Microsoft Teams vs 3CX – Comparing features and costs to help you choose

When it comes to communication and collaboration tools for UK businesses, Microsoft Teams and 3CX stand out as two popular options. Both platforms offer advanced features that can improve productivity and streamline operations. However, they cater to different types of users and offer distinct advantages depending on your business needs. In this analysis, we’ll compare Microsoft Teams vs 3CX, focusing on key features, pricing structures, and use cases, to help you decide which solution is right for your business.

Overview of Microsoft Teams vs 3CX

Category	Microsoft Teams	3CX
Primary focus	Collaboration platform with video conferencing, chat, file sharing, and telephony integration	Telephony-first platform with PBX and VoIP features, video conferencing, and live chat
Core features	Group chat, threaded conversations, file sharing, video conferencing, integration with Microsoft 365 apps	VoIP, SIP trunking, PBX, call routing, call queues, live chat, CRM integration
Telephony capabilities	Teams Phone (add-on); supports call routing, voicemail, international calling	Full-featured PBX with advanced call management, call recording, SIP support
Video conferencing	Supports up to 300 participants, up to 10,000 for live events (premium plans); screen sharing, background effects	Supports up to 250 participants, basic features (screen sharing, chat)
Collaboration tools	Integrated with Microsoft 365 suite (Outlook, Word, Excel, SharePoint); deep collaboration features	Limited collaboration tools; focuses on telephony over digital collaboration
Integrations	Over 700 third-party app integrations (including CRM, project management, etc.)	Integrates with several CRMs (Salesforce, HubSpot, Microsoft Dynamics) but fewer third-party apps overall
Security	Enterprise-grade security with Microsoft 365 (MFA, encryption, GDPR, ISO 27001, HIPAA compliance)	SRTP and TLS encryption, blacklisting of suspicious IPs, limited compliance options
Deployment options	Cloud-based (Microsoft 365)	On-premises, cloud, or 3CX-hosted deployment options
Pricing (per user/month)	– Business Basic: £4.50 – Business Standard: £9.40 – E3: £28.10 Add-ons: – Teams Phone: £6.60 – Calling Plans: £9.00 (domestic), £13.60 (domestic + international)	– Free for up to 10 users (Standard) Pro: – £145/year for 8 simultaneous calls – £1,600/year for 64 simultaneous calls Enterprise: – £175/year for 8 simultaneous calls – £1,800/year for 64 simultaneous calls
Best suited for	Businesses needing a complete collaboration and communication suite, especially those using Microsoft 365	Businesses prioritising telephony and looking for a cost-effective VoIP/PBX solution
Scalability	Suitable for small to enterprise-level businesses with seamless scaling	Suitable for small to mid-sized businesses; offers scalability with flexible hosting
Customisability	Limited customisation; dependent on Microsoft 365 environment and settings	High customisation options for telephony features, especially with on-premises hosting
Free version	Yes, with limited features (chat, meetings, and collaboration tools)	Yes, free for up to 10 users with basic PBX features

Key feature comparison

Let’s break down the main features of both platforms across several categories:

1. Communication and collaboration tools

• Microsoft Teams is primarily designed for collaboration. It offers group chat, threaded conversations, and file sharing. Teams also provides video conferencing for up to 300 participants in the standard version, with the capacity to handle up to 10,000 attendees in live events through the premium versions. Its tight integration with other Microsoft 365 apps ensures seamless collaboration across projects.
• 3CX is more focused on telephony, providing robust VoIP services, call routing, and call recording. While it does offer video conferencing, it is more limited compared to Teams, supporting smaller-scale meetings. The collaboration tools are basic in comparison, making 3CX a better fit for businesses prioritising phone systems over digital collaboration.

2. Phone system and VoIP

• Microsoft Teams includes telephony features as part of its Teams Phone offering, which can be added to a business subscription. This service allows businesses to use Teams as a full PBX solution, including call routing, voicemail, and international calling. However, for more advanced PBX features, an additional Teams Calling Plan is required, which adds to the overall cost.
• 3CX shines when it comes to telephony. It is a full-featured PBX system that supports VoIP, SIP trunking, call queues, automatic call distribution (ACD), and more. It is highly customisable, with options to host the system on-premises, in the cloud, or through 3CX’s hosting. 3CX offers a more traditional and cost-effective approach to business telephony compared to Microsoft Teams’ phone services.

3. Video conferencing

• Microsoft Teams offers extensive video conferencing capabilities, including screen sharing, background effects, breakout rooms, and integration with Microsoft Whiteboard for collaboration. It is particularly useful for businesses that regularly conduct large meetings or webinars.
• 3CX includes video conferencing, but the feature set is more limited. It supports up to 250 participants, which may be sufficient for small to medium-sized meetings, but it doesn’t match the scalability or the advanced meeting features that Teams provides.

4. Integration with third-party apps

• Microsoft Teams integrates with over 700 third-party apps, including CRM platforms, project management tools, and helpdesk software. It also has deep integration with the entire Microsoft 365 suite, making it ideal for businesses heavily invested in Microsoft’s ecosystem.
• 3CX offers integration with several CRM systems, including Salesforce, HubSpot, and Microsoft Dynamics, but its range of integrations is narrower compared to Teams. This makes it less versatile for businesses that require broader third-party app support.

5. Security

• Microsoft Teams benefits from the robust security framework of Microsoft 365, including multi-factor authentication (MFA), data encryption, and compliance with standards like ISO 27001, GDPR, and HIPAA. Businesses can rely on Microsoft’s enterprise-grade security for their communication needs.
• 3CX also provides strong security features, including encryption of calls using SRTP and TLS protocols, automatic detection of suspicious IP addresses, and blacklisting. However, its compliance options are less comprehensive compared to Teams, which may be a factor for businesses with stringent regulatory requirements.

Microsoft Teams vs 3CX cost comparison

Cost is a significant factor for any business decision. Here’s how Microsoft Teams vs 3CX compare in terms of pricing:

Microsoft Teams pricing

Microsoft Teams is included in Microsoft 365 business subscriptions. The cost will vary depending on the plan:

• Microsoft 365 Business Basic: £4.50 per user/month (includes Teams, OneDrive, Exchange, and SharePoint).
• Microsoft 365 Business Standard: £9.40 per user/month (adds desktop versions of Office apps and more advanced business tools).
• Microsoft 365 E3: £28.10 per user/month (enterprise-level features, including advanced security and compliance tools).

For businesses looking to use Teams as a phone system, additional costs apply:

• Teams Phone: Starts from £6.60 per user/month (for basic telephony features).
• Calling Plans: £9.00 per user/month (domestic calls) or £13.60 per user/month (domestic and international calls).

3CX pricing

3CX operates on a different pricing model, offering a one-time payment or annual subscription based on the number of simultaneous calls required:

• Standard Edition: Free for up to 10 users, basic PBX features.
• Pro Edition: £145 per year for 8 simultaneous calls, £1600 per year for 64 simultaneous calls (includes call queues, CRM integration, and call reports).
• Enterprise Edition: £175 per year for 8 simultaneous calls, £1,800 per year for 64 simultaneous calls (includes additional advanced features like real-time monitoring and call recording).

While 3CX’s base pricing may seem more affordable than Teams, businesses must consider additional costs for hosting, SIP trunking, and IT management if opting for self-hosted solutions.

Use case scenarios

• Microsoft Teams is ideal for businesses that are deeply integrated with Microsoft 365 and require a robust all-in-one collaboration tool. It’s a powerful platform for companies needing to manage both internal and external communication, file sharing, and video conferencing in one place. However, Teams may not be the best solution for businesses that primarily rely on telephony as its phone system functionality is an add-on rather than a core feature.
• 3CX is a better fit for businesses looking for an affordable, scalable VoIP solution with powerful PBX features. It’s particularly suited to businesses that prioritise telephony over other communication tools and prefer the flexibility to host their own system. 3CX is also ideal for companies that require a more cost-effective solution for managing calls, particularly if they handle a high volume of phone traffic.

Final thoughts

Choosing between Microsoft Teams vs 3CX depends on the specific needs of your business.

If your primary concern is collaboration, document sharing, and video conferencing, Microsoft Teams offers a superior set of features, especially for businesses already invested in the Microsoft ecosystem.

On the other hand, if you need a powerful, customisable phone system, 3CX provides a cost-effective VoIP solution with a focus on telephony.

Carefully consider your organisation’s priorities, the existing infrastructure, and budget to determine which platform aligns better with your business objectives.

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