Use softphones for faster, cheaper, more flexible calls

The softphone feature allows tablets, laptops, and mobile devices to make and receive calls just like a traditional desk phone. It is a VoIP option that allows people to use the devices they already have to receive calls anywhere there is an internet connection.

This provides companies with several unique advantages, especially when integrated with other business tools to create a unified communications platform.

When implemented optimally, businesses can use softphones to add contacts from other applications, automate tasks, generate follow-ups, improve workflows, handle seasonal fluctuations, and scale up or down as needed.

How to Turn Any Device into a Softphone

Almost any device can be retrofitted into a softphone, though older devices may experience performance issues. Before deciding to roll out a softphone, it’s a good idea to check the system requirements for hardware and connectivity.

Once you know you have a compatible device, all you need is an internet connection, a VoIP subscription, and your service provider’s app installed on your device. Check out our list Best VoIP Phone Services Learn about all your options and what to look out for when making a decision.

All that’s left after that is to download the app, launch it, and log in. Some services may require you to verify your phone number with a code, while others only require email verification.

Most VoIP providers will walk you through a quick configuration setup before you make your first call. You’ll be able to adjust audio and video settings, set notification preferences, and familiarize yourself with the interface.

Softphone and Wi-Fi calling

Softphone and Wi-Fi Calling Both use the internet to facilitate calls, but they are not the same.

Some mobile carriers, like Verizon and TMobile, offer Wi-Fi calling. If your 4G or 5G connection isn’t strong enough, you can use Wi-Fi to make regular phone calls.

I accidentally started using this all the time since cell signal is spotty where I live. It switches seamlessly between Wi-Fi and cellular as needed, ensuring smooth call quality.

Softphones are similar, but require a VoIP subscription.

A softphone requires some form of Internet connection—not necessarily Wi-Fi. VoIP can work over a Wi-Fi connection, an Ethernet connection, or a cellular network. You can also use a softphone on a tablet or desktop, in which case Wi-Fi calling is limited to your phone.

Softphones are better suited for businesses

Unlike traditional desk phones, softphones easily connect to other business tools your team uses every day. When all your software is seamlessly integrated, employees don’t have to switch between systems to find what they need.

The softphone can be CRM Softwarecollaboration tools, email clients, customer service software, and more.

All of this information and much-needed context is easily accessible through the same interface. For example, when a customer service agent receives a call, they can quickly see who the caller is, the caller’s previous purchase history, and a record of the last interaction.

They don’t need to be cold-called for engagement, which creates a better user and customer experience.

Businesses can also enjoy a variety of other VoIP features with their subscription, including:

• Teleconference.
• Call forwarding and transfer.
• Voicemail transcription option.
• Customizable call routing rules.
• Real-time analytics and reporting.
• Insights on call duration, user activity, and call volume.
• Accessibility options such as voice commands, text-to-speech, and screen reading.

A softphone can provide you with a full-featured phone system that includes all the tools your business needs.

Are softphone systems easier to manage?

Administrators can manage user settings, permissions, and softphone configurations from a centralized interface. This means they can remotely update software, help users resolve issues, and make adjustments quickly without requiring users to wait or pause their work.

New users can be added to a softphone system with just a few clicks of the mouse. Unlike physical hardware, softphone systems can be maintained and upgraded without the need for on-site technicians.

Is it cheaper to switch to a softphone VoIP provider?

Yes, for a number of reasons. First, VoIP subscriptions tend to cost much less than traditional landline or local systems. VoIP also offers lower international calling rates, making it an attractive option for businesses that frequently handle global calls.

VoIP systems and softphone functionality also mean that you don’t need to buy physical phones. Outdated hardware and miles of phone lines are a thing of the past. On top of that, you don’t need to worry about infrastructure maintenance because it’s handled by your VoIP provider.

Are there any disadvantages to softphones?

Softphones have many advantages, but they are not without disadvantages.

Requires a stable connection

The reliability of your softphone depends on your internet connection. You don’t need the fastest network in the world, but it must be stable enough to send, receive, and decompress data packets.

Just like a poor cellular network, a bad internet connection can cause dropped calls, severe delays, and even echoes.

Network congestion

Network congestion can also affect call quality, especially for large businesses. Talking on the phone, browsing the internet, streaming videos, sending emails, or downloading large files all at the same time can strain your network.

You can adjust the Quality of Service (QoS) settings to prioritize VoIP traffic as a starting point. This means the network will pause other activity when necessary to maintain call quality. This can be frustrating for those who have to wait, but it’s a small price to pay for a consistent customer experience.

If adjusting the QoS settings doesn’t help, you may need a separate network dedicated to your phone system. While this will ensure high-quality calls, it can be costly.

Integration with legacy systems

Softphone systems integrate well with modern business applications, but companies with complex or custom legacy systems may need help.

For example, integrating with a custom CRM or proprietary communications system you built might require a developer or even be impossible. If no one on your team is familiar with APIs and code, connecting tools might be more challenging than you expected.

Regulatory issues

Some businesses are required by law to use traditional phone systems.

For example, the United States Health Care The digital and financial sectors must meet specific communication and data security standards. For many sectors, legacy systems may be the only way to guarantee compliance.