was a secure, scalable telephony system that enhanced both employee efficiency and citizen services.
2. Avella Specialty Pharmacy – Healthcare
Avella, with 1,200 employees across 8 sites, struggled with rising infrastructure costs and limited scalability on its legacy PBX system. Communication Square helped them migrate to Skype for Business (later evolving into Teams Phone), enabling 3,000+ daily calls, advanced contact center integrations, and improved collaboration across dispersed teams. The migration delivered major productivity gains and cost savings.
3. Reynolds Logistics – Transportation & Distribution
Reynolds Logistics faced inefficiencies from managing multiple phone systems across sites. Communication Square executed a PBX to Microsoft Teams migration, ensuring minimal downtime, seamless number porting, and a unified communications experience. The move gave Reynolds a more reliable, secure, and cost-effective solution, enabling them to focus on business growth without telephony roadblocks.
4. PBS Corporation – Healthcare & Social Services
PBS Corporation was struggling with Avaya PBX’s limited scalability and high costs. They partnered with Communication Square to migrate to Microsoft Teams Phone, gaining integrated voice, video, and collaboration tools inside Microsoft 365. The result was faster decision-making, enhanced mobility for staff, and significant IT cost reduction, including the elimination of $714 per-user telephony overhead.
Many of these organizations formerly relied on costly, rigid on-premises PBX systems. Teams Phone delivers lighter infrastructure, easier scaling, and cheaper management.
What Does Microsoft Teams Phone Cost?
Here’s a straightforward peek at how pricing works, enough to get decision-makers nodding, without overwhelming detail:
Teams Phone Standard license: As of April 2025, this is approximately $10 per user per month when billed through commercial channels.
Calling plans: For small and mid-sized organizations, Microsoft now offers calling bundles $17 per user per month includes 3,000 domestic minutes in the U.S., UK, Canada. A more comprehensive plan with domestic + international minutes runs around $34 per user per month.
Enterprise flexibility: Larger organizations often opt for Operator Connect or Direct Routing, which typically offers greater cost-efficiency but varies by provider and scale.
Consulting, migration & support: Our team at Communication Square offers structured pricing for deployments and optional ongoing management designed to fit both SMBs and larger enterprises.
💡 Even with licensing + carrier costs, most customers see lower total cost of ownership compared to maintaining legacy PBX hardware. Forrester’s TEI study found a strong three-year ROI after moving to Teams Phone.
Why Choose Communication Square Today and why it is the Best Choice for Microsoft Teams Phone?
When it comes to Teams Phone, you don’t just need software you need a partner who ensures planning, migration, security, and long-term support are handled right the first time.
- Communication Square has real-world experience delivering Teams Phone for counties, healthcare, logistics, and social services.
- Their security-first approach makes every deployment compliant with Microsoft’s best practices.
- Clients consistently see cost savings, improved reliability, and simpler user adoption.
If you’re considering the move from PBX, Cisco, Avaya, or even Skype for Business, there’s never been a better time to switch.
Ready to modernize your communications? book a free consultation here: Schedule Your Cloud Strategy Call
Last Updated 2 hours ago
