Separate the project from the running costs
One-off costs can include the survey, design, handsets, gateways, network or power work, configuration, migration and staff training. Reuse can change the equipment budget while adding adaptation or testing work.
Recurring costs can include software renewals, hosting, carrier rental, call charges and support. Ask which charges are paid to ScandiTech and which are paid directly to another provider.
Compare the same scope
Give each supplier the same assumptions: rooms and staff extensions, expected simultaneous calls, required workflows, existing equipment and migration constraints. Compare over the same period and currency, with taxes and renewal assumptions stated.
A cheaper equipment line may exclude room access, cabling repair, PMS vendor fees, after-hours work, backup power or staff training. Make those exclusions visible before comparing totals.
- Equipment: quantities, models, warranty and items retained.
- Implementation: site work, configuration, testing, change window and handover.
- Recurring services: licence term, hosting, carrier and support scope.
- Usage and renewal: included calls, excess rates, renewal date and price basis.
- Exclusions: third-party fees, travel, building works and later changes.
Get a useful budget conversation started
Send an approximate room count, the PBX model if known, the location and the main reason for changing. A photo of an equipment label may be useful later, but remove passwords and guest information.
Prices and assessment fees are agreed for the specific scope before chargeable work begins. Ask for assumptions, optional items and recurring obligations alongside the quotation so the budget remains understandable after installation.
| Cost item | Include in the comparison | Question to resolve |
|---|---|---|
| Equipment | Phones, gateways, switches, UPS and spares | Which existing assets can be retained? |
| Installation | Survey, cabling, configuration, testing, migration and training | What site work and change windows are included? |
| Licensing | Platform edition, capacity and required features | What renews, when, and on what assumptions? |
| Hosting | On-site hardware or hosted service; backups | Who operates and restores it? |
| Carrier & calls | Numbers, trunks, calling charges and internet | What is usage-based, and who supplies each service? |
| Support | Coverage, maintenance, access and escalation | What hours, exclusions and charges are written down? |
| Renewals & exclusions | Taxes, travel, network/PMS work and future expansion | What is excluded from the quoted total? |