What is a softphone? Definition, benefits, and more

With so many businesses going remote or hybrid, many are turning to more flexible business phone solutions — that don’t require you to be at your desk or give out your personal cell number.

For teams and entrepreneurs, the ideal solution is modern digital softphones. But what is a softphone? And how can they help your business thrive?

We’ll explain all you need to know about softphone systems, from how they work to why you should use a softphone for your business now.

What is a softphone?

A softphone is a type of software that allows you to send and receive texts and phone calls using an internet connection. All you need is an internet-enabled device, such as a cell phone or computer, to get the perks of a desk phone. Thanks to softphones, physical phone lines and extra bulky hardware are no longer necessary to have a complete business phone system. 

When you choose softphone software instead of traditional desk phones, your team is no longer tied to an office. Softphone technology, sometimes known as Voice over Internet Protocol (VoIP) technology, unlocks the option for teams to go remote, hire from abroad, or stay in touch while on the go. It’s a perfect fit for businesses in modern times, in which 1 in 5 workers work remotely.

How do softphones work?

Softphones are easy to set up and use, especially compared to traditional phones. With no physical setup required, getting started can take as little as a few minutes. Getting a VoIP phone number is often as simple as signing up for an account and downloading a softphone app on a compatible device. 

Softphone VoIP systems let you: 

• Make and receive texts and calls from your web browser or mobile phone
• Work with only an internet connection
• Add hardware like headsets (optional)
• Tie your phone number to a virtual account rather than a specific landline, mobile device, or location

Before you sign up for a VoIP phone service, make sure the provider’s software is compatible with your preferred devices to avoid any softphone issues. OpenPhone, for instance, works with iOS, Android, Mac, and Windows devices, as well as web browsers.

What does a softphone look like? 

Softphones mimic the look of business phones with a digital dial pad, interactive display, and contact lists. The interface allows you to make and receive calls from your computer or mobile device as if you were using a traditional desk phone. And there are many more customizable features that you wouldn’t get on a desk phone, such as CRM integrations and call analytics.

How to get a softphone in minutes

Here’s how to get a softphone number in three simple steps:

1. Create an account with OpenPhone.
2. Choose your city or area code or a toll-free phone number — you can select a specific phone number in virtually any city or state in the US or Canada.
3. After you complete the signup process, you can start calling through OpenPhone.

5 Undisputed benefits of using softphones for businesses

Switching to softphones is a definite no-brainer. They make it simple to sign up for phone numbers and streamline your business communication far more than traditional PBX systems. Here are five perks you can benefit from when you switch to a VoIP service.

1. Share numbers easily with your team

Ready to grow your business? Softphone systems are prepared for growth, too. When you hire someone new, you can add them to your system within minutes for a small extra monthly fee, then share your business number with them.

Compare this with scaling a business on desk phones. Each time you hire, you’ll need to manage a physical setup process and purchase brand-new hardware. And if you want new phone features, you’ll need to purchase and set up new hardware for your entire team. It’s not convenient, time-efficient, or cheap — whereas setting up a softphone is all three.

2. Reduce your phone costs 

If you want major cost savings (what small business doesn’t?), softphones may be the perfect fit for your team. Since your phone will run on the internet, you don’t have to invest in extra hardware. Team members can manage their calls from their computers or their personal smartphones (without ever revealing their personal phone numbers to customers or mixing their personal contacts in with their business contacts). With OpenPhone, plans start at $15 per user per month.

Another financial perk of switching to softphones is often lower long-distance prices. If you have a global client base, softphones like OpenPhone can help you save money on international calls and texts at lower rates than landlines. You can also call and text US and Canadian clients for free by claiming a local number — even if you live abroad.

3. Build stronger customer relationships

With a softphone, you can access new features by updating your app. Tools like call flow builders, automated text messages, and real-time call transcriptions and summaries make each interaction more efficient. 

Integrations with Salesforce, HubSpot, and other popular CRMs let you easily log data (yes, even text logging) in the tools you’re already using. Softphone providers like OpenPhone also work with APIs and 7,000+ third-party apps like Zapier, so you can sync customer interactions and automate workflows. 

4. No IT tickets needed

Softphone apps are user-friendly platforms that most smartphone users (or the majority of US adults) can learn to use within minutes — even without any training. They’re designed like the built-in phone apps you’re used to. Everything from your digital dialer to your text messaging interface will feel familiar.

With softphones, you won’t have to worry about calling an IT pro to learn how to do something as simple as setting up a voicemail greeting. But if you ever do get stuck, many softphone providers offer free customer support, so you can reach out to experts and keep your business running smoothly.

5. Work from anywhere

Softphones allow you to work from anywhere with practically any device. As long as you have a reliable internet connection, you can manage your calls and texts in real time from a browser, desktop, or mobile app.

Since your team is no longer tied to a single office space, you can easily build a remote team or hire talent from anywhere in the world. With OpenPhone, for instance, all it takes is an email invite and a brief onboarding process for team members to access their softphone. Even if they’re working from an entirely different continent, your employees can start managing a brand-new number unique to them or a shared phone number, allowing you to build a virtual support team.

Must-have softphone features

Softphones go beyond basic telephony functions to provide a wide range of features for your business. While voicemail, caller ID, call holding, and mute are common on cell phones and desk phones, they come standard with most softphone apps, too. But if you’re looking for a little (or a lot) more, VoIP providers like OpenPhone include features like:

• Unlimited calling, SMS, and MMS in the US and Canada
• Shared phone numbers
• Voicemail transcriptions
• Call recording
• ​Call waiting
• Call transfers (including cold and warm transfer options)
• Integrations with email, Slack, Zapier, and HubSpot 
• Analytics
• Auto-attendant (IVR)

Plus, since your phone number isn’t tied to a specific location, softphones allow you to choose from a variety of area codes (in the US and Canada, with OpenPhone). Whether you have multiple locations or want to build a local presence in a specific area, you can have as many phone numbers as you’d like on your account. OpenPhone also supports free phone number porting if you want to keep an existing number as well as toll-free phone numbers.

Softphones vs. hard phones: How do they compare?

A softphone system operates over the internet, while a traditional phone system uses physical hardware. Softphones offer greater mobility, scalability, and ease of use for lower costs compared to traditional phones.

Here’s how softphones vs hard phones compare: 

Get started with softphones

With the rise of softphones, desk phones and work-only cell phones are quickly becoming outdated business tools. When managing calls and texts is as easy as logging into an app, there’s no reason you should keep your phone number tied to a single location or device. Softphones provide greater mobility, scalability, and ease of use for far better prices.

OpenPhone is a softphone that offers far more features than you’d expect from a traditional phone. With business app integrations, call forwarding, analytics, and more, OpenPhone can help you get smarter about your client communications. Start your free trial of OpenPhone to get the business phone features you need to thrive.

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