Microsoft Teams Phone
Managed Microsoft Teams Phone
Services for Canadian Businesses
Your business phone system, moved into Microsoft Teams and looked after by a team that picks up when you call.
Most small and mid-sized offices we talk to are paying for Microsoft 365 and a separate small business phone system at the same time. Arcadion reviews both, uses AI to model the lowest-cost licence and carrier setup for the way your people actually make calls, then moves your numbers to Microsoft Teams Phone and manages it from there.
- Keep your existing numbers
- Uses the Microsoft 365 you already have
- Supported from Ottawa
Arcadion voice assessment
AI cost and licence model
- Licences you already own
- How each person really uses the phone
- Lines and features you pay for but don't use
Microsoft Teams Phone
Managed by Arcadion
Built on Microsoft 365
Microsoft Teams Phone
as a managed service
Teams Phone turns the Teams app your staff already use every day into a full cloud phone system for your business. Each person can have a direct number, your main line gets a proper menu, calls ring the right group, voicemail lands in email, and desk phones are there for the people who still want one.
The software is good. What most small businesses are missing is someone to set it up properly, connect it to the phone network, and keep it running after the first month. That is the part Arcadion handles.
- A free review of your phone bills, carrier contracts and Microsoft 365 licences
- An AI-assisted cost model with a recommended licence and carrier mix
- Number porting, call flows and a cutover scheduled around your business hours
- Desk phones, headsets and meeting room devices sourced and configured
- Day-to-day support, user changes and call quality monitoring
- Quarterly licence reviews, so you stop paying for lines nobody uses
Pricing
Bill review, licence audit, call-flow review and a written cost comparison. No obligation.
Quoted up front from your assessment, so there are no surprises on cutover day.
Final pricing depends on user count, number of locations, calling needs and devices.
What changes
What switching your business phone system to Teams Phone means
In a 20 or 80 person company, the phone system is rarely anyone's full-time job. It gets attention when the receptionist leaves, a line goes dead, or the maintenance contract renews at a higher rate.
Moving to a Teams phone system puts calls, chat, meetings and voicemail in one place, under the same Microsoft 365 admin centre your IT team already looks after. Staff take calls at their desk, at home or on their mobile with the same number, and you get one monthly bill line that is easy to explain.
Today
- PBX box in the server closet with a maintenance contract
- A VoIP subscription on top of Microsoft 365
- Calls forwarded to personal cell phones
- Changing a greeting means booking a technician
- Old lines and numbers still on the bill
- Carrier, vendor and IT blaming each other
With Arcadion and Teams Phone
- No phone hardware to maintain on site
- Voice added to the Microsoft 365 you already pay for
- Your business number on any device, anywhere
- Menu and holiday changes done the same day
- Only the licences and numbers you actually use
- One accountable provider for voice and IT
AI-assisted voice assessment
How we find the lowest-cost
Teams Phone setup for your office
Microsoft voice licensing has a lot of moving parts, and it has changed several times in the past few years. Picking the wrong combination is the most common way businesses overpay for Teams Phone. We run your real data through our assessment model, and an Arcadion voice engineer checks every recommendation before it reaches you.
Your current setup
- Your last few phone and carrier bills
- Call records exported from your PBX or VoIP portal
- Your Microsoft 365 licence report, pulled with read-only access
- A short walkthrough with whoever answers the main line
Your last few phone and carrier bills
Call records exported from your PBX or VoIP portal
Your Microsoft 365 licence report, pulled with read-only access
A short walkthrough with whoever answers the main lineArcadion AI cost model
- Who actually makes and takes outside calls, and how often
- Licences you already own that include or support Teams Phone
- Calling plan, pay-as-you-go or carrier connection, compared per user
- Lines, numbers and features on your bill that nobody uses
Who actually makes and takes outside calls, and how often
Licences you already own that include or support Teams Phone
Calling plan, pay-as-you-go or carrier connection, compared per user
Lines, numbers and features on your bill that nobody uses
Every recommendation is reviewed by an Arcadion voice engineer. The AI does the number crunching, a person signs off.
Your written recommendation
- A licence-by-licence plan for every user and shared phone
- Today's monthly cost next to the Teams Phone cost
- A migration plan with porting dates and known risks
- A device list: keep, convert or replace
A licence-by-licence plan for every user and shared phone
Today's monthly cost next to the Teams Phone cost
A migration plan with porting dates and known risks
A device list: keep, convert or replaceLicence optimization
Matching every person to the right
Teams Phone Standard or shared licence
Not everyone in your office needs a direct line and a full calling plan. This is the logic our assessment applies to each user and each shared phone, using Microsoft's current licensing rules.
If the person or phone…
We recommend
Is already on Microsoft 365 E5Teams Phone is already included. You only add a way to call outside numbers.
Needs their own direct numberSales, account managers, and anyone clients call directly.
Makes the occasional outside callCalls go out on the main number. No personal number or individual calling plan to pay for.
Is a lobby, warehouse or break room phoneMade for common area phones, and costs less than licensing a full user.
Is your main number, menu or a department line"Press 1 for sales," business hours, holiday greetings and overflow rules.
Only ever calls coworkersTeams-to-Teams calling is already part of their Microsoft 365 licence.
Highlighted rows are where we most often find savings. Microsoft changes voice licensing from time to time; your assessment is always based on the rules and pricing in effect on the day we run it.
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PROTECT YOUR ORGANIZATION TODAYMigration services
Moving from a traditional phone
system or another VoIP provider
Wherever your phones live today, the job is the same: document everything, move it without dropping calls, and turn off what you no longer need.
On-premises PBX
Avaya · Mitel · Nortel · NEC · Cisco · key systemsWe document every extension, hunt group and voicemail box before anything gets unplugged. If you need it, the old PBX and Teams can run side by side while staff move over in groups.
Phone company lines
Analog (POTS) lines · PRI circuits · toll-free numbersWe audit what you are billed for, port the numbers you want to keep and cancel the rest. Fax lines, alarm lines and elevator phones get flagged early so nothing important is cut off by accident.
Another VoIP or hosted PBX
RingCentral · 8x8 · Vonage · Ooma · Zoom Phone · carrier hosted PBXIf you already pay for Microsoft 365, you may be paying twice for calling, chat and meetings. We compare the two line by line and plan the move around your contract end date.
How a migration runs
From first call to fully managed
A small office can usually be planned in one meeting. Larger or multi-site moves follow the same five steps, with more time in design and pilot.
- Free
Assess
We review your bills, licences and call flows, then send a written recommendation with costs.
- Plan
Design
Number plan, menus, call queues, after-hours routing and 911 addresses for each location.
- Test
Pilot
Reception and a few heavy phone users switch first, so problems show up before everyone moves.
- Go live
Port and cut over
Numbers move on a scheduled date, usually after hours. Staff get short training and a one-page guide.
- Ongoing
Manage
We handle new hires, departures, menu changes, call quality and quarterly licence reviews.
Teams calling options
Choosing how Teams
connects to the phone network
Teams Phone needs a connection to regular phone numbers before it can make and receive outside calls. There are three main ways to set that up in Canada. We recommend one based on your call volume, number of sites and any hardware you need to keep, and we manage it whichever you choose. Each option gives you business VoIP in Canada with local numbers and 911 support.
Microsoft Teams Calling Plans
Microsoft acts as your phone carrier. Numbers and minutes are bought like any other Microsoft 365 licence.
Most small and mid-sized offices that want calling built right into Microsoft 365, with the least setup.
Operator Connect
A Microsoft-certified carrier provides the phone service, connected directly in the Teams admin centre. No equipment on your side.
Higher call volumes, several locations, or better rates on long distance.
Direct Routing
Your own SIP trunks connect to Teams through a session border controller that we deploy and monitor.
Offices that need to keep analog devices, paging, fax or an existing carrier contract.
Business phone system comparison
Teams Phone vs. a traditional
PBX vs. hosted PBX and VoIP
All three can ring a phone. If you're comparing VoIP business phone options in Canada, the differences show up in what you maintain, what you pay for twice, and who you call when something breaks.
| Traditional PBX | Hosted PBX / VoIP | Teams Phone, managed by Arcadion | |
|---|---|---|---|
| Where calls happen | Desk phone only | Separate app from Teams | Inside Teams, on any device |
| Hardware on site | Cabinet, cards, UPS and phones | Phones | Optional desk phones and headsets |
| Uses your Microsoft 365 licences | No | No, billed per seat on top | Yes, voice is an add-on |
| Working from home | Call forwarding or extra licences | Yes | Yes, same number everywhere |
| Admin and security | Vendor technician | Provider's own portal and logins | Teams admin centre, with your Entra ID and security policies |
| Who you call for help | PBX vendor, then the carrier | The VoIP provider's support queue | Arcadion, for voice and the rest of your IT |
| Main monthly costs | Maintenance contract, lines, long distance | Per-user subscription plus Microsoft 365 | Voice licences sized to each user, plus managed service |
What's included
What Arcadion manages in your
Microsoft Teams phone system
After go-live, your phones become part of your managed IT service. These are the things our team looks after so your office manager and IT lead don't have to.
Auto attendants and call queues
Business hours, holiday schedules, department menus and overflow rules.
Number porting
Paperwork, dates and follow-up with your current carrier, including toll-free numbers.
Desk phones and headsets
Certified Teams devices from Poly, Yealink and others. Compatible phones you own can often connect through Microsoft's SIP Gateway.
Meeting rooms
Microsoft Teams Rooms and conference phones installed, updated and monitored.
911 emergency calling
Emergency addresses set for every location so a 911 call from Teams sends the right address.
Call recording
Recording and transcription policies for teams that need them for training or compliance.
Voicemail
Voicemail to email with transcription, plus shared voicemail boxes for departments.
Call quality monitoring
We watch Microsoft's Call Quality Dashboard and fix network problems before staff start complaining about choppy calls.
Moves, adds and changes
New hires, departures, extension changes and greeting updates, handled through our helpdesk.
Licence reviews
A quarterly look at who is using what, so unused voice licences and numbers come off your bill.
Carrier management
One point of contact for Microsoft and your carrier. You don't wait on hold with either.
AI call features
Call summaries, transcripts and follow-ups with Copilot or Teams Premium, where your licences include them.
Small and mid-sized businesses
Who Arcadion managed
voice services are for
This service is built for small and mid-sized organizations that already run on Microsoft 365 and want a business phone system they don't have to think about. It usually lands on three desks.
Keep voice in the tenant
You want calling in the same Microsoft 365 tenant, under the same Entra ID, conditional access and security policies as everything else. We build it to Microsoft's standards, document it, and give you full admin visibility. Hand us the routine changes or keep the ones you like doing yourself.
“I don’t want another vendor portal and another set of logins.”
Fewer phone headaches
You're the person everyone comes to when the phones act up. After the move, setting up a new hire's extension or changing the holiday greeting is a quick request to our helpdesk, not a service call that gets booked for next Thursday.
“I just need the main line to ring the right people.”
A cost you can explain
You want to know what the phones cost and why. You get a clear monthly number, a written comparison against what you pay today, and a quarterly review that shows what you're paying for and what can be cut.
“Are we paying for phone lines nobody uses?”
- Professional services
- Accounting and law offices
- Healthcare clinics
- Manufacturing and distribution
- Property management
- Non-profits
- Multi-location retail
Business outcomes
What you can expect
after the switch
- A lower, predictable monthly phone cost
- No phone hardware left to maintain
- Staff reachable at the office, at home or on the road
- Calls that reach the right person the first time
- Voice secured like the rest of Microsoft 365
- One provider accountable for all of it
Find out what your
phones should cost.
Send us a recent phone bill. We'll show you what the same setup costs on Microsoft Teams Phone, using the licences you already have.
Get my free assessmentor call (613) 505-4424
Frequently Asked Questions
Common questions from IT managers and office managers looking at Microsoft Teams Phone. Don't see yours? Ask us during your assessment.
GET IN TOUCHWhat is the Microsoft Teams phone system?
Teams Phone is Microsoft's cloud-based phone system built into Microsoft Teams. It replaces a traditional PBX by handling calls, voicemail and auto attendants directly inside Teams, using the Microsoft 365 licences you already have plus a connection to the public phone network.
Can you use Microsoft Teams as a phone?
Yes. With a Teams Phone licence and a connection to outside numbers, Microsoft Teams becomes a full business phone system — you can place and receive outside calls from the Teams app on a desktop, mobile or desk phone, not just internal Teams-to-Teams calls.
Do we need new hardware for Microsoft Teams calling?
No. Teams Phone is a cloud phone system that runs inside Microsoft Teams, so there is no PBX hardware to buy. You add Teams Phone licences and a way to reach outside numbers. Desk phones are optional. Many staff take calls on their laptop with a headset or on the Teams mobile app.
How much does Microsoft Teams Phone cost?
Teams Phone pricing has three parts: the Teams Phone licence, a connection to outside numbers, and any desk phones. The licence is included in Microsoft 365 E5 and is an add-on for other plans. Outside calling comes from a Teams calling plan, Operator Connect or Direct Routing. Your free assessment prices all three against what you pay today.
Can we keep our existing phone numbers?
Yes. Your main line, direct numbers and toll-free numbers can be ported to Microsoft or to your Operator Connect carrier. We handle the paperwork with your current carrier and schedule the switch after hours, so callers never notice the change.
Does Microsoft 365 Business Premium include Teams Phone?
No. Business Premium includes Teams for chat and meetings, but phone calling needs a Teams Phone Standard add-on plus a way to call outside numbers. Microsoft 365 E5 is the plan that includes Teams Phone. Our assessment checks which licences you already own before recommending anything.
How does AI help lower the cost of our phone system?
Our AI cost model reads your phone bills, call records and Microsoft 365 licence report to see who makes outside calls and how often. It then compares calling plans, pay-as-you-go and carrier options per user. An Arcadion voice engineer reviews every recommendation before it reaches you.
What happens to our current desk phones?
It depends on the model. Certified Teams phones work as is, and some compatible SIP phones can connect through Microsoft's SIP Gateway. Proprietary phones from older PBX systems usually need replacing. Your assessment includes a device list showing what to keep, convert or replace.
Is Teams Phone reliable enough to replace our phone lines?
Yes. Teams Phone runs on Microsoft's global cloud and is covered by Microsoft's service level agreement. We monitor call quality through Microsoft's Call Quality Dashboard, and staff can keep taking calls on the mobile app if the office internet goes down.
Will 911 work with Teams Phone?
Yes. We set an emergency address for every location, so a 911 call from Teams sends the right address to dispatchers. For offices with several sites or remote staff, we configure location-based emergency calling and test it before go-live.
How long does a migration to Teams Phone take?
Most small offices move in two to four weeks from assessment to go-live. Number porting usually sets the timeline. Larger or multi-site moves follow the same five steps with more time in design and pilot.
What's included in the free voice assessment, and is there any obligation?
The assessment includes a review of your phone bills, carrier contracts, Microsoft 365 licences and call flows, plus a written cost comparison. There is no obligation; the recommendation is yours to keep whether or not you move forward with Arcadion.
How is pricing for managed Teams voice determined?
Managed Teams voice is a flat per-user monthly fee. The final price depends on user count, number of locations, calling needs and devices. Migration is a fixed project fee quoted up front from your assessment, and Microsoft licence costs are shown separately in your report.
Complimentary voice assessment
See what Microsoft Teams Phone
would cost your business
Leave your details and a member of our sales team will reach out to set up your free assessment. It takes about as long as a coffee break on your end.
We call you back
A quick conversation about your office, your current phones and what’s bugging you about them.
You share a recent phone bill
With your OK, we also pull a read-only Microsoft 365 licence report.
You get a written recommendation
Licence plan, cost comparison and migration outline. Yours to keep.
Book your free voice assessment
No obligation · Response within 15 min during business hours
Let's Drive What's
Next Together
Whether you're enhancing your AI capabilities, modernizing your IT infrastructure, outsourcing your entire IT management, or re-developing a new application, our team delivers precision, performance, and peace of mind.