The Best Softphones for Businesses

With recent advances in telecommunications, businesses have more flexible options to meet their needs. Softphones for businesses give you the ability to communicate with your customer base without the purchase of expensive hardware. With more offices going remote, softphones also give you an easy way to communicate wherever you are. Plus, softphone prices are typically much less expensive than traditional business phone services. 

Read on to learn more about softphones for businesses and how they might just be the business telecom solution you need. If you’d like a quote on a VoIP softphone, click here to get your free quote. 

What Is a VoIP Softphone?

The word “softphone” is essentially a contraction of “software phone.” Softphones for businesses are software-based phone systems that use VoIP (Voice over Internet Protocol) to make and receive phone calls. Because softphones are software-based, they give you access to many more features than a traditional business phone system would. All you need for your VoIP softphone is an internet-capable device and a reliable internet connection. This means you can use smartphones, laptops, tablets, and other devices that you may already own. 

One thing to note is that a VoIP softphone is different from an IP phone. An IP phone is a physical telephone that is designed to make and receive phone calls over the internet. Both softphones and IP phones use VoIP. However, an IP phone is a piece of hardware while a softphone is software that you access on an internet-capable device. 

Softphones typically have the same kind of interface that you expect from a telephone, such as buttons to dial phone numbers, transfer calls, and put someone on hold. But unlike a hard phone, a softphone will also give you access to many other features with the touch of a button.  

Benefits of Softphones

Now that you know what VoIP softphones are, let’s talk about their benefits. Softphones for business are gaining popularity, especially with the increase in remote work. Here are some of the top benefits of softphones for businesses:

• Access to business calls anywhere: As long as you have the software downloaded on your device, you can access business calls wherever you have an internet connection. 
• Save money: Because you don’t have to purchase as much hardware, you can save money by using VoIP softphones. Plus, softphones typically allow you to place video and conference calls, all without additional charges.  
• Integrate with computer systems: With the software downloaded to your computer, you can integrate contact databases, such as Outlook and Thunderbird. And many softphone providers also give you the ability to place a call directly from your CRM. 
• Place WiFi calls: Softphones enable you to use a WiFi connection when using your smartphone. This helps you avoid any roaming charges if you’re traveling abroad. 
• Access to more features: Because softphones for business are software programs, they offer many more features than traditional phone systems.
• Scalability: Easily add or remove phone lines with a few clicks of the mouse. Unlike traditional phone service, VoIP softphones do not require physical lines and expensive installation to add lines.  

Common Features of VoIP Softphone Software

The robust features of softphones for businesses are some of many reasons softphones are so popular. Although not all softphone providers are the same, many softphone apps offer these common features: 

• Voice calling: Using Voice over Internet Protocol, make and receive phone calls on your laptop, smartphone, or tablet, anywhere you have an internet connection. 
• Video calling: When using a device with a camera, most softphone apps allow you to place video calls. Some even allow you to turn a voice call into a video call without interrupting the call. 
• Call history: Keep track of both outgoing and incoming calls, including missed calls. 
• Voicemail: Callers can record a message for you when you miss a call. Some VoIP softphones transcribe voice messages into text for faster review of voicemail. 
• Call recording: Record calls from the softphone app. Call recording is especially useful for training employees, as well as for ensuring compliance with regulations such as HIPAA. 
• Call holding: Place customers on hold from the softphone app. Customers can listen to music or a prerecorded message while waiting for you to return to the call. 
• Contact directory: Access your contacts from the softphone app. Some apps even show the online presence and availability of contacts. 
• Call transferring: Just like a traditional business phone, VoIP softphones let you transfer a call to someone else in the organization. 
• Click-to-dial: Place a phone call by clicking a link within an email or on a web page. 

Best Softphone Systems

The best softphone will depend on the needs of your business. Some softphone systems have both free and paid versions, with only the most basic features, while others are more advanced, coming with a unified communications system. Choosing the right provider can be overwhelming. That’s why we’ve compiled a list of the best softphone systems, taking into consideration features as well as softphone prices.

• Nextiva:

As our top recommendation, Nextiva is simply the best softphone system. With Nextiva, you have unified communications all in one platform and VoIP service. All you have to do is download the Nextiva softphone app to your device and you’re ready to go. Chat with coworkers, schedule conferences, call customers, and access analytics all in one place. Softphone prices start at $18.95 per user per month. 

• 3CX

If you’re looking for a softphone platform built for remote working, 3CX is an excellent choice. 3CX works with both Mac and Windows, with native SIP apps for Android and iOS. With hassle-free video conferences, easy management both on premise and hosted, and both SMS and WhatsApp messaging, 3CX is full of features. Plus, its softphone pricing can’t be beat: use 3CX for free with up to ten users.

• Bria

With both voice and video calls in a single interface, Bria offers one of the best softphone systems. Bria is a unified communications platform with a user-friendly interface. Bria is compatible with Mac and Windows and is downloadable on Android and iOS. And one of the best parts is that Bria softphone pricing starts free with Bria Solo Free. For more than one user, Bria Teams costs $4.95 per user per month. 

• ZoiPer

ZoiPer is another unified communications platform, offering voice, video, fax, instant messaging, and presence. Zoiper offers click-to-dial with CRM integration, Outlook and Thunderbird plugins, and number recognition. Plus, if you’re looking to reduce your carbon footprint, Zoiper is written in C/C++ and Assembly, which uses less memory and CPU. Zoiper is free to use with other Zoiper users and works with Windows, Linux, and Mac. 

• RingCentral

RingCentral offers video, voice, and messaging all in one app, and works with any internet-capable device. Other notable features include voicemail-to-text and document sharing. Setup takes a matter of minutes, with softphone pricing starting at $19.99 per month per user. 

Softphone Requirements 

In order to use softphones for business, you’ll need the following: 

• Reliable internet connection: You need to have a good internet connection with enough bandwidth to ensure the quality of your calls. Otherwise, you might experience disjointed or dropped calls regularly. 
• Required hardware: In order to make calls from a softphone, you’ll need to make sure you either have a VoIP-compatible headset or a speaker and microphone on your device. A headset will likely give you the best call quality. 
• App download: For most softphones, all you need to do to get started is download the app onto your device and set up your softphone system. 

Softphones for Businesses: Takeaways 

VoIP softphones give you a high degree of flexibility. Whether you’re only using softphones or using a mix of softphones and hard phones, softphones for business are a modern solution that allows you to work from almost anywhere. 

If you need help finding the right softphone, VoIP, or business telecom provider, OneStop Communications can help. We’re based in Atlanta and serve customers across the South, from Birmingham to Miami. We work with the nation’s top providers and can help you find the right solution for your business. 

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