What Is a Soft Phone? Everything Your Business Needs to Know

The times of traditional telephone communication are coming to an end, so most businesses have already switched to calls over the Internet. A softphone is a software-based phone system that enables users to make and receive calls over the Internet using a computer, smartphone, or tablet, eliminating the need for traditional phone hardware. It offers features like voicemail, call recording, and video conferencing, providing flexibility and cost savings for businesses by facilitating remote work and reducing the need for physical phone lines.

There isn’t much hardware to install, and you won’t need to change the phone lines every once in a while if you decide to use a softphone. There are also no upfront costs, and some applications are free of charge.

Here, you will find answers to why a softphone is so convenient when it comes to making a phone call to your client or video conferencing with your employees, and how your business can benefit from it.

What Is a Softphone and How Does It Work?

A softphone is a phone system that is based on software and works through the Internet. Unlike a traditional phone, you can install software on your PC or a cell phone. A softphone doesn’t require any physical hardware, as it uses an Internet connection to make voice calls, and some support video calls.

Softphone software has everything desk phones have and even more. It has the basic features of calling and answering incoming calls, leaving a voicemail, and recording a call. Additionally, you can invite others to a conference call, send emails, and, depending on a softphone app, you can start video conferencing with your employees. You can also plan your phone calls or meetings in a calendar and message your colleagues.

Another convenient feature is that the software can be installed as a softphone app on mobile devices and used from wherever there is an Internet connection.

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How Does a Softphone Work?

A softphone application can be installed on a Windows, Mac, or Linux mobile device, desktop computer, tablet, etc. In order to make calls, you need to have a headset or a microphone and a speaker. There is no need to have a PBX box on the premises; instead, you will have a cloud-based one. PBX stands for Private Branch Exchange, and a cloud-based PBX is a phone system that works only when connected to the Internet.

A softphone allows you to do everything you can do on a desktop phone, with additional benefits like being able to work remotely or having features that make your job easier.

Softphone software is helpful for colleagues to get in touch with each other quickly and arrange a video call to discuss an issue. It is also a good tool to examine the team’s performance and clients’ activity.

What Kind of Software Do You Need to Use an Internet Phone?

The interface of a softphone resembles a regular business phone, but on your screen. There are the same functions, and a softphone improves usability and provides more possibilities and data. The software that is used to run a softphone is called VoIP, or Voice over Internet Protocol.

Voice Over Internet Protocol (VoIP)

Voice over Internet Protocol (VoIP) is a technology that can be used on many devices, like mobile phones, tablets, and laptops. A VoIP software provider allows you to make numerous telephone calls without having an actual physical phone because it uses the Internet connection instead of phone lines.

Some VoIP systems include softphones and hard phones. A hard phone looks the same as a standard desk phone; however, it runs through an Ethernet connection. And if you cannot access a hard phone, you can easily switch to a softphone.

Using Softphones in Your Practice

Integrating softphones into a medical practice enhances communication efficiency and flexibility, crucial for patient care and administrative tasks. They allow medical staff to make and receive calls via internet-enabled devices like laptops, tablets, or smartphones, eliminating the need for traditional phone lines. This technology supports features such as voicemail, call recording, and video conferencing, enabling seamless remote consultations and internal communications.

Additionally, softphones provide cost savings, mobility, and enhanced security, ensuring that sensitive patient information is handled securely while facilitating telehealth services and improving overall patient management. With features like instant messaging, call forwarding, and integration with electronic health records (EHR), softphones streamline workflow, allowing healthcare professionals to coordinate more effectively and provide timely responses to patient inquiries. This integration also supports telehealth initiatives, enabling practices to offer virtual visits and consultations, expanding their reach, and providing patients with more convenient access to care.

By reducing reliance on physical infrastructure and enabling remote work, softphones offer a flexible and scalable solution for modern medical practices aiming to enhance their communication capabilities and service delivery.

Advantages of Calls Over the Internet for Businesses

A softphone system can offer many benefits to a company and provide useful insights and tools to work faster and more conveniently. Your team will be happy with a user-friendly interface and personalization features that they can modify. When using a softphone, your business will have access to:

Mobility

Softphone service providers are cloud-based, meaning that when you leave work and need to make an important call, you can do so by using one of your mobile devices. VoIP allows you to make phone calls using your smartphone if there is no hard phone around. Unlike a desktop phone, your employees are not tied to one place and can easily work remotely.

A softphone application can be installed on iOS and Android, as well as other operating systems. If you decide to make calls from your personal device, your private number will not be displayed.

Features for Business Communications

One of the essential benefits of VoIP systems is their selection of features. There is information that is not possible to get from a traditional phone. Depending on your provider, the VoIP software can check a phone number and show previous logs created by employees. And apart from the basic features like muting, forwarding, and putting a call on hold, your employees will be able to do:

• Call recording
• Receive information about an incoming call
• Video calling
• Call forwarding
• Drag and drop call transfers

Every function available in the softphone interface is effortless to find, and there are no special keys to press if your employee needs to transfer a call to a colleague.

Softphones offer the possibility to arrange video calls and conferences, and many provide useful data about the employees’ performance. A manager could easily access the number of received calls, the duration, and the recording of each of them.

The softphone is also useful in communications among employees thanks to instant messaging. They can set a status letting everyone know when they are away, in a meeting, or on holiday. Softphones offer unified communications with everything your business requires in one platform.

Security of Calls

There is always a small risk of someone hacking into your systems; however, implementing a separate LAN solely for business use will make it easier to spot unauthorized users and constantly monitor the system. This way, you protect the company data and clients’ privacy.

Cost Savings

Unlike traditional phone service, you save a lot by implementing a softphone in your company. It doesn’t require a big investment, making it a perfect solution for small businesses. The price for a softphone is particularly low if you already have VoIP.

The costs for international calls with a softphone are also lower than with traditional landlines. There are some softphones free of charge that you can try out when deciding; however, they usually lack some of the important features that boost your company’s productivity and performance.

Another advantage of having a softphone is that you don’t have to spend money on maintenance since it is all online.

Disadvantages of Using a Softphone

Internet Connection

Since softphones can only work when connected to the Internet, you should invest in stable Wi-Fi. If you have a power outage and lose the Internet, you won’t be able to receive calls. It is useful to keep a backup available, or a physical phone, to keep functioning.

Having good Internet is vital because if the connection is weak, you might lose calls or won’t be able to talk to callers.

VoIP Costs

Another disadvantage of softphones is that you will need to purchase VoIP software, which usually includes a softphone. However, compared to the installation and maintenance of traditional phones, virtual ones will still lower your investments.

VoIP vs. PBX

VoIP software for business gives your company and employees plenty of opportunities to make work life enjoyable and easy. Some of the biggest disadvantages of having an on-site PBX box are:

On-Premise PBX Box

Desk phones require an on-premise PBX box that is usually located in a designated room in the office. Having an on-site PBX means you need to hire an IT specialist who will control and maintain the box, and if you don’t have one, a hosted PBX is a better option. On-site PBX also requires investment in hardware and software, and an IT professional to do the installation properly.

No Mobility

Softphones allow your team to work remotely as long as they have a strong internet connection and a portable device. When on a business trip, your employee will still have an opportunity to pick up an important call or join a video conference.

In contrast, having an on-premises PBX means that your team has to be present in the office because the devices must be connected internally. This is a big downside for people who prefer to work and travel or work from home.

High Maintenance Costs

The prices depend on the provider and the setup. Generally, the monthly costs for a VoIP provider with a softphone can range from free to around 40 dollars per month. When it comes to an on-premises PBX, you will have to pay for hardware, installation, phone bills, and regular maintenance costs.

What Companies Can Benefit From a Softphone?

Every small and medium-sized business can benefit from using a softphone. Since some of the applications are free of charge, you will be able to save some money while still attending to your clients’ needs. Softphones are a perfect addition to companies where employees tend to travel often and have to contact clients. If your company provides home services (e.g., cleaning, renovating), a softphone system will be on your smartphone, and a call can be redirected to another available colleague if you are busy. Softphones will provide useful insight and data to analyze the key metrics for companies working in sales and marketing. As for call centers, softphones will save and provide relevant data about the caller and possibly the inquiry.

Depending on your softphone provider, your company can choose and remove certain features and personalize the application so that it helps you fulfill every need.

Get a Demo of Weaves Softphones

Businesses have been trying a new work approach, letting their employees work from abroad or remotely. It is a new trend gaining popularity. That is why softphones play a great role in communication, letting people connect easily and assist clients from any place. Softphone applications also offer a range of personalized features that meet business needs, such as reaching out to colleagues, scheduling meetings and calls in a calendar, monitoring performance, and staying present online.

Apart from boosting the company’s productivity, it can save lots of funds in the long run, as it doesn’t require any heavy hardware. The only thing to remember is to have a stable internet connection and a comfortable headset.

Watch a demo to learn how softphones will help your small business thrive.

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more about
Weave?
1 System for Phones, Texting, Payments, & More
 Access a full suite of patient communication tools with Weave! Texting, payments, reviews, & scheduling in one place. Get started today!
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Article last updated August 26, 2026