Running a business is expensive, and one of those hidden costs that can creep up on you is mobile expenses.

You probably started with a few phones, maybe a shared data plan, and before you know it, you’re staring at a bill that seems way too high for what you’re getting.

Frustrating, right?

Here’s the good news: you can fix it.

Reducing mobile costs isn’t rocket science, it’s about making smarter choices and taking control of where your money goes.

Stick with me, and I’ll show you exactly how to save on your business’s mobile expenses without sacrificing what you need to stay connected.

In this guide, I’ll break down how to audit your current setup, negotiate better deals, avoid sneaky fees, and more.

Let’s get started.

Understand Your Current Mobile Usage

Before you start cutting costs, you need to know where your money is going.

It’s tempting to jump straight into switching providers or slashing services, but that could lead to more headaches later.

Start by doing a full audit of your mobile usage.

What to Look For

• Unused Lines: Are you still paying for lines that nobody is using? Maybe someone left the company, or a team doesn’t need a phone anymore. These charges can add up fast.
• Data Overages: Are you constantly exceeding your data limits? That’s a sign your plan might not match your actual needs.
• Underutilised Plans: On the flip side, you might be paying for plans with way more minutes, texts, or data than your team uses.

How to Do It

Grab your last three months of mobile bills and go through them line by line.

Look for patterns. Are there recurring charges you don’t recognise?

Is one team or individual using significantly more data than others? This step can feel tedious, but it’s worth it.

The more you know, the more you can save.

Switch to the Right Plans

Once you know where your money is going, it’s time to make sure your plan actually fits your needs.

Many businesses stick with whatever plan they started with, even when their needs change.

Don’t fall into that trap.

Look for Flexible Options

The best plans for businesses are the ones that let you scale up or down as needed.

If your team grows or you need more data for a big project, you don’t want to be locked into a plan that doesn’t adapt.

For example, if you add five new team members, a flexible plan allows you to seamlessly add lines without overpaying for extra capacity you don’t need yet.

Make sure you choose one that’s right for your business.

Shared Data Plans

If your team doesn’t use much data individually but collectively goes through a lot, consider a shared data plan.

These plans pool data for everyone to use, so you’re not paying for individual limits that might go unused.

Imagine your business has 10 employees, and each has their own mobile plan with 5GB of data.

That’s a total of 50GB per month across all lines.

However, some employees only use 2GB while others need 8GB, which means you’re likely paying for data that’s never used.

With a shared data plan, all 10 employees would draw from a single 50GB pool.

If one employee uses only 2GB and another needs 8GB, it balances out, ensuring you get the most value from your data allocation.

Unlimited vs. Capped Plans

Unlimited mobile plans are often marketed as the ultimate solution, offering endless data, calls, and texts.

While they sound ideal, they can be overkill for many businesses, especially if your team’s usage is consistent and predictable.

These plans often come with higher monthly costs, which means you could end up paying for far more than you actually need.

If your team uses mobile services for lighter tasks, like emails, messaging, or occasional calls, a capped plan could save you a significant amount.

For example, if your team averages 4GB per person per month, opting for a plan with a 5GB limit per line, or a shared capped plan, might provide exactly what you need without the premium price of unlimited options.

Ask Your Team

Your employees know what they actually need.

Ask them if their current plans work for them or if they’re running into issues.

You might be surprised by what you find out.

Negotiate with Your Provider

You don’t have to accept the first price your provider offers.

Mobile contracts are like any other business expense – negotiable.

Providers want your business, and if they think you might leave, they’re often willing to cut you a deal.

What to Ask For

• Discounts for Multiple Lines: If you’re managing several devices, you might qualify for a bulk discount.
• Loyalty Rewards: If you’ve been with the same provider for years, they might offer incentives to keep you around.

Call your provider and let them know you’re reviewing your options.

Be polite but firm. Mention that you’re considering switching to a competitor, and ask what they can do to keep your business.

Cut Unnecessary Extras

Some mobile providers are experts at sneaking in little charges that don’t seem like much on their own but quickly add up.

These extras often feel like “nice-to-have” perks, but if no one on your team uses them, they’re nothing more than wasted money.

Taking the time to review your mobile bills and identifying these unnecessary charges can lead to significant savings.

• Do You Really Need Insurance? If your team is careful with their devices or you already have coverage through another policy, ditch the extra insurance. It’s one of the easiest ways to save money.
• Check for Add-Ons: Look for charges like voicemail-to-text services or extra cloud storage. If no one on your team uses these features, cancel them.
• Streamline Devices: Does every employee need the latest iPhone? Probably not. Consider more affordable devices that still meet your team’s needs.

Use Free or Low-Cost Alternatives

Not every communication needs to happen through a phone call or text. In today’s world, there are tons of apps that can handle your team’s communication needs at a fraction of the cost.

• Messaging Apps: Apps like WhatsApp or Slack can replace text messages for internal communication. They’re free (or low-cost for premium versions) and work just as well.
• Video Calls: Instead of using mobile minutes for conference calls, try Zoom, Microsoft Teams, or Google Meet. These tools are often free and come with features designed for business use.
• Cloud Services: Sharing files through a mobile plan can eat up data quickly. Use cloud storage solutions like Google Drive or Dropbox to keep your data usage under control.

Watch Out for Hidden Fees

Some mobile providers are notorious for hiding hidden fees in their bills.

These can include activation fees or random “administrative” charges.

You sign up for what seems like a great deal, but when the bill arrives, it’s loaded with fees you weren’t expecting.

These “hidden fees” might not seem like a big deal individually, but they can pile up fast, especially for businesses with multiple lines.

Understanding these charges and how to avoid them is essential if you want to keep your mobile costs under control.

How to Avoid Hidden Fees on Business Mobiles

• Read the Fine Print: Before signing a new contract, make sure you understand all the fees involved.
• Ask for Waivers: Sometimes, providers will waive some of these fees if you ask.
• Monitor Bills Closely: Keep an eye on your bills each month to catch unexpected charges early.

Keep Reviewing Regularly

Reducing your mobile costs isn’t a one-time task.

As your business grows and technology changes, your needs will evolve. Make it a habit to review your mobile expenses every six months.

Staying proactive can save you thousands of pounds over the long term.

Plus, it ensures that your team always has the tools they need to stay productive without wasting money.

Manage Data Usage Effectively

Data overages are one of the easiest ways to blow your mobile budget.

They can sneak up on you, especially if your team is working remotely, traveling, or relying on mobile devices for tasks like video calls, file sharing, or cloud-based work.

When everyone’s busy, it’s easy to lose track of how much data is being used until you’re hit with a surprisingly high bill.

The good news? Data overages aren’t inevitable.

By understanding where your data is going and putting a few smart practices in place, you can drastically reduce waste and keep costs under control.

Whether it’s educating your team, monitoring usage, or tweaking settings, small changes can lead to big savings.

Track Usage

Start by analysing how much data your team actually uses.

Most providers offer detailed breakdowns of usage per line. Look for patterns:

• Who uses the most data?
• Are certain apps or activities eating up a lot of bandwidth?
• Are there spikes in usage during specific times of the month?

Encourage Wi-Fi Use

One of the simplest ways to save on data is to use Wi-Fi wherever possible.

Make it a company policy to connect to secure Wi-Fi networks in the office, at home, or even at coworking spaces.

• Restrict Background Data: Many apps run in the background, using data for updates or syncing. Encourage employees to adjust settings on their devices to limit unnecessary background activity.
• Optimise Streaming and Downloads: Streaming videos or downloading large files on mobile networks can be costly.  If your team needs to use these services, encourage them to lower video quality or download files while connected to Wi-Fi.
• Consider Data Management Tools: Some providers or third-party apps offer data management tools that allow you to set limits or receive alerts when you’re nearing your data cap. This can help prevent overage charges.

Tackle International Roaming Costs

If your business operates internationally or frequently travels abroad, roaming charges can add up quickly.

Many companies overlook these costs until they’re hit with a shocking bill.

• Research International Packages: Most providers offer international add-ons, but they vary widely in cost and value. Compare options carefully and ensure they align with your team’s travel patterns.
• Use Local SIM Cards: For longer trips, it’s often cheaper to purchase a local SIM card in the destination country. This allows your team to use local networks at much lower rates.
• Rely on Wi-Fi Calling: Many modern devices support Wi-Fi calling, which allows you to make and receive calls over a Wi-Fi network instead of a mobile connection. This is a great way to avoid roaming charges while still staying connected.
• Enable Roaming Only When Needed: Encourage employees to disable roaming unless absolutely necessary. This can help avoid accidental data usage on expensive international networks.

Develop a Business Mobile Policy

A business mobile policy is essential for keeping costs in check, especially if your team uses company-provided devices.

Without clear guidelines, it’s easy for employees to inadvertently rack up unnecessary charges.

What to Include

• Data Usage Guidelines: Set expectations for how much data employees can use and which apps or services are permitted.
• Personal Use Policies: Clarify whether employees can use company devices for personal calls, streaming, or downloads.
• Roaming Rules: Outline the steps employees should take when traveling internationally, such as using Wi-Fi or local SIM cards.

How to Enforce It

• Education: Make sure everyone understands the policy and its importance.
• Monitoring: Use MEM tools to track compliance and address any issues early.

 

Look for Alternative Providers

If your current provider isn’t offering the flexibility or value you need, it might be time to shop around.

Switching providers sounds like a hassle, but it doesn’t have to be, and the savings could make it worth your time.

What to Consider

• Network Coverage: Ensure the provider has strong coverage in the areas where your team works.
• Customer Support: Reliable support is critical for resolving issues quickly.
• Customisable Plans: Look for providers that offer tailored solutions for businesses.

How to Make the Switch

• Negotiate Early Termination Fees: Some providers will offer to buy-out your contract if you switch to them, but this depends on the duration of the contract and the flexibility of the mobile provider.
• Port Your Numbers: Ensure your team can keep their existing numbers during the transition, you can do this by requesting a PAC code from your existing network.

At Simply Sims, we offer free telecoms audits for all of our customers. It’s a free service that we provide which allows you to see how much you can save on your mobile communications.

We do this by understanding your current setup, including number of connections, data usage, roaming and more, then we compare the leading networks such as Vodafone, O2 and EE to recommend a plan that works for your business, and ensure you’re only paying for what you need.

Interested? Get your free quote today.