Small Org Telephony

For a non-profit organization (NPO) with 15 seats, your budget for Avaya will vary depending on whether you choose a modern Cloud solution (OpEx) or a traditional On-Premise system (CapEx).

In 2026, most NPOs favor Avaya Cloud Office, as it eliminates the need for expensive server hardware and maintenance.

1. Cloud-Based Budget (Recommended)

Avaya Cloud Office (powered by RingCentral) is the standard for small teams. For 15 users, you should budget between $3,600 and $5,400 annually for the service alone.

Annual Service Estimates (15 Seats)

Plan Tier	Monthly per User	Total Annual Cost	Key Features
Core	~$20	$3,600	Unlimited US/CA calling, SMS, and AI transcripts.
Advanced	~$25	$4,500	Everything in Core + CRM integrations (Salesforce, etc.).
Ultra	~$35	$6,300	Everything in Advanced + high-tier analytics and storage.

Non-Profit Tip: While Avaya does not always advertise a standard “NPO” discount on its website, they often offer Education pricing (starting around $12.99/user) which they may extend to qualifying 501(c)(3) organizations. This could drop your annual budget to roughly $2,340.

2. Hardware Costs (One-Time or Rental)

You have three main options for the physical phones:

Rental: Many Avaya plans allow you to rent desk phones for $5–$15/month per device. For 15 seats, this adds $900–$2,700 to your annual budget.
Purchase: Basic IP phones (like the J139) cost roughly $150–$200 each.
- One-time cost: $2,250–$3,000.
Softphone Only: $0. Your team uses the Avaya app on their existing computers or smartphones.

3. Implementation & Hidden Costs

Don’t forget to set aside a small “slush fund” for the first year:

Setup Fees: Usually waived for 15+ seats, but budget $500 just in case for professional configuration.
E911 & Taxes: Expect roughly 10-15% on top of your monthly bill for regulatory fees and taxes.
High-Speed Internet: Ensure your office bandwidth can handle 15 concurrent VoIP calls (usually not an issue with modern fiber/cable).

Summary Recommendation

For a 15-seat NPO, a safe Year 1 Budget is $5,000. This covers:

$3,600 for the Core service.
$900 for a mix of taxes and a few hardware upgrades.
$500 for initial setup/training.

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