If you’re in the market for a new business phone system then you might probably have heard the term Softphone.

A softphone is a software program that allows users to make or receive telephone calls over the internet directly via a computer.

In simple terms, it is a phone in the computer that allows any user to make, receive, dial, and connect calls.

Typically, Softphones are provided by VoIP vendors with a user-friendly interface that functions the same way as your traditional phone would do and runs on any device you want to use as a telephone.

Softphones can access and enhance all your VoIP features including a service package within a single dashboard that your traditional phone fails to do.

The features can include video conferencing, call history, and analytics of recent call activity.

Now that, the softphone definition is defined.

Let’s look at how softphone works at a high level.

How Does a Softphone Work?

Softphones are the mimics of your traditional phones presenting phone interface on the computer with a Dialpad and call handling features like hold, transfer, forward, etc.

To understand the softphones completely one must know the ins & outs of the system.

Surprisingly, the nature of softphones is simple & easy to understand.

Firstly, it’s important to understand the basic requirements of these phones before we know how a softphone works?

Basic equipment:

In order to run a softphone on your computer you must have 2 pieces of equipment:

• A Desktop Computer
• VoIP headset or access to microphone and speaker on your device

The softphone allows you to access your business phone on your laptop, office computer through a desktop app, tablet, and mobile phone, etc.

• Softphones help you in reducing the expense of purchasing expensive hardware equipment and increases employee flexibility and better responsiveness towards the customers.
• A headset is required to ensure you get the best possible sound without any disruption in sound quality.

Network or Cable Service:

Just like when you make calls on a traditional desk phone, the sound is transferred over a network of wires, Softphones operate using VoIP service communication technology to transmit electric voice signals.

• All you’ll need to ensure is that your device has a reliable internet connection that can access enough bandwidth to avoid disconnections and call drops during a call.
• A SIP (session initiation protocol) server initiates the real-time voice over IP (internet protocol) sessions and converts voice signals to digital signals through the internet connection.

Installation:

• The next step is to download the softphone app on your preferred device by following a few basic set up instructions and you’ll be ready to start making and receiving calls

Technical requirements:

As most modern devices come equipped with essential support and require only minor setup, there are additional technical features one must consider while using a softphone.

• Softphones can communicate to another device only when both endpoints (caller and receiver) have the same Voice protocols.
• The endpoints must have a minimum of at least one codec in common

With the software installed on your device, you would be now able to access all the features and make or receive calls with a solid internet connection and a combination of the microphone and a speaker.

Features of Softphone:

Softphone gives users a host of options in terms of features that can be customized to fit the specific business needs.

The most popular softphone features include:

• Live status (Availability, busy)
• Audio and video conferencing capabilities
• Voice mail
• Instant chat messaging
• Drag and Drop call transfer
• Call waiting, Call transfer, hold, and forward
• Call logs
• Mute and Volume controls
• Single click calling

As mentioned, all the above features benefit companies to consider when considering softphone vs desk phone.

Although softphones are more associated with mobile or remote users, more office workers are choosing softphones over traditional desk phones due to their convenience.

One of the best benefits as an organization you get in softphone is its affordability and ability to use your numbers globally.

Softphones come with absolute savings where you have different types available in different price ranges, and almost all of them save you money.

The best way to opt for paid softphone is through a VoIP provider who usually allows you to access a softphone program for low cost when compared to the cost of traditional phones.

Conclusion:

When it comes to softphones, it’s no wonder to say that they are an incredible additional source to VoIP solutions.

Be its benefits or features or cost of softphones that you’re interested in, the use of softphone alongside your VoIP does a lot more than just making calls with the potential to build a communication gap guaranteed to meet your business requirements.