Best for
Businesses with in house IT, or an IT partner on retainer, that want to own and control the PBX and have someone accountable for patching, backups and uptime.
3CX
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Neutral guide · Updated August 2026
3CX vs Hosted Cloud PBX for Canadian Businesses: Which Should You Choose?
Canadian businesses choosing a phone system typically face two models. They are not the same product with different branding. They split cost, labour, and control in different places.
3CX is licensed PBX software. It is headquartered in Cyprus and prices in EUR. A business, or its IT partner, installs it on a server it owns, on a cloud virtual machine, or on hosting supplied by a 3CX partner. The licence is sold by simultaneous calls (SC), not per user, and is renewed annually. Connecting that PBX to the public telephone network requires a separate SIP trunk from a carrier. Patches, backups, capacity, and uptime sit with whoever operates the instance, unless a partner is paid to take them on.
A hosted cloud PBX is the opposite split: the provider runs the PBX, the trunks, the upgrades, and support, and bills per user by the month. Vantact is one such provider: 100% Canadian owned, hosted in Canada, month to month, with Toronto support.
Criteria used below: upfront cost, ongoing cost model, who patches and upgrades, server and platform maintenance, security and patching, SIP trunking, hardware, features, data residency, support, contract, and a three year cost example with labelled assumptions. Reviewed August 2026.
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Quick match
Best for
Businesses that want the provider to run the platform, patch it and answer for it, with a technician who resolves issues on the first call and attends on site when needed.
Hosted cloud PBX (Vantact)
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Side by side
3CX and hosted cloud PBX compared
Feature notes for 3CX follow 3CX’s public feature list (updated 5 August 2026). Hosted cloud PBX notes use Vantact as the Canadian example. Where a fact is not published, it is marked not stated.
| Criterion | 3CX | Hosted cloud PBX |
|---|---|---|
| Upfront cost | Annual 3CX licence. Server, VM, or partner hosting if not already in place. IP phones if not BYOD. SIP trunk setup with a carrier. | No PBX licence to buy. Phones if not BYOD. Number porting is typically included. Vantact: quote based; no public setup fee list. |
| Ongoing cost model | Annual licence by simultaneous call tier (Basic, PRO, AI Edition), plus hosting, plus a SIP trunk, plus admin time. Not per user. | Per user, per month. PBX, hosting, PSTN connectivity, and support in one bill. Vantact: Quote (CAD). |
| Who patches / upgrades | Self host: the business (OS, 3CX, backups, certificates). 3CX hosted: 3CX. Partner hosted: the partner. Split responsibility is common. | The provider. Vantact patches, monitors, and upgrades the platform; the customer does not run a PBX server. |
| Server and platform maintenance | Customer or their IT partner maintains the host (VM or server), operating system, 3CX updates, SBC and SIP trunk; hands on work at the server or network when something at that layer fails. | Provider maintains the platform; on site work is limited to desk phones and the local network. |
| Security and patching | Customer is responsible for applying 3CX and OS security updates, hardening SIP exposure, and monitoring for toll fraud; unpatched PBXs are a common target. | Provider patches the platform, manages SIP exposure and runs fraud monitoring; customer responsibility is user accounts and devices. |
| SIP trunk required | Yes. 3CX is the PBX; a carrier supplies DIDs and PSTN access. Any standards compliant SIP trunk. | No separate trunk to buy. Connectivity is part of the hosted service. |
| Hardware / BYOD | SIP desk phones, apps, and SBC for offsite phones (per 3CX feature list). Existing Yealink, Fanvil, Snom, Grandstream, Cisco, and Poly phones are commonly reused; confirm the 3CX supported phone list for the version in use. | Desk phones, DECT, and apps, or BYOD. Vantact provisions existing Yealink, Poly, Cisco, and Grandstream phones, or supplies new ones. |
| Features | Auto attendant: all commercial editions. Queues, call recording, SMS/MMS: PRO and AI. Integrated fax server: listed. iOS/Android/web apps: listed. AI receptionist, call transcription, summaries, and sentiment: AI Edition. (Per 3CX feature list, 5 Aug 2026.) | Vantact: auto attendant, queues, call recording, and iOS/Android apps included. Business SMS, electronic fax, AI call summaries, AI call transcripts, sentiment analysis, customer loss prevention alerts based on sentiment, conversation intelligence, AI voice assistant, AI voicemail transcription are available. See Cloud PBX features. |
| Data residency control | Self host: full control (Canadian VM or on premises). Partner host: depends on the partner. 3CX hosted: depends on 3CX’s regions; Canada by default is not stated on 3CX’s public site as of August 2026. | Vantact hosts voice, voicemail, and recordings in Canadian data centres. |
| Support model | 3CX portal tickets plus optional partner support. Self host means the business is on the hook for the OS and the VM. Hours and location vary by partner; 3CX’s own Canadian support hours are not stated on the public site. | Toronto team, first contact resolution, works directly with your IT, on site when needed; Mon to Fri 9 am to 5 pm ET, emergency line for outages |
| Contract | Annual licence. Multi year terms and promotions appear on 3CX’s pricelist (a 3 year discount was advertised through 30 September 2026). SIP and hosting may be separate contracts. | Vantact: month to month. No long term contract. |
| Best for | In house IT, existing server capacity, many users with modest concurrent call volume, and teams that want to own the instance. | No dedicated PBX admin, multiple sites, and teams that want one number to call when something breaks. |
Upfront cost
- 3CX
- Annual 3CX licence. Server, VM, or partner hosting if not already in place. IP phones if not BYOD. SIP trunk setup with a carrier.
- Hosted
- No PBX licence to buy. Phones if not BYOD. Number porting is typically included. Vantact: quote based; no public setup fee list.
Ongoing cost model
- 3CX
- Annual licence by simultaneous call tier (Basic, PRO, AI Edition), plus hosting, plus a SIP trunk, plus admin time. Not per user.
- Hosted
- Per user, per month. PBX, hosting, PSTN connectivity, and support in one bill. Vantact: Quote (CAD).
Who patches / upgrades
- 3CX
- Self host: the business (OS, 3CX, backups, certificates). 3CX hosted: 3CX. Partner hosted: the partner. Split responsibility is common.
- Hosted
- The provider. Vantact patches, monitors, and upgrades the platform; the customer does not run a PBX server.
Server and platform maintenance
- 3CX
- Customer or their IT partner maintains the host (VM or server), operating system, 3CX updates, SBC and SIP trunk; hands on work at the server or network when something at that layer fails.
- Hosted
- Provider maintains the platform; on site work is limited to desk phones and the local network.
Security and patching
- 3CX
- Customer is responsible for applying 3CX and OS security updates, hardening SIP exposure, and monitoring for toll fraud; unpatched PBXs are a common target.
- Hosted
- Provider patches the platform, manages SIP exposure and runs fraud monitoring; customer responsibility is user accounts and devices.
SIP trunk required
- 3CX
- Yes. 3CX is the PBX; a carrier supplies DIDs and PSTN access. Any standards compliant SIP trunk.
- Hosted
- No separate trunk to buy. Connectivity is part of the hosted service.
Hardware / BYOD
- 3CX
- SIP desk phones, apps, and SBC for offsite phones (per 3CX feature list). Existing Yealink, Fanvil, Snom, Grandstream, Cisco, and Poly phones are commonly reused; confirm the 3CX supported phone list for the version in use.
- Hosted
- Desk phones, DECT, and apps, or BYOD. Vantact provisions existing Yealink, Poly, Cisco, and Grandstream phones, or supplies new ones.
Features
- 3CX
- Auto attendant: all commercial editions. Queues, call recording, SMS/MMS: PRO and AI. Integrated fax server: listed. iOS/Android/web apps: listed. AI receptionist, call transcription, summaries, and sentiment: AI Edition. (Per 3CX feature list, 5 Aug 2026.)
- Hosted
- Vantact: auto attendant, queues, call recording, and iOS/Android apps included. Business SMS, electronic fax, AI call summaries, AI call transcripts, sentiment analysis, customer loss prevention alerts based on sentiment, conversation intelligence, AI voice assistant, AI voicemail transcription are available. See Cloud PBX features.
Data residency control
- 3CX
- Self host: full control (Canadian VM or on premises). Partner host: depends on the partner. 3CX hosted: depends on 3CX’s regions; Canada by default is not stated on 3CX’s public site as of August 2026.
- Hosted
- Vantact hosts voice, voicemail, and recordings in Canadian data centres.
Support model
- 3CX
- 3CX portal tickets plus optional partner support. Self host means the business is on the hook for the OS and the VM. Hours and location vary by partner; 3CX’s own Canadian support hours are not stated on the public site.
- Hosted
- Toronto team, first contact resolution, works directly with your IT, on site when needed; Mon to Fri 9 am to 5 pm ET, emergency line for outages
Contract
- 3CX
- Annual licence. Multi year terms and promotions appear on 3CX’s pricelist (a 3 year discount was advertised through 30 September 2026). SIP and hosting may be separate contracts.
- Hosted
- Vantact: month to month. No long term contract.
Best for
- 3CX
- In house IT, existing server capacity, many users with modest concurrent call volume, and teams that want to own the instance.
- Hosted
- No dedicated PBX admin, multiple sites, and teams that want one number to call when something breaks.
Vendor facts reviewed August 2026.
checklist
Decision criteria
dns
When 3CX makes sense
3CX is a capable PBX. The licence looks inexpensive relative to per user cloud because it prices concurrent calls, not seats. That math holds when someone inside the company can actually run it.
- checkAn in house IT team already patches Windows or Linux, takes backups, and can own a production voice server.
- checkControl of the OS, FQDN, recording storage, and integrations matters more than handing the stack to a provider.
- checkA server or hypervisor with spare capacity already exists, so the VM line in the cost table approaches zero.
- checkUser count is high relative to peak simultaneous calls, which is where SC licensing is most efficient.
- checkThe organization is already standardized on 3CX and only needs a Canadian SIP trunk.
cloud
When hosted makes sense
A hosted cloud PBX is the model that removes the server from the customer’s job list. The bill is simpler. So is the support path.
- checkThere is no IT staff whose job is to keep a PBX online, patched, and backed up.
- checkMultiple sites should share one system without standing up a VM, SBC, and licence per location.
- checkSomeone should answer the phone when call routing breaks: a provider, not a ticket against a software vendor plus a second ticket against a trunk carrier.
- checkMonth to month terms and Canadian data residency are required without operating the stack.
- checkThe team does not want to size simultaneous call licences or shop SIP trunks as a separate project.
security
Who keeps it running and secure
| Criterion | 3CX | Hosted cloud PBX |
|---|---|---|
| Who keeps it running | The customer owns uptime: host, OS, 3CX version, SBC, trunk, backups, and the call at 2 am when it stops. A good IT partner makes this manageable, and it is a real recurring cost to budget, including occasional hands on time at the server or network. | The provider owns that layer. Customer responsibility narrows to phones, network, and users. Vantact patches and monitors the platform and sends a technician on site in Ontario when a problem needs hands on the equipment. |
| Security | Self hosted PBXs are regularly targeted for toll fraud and need current patches. In March 2023, 3CX’s desktop application was compromised in a supply chain attack, which 3CX patched. Whoever runs the PBX needs a patching and monitoring routine. | The provider patches the platform, manages SIP exposure, and runs fraud monitoring. Customer responsibility is user accounts and devices. |
| Who answers support | 3CX portal tickets plus optional partner support. Self host means the business is on the hook for the OS and the VM. Hours and location vary by partner. A large vendor’s 24 hour desk usually means a tier one agent logging a ticket. | Toronto team, first contact resolution, works directly with the customer’s IT, on site in Ontario when needed. Mon to Fri 9 am to 5 pm ET, emergency line for outages. No 24 hour general helpdesk; a technician resolves issues on the first call during business hours. |
Who keeps it running
- 3CX
- The customer owns uptime: host, OS, 3CX version, SBC, trunk, backups, and the call at 2 am when it stops. A good IT partner makes this manageable, and it is a real recurring cost to budget, including occasional hands on time at the server or network.
- Hosted
- The provider owns that layer. Customer responsibility narrows to phones, network, and users. Vantact patches and monitors the platform and sends a technician on site in Ontario when a problem needs hands on the equipment.
Security
- 3CX
- Self hosted PBXs are regularly targeted for toll fraud and need current patches. In March 2023, 3CX’s desktop application was compromised in a supply chain attack, which 3CX patched. Whoever runs the PBX needs a patching and monitoring routine.
- Hosted
- The provider patches the platform, manages SIP exposure, and runs fraud monitoring. Customer responsibility is user accounts and devices.
Who answers support
- 3CX
- 3CX portal tickets plus optional partner support. Self host means the business is on the hook for the OS and the VM. Hours and location vary by partner. A large vendor’s 24 hour desk usually means a tier one agent logging a ticket.
- Hosted
- Toronto team, first contact resolution, works directly with the customer’s IT, on site in Ontario when needed. Mon to Fri 9 am to 5 pm ET, emergency line for outages. No 24 hour general helpdesk; a technician resolves issues on the first call during business hours.
calculate
Worked example
Total cost over three years
A worked example for a 25 user office. The 3CX column shows the math in CAD. The hosted column is Quote (CAD) because Vantact does not publish a per user list price. Hardware is excluded on both sides (BYOD).
Assumptions (labelled)
- Users / concurrency: 25 users; 16 simultaneous calls (3CX PRO 16 SC). Peak PSTN sized at 8 trunk channels; 3CX SC also counts internal calls.
- 3CX licence: 3CX PRO, 16 SC: €760 per year (per 3cx.com, Aug 2026), about CAD $1,140 at CAD 1.50 per EUR. Annual list, excluding tax; no multi year or promotional discount is assumed. 3CX was advertising a 3 year discount through 30 September 2026; using list keeps the example honest after a promo window.
- Exchange rate: Exchange rate assumed at CAD 1.50 per EUR, August 2026; 3CX bills in EUR or USD via resellers, so actual CAD cost varies with the rate and reseller margin.
- Hosting VM: 2 vCPU / 4 GB Linux virtual machine in a Canadian cloud region. Estimate CAD $40 / month. Not a quote from any one cloud vendor; production sizing varies.
- SIP trunk: 8 channels at CAD $15 / channel / month = CAD $120 / month. Illustrative Canadian SIP rate, not a Vantact quote. Vantact SIP trunking is quote based.
- Admin time: 2 hours / month at CAD $85 / hour loaded in house IT = CAD $170 / month. Covers backups, certificate renewals, and routine 3CX admin.
- IT time for maintenance, patching and incident response: Assumption: 1 hour / month at CAD $85 / hour loaded in house IT = CAD $85 / month. Covers security updates, maintenance windows, and incident response. Actual hours vary with outages.
- Hosted PBX (Vantact): per user monthly, month to month. Quote (CAD). Includes the PBX, Canadian hosting, PSTN connectivity, patching, maintenance, incident response, and support.
- Excluded: desk phones, HST/GST, long distance beyond the trunk, 3CX AI Edition, partner managed 3CX markups.
| Line item | 3CX (self hosted) | Hosted cloud PBX (Vantact) |
|---|---|---|
| 3CX PRO 16 SC licence | CAD $1,140 / yr 3 years: $1,140 × 3 = $3,420 |
Not applicable |
| Canadian hosting VM | CAD $40 / mo 3 years: $40 × 36 = $1,440 |
Included in Quote (CAD) |
| SIP trunk (8 channels) | CAD $120 / mo (estimate) 3 years: $120 × 36 = $4,320 |
Included in Quote (CAD) |
| Admin time | CAD $170 / mo 2 h × $85 × 36 mo = $6,120 |
Included in Quote (CAD) |
| IT time for maintenance, patching and incident response | CAD $85 / mo (assumption: 1 h / mo at $85 / h) 1 h × $85 × 36 mo = $3,060 |
Included |
| Per user monthly | Not how 3CX is sold | Quote (CAD) |
| Three year total | CAD $18,360 $3,420 + $1,440 + $4,320 + $6,120 + $3,060 About $510 / month, or about $20 / user / month equivalent at 25 users |
Quote (CAD) |
3CX PRO 16 SC licence
- 3CX
- CAD $1,140 / yr. 3 years: $3,420
- Hosted
- Not applicable
Canadian hosting VM
- 3CX
- CAD $40 / mo. 3 years: $1,440
- Hosted
- Included in Quote (CAD)
SIP trunk (8 channels)
- 3CX
- CAD $120 / mo (estimate). 3 years: $4,320
- Hosted
- Included in Quote (CAD)
Admin time
- 3CX
- CAD $170 / mo. 2 h × $85 × 36 mo = $6,120
- Hosted
- Included in Quote (CAD)
IT time for maintenance, patching and incident response
- 3CX
- CAD $85 / mo (assumption: 1 h / mo at $85 / h). 1 h × $85 × 36 mo = $3,060
- Hosted
- Included
Per user monthly
- 3CX
- Not how 3CX is sold
- Hosted
- Quote (CAD)
Three year total
- 3CX
- CAD $18,360$3,420 + $1,440 + $4,320 + $6,120 + $3,060. About $510 / month, or about $20 / user / month equivalent at 25 users
- Hosted
- Quote (CAD)
The licence is the small line. SIP and IT labour are the large ones. Drop admin time and IT time for maintenance, patching and incident response to zero (a full time admin who would be there anyway, and a VM that already exists) and the 3CX stack is CAD $9,180 over three years before tax. Raise concurrency, add the AI Edition, or pay a partner to host, and the 3CX column moves up. Compare a hosted quote against the column that matches how the company actually operates, not against the licence sticker alone.
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SIP trunking
Note on SIP trunking for 3CX in Canada
3CX does not include telephone numbers or PSTN access. Canadian DIDs and outbound calling come from a SIP trunk. Vantact provides SIP trunking to 3CX systems, with local numbers across 11,000+ rate centres. That is a connectivity product, not a 3CX licence and not a hosted PBX. A business can keep 3CX and change only the trunk, or replace 3CX with a hosted cloud PBX. Those are separate decisions. Details: Vantact SIP trunking.
help
FAQ
Frequently asked questions
Is 3CX a hosted phone system?keyboard_arrow_down
No. 3CX is licensed PBX software. It can be self hosted on a server or cloud VM, hosted by 3CX, or hosted by a partner. A hosted cloud PBX is a different model: the provider runs the PBX, the trunks, and the upgrades, and bills per user.
Who handles security updates for 3CX?keyboard_arrow_down
The customer or their IT partner applies 3CX and operating system security updates on a self hosted system; 3CX or a hosting partner applies them when they operate the instance. Unpatched PBXs are a common target for toll fraud.
Do I need a SIP trunk if I run 3CX?keyboard_arrow_down
Yes. 3CX does not include PSTN connectivity. A separate SIP trunk from a carrier is required for inbound and outbound calls.
Can a 3CX system keep voice data in Canada?keyboard_arrow_down
Yes, if 3CX is self hosted on a Canadian server or a Canadian region VM, or if a hosting partner keeps the instance in Canada. Data residency for 3CX hosted instances depends on 3CX’s hosting regions, which are not stated as Canada by default on 3CX’s public site as of August 2026.
Why does the three year table show Quote (CAD) for hosted PBX?keyboard_arrow_down
Vantact hosted cloud PBX is quote based per user, month to month, with no public price list. The 3CX column uses 3CX’s public EUR licence list converted to CAD at the labelled rate, plus labelled estimates for a VM, a SIP trunk, admin time, and IT time for maintenance, patching and incident response so the math is visible. Inventing a hosted dollar total would not be honest.
Can we keep 3CX and only change the phone lines?keyboard_arrow_down
Yes. A business that wants to keep 3CX can attach a Canadian SIP trunk and leave the PBX in place. A business that does not want to operate a 3CX server can move to a hosted cloud PBX instead. Those are separate decisions.
What does first contact resolution mean for a customer?keyboard_arrow_down
The technician who answers the call has the access and authority to fix the issue during that call, rather than escalating through support tiers over several days. Vantact works directly with the customer’s IT contact and will attend on site in Ontario when required.