When it comes to choosing a new phone system for your business, especially one that integrates well with your existing workflow, Microsoft Teams and 3CX stand out as two popular options. Both platforms offer robust VoIP solutions, rich collaboration features, and extensive integration capabilities. However, each has unique strengths that cater to different business needs. This comparison looks at Microsoft Teams vs 3CX across key areas such as features, costs, integrations, and user experience to help businesses make an informed choice.
Microsoft Teams vs 3CX
| Feature | Microsoft Teams | 3CX |
|---|---|---|
| Overview | Unified communication platform, focused on collaboration within the Microsoft 365 ecosystem. | Comprehensive VoIP and PBX solution, offering flexibility and control over telephony features. |
| VoIP Calling | Requires a Microsoft Calling Plan or Direct Routing for external calling. Offers basic PBX features. | Full PBX functionality with advanced call handling, call routing, IVR, and more. Choice of SIP provider. |
| Collaboration | Extensive: includes chat, file sharing, document co-authoring, and shared workspaces within Microsoft 365. | Basic: includes group chat, but lacks extensive collaboration tools and document sharing features. |
| Video Conferencing | Supports up to 1,000 participants, includes advanced features (background effects, transcription, breakout rooms). | Supports up to 250 participants, includes essential features (screen sharing, recording). |
| CRM Integration | Integrates with Microsoft Dynamics, Salesforce, and others via third-party plugins. | Strong integration with major CRMs (Salesforce, Zoho, HubSpot), with automatic call logging and pop-ups. |
| Microsoft 365 Integration | Fully integrated, with direct access to apps like Outlook, Word, Excel, and OneDrive. | Integrates only with Office 365 calendar and contacts, limited by comparison to Teams. |
| User Interface | Familiar to Microsoft 365 users; centralised for easy collaboration and communication management. | Clean, user-friendly interface; offers flexible deployment options for IT control. |
| Deployment Options | Cloud-based only, accessed via Microsoft 365. | Flexible: available as on-premises, cloud-hosted, or managed on a preferred cloud provider. |
| Scalability | Highly scalable; supports large meetings and integrates across Microsoft’s ecosystem. | Scalable for SMBs; can support larger organisations but is less suited to very large enterprise needs. |
| Calling Plans | Additional cost for Microsoft Calling Plan or Direct Routing setup. | No mandatory calling plan; allows choice of SIP providers, often making it more cost-effective. |
| Security | Advanced security, compliant with Microsoft 365 security standards, including data encryption and compliance. | End-to-end encryption for calls, GDPR-compliant, configurable security settings based on deployment. |
| Mobile App | Included in Microsoft Teams app; works seamlessly with mobile devices for calls, chat, and meetings. | Mobile app with full telephony features; available on iOS and Android for calling and messaging. |
| Pricing | Ranges from free (limited features) to £17.60/user/month for Business Premium (excluding external calling costs). | Based on simultaneous calls rather than per-user; starts from £125/year (Standard Plan for 4 calls). |
| Best For | Businesses needing a complete, integrated communication and collaboration suite within Microsoft 365. | Companies seeking a cost-effective, flexible VoIP solution with strong telephony and CRM integration. |
Overview of Microsoft Teams vs 3CX
- Microsoft Teams: Initially designed as a collaboration and chat tool within the Microsoft 365 suite, Teams has evolved into a complete unified communications solution. It combines video meetings, messaging, and VoIP calling, making it a well-rounded choice for businesses already using Microsoft services.
- 3CX: A versatile VoIP and unified communications provider, 3CX is known for flexibility and cost-effectiveness, particularly for companies with existing PBX systems. Unlike Teams, 3CX offers a more traditional telephony approach while still providing video conferencing, messaging, and CRM integration.
Features comparison
1. VoIP calling and telephony
- Microsoft Teams: Offers VoIP calling capabilities integrated with the Microsoft 365 suite, allowing businesses to make and receive calls from anywhere. It supports basic phone features such as call forwarding, transfer, voicemail, and call queues, ideal for organisations relying on Microsoft products. However, Teams requires the Microsoft Calling Plan or Direct Routing for external calling, which can add to the costs and complexity.
- 3CX: Designed specifically for business telephony, 3CX provides advanced PBX features like call recording, IVR, call routing, and call centre capabilities. 3CX integrates with existing on-premises PBX systems or can operate as a fully cloud-based solution. It also allows businesses to select their preferred SIP trunk providers, offering flexibility in call rates.
2. Collaboration and messaging
- Microsoft Teams: Known for its collaboration tools, Teams allows seamless file sharing, chat messaging, and project organisation through channels and tabs. Teams integrates with the entire Microsoft 365 suite, meaning users can access and edit documents, spreadsheets, and presentations directly within the app.
- 3CX: While not as feature-rich in terms of collaboration, 3CX provides basic messaging capabilities for team communication. It includes group chat, video calling, and integration with platforms like Office 365 and Google Workspace. However, it does not support advanced collaboration tools such as shared workspaces or extensive document sharing within the app.
3. Video conferencing
- Microsoft Teams: Excels in video conferencing, with support for up to 1,000 participants in standard meetings and live events for larger audiences. It offers features like background effects, meeting recording, breakout rooms, and AI-driven tools such as live transcription and translation. Teams is well-suited for companies that prioritise high-quality, large-scale video conferencing.
- 3CX: Offers basic video conferencing, with up to 250 participants on the professional plan, and includes essential features such as screen sharing, recording, and interactive whiteboards. While functional, it may not match the scalability or advanced features found in Teams, making it better suited to smaller meetings or businesses that do not require extensive video capabilities.
4. Integrations and CRM compatibility
- Microsoft Teams: Seamlessly integrates with Microsoft 365 apps (such as Word, Excel, Outlook) and popular third-party platforms, including Salesforce, Trello, and Adobe. Teams also supports APIs and custom app development for businesses needing specific functionality, making it ideal for firms already using Microsoft’s ecosystem.
- 3CX: Known for its CRM compatibility, 3CX integrates with major CRM systems like Salesforce, Freshdesk, HubSpot, and Zoho. The system enables automatic call logging, contact pop-ups, and call analytics, which can streamline customer service workflows. However, Teams users may find Microsoft’s ecosystem smoother if they rely heavily on Office 365.
Pricing comparison – Microsoft Teams vs 3CX
1. Microsoft Teams pricing
- Free Plan: Includes basic features like group chat and limited meeting functionality but excludes VoIP calling.
- Microsoft 365 Business Basic (£4.50/user/month): Offers expanded meeting functionality but lacks full telephony options.
- Microsoft 365 Business Standard (£9.40/user/month): Adds premium productivity tools but still lacks VoIP calling.
- Microsoft 365 Business Premium (£17.60/user/month): Includes all Teams features and advanced security but does not cover the full calling package.
- Calling Plan (from £6 per user/month): To enable external calling, businesses need to purchase either the Microsoft Calling Plan or Direct Routing through a third-party provider, potentially raising overall costs.
2. 3CX pricing
3CX offers flexible pricing based on the number of simultaneous calls rather than users, making it more affordable for small to mid-sized businesses. Costs vary depending on deployment type and call volume.
- Free Version: Supports limited features and is best suited for small businesses.
- Standard (£125 per year for 4 calls): Includes essential VoIP features and is suitable for smaller businesses.
- Pro (£250 per year for 4 calls): Adds call centre features, CRM integration, and advanced analytics, making it ideal for mid-sized businesses.
- Enterprise (£400 per year for 4 calls): Offers advanced features like custom queues and SLA reporting, suitable for businesses needing robust call centre capabilities.
Setup and user experience
- Microsoft Teams: For businesses already familiar with Microsoft 365, Teams provides a familiar interface and straightforward integration with existing tools. However, the addition of calling functionality can be complex and may require IT support, especially when using Direct Routing or configuring the Microsoft Calling Plan.
- 3CX: Known for its user-friendly setup and management, 3CX can be deployed on-premises, hosted by 3CX, or through a preferred cloud provider. Its interface is straightforward, and businesses can quickly scale and manage telephony features, making it a practical choice for firms seeking flexibility and control over their system.
Pros and cons
Microsoft Teams
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- Pros:
- Comprehensive collaboration and communication platform
- Seamless integration with Microsoft 365
- High-quality video conferencing with advanced features
- Cons:
- Additional costs for external calling
- Complex setup for full telephony capabilities
- Reliance on Microsoft ecosystem may be limiting for some
3CX
- Pros:
- Flexible, cost-effective telephony pricing
- Strong CRM integration and call centre features
- User-friendly setup and management options
- Cons:
- Limited collaboration features compared to Teams
- Basic video conferencing functionality
- No direct integration with Microsoft Teams
Final verdict – Microsoft Teams vs 3CX
Choosing between Microsoft Teams vs 3CX depends largely on your business’s priorities:
- Choose Microsoft Teams if: Your business already relies on Microsoft 365 and values a collaborative, all-in-one platform that combines video conferencing, messaging, and calling. Teams is also an excellent choice for organisations requiring extensive video conferencing features and scalability.
- Choose 3CX if: Your business needs a flexible, cost-effective VoIP solution with strong CRM integration and advanced telephony features. 3CX is ideal for businesses that want control over their telephony setup, prefer integration with third-party SIP providers, or operate call centres.
Both Microsoft Teams and 3CX have unique strengths that can enhance your business communication strategy.
Teams offers a unified communication experience deeply integrated with Microsoft tools, while 3CX provides flexibility, affordability, and control over business telephony.
Consider the specific needs of your business, existing infrastructure, and future growth plans to make the best choice for your business phone system.
FAQ – Microsoft Teams vs 3CX comparison
Microsoft Teams is superior for collaboration, with features like shared workspaces, file sharing, and integrated Microsoft 365 tools. 3CX offers only basic group chat and messaging, making Teams a better choice for businesses seeking a more comprehensive collaboration environment.
No, 3CX’s video conferencing supports up to 250 participants and provides essential features like screen sharing. Microsoft Teams, however, supports up to 1,000 participants and includes advanced features like breakout rooms, live transcription, and virtual backgrounds, making it more suited for larger meetings.
3CX is generally more cost-effective, as it offers flexible pricing based on simultaneous calls and allows businesses to choose their SIP provider. Microsoft Teams requires an additional Calling Plan or Direct Routing setup, which can significantly add to the overall costs for external calling.
Microsoft Teams is fully integrated with Microsoft 365, offering direct access to tools like Word, Excel, and OneDrive. 3CX only partially integrates with Office 365 contacts and calendar, so Teams is the better choice if you rely heavily on Microsoft 365.
3CX is well-suited for CRM integration, supporting platforms like Salesforce, Zoho, and HubSpot with features like automatic call logging. Microsoft Teams offers limited CRM integration unless you use third-party plugins, making 3CX a better choice for customer service-oriented businesses.
With 3CX, you can choose your SIP provider, offering more control and potentially lower costs. Microsoft Teams requires the use of its Calling Plan or Direct Routing through select providers, so 3CX is the more flexible option for businesses seeking SIP freedom.
Microsoft Teams is cloud-based, ideal for businesses already using Microsoft 365, with minimal setup required. 3CX offers flexible deployment options—cloud, on-premises, or hosted—allowing businesses to customise their setup based on IT needs and offering easier control over telephony configurations.
Both platforms offer mobile apps. Microsoft Teams includes chat, meetings, and calls, making it ideal for remote collaboration. 3CX’s app is more focused on telephony, enabling full VoIP functionality on mobile devices. Teams may be better for collaboration-heavy users, while 3CX suits telephony-focused needs.
No, 3CX is best suited for small to medium-sized video meetings, with limited participant capacity and basic features. Microsoft Teams supports larger meetings and events with up to 1,000 participants, including features like live events, making it more appropriate for large-scale video needs.
3CX is typically better for call centres, offering advanced PBX features like call queues, IVR, and call recording. Microsoft Teams lacks many of these specific telephony features, so 3CX is a more capable and cost-effective choice for businesses with high call centre requirements.