Best Softphone Apps

Do you need to make phone calls for daily business operations? If so, then a softphone app is the perfect solution. Softphone technology has come a long way over the past few years, now offering a reliable and efficient communication system for businesses of all sizes. Softphone solutions are software-based telephone systems that allow users to make voice calls over the Internet instead of traditional landlines.

They offer numerous benefits compared to physical handsets, such as cost savings, flexibility, portability, and scalability. Now that we've explored the advantages let's take a look at some of the top softphone apps available today.

Whether you're looking for basic features or advanced capabilities like video conferencing and call recording, there's sure to be something here that can suit your needs perfectly.

What are Softphone Apps?

Softphone apps are software-based telephone systems that enable users to make voice calls over the Internet instead of traditional landlines. They are becoming increasingly popular for businesses, as they offer numerous benefits compared to physical handsets, such as cost savings, flexibility, portability, scalability, and more.

Softphone solutions are virtual phone systems running on computer hardware or mobile devices, such as iOS and Android. Users can install the software directly on their devices, enabling them to make and receive calls effortlessly without intermediaries. Calls are routed through the Internet, making them more efficient and cost-effective.

Softphone apps also offer a range of features, depending on the platform used. Primary features include call forwarding, voicemail, conference calling, and caller ID. More advanced solutions provide video conferencing, call recording, auto-attendant, and presence services. They also allow users to access their contacts quickly and easily through an address book or contact list.

Softphone App: Advantages Over a Desk Phone

Softphone applications offer several advantages over traditional desk phones, making them an increasingly popular choice for businesses and individuals. Here are its main benefits:

1. Portability

   Unlike desk phones that require physical connections to phone lines or networks, softphones can be used on any Internet-enabled device, like smartphones, tablets, or computers. This allows users to make calls from anywhere as long as they have an internet connection. Softphone applications enable users to make calls away from their desks, removing the need for physical connections to phone lines or networks.

2. Unified communications

   Softphone apps offer a whole new level of convenience by integrating various communication channels into a single platform. With a softphone app, you can not only make and receive calls but also send instant messages, conduct video conferences, and even share files—all from your computer or mobile device.

3. Enhanced efficiency

   The third benefit on our list is elevated efficiency. When you switch to a softphone app, you're opening the door to a world of increased productivity. Whether you're working from home, traveling, or simply stepping away from your desk, you can answer calls on your mobile device or laptop with ease.

4. Stronger privacy

   Softphone apps also offer enhanced privacy features compared to traditional desk phones. Its robust encryption protocols ensure that your calls and messages remain secure, protecting sensitive information from falling into the wrong hands. Additionally, softphone apps often have built-in security measures like two-factor authentication, further safeguarding your communications.

5. Significant cost savings

   Most softphone apps are available as a subscription service or as part of a unified communications package, eliminating the need for expensive hardware investments. Moreover, with a softphone app, you can make calls over the Internet (VoIP), reducing long-distance and international call charges. Overall, it's a win-win situation, saving you money while still enjoying all the benefits of a reliable communication system.

6. Improved team collaboration and efficiency

   There is no doubt that effective team collaboration plays a crucial role in today's fast-paced business landscape. Softphone applications enable employees to stay connected through various channels, like voice and video calls, video conferencing, and instant and team messaging — fostering better teamwork and productivity. Using softphone applications in the workplace allows teams to troubleshoot issues and develop innovative solutions quickly.

Top Features Provided by Softphone Software

The features offered by softphone providers today are impeccable. They have a range of features that enable users to make and receive calls, collaborate with teams remotely, manage contacts, and more. Here are some of the most notable ones:

1. Video calls and video conferencing

   Video calls and conferences allow users to interact face-to-face with their team members, no matter their location. Most softphone applications and phone systems provide a high-quality video conferencing experience so users can collaborate on projects in real-time. It enables teams to troubleshoot issues quickly and develop innovative solutions without physical barriers.

2. Voicemail and voicemail transcription

   Softphone software houses essential features such as voicemail and voicemail transcription. Voicemail allows users to receive audio messages while unavailable or offline, allowing them to remain productive and respond to conversations at their own pace. Voicemail transcription enhances convenience by automatically transcribing voicemails, eliminating the need to listen to lengthy messages.

3. DND (Do Not Disturb) mode

   Many softphone apps come equipped with a helpful feature called "Do Not Disturb" (DND) mode. This allows users to mute calls and incoming messages to remain undisturbed. It's an effective way for users to avoid distractions and focus on tasks. DND mode creates a virtual barrier that prevents unnecessary calls or messages from disturbing the user's workflow.

4. Security and encryption

   Softphone apps prioritize user security and privacy through encryption protocols. These protocols guarantee the privacy and security of all data shared on the platform. Users can trust softphone applications with their confidential information, as the platforms employ authentication methods such as two-step verification, biometric authentication, and end-to-end encryption to protect their data.

5. Presence and availability status

   Presence and availability status are key features of softphone software that allow users to stay connected with their team and customers. These features provide a real-time overview of who is available, busy, away, or offline, allowing quick and accurate communication between all involved parties. Presence solutions extend beyond text chat by leveraging audio and video to enhance team collaboration further.

6. Integration capabilities

   Integration capabilities are a powerful feature of softphone software. They allow users to connect their softphone apps with other business tools and services like CRM, ERP, customer support platforms, marketing automation systems, and more. This enables a unified platform that allows users to manage their contacts, send messages, and even process payments from one central location.

7. Call history

   Call history is another valuable feature of softphone software that lets users track all incoming, outgoing, and missed calls. It provides a comprehensive overview of past engagements with customers and colleagues. Additionally, call history also stores information such as the duration of the call, time and date of the call, caller ID, and contact name.

8. Call transfers

   Softphone solutions offer the convenience of transferring phone calls, allowing users to quickly and easily transfer ongoing calls from one person to another. This is an efficient way to ensure that customer service issues and other inquiries are addressed promptly. Additionally, call transfers can be made without delaying or disrupting the conversation, making them ideal for complex customer support scenarios.

Core Requirements for a Softphone To Work

Softphone apps are increasingly becoming popular as a business phone system as they provide the flexibility of making and receiving calls anytime, anywhere. For these apps to work correctly, you must meet specific core requirements. Here are the must-haves when you want to use softphone apps:

1. Internet/Wi-Fi connection

   Internet connection is essential for softphone apps to work. The app relies on an internet connection to enable call functionality. Without internet access, making or receiving calls is not possible. High-speed broadband internet with a minimum bandwidth of 256 kbps and a latency of less than 150 milliseconds is recommended for optimal performance of a softphone app. Additionally, users should have access to reliable Wi-Fi signals free of interference.

2. Internet-powered device

   Softphone apps are versatile and adaptable, compatible with smartphones, tablets, laptops, and desktop computers. However, these devices should have an internet connection and support VoIP technology. Additionally, the device must have a microphone, speakers, or headset to make and receive calls.

3. VoIP/PBX subscription

   VoIP/PBX subscriptions provide users an economical way to make and receive calls using softphone apps. VoIP (Voice over Internet Protocol) is a technology enabling voice data transmission over the Internet. Meanwhile, a PBX (Private Branch Exchange) system is a private telephone network for business communications. Subscribers can configure their VoIP/PBX services to integrate with their softphone apps for a reliable and cost-effective telecommunication solution.

Softphone vs. Hardphone: What’s the difference?

Both softphones and hard phones are communication tools that allow users to make phone calls using the Internet as a medium. However, these two communication tools differ in their hardware needs, capacities, and user-friendliness

A softphone app is a software-based phone application installed on an internet-enabled device such as a computer or smartphone. In contrast, a hard phone is a physical device resembling traditional desk phones designed to work with VoIP technology.

Softphone applications often provide more advanced call management and communication features than hard phones, like instant messaging, video calling capabilities, and integration with other business applications. On the other hand, hard phones typically offer limited functionality compared to softphones but may have dedicated buttons for specific call-handling tasks.

The portability of softphone applications allows users to make outbound and inbound calls from any location using their devices connected to the Internet while maintaining their office extension number. Conversely, hard phones require being physically present at your desk or workstation for inbound calls since they are not easily portable.

In general, softphone applications are less expensive than hard phones because there's no need for additional hardware costs. However, some premium softphone apps come with subscription fees which can increase overall costs depending on the chosen plan.

Before making a decision on phone systems, it's essential to consider the advantages and disadvantages of each option, taking into account your budget requirements.

How To Choose The Best Softphone Software for Your Team?

Selecting the optimal softphone software and softphone applications can be a challenging undertaking. To help you make an informed decision, consider these factors:

1. Consider your team’s needs

   To ensure the right fit, it's crucial to consider individual user requirements when selecting software. Think about the daily tasks and features they'll need, such as making and receiving calls, instant messaging, audio and video conferencing, video calling, call transfers, integration capabilities, and call history. Additionally, consider the type of device they'll be using the app on and their mobility needs.

2. User support and documentation

   When selecting the best softphone app for your team, it is important to consider user support and documentation offered by the vendor. User-friendly customer support with quick response time is essential for a smooth customer experience and clear problem resolution. Furthermore, detailed product documentation should be provided to ensure easy setup and use of the software.

3. Checking the call quality and reliability of the softphone provider

   When selecting a softphone app, it is important to check the call quality and reliability of the softphone provider. To assess these factors, users can test the software's user-friendliness, voice clarity, and connectivity during calls. Additionally, businesses should look for providers with robust network infrastructure and redundancies to ensure peak performance during peak demand without disruption.

4. Total cost (including add-ons)

   Softphone software can come with associated costs, such as subscription fees. The fees associated with the provider's services may differ based on the package chosen and the features included. Furthermore, users may need to purchase additional hardware components or add-ons for optimal performance. It is important to factor in these expenses while selecting the best softphone system for a team to avoid unseen costs and ensure the budget is not overshot.

5. User reviews and recommendations

   User reviews and recommendations are a great way to evaluate a softphone software. It is important to consider the experiences of other users with the product to get an accurate assessment of its capabilities, features, and performance. Reading through user reviews can provide insights into customer service, call quality, audio clarity, user-friendliness, reliability, and other factors essential for making an informed decision.

6. Checking compatibility and integration

   When selecting softphone software, check its compatibility with existing systems and integration capabilities. You should undergo comprehensive compatibility testing to seamlessly integrate the software into business processes, call centers, and customer relationship management systems. Additionally, businesses should consider whether the provider offers APIs (Application Programming Interfaces) for easy integration with third-party applications.

7. Scalability

   Scalability is also a critical factor to keep in mind when selecting a softphone software for your team. The solution should efficiently handle different user requirements and provide the capability to increase or decrease resources as needed without compromising call quality. Look for providers that offer tailored business communications solutions that can be modified according to your changing needs.

8. Security

   Businesses should look for providers that use industry-standard encryption protocols and incorporate additional security features such as two-factor authentication to ensure data safety and privacy. Additionally, it's important to check for any independent security audits the vendor performs to verify their security measures.

9. Customizability

   Depending on the type of usage, different users may require different features and functions to optimize their experience. Therefore, businesses should look for providers that offer tailored solutions that are highly customizable to meet individual needs.

Top 5 Softphone Apps Comparison

From remote work to global collaboration, softphones have become essential to modern business communications.

However, given the number of choices available, it can be challenging to determine the most suitable softphone app for your requirements. We have compiled a comprehensive overview of the top softphone software available today to simplify your decision-making process.

Name	Free Trial	Demo	Starting Price
Zoiper	7 Days	Yes	$49.95/month
3CX	14 Days	Yes	$175 p.a.
RingCentral MVP	14 Days	Yes	$20/user/month
CloudTalk	14 Days	Yes	$25/user/month
Grasshopper	7 Days	Yes	$29/user/month

1. Zoiper

Zoiper is a comprehensive softphone solution that offers an intuitive user interface and powerful features. This solution offers cross-platform compatibility, allowing seamless integration with a wide range of devices such as Windows, Mac, iOS, and Android.

Features

• Customizable user interface
• Supports various audio and video codecs
• Various VoIP protocol support
• Encrypted transmission
• Web conferencing

Pros

• The primary advantage of using ZoiPer is its extensive feature set and capabilities
• It supports multiple VoIP protocols and advanced features like international call transfer and web conferencing
• Thanks to its extensive customization options, users can tailor their communication settings to meet their unique needs.
• With an intuitive and user-friendly interface, it ensures a delightful and easily accessible experience for all users.

Cons

• The free version of Zoiper offers limited features compared to the premium version
• While it is compatible with most devices, support for some platforms may be restricted or unavailable
• The price point for the premium version is high for certain businesses

Pricing

• Starts at $49.95 per user. Compatible with Windows, macOS, and Linux

2. 3CX

3CX is a feature-rich, award-winning VoIP softphone. It has an intuitive user interface and exceptional features like encrypted transmission, call transfer, and web conferencing. It also supports different audio and video codecs for high-quality communication. It is available as both a cloud-hosted and on-premise solution, making it suitable for businesses of all sizes and budgets.

Features

• Third-party app integration
• Intuitive web interface
• Multiple VoIP hardware compatibility
• Robust security features

Pros

• Feature-rich platform that offers powerful telephony capabilities
• Provides integration with third-party applications to streamline workflows and a web interface to manage contacts, call logs, and settings easily
• Wide range of compatible VoIP hardware and secure authentication measures for extra security

Cons

• The steep learning curve for those unfamiliar with VoIP systems
• It lacks features only available in more expensive solutions, such as toll-free numbers and calls recording
• The system can be quite expensive for smaller businesses or individuals, which may limit its utility

Pricing

• $0 (for 10 users) – Startup Free
• $175 p.a. (for 10 users) – Startup Pro
• $295 p.a. (4 sim calls) – Dedicated Pro
• $330 p.a (4 sim calls) – Dedicated Enterprise

3. RingCentral MVP

RingCentral MVP is a feature-rich softphone software designed to meet business and individual needs. This incredible solution offers a wide range of advanced functionalities, including top-notch secure encryption, seamless audio and video conferencing capabilities, efficient call-forwarding options, and reliable voicemail services.

Features

• Call transfer
• Toll-free numbers
• Call forwarding
• Multilingual interface
• Voicemail to email
• Encryption protocols

Pros

• RingCentral MVP offers a convenient and easy-to-use interface with powerful features such as virtual numbers, auto attendant, and voicemail-to-email for streamlined customer communication
• It provides advanced security measures such as encryption protocols and two-factor authentication to protect user data from malicious attacks
• RingCentral MVP offers toll-free numbers to facilitate better customer support
• The setup process is quick and simple, ensuring businesses can get up and running without any delays
• RingCentral MVP provides flexible pricing plans tailored to any business size

Cons

• RingCentral MVP is limited to certain countries and may not be available outside those regions.
• The absence of a dedicated desktop application could hinder the practicality of using it for certain businesses.
• The platform's lower pricing plans offer limited features, posing challenges for businesses to fully leverage its capabilities.
• There may be some compatibility issues when integrating with specific third-party applications.

Pricing

• $20 per user per month – Core
• $25 per user per month – Advanced
• $35 per user per month – Ultra

4. CloudTalk

CloudTalk is an innovative softphone solution featuring a modern user interface and powerful features. To facilitate better customer support, it supports multiple VoIP protocols, encrypted transmission, call forwarding, voicemail-to-email, and toll-free numbers. Furthermore, its two-factor authentication ensures the highest level of security for user data.

Features

• Automated attendant
• Call forwarding
• Voicemail to email
• Third-party integrations
• Enhanced security measures

Pros

• One of the most notable pros of CloudTalk is its automated attendant feature which provides a customizable experience and advanced routing algorithms
• CloudTalk offers call forwarding and voicemail-to-email features for convenience
• It has flexible pricing plans and integrations with third-party applications to help businesses get the most out of their phone system

Cons

• Some users have reported that the system can sometimes be unreliable, with calls dropping or being disconnected unexpectedly
• It lacks advanced features such as conference bridges, which may limit its utility for certain businesses
• CloudTalk does not offer toll-free numbers or a multilingual interface which may hinder usability for international customers

Pricing

• $25 per user per month - Starter
• $30 per user per month - Essential
• $50 per user per month - Expert
• Custom pricing available for a tailor-made offer

5. Grasshopper

Grasshopper is a cloud-based softphone system with powerful features. With its robust security measures, including two-factor authentication, user data remains well-protected. Additionally, its streamlined setup process ensures that businesses of all sizes can swiftly start operating without hassle.

Features

• Call forwarding
• Auto attendant
• Multiple integrations
• Advanced security measures

Pros

• Grasshopper offers an easy-to-use interface that you can access from anywhere as long as you have an Internet connection.
• This tool has powerful features such as an auto attendant, virtual numbers, and multiple integrations with popular software
• The tool is equipped with advanced security measures such as encryption protocols and two-factor authentication to secure user data.
• Lastly, it allows administrators to manage who has access to their account's sensitive information

Cons

• Grasshopper is limited to certain countries and may not be available outside those regions.
• The absence of toll-free numbers could pose a challenge for businesses dependent on customer support.
• The platform does not have a multilingual interface, making it more difficult for customers from different countries.
• It is more expensive than other services with similar features

Pricing

• $29 per month - Solo
• $49 per month - Partner
• $89 per month - Small business

Main Challenges of Softphone Software

Softphone software can be a great tool for modern businesses to streamline their communications, but some drawbacks should be considered before signing up. Here are some of the more common ones that you need to know:

1. Internet connection dependency

   Softphone software relies heavily on an internet connection to provide reliable service. Without a robust, reliable connection, the quality of calls can suffer from dropped signals and poor audio quality. Additionally, latency and jitter issues can occur, affecting the user experience.

2. Level of provider control

   Softphone software providers typically have a high degree of control over their services. They can set up and manage configurations for third-party applications and specify the security protocols and encryption methods used to protect user data. Additionally, they can limit the features available on certain plans or limit access to certain countries and regions.

3. Emergency calling limitations

   Emergency calling limitations are a major concern for businesses using softphone software. Many providers do not offer emergency calling services, meaning that customers may be unable to get help in an emergency. Additionally, some providers require additional setup and configuration steps to enable emergency calling services on their platform, which can be time-consuming and complex.

4. Power and battery considerations

   If installed on mobile devices, softphone software can cause power and battery issues. The software can consume a lot of battery power, meaning users need to recharge their devices to keep using the app constantly. Additionally, as more concurrent calls are made through the app, it puts additional strain on the device's processor, leading to a laggy performance and decreased battery life.

5. Cost setup process

   The cost setup process of softphone software can be challenging, depending on the provider. It usually involves planning and choosing features that suit your business needs. Most providers also require upfront costs, such as hardware purchases or installation fees, to activate the service. Additionally, there are often recurring subscription fees for using the service, which can increase depending on the number of users and features.

6. High learning curve

   The high learning curve of softphone software can be a challenge for some businesses. It requires understanding the system setup process, how to manage configurations, and security protocols and encryption methods to protect user data. Users must also become familiar with more advanced features such as call forwarding, auto attendant, and multiple integrations to get the most out of the system.

How Much Does a Softphone App Cost?

Softphone applications vary in price, depending on the provider and the features required. Typically, a basic subscription can range from $20 to $50 per month, while more advanced plans may cost up to $100 or more. These prices usually include unlimited calling minutes, with some providers offering additional discounts for regular customers.

Conclusion

Recently, softphone apps have become a widely used option for businesses, providing an economical and convenient substitute for conventional desk phones. By using the best softphone apps and software, companies can enjoy various features that improve communication systems and team collaboration.

When selecting a suitable softphone app for your organization, factors like cost, integration with existing systems, and ease of use should be taken into account. While softphones have potential drawbacks, such as dependence on internet connectivity and potential security risks, they offer numerous benefits for any enterprise looking to upgrade its communication tools.