Aircall, CloudTalk and Zadarma: which business phone system suits an SME in Spain

Zadarma changes the way you pay: its basic phone system does not charge per user, and the bill depends mainly on numbers and call usage, whereas Aircall and CloudTalk charge per licence. For two people with low volume, that difference can matter more than any feature. For a team that needs supervision, complex call flows or specific integrations, the entry price stops being the main criterion. Either way, ask for a written quote including VAT and based on the same usage assumptions.

What Zadarma adds to the Aircall and CloudTalk comparison

The differences between Aircall and CloudTalk (minimum licences, call distribution, recording permissions and number porting) are already analysed in the Aircall and CloudTalk comparison. They are not repeated here: this article only adds Zadarma and checks what changes in cost and in the type of team each model suits.

According to its tariff packages page, consulted on 22 October 2026, Zadarma offers a Standard plan at €0 a month for 5 users, a Micro-business plan for 10 users and a Business plan for 20. The paid plans include outbound minutes (1,000 to mobiles and 1,000 to landlines on Micro-business; 2,000 and 2,000 on Business) and virtual numbers (2 and 5). The page states that prices are in euros excluding VAT and shows an annual or monthly payment selector: €18 and €36 a month with annual payment, €22 and €44 with monthly payment.

The free phone system comes with conditions. The virtual PBX page explains that you must top up your balance at least once every three months; if you do not, the PBX starts costing €4 a month. On the Micro-business and Business plans the PBX is always free.

Differences in model worth keeping in view

Sources: Aircall pricing for Spain, CloudTalk pricing and CloudTalk geographic number pricing, consulted on 22 October 2026. The Aircall page shows €30 and €50 per licence per month with annual payment and does not show the monthly price; its note on national minutes includes Spain, but another answer on the same page refers to unlimited calls within the US and Canada. Ask for the offer to clarify that point. CloudTalk states prices excluding taxes, notes that some minute bundles must be applied for and bills each number for at least one month.

Spanish numbering: what to check with each provider

The Zadarma Spain numbers page shows geographic numbers (Madrid, Barcelona, Valencia and other locations) with a €0 set-up fee and €3.4 a month on monthly payment or €1.7 on annual payment; 900 numbers; and a category of 400 numbers for commercial calls. It requires a company registration certificate or an identity document, plus an address in Spain or a bank transfer in the company's name. It also warns that if the balance runs out, the number is blocked and lost after seven days without payment.

The 400 category matters if you are going to make commercial calls: the Resolution of 14 April 2026 by the Spanish Secretary of State for Telecommunications (BOE-A-2026-8409) reserves the 400 range for them after a six-month adaptation period. Ask all three providers whether they can assign you 400 numbering and on what terms; do not assume it is included. To choose the type of number for customer service, see which number to choose for your business in Spain.

Cost example with two fictitious teams

Assumptions, all fictitious: team A has 2 users, 1 Spanish geographic number and 1,000 outbound minutes a month to Spanish mobiles. Team B has 6 users, 2 geographic numbers and 4,000 minutes a month (2,000 to mobiles and 2,000 to landlines). The figures use published prices with annual payment, excluding VAT, Aircall's Essentials plan and CloudTalk's Essential plan, which the page describes with unlimited national calls within the EU subject to a fair usage policy. For Zadarma, the Standard rate of €0.022 per minute to Spanish mobiles shown on its calls page is used, with per-second billing.

With 21% VAT, team B's €186 on Aircall would be €225.06 and Zadarma's €36 would be €43.56. These figures are not an offer: they exclude add-ons, extended recording storage, paid integrations, porting and discounts, and the CloudTalk number is priced in dollars. Ask each provider for a quote including VAT for the same scenario before deciding. To build that full quote, use the virtual phone system cost sheet.

When each profile makes sense

• Zadarma is worth evaluating if you are a small team, volume is predictable and a phone system with a voice menu, queues and recording is enough. Check how the prepaid balance is managed: who tops it up, which alerts exist and what happens to the number if a payment fails.
• CloudTalk is worth evaluating if you want to pay per licence from a single user and need sales-team features or integrations covered by the chosen plan.
• Aircall is worth evaluating from three users upwards, when its call distribution, roles and integrations fit your process.

A low price does not make up for a missing essential feature. This is a documentation-based comparison: audio quality, support and ease of use have not been measured.

Decision: what to ask for before signing

1. Send all three the same scenario: users, numbers, minutes by destination and essential features.
2. Ask for the monthly and annual total including VAT, the currency and the usage policy for included minutes.
3. Ask whether they can assign 400 numbering and which documents they require for each Spanish number.
4. With Zadarma, ask for the conditions of the free PBX, top-ups and blocking for lack of balance in writing.
5. Test porting your current number before moving the main line, following how to keep your landline number.

If an essential requirement is not met, rule the option out even if it is the cheapest. If all three meet it, decide on total cost including VAT, administrative workload and exit terms.

Sources and limitations

Documentary review: 22 October 2026. Content type: Documentation-based comparison.

Linked sources describe the terms and capabilities each provider publishes. Examples that use fictional data are labelled in the text.

• tariff packages pagezadarma.com
• virtual PBX pagezadarma.com
• Aircall pricing for Spainaircall.io
• CloudTalk pricingwww.cloudtalk.io
• CloudTalk geographic number pricingwww.cloudtalk.io
• Zadarma Spain numbers pagezadarma.com
• calls pagezadarma.com

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