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What Is A Softphone And How Does It Work ?

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Flexible communication solutions have gained immense popularity among businesses in recent years. Softphone systems are one of those solutions that offer internet based calling with a plethora of features. However, today we have more advanced solutions like unified communications; still, the technology holds significant value. In this blog post, we are going to cover everything about softphone technology and how it works.

What is software?

In layman’s language, we can understand a softphone as a software application designed to make calls via the Internet. These applications are installed on internet connected devices, enabling them to initiate VoIP calls. With a softphone application, businesses can initiate calls using desktop software, internet-based applications, and mobile applications rather than a physical dialing pad. The softphone technology utilizes your device’s speaker and the microphone system to transmit voice data packets to the receiver.

The best thing about softphones is that they are easily accessible from every corner of the world as they work completely on the cloud. With these software applications, remote and work from home scenarios are possible, which helps businesses to operate their operations smoothly without any interruption.

How softphone Works: Working functionality of a softphone

The working functionality of a softphone is easy to understand once you have a proper understanding of the basic requirements that need to be fulfilled for operating softphone applications.

So let’s get started…

Basic requirements

The entire working functionality of softphone applications depends on three components, which are:

  • A desktop computer
  • A VoIP headset
  • An active Internet connection

All these components ensure a smooth flow of data packets between two entities. The headset is recommended as it ensures you get the best voice quality during calls and prevents ambient noise to affect this sound quality.

The working functionality of a softphone is similar to that of traditional desk phones. However, desk phones require wired connectivity and physical hardware like plastic desk phones to function but softphones operate through software that enables calls over the internet.

Softphones offer the advantage of performing all operations seamlessly without any data interruptions. With softphones, businesses can enjoy the benefits of desk phones along with additional features.

Some of these features include:

  • Video calling
  • Call recording
  • Click to dial
  • SMS
  • Call routing
  • Visual voicemail management
  • Group messaging
  • Multimedia sharing

The best thing about softphones is that they are platform-independent, meaning they can be easily run on both computers and mobile devices. There are several applications specifically designed for softphone functionality. Softphone desktop applications work smoothly on various operating systems such as Windows, Linux, MacBook, laptops, and tablets. However, mobile devices may have limitations when it comes to certain applications.

How are softphones beneficial for businesses?

Businesses that aim to automate their communication processes can greatly benefit from leveraging softphone technology. With advanced softphones available today, businesses can automate their communication and foster seamless collaboration among employees. If you believe that implementing softphones can help scale and streamline your business communication, it is important to conduct thorough research before selecting a service provider. Many cloud telephony service providers claim to offer hassle-free and feature-rich softphone services, but it is essential to verify their capabilities before availing their services.

Fonada, one of India’s leading cloud telephony service providers, is known for offering advanced cloud services that enable businesses to scale. They provide comprehensive desktop solutions that include features such as softphone, outbound dialer, bulk SMS, virtual numbers, and more.

Setting up a softphone is simple and easy to understand. Instead of adding a dedicated IP telephony to your communication channel, you can install the softphone application on a device with network access. You can customize the software settings with your personal details and display name.

What are the benefits of using a softphone?

Softphone technology has a plethora of advantages over traditional phone systems.

Some of them are listed below:


Softphones are portable, enabling businesses and users to create a limitation free environment for business calls. With compatible devices, businesses can have their business cell irrespective of location and time.


Softphone applications come with additional security benefits that enable users to keep their personal data safe from outer threats. With these applications, you can map your phone number with virtual numbers and have a secure environment for business communication.

Cost savings

Softphones eliminate the need for traditional phone lines and physical hardware, resulting in significant cost savings. Calls made through softphones use internet protocols, making them more affordable, especially for long-distance or international calls.

Integration with other applications

Businesses can integrate softphones with other communication and productivity applications, such as email clients, customer relationship management (CRM) systems, and collaboration tools. This integration enhances efficiency and streamlines workflows by centralizing communication and data.

Advanced features

Advanced features such as call forwarding, call recording, voicemail, conferencing, and instant messaging make softphone applications unique and highly reliable for business communication. These features enhance communication capabilities and improve productivity.

Unified communications

Softphones contribute to unified communications strategies by integrating voice, video, and messaging into a single platform. This facilitates seamless communication and collaboration across different channels.

International accessibility

With softphones, businesses can make international calling without incurring high costs. With internet connectivity, users can communicate globally at affordable rates, fostering international business relationships.

Easy installation and setup

Setting up a softphone is generally straightforward. It typically involves downloading and installing the software, configuring user settings, and connecting to the internet. This ease of installation enables quick adoption and implementation.

What features does a softphone app offer?

Softphone applications provide a range of impressive features. Let’s delve into some of the top features offered by softphone applications:

Contact sharing

Softphone apps enable users to access company contact lists and share their contacts with colleagues. This feature proves highly beneficial as it allows employees to locate client contact details swiftly. Whether you’re part of a small business or a large enterprise, this feature eliminates the need for manual lookup and dialing of extensions.

Presence indication

Softphones indicate the availability status of team members, showing whether they are online, offline, busy, or in a meeting. This feature enhances productivity and helps users to determine the optimal time to contact their colleagues, increasing the likelihood of receiving a prompt response.


This comprehensive cloud softphone solution provides basic calling functionality and enables face-to-face conversations, task creation, and more within a single app.

Streamlined conference calls

Softphone applications simplify the process of connecting with colleagues and teams through conference calls on work phones. Furthermore, many softphones offer desktop and mobile apps, allowing users to seamlessly switch calls between their computer and cell phone during a conversation, providing greater flexibility, especially when stepping away from the desk quickly.

How to choose the right softphone provider for your business?

Softphone applications are specifically designed to enhance the quality of phone calls and establish a secure communication environment for both employees and users of businesses. Therefore, when seeking softphone services, it is crucial to choose a trustworthy software provider to achieve the best results.

Mobile applications with integration

When selecting a service provider, always opt for one that offers a comprehensive desktop VoIP software or phone service, which includes an integrated and user-friendly softphone application. This application provides various communication channels, allowing you to easily connect with colleagues and clients from anywhere. It encompasses online calling, team messaging, and video meetings, catering to your specific needs.

Adequate phone lines

Determine the number of phone lines required for your business to operate simultaneously, and ensure that the chosen softphone provider can accommodate that quantity. Additionally, assess their flexibility in scaling during busy periods. Find out if they offer personalized phone numbers and the ability to create a unified business identity effortlessly.

VoIP protocol compatibility

Protocol compatibility is crucial since it determines how data is processed and transmitted across networks. Verify that your chosen softphone supports the same protocol as your preferred VoIP provider to ensure seamless communication.

24/7 support

It is important to choose a network provider that offers 24* 7 customer support. They will have assurance that assistance will be available if any issues arise or if you need to modify your service terms.

Frequently Asked Questions

What is the difference between a softphone and mobile phone?

A softphone is a software application that enables you to make a call using mobile and desktop applications while a mobile phone is a physical device specifically designed for wireless communication.

Why use a softphone?

A softphone offers flexibility, cost savings, and mobility as it allows you to make calls using electronic devices, eliminating the need for dedicated hardware or phone lines.

Is a softphone a VoIP?

Yes, a softphone is Voice over Internet Protocol (VoIP). It uses the internet to transmit voice signals instead of traditional phone lines.

Is Zoom a softphone?

Zoom is a video conferencing platform, but it also offers voice calling capabilities. Some of its capabilities make it similar to a softphone but it is completely different. Softphones are dedicated applications specifically designed for voice calls, while Zoom offers a wide range of communication features.

Is softphone legal in India?

Yes, softphones are legal in India. The use of softphones for VoIP communication is permitted, subject to compliance with applicable regulations and licensing requirements imposed by the government authorities.

What is SIP vs softphone?

SIP is a communication protocol that is designed to establish, modify and create real time sessions over IP. However, a softphone is an application that utilizes SIP to make voice calls over the internet.

Can I use a softphone without a headset?

Yes, you can use a softphone without a headset. However, using a headset can provide better audio quality and privacy during conversations.

Can you receive calls on a softphone?

Yes, you can receive calls on a softphone. Softphones have the functionality to handle both incoming and outgoing calls, allowing you to receive calls from other phone numbers or extensions and engage in conversations using the software application on your computer or mobile device.