Staying connected is essential, but with costly 💸 and limited traditional phone systems, it is difficult to do so. However, a softphone offers a simple solution to make voice and video calls 📱 over the internet.

With the rise of remote work and digital communication, 🌐 softphones are changing how we communicate by making calls possible from devices like computers, tablets, and smartphones.

Read the blog to learn about softphone’s meaning, benefits, and how it works.

🔑 Key Highlights

• Softphone is a software that uses VoIP technology to make voice and video calls.

• Softphones are cost-effective, integrate seamlessly, offer advanced features, and are flexible.

• Some must-have features of softphone are call forwarding, voicemail, call recording, instant messaging, call queues, integration, encryption, and others. 

• Nextiva, RingCentral, 8×8 Work, Vonage, and Zoom are the top 5 softphone apps for your business.

What Is a Softphone?

A softphone is an app that lets you make voice calls and video calls over the internet using VoIP technology. This application replaces the traditional phone lines and works on devices like computers, smartphones, and tablets. 

Instead of a cellular network, it connects to the internet and offers features like call forwarding, voicemail, and conference calling. Hence, it is often used by individuals and businesses that require a flexible and affordable way to communicate.

Example of Softphone

Some popular softphone examples include Nextiva, Vonage, RingCentral Office, Zoom, and 8×8 Work.

How Does Softphone Work?

A softphone works by using VoIP (Voice over Internet Protocol) technology to make voice and video calls over the internet. Rather than using a physical phone line, you can install it on your digital devices like computers, smartphones, or tablets.

With a softphone, you can communicate virtually from anywhere as long as you have an internet connection. It is the same as a regular phone, but all calls are transferred to the other party using the Internet.

To get started with Softphone, download the app and sign in with your VoIP account to configure the necessary settings. After the application is set up, you can easily make and receive calls, transfer calls, and more from your smart device. 

Benefits of Using Softphone

Softphones offer numerous advantages, making them an excellent choice for modern communication. These benefits include cost-effectiveness, seamless integration, advanced features, flexibility, and scalability. 

Let’s delve into these benefits in detail:

1. Cost-Effectiveness

Softphone does not need any hardware or extra equipment to set up. You have to purchase a softphone subscription plan and use it to make voice and video calls with your clients or close ones. 

Likewise, this application greatly reduces the costs for long-distance calls, which are typically expensive with traditional phone systems.

2. Integration 

While doing business, you have to keep track of activities on various platforms, and it will be beneficial if the applications integrate with each other. 

Here, Softphones seamlessly integrates with various business tools such as CRM software, email, helpdesk, sales management, and more. This integration will smooth your workflow and improve your system’s overall productivity.

3. Advanced Features

Unlike traditional phones that only offer basic call functionality, softphones come with advanced features like voicemail access, Call forwarding, Video conferencing, Call recording, etc. 

These features enhance communication and support business growth by offering much more than simple phone lines.

4. Flexibility 

If you want to make and receive calls from the convenience of your home or whenever you see fit, then a softphone is just made for you. With a softphone, you can attend to your calls without wasting your precious time with just an internet connection and your regular mobile phone. 

5. Scalability

When your business grows, you will require additional phone lines. With traditional phone lines, you require physical expansion, but softphones let you easily add more lines or users without requiring extra hardware. You can scale up and down according to your business needs with peace of mind. 

Also learn about: Best small business phone system service

Some Must-Have Feature of Softphone

Softphones’ main function is to make and receive calls using an internet connection. In addition to this, other must-have features of softphone software make communication much more effective. 

Below are the must-have features of softphone software.

• Call Forwarding: Easily redirect calls to another device or number with a simple tap on the screen, and never miss a conversation.

• Voicemail: Receive and store voice messages when you are unavailable and listen to them in free time.

• Call Recording: Record conversations for future reference and use them to train customer support agents or solve compliance-related issues.

• Video Conferencing: Collaborate with hybrid teams with virtual meetings and improve team collaboration.

• Instant Messaging: Send real-time text messages while on voice calls or video calls without cutting the call.

• Call Transfer: Smoothly transfer ongoing calls to another line or colleague whenever you cannot get on call.

• Call Queues: Efficiently manage long queues of incoming customer calls without letting them wait for longer periods.

• Integration: Integrate with CRM and other business platforms to increase productivity and promote smooth workflows.

• Encryption: Secure your conversations and keep them private over the internet connection.

• Contact lists: Store and manage contacts and organize them to access whenever you need them.

Softphone vs. Traditional Phone Systems

Softphone phone systems are modern phone systems that use the internet connection to connect phone calls. On the other hand, traditional phone systems are communication systems that transfer calls using physical phone lines. 

Let’s look at the table to learn about the key differences between softphone and traditional phone systems.

5 Top Softphone Apps For Your Business

There are currently various VoIP softphone apps available in the market that seem perfect for your business, but choosing one among the many can be tiring and overwhelming. Hence, we have curated the top 5 softphone apps just for your business.

Glance at the table below to view 5 top softphone providers. 

Apps	Key Feature	Pricing	Best For
Nextiva	Unified communications, intelligent routing, IVR, digital service helpdesk, unified team interface	Digital: $20Core: $30Engage: $40Power Suite: $60	Unified customer experience management
RingCentral	Call routing, warm transfer, ring groups, call handling, call queues	Core: $20Advanced: $25Ultra: $35	Global scale and reliability
8×8 Work	Video conferencing, team chat, communication APIs, omnichannel routing	X2: Contact salesX4: Contact salesX6: Contact salesX7: Contact sales X8: Contact sales	Superior call quality and conversations
Vonage	Virtual receptionist, desk phone, SMS and MMS, call groups, team messaging	Mobile: $19.99Premium: $29.99Advanced: $39.99	Flexible cloud communications
Zoom	Docs basic, team chat, scheduler, whiteboard, meetings	Free: $0Pro: $15.99Business: $21.99Business Plus: Contact sales	Enhancing collaboration in hybrid teams

1. Nextiva

Nextiva is one of the cloud communication computing platforms that helps you provide excellent customer experiences to your esteemed customers. It offers real-time insights that let you understand your customer at a deeper level.

With an AI-powered unified platform that is easy to deploy and quick to scale, you can do much more than a simple mobile phone can. You can easily download it on your desktop or mobile phone and enjoy its service.

Nextiva Features

• Unified communications

• Intelligent routing

• IVR

• Digital service helpdesk

• Unified team interface

Pros

• Knowledgeable and friendly customer support.

• Easy to use, with intuitive user- interface.

• Available on both desktop and mobile phones.

Cons

• The app often crashes after updates.

• Technical issues in the dialer.  

Nextiva Pricing

• Digital: $20

• Core: $30

• Engage: $40

• Power Suite: $60

2. RingCentral 

RingCentral is the most reliable communications platform that empowers AI-powered calls, messages, and meetings. It has 99.9999% uptime and is available in over 100+ countries all over the world.

This softphone application is suitable for businesses of every size and offers mission-critical communications to enhance business operations. With low pricing, it also has enhanced security features that protect your every phone call. 

RingCentral Features

• Call routing

• Warm transfer

• Ring groups

• Call handling

• Call queues

Pros 

• Excellent audio and video call quality.

• Enhance security features.

• Advance integration capabilities.

Cons

• Takes a longer time to set up.

• Costlier than other VoIP providers.

RingCentral Pricing

• Core: $20

• Advanced: $25

• Ultra: $35

3. 8×8

8×8 is the VoIP softphone that has over 3 million business users. It is mostly useful to conquer customer experience complexity through a single platform and efficiently connect with your teams and precious customers. 

Whether you are an individual or a business organization, this software is perfect for video conferences and team chats without any disturbance. Also, you can add and remove new users by simply clicking on the interface button. 

8×8 Features

• Video conferencing

• Team chat

• Communication APIs

• Omnichannel routing

Pros 

• Simple setup and installation within a few minutes.

• All-in-one app with multiple integrations. 

• Easy to add new users or remove them.

Cons

• Sometimes, especially during busy times, call quality drops.

• Lacks customization options. 

8×8 Work Pricing

• Contact sales for pricing

4. Vonage

Vonage is the most flexible cloud communications application that offers secure phone conservation. It uses SD-WAN solutions to provide high-quality calls and monitor your phone system in real-time.

Using the advanced features provided by this application, you can easily communicate with the other party virtually from any part of the country. This will help you to attend every call and message without facing any interruption. 

Vonage Features

• Virtual receptionist

• Desk phone

• SMS and MMS

• Call groups

• Team messaging

Pros 

• Easy to assign contacts and extensions to users.

• No limit on calls and messages.

• High security and privacy.

Cons

• Expensive for small businesses and startups.

• Additional cost for adding new features.

Vonage Pricing

• Mobile: $19.99

• Premium: $29.99

• Advanced: $39.99

5. Zoom

Zoom is a softphone application that offers an AI-first work platform for collaboration and team meetings. It is used in various sectors such as education, financial services, government, healthcare, manufacturing, and retail.

This softphone is recognized as the leader in the unified communications field by top review sites. Moreover, it is free to use by everyone without requiring a debit card or other payment card. 

Zoom features

• Docs basic

• Team chat

• Scheduler

• Whiteboard

• Meetings

Pros

• Easy to schedule any meeting.

• The recording feature helps to review the meetings smoothly.

• Setting up the account took no time at all. 

Cons

• Occasionally lags and crashes on older devices. 

• Refunds are unavailable. 

Zoom pricing

• Free: $0

• Pro: $15.99

• Business: $21.99

• Business Plus: Contact sales 

Things To Look at While Choosing a Softphone App

There are various softphone software available on the market, and when choosing a softphone app, certain factors must be considered. 

Let’s look at the things you need to think about while choosing a smartphone app. 

1. Feature

Features are the factors that perform our overall task. Before choosing a softphone provider, you first need to understand your business requirements and check whether it has every feature you require. 

2. Compatibility

While doing business, you have to deal with many applications, and it would be better if the apps had integration ability. Hence, choose software that is compatible with each platform you use and manage your workflow from a single interface. 

3. Pricing

When you use the service, you have to pay a certain charge. Various providers have different subscription plans. Hence, select the service that is affordable and has a flexible cost structure. 

4. Customer Support

Customer support plays a great role in solving your issues. So, you must carefully consider which software has 24/7 customer support and assists you with whatever and whenever you encounter a problem with the service. 

Conclusion

Softphone applications are a growing need in the changing communication system. They provide benefits such as easy integration, cost-effective plans, and scalability, making them the best choice for modern communication needs.

Therefore, softphones are a must for businesses and individuals who prioritize smooth, efficient, and remote-friendly communication. They can increase productivity and boost growth.

FAQs

What is the difference between a softphone and a mobile phone?

A softphone is a software-based phone that works via the internet, while a mobile phone is a physical device that uses cellular networks.

What is a softphone used for?

Softphone is used for making internet-based (VoIP) calls and managing communication features like voicemail, call recording, and video conferencing.

Can softphones only be used for voice calls?

No, softphones can also be used for video calls, messaging, file sharing, and other unified communication features, depending on the software.

How to use a softphone?

To use a softphone, follow the following steps: 

Step 1: Download and install a softphone application on your device.

Step 2: Log in with your VoIP account credentials provided by your service provider.

Step 3: Configure call preferences, audio settings, and integrations if needed.

Step 4: Dial numbers using the app interface or access contacts to start a call.

Why is my softphone not working?

Your softphone is not working due to internet issues, incorrect settings, network restrictions, outdated software, or faulty hardware.

What is a softphone app?

A softphone app is software that allows internet-based voice and video calls, messaging, and other communication features on devices like smartphones, tablets, or computers.

How to transfer calls from a softphone?

To transfer a call on a softphone, press the transfer button, enter the recipient’s number, and choose direct or attended transfer.