What is a softphone and why your business is losing out by not having one

SME business owners know first hand just how crucial it is to have a reliable, scalable and cost-effective phone system. With flexible and remote working a requirement for more and more businesses, a cloud phone system with a softphone application is becoming the answer to the vast majority of businesses regardless of size or industry.  

But, what is a softphone? Is your business losing out by not having a softphone? Is a softphone right for a business of your type? Or, is a softphone an unnecessary addition to your already comprehensive communications arsenal? This blog will explain exactly what a softphone is, the benefits it will bring to your business and how you can get set up with a softphone in no time at all thanks to providers like Enreach.

What is a softphone and how does it work?

Put simply, a softphone is a software application that enables you and your colleagues to make and take calls without the need for a desk phone. This can be through your laptop, tablet or mobile phone. They typically run on a variety of desktop applications include Mac and Windows as well as both iOS and Android devices.

It is a software application that makes calls over the internet to ensure you can work anywhere, anytime and can be used with a variety of phone systems including traditional PBX phone systems, but is  most commonly used with cloud phone systems such as those like Enreach Contact.

Softphones really are the same as traditional phones with the exact same features that you’d expect at the touch of a button. These include transferring calls, mute, hold and conference call. Plus, unlike traditional handsets they can also video call, utilise click-to-dial, have call recording and wireless headset functionality.

The benefits of a cloud phone system with a softphone application

There are many misconceptions about cloud phone systems including them being expensive, difficult to set up and insecure. Plus, many people think that they either require extremely high-speed internet or only suitable for large businesses with teams across multiple sites.

However, this is simply not the case. Cloud phone systems are most popular with our small to medium sized businesses usually with around 4 – 10 users who don’t always have the fastest internet connection. Plus, they work wonders for those from the real estate industry to automotive, veterinary to dental and financial to manufacturing

Here are just some of the benefits of using a cloud phone system with a softphone application:

Cost Savings: A softphone used with a cloud phone system eliminates the need for expensive on-premise hardware and pricey maintenance costs (plus the added hassle of waiting around for engineers!). Instead, your phone system is hosted in the cloud, which means that you can enjoy significant cost savings. You can also save money on long-distance calls and international calling rates. Plus, your team can enjoy cost savings through reduced travel thanks to being able to work effectively from home.

Productivity: Using softphones can significantly increase productivity for businesses, allowing employees to make and receive calls directly from their computer without the need for a separate phone.
Employees using a hands-free headset with a softphone empowers users to simultaneously talk and type, enabling them to multitask and save time. This can lead to increased productivity and customer service.

Scalability: With a cloud phone system, you can easily add or remove users as your business grows or changes. This means that you can scale your phone system up or down without any additional costs or headaches. You can also easily integrate your cloud phone system with other business applications, such as your CRM or helpdesk software.

Flexibility: With a cloud phone system and softphone application, your teams can work from anywhere. Whether they’re working from home, traveling, or meeting with clients, they can access the phone system from any device with an internet connection. This means that you, and they, can stay connected to colleagues, customers and suppliers, no matter where they are.

Reliability: A cloud phone system with a softphone application is hosted in the cloud, which means that you can enjoy greater reliability and call quality. Your calls are routed through the internet, which means that you don’t have to worry about dropped calls, poor call quality, or other issues that can affect traditional phone systems.

Advanced Features: With a cloud phone system and a softphone application, you can access a wide range of advanced features, such as call recording, voicemail to email, call routing, mobile integration, call recordings, virtual receptionist, marketing on hold and much more. These features can help you to improve your customer service, streamline your workflows, and increase your productivity and efficiency.

The advantages of a softphone application vs a traditional handset

Now that you know what a softphone is and the benefits of using a cloud phone system with a softphone application, we’ve taken a deep dive into the specific advantages of a softphone application:

One of the key advantages of using a softphone is cost savings. Since calls are made over the internet, you don’t need to pay for long-distance or international charges. Additionally, many softphone providers offer competitive pricing plans that can save you money over traditional handsets.

Another benefit of using a softphone is increased mobility/portability. You can make and receive calls from anywhere you have an internet connection, which makes it easier to work remotely or stay connected while traveling. Softphones also offer enhanced features, such as call forwarding, video conferencing, and voicemail transcription, that aren’t always available with traditional handsets and essentially make working flexibly a reality without compromising on work quality or customer service.

Furthermore, softphones are often praised for the increase in privacy they give. Your team members can have their work contacts and calls on their personal mobile while keeping their personal contacts and information separate.

Finally, using a softphone can be better for the environment. Traditional phone systems require physical infrastructure and generate electronic waste when they’re replaced, while softphones rely on existing internet infrastructure and don’t require any physical hardware. Overall, using a softphone can save you money, increase your flexibility, and offer a range of features that can improve your communication experience.

Choosing the right provider for your phone system and softphone

When choosing a cloud phone system with a softphone application, it’s important to choose a provider that offers top-class customer service and ideally, its own technology. This ensures that you will receive personalised support and a tailored solution that meets your specific needs.

At Enreach, we offer our own cloud phone system with a softphone application. Our solution is user-friendly, cost-effective, and flexible, making it the perfect choice for small and medium-sized businesses. We also offer personalised support and a tailored solution that meets your specific needs as know business is never a one size fits all situation.

We recommend that when you approach a business telecoms provider for a phone system with a softphone you ask about specific features including;

• Clear security measures
• VoIP protocol compatibility
• 24/7 support
• Operating system compatibility
• Adequate phone lines
• Integrated mobile apps

Choosing the right softphone for your business

If you want to improve your small business phone system, consider investing in a cloud phone system with a softphone application. This solution can provide you with cost savings, flexibility, productivity, and reliability, all while allowing you to work from anywhere. And by choosing a provider that offers excellent customer service and its own technology, you can enjoy a tailored solution that meets your specific needs. If you have any questions on utilising a softphone for your business or would like a quote for a cloud phone system with a softphone application, please don’t hesitate to get in touch via the form below.