Looking to select a softphone for business? Picking the right one is like finding a needle in a haystack — it takes patience, but the right choice can tie everything together.
Below, we provide an overview of some of the best Voice over Internet Protocol (VoIP) services. We’ll discuss key features and limitations to help you select the best softphone for business.
What is a softphone system?
A softphone is a software solution that lets you make phone calls and send and receive texts via the internet. Softphone systems can replace traditional phone systems, allowing teams to stay connected wherever they are from their computer or mobile device.
How do softphones work?
Softphones work by using Voice over Internet Protocol (VoIP) technology to make and receive calls over the internet. When you speak into your device, the softphone converts your voice into digital data, which is sent through your internet connection to a VoIP server. The server then routes the call to the intended recipient, where it’s converted back into audio they can hear — just like a regular phone call, but without traditional phone lines.
Top softphone business providers compared
Here’s a quick breakdown of how the top softphones for business stack up based on pricing and basic calling features. Keep reading as we cover each provider in more detail, including their specific plans and feature sets.
| Provider | Starting price | Unlimited calling to US & Canada | SMS/MMS to US & Canada | Shared phone numbers | Additional phone numbers |
|---|---|---|---|---|---|
| OpenPhone | $15 per user per month | ✓ | ✓ | ✓ | $5 per number per month |
| RingCentral | $20 per user per month | ✓ (limited toll-free minutes) | ✓ (25 messages per user per month) | ✓ | $4.99 per number per month |
| Line2 | $7.99 per month | ✓ | ✓ | X | $14.99 per number |
| Nextiva | $20 per user per month | X | Requires upgrade | Shared call appearance only | Undisclosed fee |
| Ooma | $19.95 per user per month | ✓ | Requires upgrade | ✓ | $9.99 per number per month |
| Grasshopper | $14 per month | ✓ | Local numbers only | X | $9 per number per month |
| Phone.com | $12.74 per user per month | Requires upgrade | ✓ (MMS isn’t supported in Canada) | Requires $4.99 add-on | $4.99 per number per month |
| 8x8 | Contact for a quote | ✓ (only on Engage and Work plans) | ✓ (only on Engage and Work plans) | ✓ | Contact for a quote |
| GoTo Connect | $26 per user per month | ✓ (limited toll-free minutes) | For US and Canadian customers only | Requires upgrade | Contact for a quote |
Here’s a closer look at the nine best softphones for business.
1. OpenPhone: Best softphone app for growing businesses
OpenPhone is a modern VoIP softphone that scales with your business. Each team member can have their own US, Canadian, or toll-free number or share numbers for seamless collaboration.
Streamline communications with features like auto-replies to respond to the most common questions and phone menus to let clients route their calls to the right person or department themselves — no receptionist needed. Plus, save time on repeat text messages by using snippets.
OpenPhone integrates with many business apps like HubSpot, Slack, Gong, and Zapier to automate tasks and eliminate manual effort. You can also use AI call features to do more with your number.
OpenPhone gives your team a softphone for Mac, Windows, Android, iOS, and most web browsers. Sign up for a free trial and get up and running in minutes. Then your team can use OpenPhone’s web, desktop, and mobile apps.
Key features of OpenPhone
- Free calling and texting to US and Canadian numbers
- MMS support
- Group messaging
- Shared phone numbers
- Desktop, web, and mobile apps for Windows, Mac, Android, and iOS
- Phone menu (also known as an auto-attendant or IVR)
- Call recording
- Business app integrations (HubSpot, Gong, Google Contacts, Slack, webhooks, and Zapier)
- Voicemail transcriptions
- Scheduled text messaging
- AI-generated call summaries, transcripts, and text responses
- Call views for centralized call management
OpenPhone pricing
OpenPhone pricing is clear and transparent — you never have to worry about hidden fees or costly add-ons to get the features you need.
- Starter: $15 per user per month for unlimited voice calls and text messages in the US and Canada, voicemail transcriptions, shared numbers, and more
- Business: $23 per user per month to unlock phone menus, group calls, analytics and reporting, automatic call recording, and more
- Enterprise: Custom pricing for a custom contract, priority support, audit logs, and more
2. RingCentral
RingCentral is a leading business phone system tailored for enterprise users.
While the base plan includes essentials like voicemail-to-text and team messaging, key features such as automatic call recording and business app integrations require an upgrade.
RingCentral’s higher-tier plans also include many other bells and whistles (such as virtual fax). But you may end up paying more for features you don’t want — just to get the ones you need.
Key features of RingCentral
- Unlimited calling in the US and Canada
- Advanced features like call parking and QoS reports (require upgrade)
- Voicemail transcriptions
- Call recording
- CRM integrations (requires upgrade)
- Business app integrations (requires upgrade)
RingCentral pricing
RingCentral’s pricing gives you three options:
- Core: $20 per user per month to access unlimited domestic calling, limited SMS and MMS, and IVR
- Advanced: $25 per user per month to access auto call recording, advanced call monitoring and handling, and multi-site management
- Ultra: $35 per user per month to access video meetings with up to 200 participants, whiteboards, and customizable business analytics
3. Line2
Line2 is a low-cost phone system for small businesses and solopreneurs.
If you need to replace desk phones with a basic softphone app, Line2 might save you a few bucks while your business gains momentum.
With Line2, you get a local number, voicemail transcriptions, and PBX features. You also get useful features like MMS messaging, voicemail transcriptions, and caller ID.
But you don’t get a lot of essential features like auto-replies or integrations. Compared to Line2 alternatives, Line2’s low pricing is less appealing given the basic feature set.
Key features of Line2
- Unlimited calling in the US and Canada
- Unlimited domestic SMS
- Desktop and mobile apps
- Voicemail transcriptions
Line2 pricing
There are two ways to pay for a softphone through Line2:
- $9.99 per month (billed monthly)
- $7.99 per month (billed annually)
4. Nextiva
Nextiva is a unified communications system that serves call centers and enterprise users, but it may not be the best option for small businesses.
The Digital plan includes features like live chat, email, and social media channels. But that’s pretty much it. Basic features offered on the base plans of other VoIP phone systems, such as SMS, are only available on the Core plan (and are limited to 100 messages per user per month).
Also, Nextiva is only available to businesses in the US. For example, if you’re a Canadian business, you can’t use Nextiva’s services.
Key features of Nextiva
- Unlimited voice and video calling in the US and Canada (requires upgrade)
- SMS (requires upgrade)
- Messaging applications
- Voicemail transcriptions (requires upgrade)
- Unified channels inbox
Nextiva pricing
Here’s what to expect from Nextiva pricing:
- Digital: $20 per user per month for live chat, email, and social media channels
- Core: $30 per user per month for inbound and outbound voice, video meetings, and screenshare
- Engage: $40 per user per month for toll-free numbers, call center queuing, and advanced reporting
- Power suite: $60 per user per month for unlimited SMS messages per user per month, intelligent routing, and a supervisor dashboard
5. Ooma
Ooma is a VoIP service for small businesses. It offers many features even on the Essentials plan. For example, the lowest tier plan includes VoIP call forwarding, virtual fax, virtual receptionist, and unlimited calling in the US, Canada, Mexico, and Puerto Rico. Ooma’s international calling rates are pretty affordable, too.
However, the Essentials plan skips a few basics, like calling on the desktop app, call recording, and SMS, which require you to upgrade to the Pro plan.
The pricing is straightforward but not inexpensive. The Essentials plan costs $19.95 per user per month and offers many features a small business might not need, such as call flip or overhead paging.
Key features of Ooma
- Unlimited calling in the US, Canada, Mexico, and Puerto Rico
- Virtual receptionist
- Call transfer
- Virtual fax
- Call park
- Desktop app (requires upgrade)
- Google and Office 365 integrations (requires upgrade)
Ooma pricing
There are three different pricing plans for Ooma Office.
- Essentials: $19.95 per user per month for auto-attendants, call forwarding, and overhead paging support
- Pro: $24.95 per user per month for call recording, voicemail transcriptions, video conferencing, analytics, SMS, and access to Ooma’s desktop app with calling
- Pro Plus: $29.95 per user per month for call queuing, CRM integrations, hot desking, and advanced call flows
6. Grasshopper
Grasshopper has been around for over two decades. It’s an excellent solution for small teams that want access to all the features a standard VoIP phone service offers.
Grasshopper’s pricing depends on the number of lines and extensions. For example, the True Solo plan ($14 per month) offers one phone number, one extension, and all Grasshopper features. Their highest-tier plan includes four numbers and unlimited extensions for customers to dial.
While you get access to all features, Grasshopper still doesn’t offer basics like call recording or shared phone numbers. Grasshopper charges $10 per month for simultaneous ring if you want your team to share responsibility for incoming calls. And you also won’t be able to access any integrations aside from forwarding to Skype.
Key features of Grasshopper
- Unlimited calling and texting in the US (except Alaska and Hawaii) and Canada
- Voicemail transcription
- Call forwarding
- Virtual fax
- Custom greetings
Grasshopper pricing
Here are Grasshopper’s pricing options:
- True Solo: $14 per month for one phone number and one extension
- Solo Plus: $25 per month for one phone number and three extensions
- Small Business: $55 per month for four phone numbers and unlimited extensions
7. Phone.com
Phone.com is a cost-effective business VoIP system tailor-made for small businesses.
It supports video conferencing, voice calls, and text messaging using popular operating systems. You can use this softphone on Mac, Windows, iOS, and Android devices.
The problem? The Basic plan only offers 500 pooled minutes. If you go over the limit, you’ll pay extra for the month. Phone.com also lacks features like call recording, which costs $8 per month as an add-on.
A few features also limit scalability. For example, even when you select the mid-tier Plus plan, the number of participants in video conference calls is limited to 25 participants.
Key features of Phone.com
- HIPAA-compliant video conferencing (requires upgrade)
- Video recording (requires upgrade)
- Unlimited calling in the US (requires upgrade)
- Call recording (requires upgrade and available as an add-on)
- CRM integration (requires upgrade)
Phone.com pricing
Here’s what you can expect to pay with Phone.com for 1-4 users:
- Basic: $12.74 per user per month for 500 pooled minutes, video conferencing with 10 participants, and mobile phone and web apps
- Plus: $18.69 per user per month for unlimited minutes, video recording, voicemail transcriptions, and SMS
- Pro: $27.19 per user per month for call recording, call analytics, and CRM integrations
8. 8×8
8×8 is a softphone platform designed for omnichannel customer support via phone, email, SMS, and video. It works best for call centers, customer support teams, and enterprise businesses.
However, some limitations include an outdated interface and storage limitations. While it offers indefinite access to SMS messages, call recordings are deleted after 90 days.
8×8 also doesn’t provide transparent pricing upfront, so you have to contact their sales team for a quote. Additionally, while businesses can receive international texts, they can’t send them, which could cause leads to go to a competitor.
Key features of 8×8
- Calling in the US and Canada
- Team messaging
- Conversational intelligence
- Auto attendant
- Supervisor analytics (requires upgrade)
8×8 pricing
The cost of 8×8 isn’t publicly listed. You’ll have to contact sales for a quote.
9. GoTo Connect
GoTo Connect, formerly Jive, comes loaded with features. While VoIP call routing can sometimes look like a maze, the user-friendly interface makes it simple. For example, GoTo Connect’s call routing system has a drag-and-drop interface with a clear visualization of the customer service call flow.
You get Outlook and Google Workspace integrations and video meetings with up to 250 participants even on the base plan. GoTo Connect also has extras like integrations with Zendesk, shared inboxes, and AI-call summaries. But you’ll need to upgrade to their Connect CX plan to access any of these features.
Key features of GoTo Connect
- Video conferencing
- Shared line appearance (SLA)
- Hot desking
- Auto-attendant
- Custom greetings
- Voicemail to email
- Predictive analytics
GoTo Connect pricing
Businesses can choose from three GoTo Connect plans:
- Phone System: $26 per user per month for video meetings with up to 250 participants and team chat
- Connect CX: $34 per user per month for shared inbox, AI call summaries, and analytics
- Contact Center: $80 per user per month for AI chat analysis and supervisor analytics
10 key softphone features to consider
The best softphone for businesses should have features your team might use regularly.
If you need advanced features, you should look for those too. But if you’re getting started, look through these softphone features and pick ones that fit your needs.
Compare your priorities to what each softphone app offers to select the right one for your business.
- Call management: Call management features, including call forwarding, call transfer, and phone menu/auto-attendant let you provide a more seamless experience to customers. And callers can listen to your phone menu greeting and select the best option — no receptionist needed.
- Compatibility: The best softphone for business should have apps for all major devices — Windows, Mac, iOS, and Android — and offer a web version so you can access it anywhere with the internet. This allows team members to handle calls and text messages from their phones, ensuring quick responses to leads and excellent customer support.
- Call recording: Call recording serves multiple purposes. Teams can listen to call recordings as a training opportunity to provide better responses, analyze customer interactions using tools like Gong, or screen candidates for a job based on a phone interview. However, you should be mindful of call recording laws.
- Integrations: The best softphone should sync seamlessly with business apps, like your CRM, to log communications automatically. This eliminates the need for manual data migration and keeps all client interactions in one place.
- Voicemail transcriptions: Transcribed voicemails are easy to skim and are searchable. It makes the job easier for internal communications and support teams. It’s also handy — you can read voicemails even when you’re in a loud environment or don’t have your headset.
- Shared phone numbers: Shared phone numbers make it easy to create a central business line or customer support number. Multiple team members can manage calls on a single number, ensuring no calls are missed during working hours. They can also view client interactions — calls, texts, and voicemails — to deliver great service.
- Caller ID: The softphone should provide caller ID for local US numbers. Caller ID displays your business’s name when you call someone. If the recipient doesn’t have your number saved in their cell phone, caller ID can help build the trust needed for them to pick up.
- Easy setup: The best softphone for business should be quick and easy to set up and use. You don’t want to spend too much getting started or changing settings — or having to hire someone to configure your phone system.
- Customer service: Callers expect quick responses, but what happens when one of your tools doesn’t work? You need support, and that’s why VoIP providers must deliver fast, reliable customer service. While a knowledge base helps with self-service, you can’t afford delays when problems arise, as they risk damaging your reputation.
- Transparent pricing: Hidden costs turn into unwelcome surprises. Choose providers with transparent pricing, straightforward plans, and clearly stated fees for add-ons like international calls.
What are the benefits of softphones?
Businesses invest in softphones for various reasons. The benefits of a softphone can help businesses achieve goals or improve efficiency. Here are a few benefits of softphones:
Cost-effective
Why invest in all that hardware when you can use a BYOD (bring your own device) policy? More than 80% of companies have a BYOD policy of some kind, so it makes sense to allow team members to use their personal devices to stay connected. Combine BYOD with OpenPhone, which costs $15 per user per month, and you get a very cost-effective business phone solution for your team.
Work from anywhere
Modern businesses need communication services that work on all devices, not just desk phones tied to their cubicle. Softphones allow teams to communicate through computers and cell phones as long as they have an internet connection.
Scalability
Desk phones and related hardware need real estate and cost more to upkeep. Softphones save you office space by being available on the devices your team uses for the rest of their work, making the system more scalable.
Separate numbers
Even when you and your team use a softphone on your personal phone, you can keep personal and business calls separate by getting a second number.
Join OpenPhone: The best softphone for business
OpenPhone is the best softphone for business because it offers a mix of features, business-friendly pricing, and reliable support. For $15 per user per month, you get features like auto-replies, auto-attendant, and integrations with email, Slack, Zapier, and webhooks. The best part? No hidden costs.
If that sounds intriguing, start a free seven-day trial of OpenPhone and experience the service yourself.
FAQs
Top softphone apps for businesses stand out with a diverse range of features, including call recording, seamless integration with various business tools, voicemail transcription, number sharing, caller ID, easy setup, exceptional customer service, clear pricing, and remote work capabilities for improved scalability and efficiency.
Depending on the solution, most softphones can integrate with CRM software. This allows for automatic logging of all phone communication, making it easier to keep track of customer interactions.
Implementing softphone systems in a remote work environment streamlines communication by providing seamless connectivity across devices and locations, significantly enhancing collaboration and productivity among remote teams.
The cost of softphones can vary greatly depending on the feature set and performance. If you’re about to invest in a softphone, check out our VoIP cost calculator to estimate the total cost.
