Softphones for Windows range from basic models that allow you to make audio and/or video calls and send texts to full-blown call center features and business tool integrations. Below, we’ll discuss the best softphone apps for business – including individual apps and softphone services bundled into Voice over IP (VoIP) phone systems. We’ll also deep-dive into features and pricing – all to nail that perfect solution for your team.

1. What is a softphone app?
2. How does softphone software work?
3. Why should your business switch to a VoIP softphone?
4. The list of best softphones
5. Softphone apps comparison
6. Top 15 Softphone for Windows: Overview
7. How we ranked these 15 best sip softphones
8. Key Windows softphone features
9. Pros and cons of softphone apps
10. How to choose a softphone service
11. Verdict: what is the best softphone for business?

What is a softphone app?

“Softphone” is short for “software phone” – an application that runs on your phone, tablet, or computer (laptop or desktop) to place calls over the internet. The app itself looks like an onscreen virtual dial pad (think the dialer on your smartphone) and usually has additional functionality to manage calls. Softphone applications aren’t standalone products – they need a VoIP or PBX phone system to function.

How does softphone software work?

It takes just three essential “ingredients” to make softphone software work on practically any device, and one optional choice.

1. Internet-powered device – you and your team will need a computer, laptop, tablet, or mobile phone – practically any internet-powered device, as long as it’s equipped with a microphone and speakers. Softphone platforms don’t work with regular desk phones.
2. Internet/Wi-Fi connection – the app won’t work without a stable connection to the internet. Whether this is cable internet, mobile, or Wi-Fi is up to you to decide, but the connection in your primary work location must be fast and reliable.
3. VoIP/PBX subscription – You always need to pair the app with a Voice over IP subscription. Many of these providers have native softphone software so you can just get one for the price of two. However, if you don’t like your phone system’s native dialer, there are lots of apps by external providers. In this case, always double-check compatibility with your Voice over IP or PBX provider before buying.
4. Optional: headset – if you have lots of calls coming in or want to improve audio and speaking quality, we suggest using an external professional headset. However, this is optional since all apps will work with your default device speakers and mic.

Why should your business switch to a VoIP softphone?

With a VoIP softphone, your team is free to make and receive business calls away from the office desk phone. Access to your entire business communications is available in the cloud, on desktop and mobile apps. As a result, your business totally eliminates the need for call center hardware and saves thousands of dollars while gaining unprecedented mobility.

The list of best softphones

Now that you have an idea about the product you need, here’s the list of best softphone apps for business that we’ll be exploring in detail in the rest of the post.

1. MightyCall
2. Linphone
3. 3CX 
4. Grasshopper
5. ZoiPer
6. RingCentral
7. Bria
8. MicroSIP
9. Ooma Office
10. Phone.com
11. Sipnetic
12. Line2
13. MizuTech
14. CloudTalk
15. 8×8

Softphone apps comparison

Top 15 Softphone for Windows: Overview

1. MightyCall

MightyCall is an all-inclusive deal – a business phone system for businesses of all sizes that provides local, toll–free and vanity numbers and over 30 calling features and integrations. It also comes with one of the best softphone apps for business already built in. This completely eliminates the need for office desk phones. Remote teams can make and receive calls with no extra hardware, right from their laptop or mobile phone.

First impressions

MightyCall combines a feature-rich business communications system with a sleek, easy-to-use softphone client. The system is compatible with most standard softphones for Windows as well as softphones for Mac. Setup is easy in both cases.

Should you not want to pay anything extra for a softphone system, MightyCall comes with its own webphone accessible in all browsers, and a mobile softphone app. Any team member connected to your account can make and receive business calls straight from their PC/laptop or mobile phone without downloading any third-party software.

Pricing (all per user/per month):

• Free trial: $0
• Business: from $15
• Enterprise: from $150

OS

• Web: all
• Mobile: Android/iOS

Features

• Local, toll-free, vanity business numbers
• Audio calls
• SMS/MMS
• Conference calls
• Standard and Multi-Level IVR
• Business hours call routing
• Call recording
• Auto attendant
• Call forwarding
• Caller ID and CNAM
• Voicemail-to-text
• Call analytics

And lots more.

Integrations

MightyCall offers native integrations with Hubspot, Salesforce, and other CRM platforms. You can also connect MightyCall with over 1500 business apps on Zapier and to WhatsApp Business. All integrations are free on Business and Enterprise plans.

Pros & Cons

Best for:

Mid-sized and small businesses

Customer service

MightyCall is prized for its live customer service, available via live chat, phone, and email. Plus, free help is always available to all clients with phone system setup, integrations, and any questions they may have.

User reviews:

G2 rating: 4.5

2. Linphone

Linphone is a free open-source softphone app for making voice and video calls over the internet and using texting. Developers can modify and even rebrand Linphone or book those services from the product development team. This makes it a flexible solution for enterprise clients.

First impressions

A free product with all the basic call management features, it’s definitely one of the best softphone apps for small business. Linphone’s softphone for business will be a nice fit for anyone who needs an out-of-the-box calling solution, especially for calling from laptops/PC.

Pricing

Free open source product

OS

• Desktop: Windows/Mac
• Mobile: Android/iOS

Features

• Audio/video calling
• Chat/messaging
• Call forwarding
• Call and chat history
• File sharing
• Contacts
• Call recording

Integrations

Linphone for desktop integrates with web browsers

Pros & Cons

Best for:

Businesses in need of free solution; clients looking for a modifiable open-source product

Customer service

According to users, problems may arise with after sales and it’s recommended to use chat for customer service.

User reviews:

G2 rating: 4.1

3. 3CX Softphone

3CX softphone is a solution for knowledgeable businesses looking for an annual subscription plan. The service runs in the Cloud on all operating systems, but as a desktop softphone for Windows only. Compatibility includes Windows 10, 8.1, 8, or 7 SP1, with 10 preferred. 3CX does offer a constantly developing web client and useful Chrome extensions.

First impressions

If you have previous experience of using softphone applications and are looking for a best softphone windows product, 3CX is the no-hassle product to buy and get on with your business day. However, note that the product’s pricing model is unique among competitors: it’s based on the number of simultaneous calls a business handles.

Pricing

• Free plan for up to 10 users
• Pro version – from $145/year for 4 simultaneous calls and unlimited users

OS

• Desktop: Windows
• Web: all OS
• Mobile: Android/iOS

Features

• Audio/ Video calls
• Messaging
• Auto attendant (1 on the free plan)
• Ring group (1 on the free plan)
• Call history
• Call recording (only Pro plan)
• Call Queues (only Pro plan)

Integrations

Includes WhatsApp integration on the free plan. Additional Microsoft 365 integration on the Dedicated Pro plan.

Pros & Cons

Best for:

Small businesses that use a softphone for Windows

Customer service

Support with 3CX setup and troubleshooting is available through several channels: email, phone, and chat.

User reviews:

G2 rating 4.4

4. Grasshopper

Grasshopper is a business phone system that comes with desktop and mobile dialers that can be used to place calls online. As a long-standing Voice over IP provider, Grasshopper softphone apps come with standard virtual telephony features.

First impressions

Pricing

• Solo: $29/mo up to 3 user extensions
• Partner: $49/mo up to 6 user extensions
• Small business: $89/mo for unlimited users

OS

• Desktop: Windows, MacOS
• Web: All browsers
• Mobile: Android, iOS

Features

• Business phone numbers
• Audio calls
• Messaging
• Conference calling
• Call forwarding
• Call handling
• Virtual Receptionist
• Virtual faxing
• Voicemail and voicemail transcription (add-on)

Integrations

Grasshopper has no native integrations with CRM systems. It can integrate with these programs only through Zapier or API.

Pros & Cons

Best for:

Mid-size teams with a need for standard calling functionality

Customer service

Their website suggests using the FAQs and Documentation to solve problems. If this doesn’t fit your criteria, there’s an option to “Call Support” at the end of relevant FAQ articles.

User reviews:

G2 rating: 4

5. ZoiPer 5

ZoiPer is a popular softphone for business. It’s available on all popular platforms and devices and is best known for high audio and video quality, fast technology, and powerful functionality on the pro plan.

First impressions

ZoiPer 5, the service’s latest product, offers a free plan. But as the company itself suggests, this product is for non-commercial use and offers no functionality beyond audio calls.

Companies should look into buying the ZoiPer 5 license which, for a one-time fee, gives access to calling features. If you already have a business phone number, are familiar with softphone applications, and need a lifetime license without subscription fees, this is one of the best softphones for you.

Pricing

Non-commercial use: Free
ZoiPer Pro: $49.95 per license/ one-time purchase

OS

• Desktop: Windows, Mac, Linux
• Web: All browsers
• Mobile: Android, iOS

Features

With Pro license:

• Audio/Video
• Instant Messaging
• Call history
• Call forwarding
• Voicemail
• Click-to-call
• Auto-answer
• Event rule handling
• Call recording

Integrations

Premium version: Microsoft Outlook

Pros & Cons

Best for:

Small businesses with previous experience of using softphone software

Customer service

Support for technical issues is available only through the contact form on the Zoiper website. When you fill out the form, it creates a ticket which is then attended to within one business day according to Zoiper.

User reviews:

G2 rating 4.4

6. RingCentral

Ringcentral is one of the veteran virtual phone number providers. Like most enterprise-level virtual telephony platforms, it comes with its own softphone system. However, the features of this phone system and its pricing model are designed for large businesses.

First impressions

While the platform offers some advanced functionality, its small business plan is one of the priciest and most minimalistic in the industry. A team of 3 would pay almost $90 per month for just…100 talk minutes included! CRM integrations are available only on the premium $45 monthly per-user plan.

Pricing

Essentials plan – $29.99/mo per user
Standard – $37.99/mo er user
Premium – 44.99/mo per user
Ultimate- $59/99/mo per user

OS

• Desktop – Windows, MacOS
• Web – all
• Mobile – Android, iOS

Features

• Business phone numbers
• Voice calls
• Video calls (only on Standard plan and above)
• SMS
• Voicemail to text
• Internet fax (only on Standard plan and above)
• Conferencing (only on Standard plan and above)
• Video meetings with up to 200 people (only on Premium plan and above)
• Extensions up to 8-digit (only on Premium plan and above)
• Call recording (only on Premium plan and above)
• Real-time analytics (only on Premium plan and above)
• Hot desking (only on Premium plan and above)
• Advanced call handling (only on Premium plan and above)

Integrations

Integrations vary based on plans: no integrations on Essentials plans, Microsoft 365, Google, and Slack integrations on Standard plans, CRM integrations (Salesforce, Zendesk, etc.) and industry-specific integrations (Canvas, Smarsh etc.) on Premium ($44.99/mo/user) plans.

Pros & Cons

Best for:

Large teams/companies; enterprise clients

Customer service

The company offers 24/7 support on Standard plans and above

User reviews:

G2 rating 3.9

7. Bria

Bria (formerly X-Lite) is another top softphone compatible with most virtual telephony including MightyCall. Bria offers four solutions for different-sized businesses or individuals. Bria Solo Free and Bria Solo are made for freelancers and solopreneurs, while Bria Teams is the solution for multiple users.

First impressions

Compared to its competitors Bria Solo Free has extremely limited functionality. Their paid plans, though, are on the lower-pricing end and are a good starter deal to make/receive calls from laptops and mobile phones, with multi-device and multi-platform support, and a chance to upgrade later.

Pricing

Bria Solo Free: Free
Bria Solo: $2.95/mo, for single users only
Bria Teams: $4.95/ mo

OS

• Desktop: Windows, MacOS
• Mobile: Android, iOS

Features

•  Audio calls
• Video calls (not available on Bria Solo Free plan)
• Call transfer (not available on Bria Solo Free plan)
• Call waiting (not available on Bria Solo Free plan)
• Call blocking (not available on Bria Solo Free plan)
• Messaging (only for Bria Teams)
• Screen sharing (only Bria Teams)
• File sharing (only Bria Teams)
• Call recording (only Bria Teams)

Integrations

Contact management is available on Bria Solo plans and higher. Available services:

• Microsoft Outlook
• Microsoft Office
• Apple Mac address book
• Google Workplace suite
• LDAP active directory

Pros & Cons

Best for:

Solopreneurs and small teams

Customer service

According to some reviewers, customer support may be difficult to reach.

User reviews:

G2 rating: 4.4

8. MicroSIP softphone

Another free, open-source softphone provider, presently available for Windows OS users. Some of its most attractive characteristics are the features provided for free and its lightweight presence on your hard drive (>2.5MB) and RAM usage (>5MB).

First impressions

MicroSIP is a lightweight, simple softphone for Windows only (Windows XP/Vista/7/8/8.1/ Windows 10). It’s a great fit if you need a free dialer to go with your existing virtual phone system, and for remote workers and entrepreneurs who need a non-hardware tool for making and receiving business calls out of the office.

Pricing

Free

OS

• Desktop: Windows
• Mobile: No

Features

• Voice calling
• Video calling
• Voicemail
• Call forwarding
• Messaging
• Contact
• Presence indicators (if supported by SIP server)
• Call history
• Call recording

Integrations

Not available

Pros & Cons

Best for:

Remote workers and small teams

Customer service

The company doesn’t handle inquiries on setting up the account, SIP, and connection problems. These problems, according to their website, should be addressed to your service provider.

User review

G2 rating: 4.2

9. Ooma Office

Ooma Office is a comprehensive, high-rated business telephony service for offices. Generally speaking, Ooma is different from other providers in this list: its product doesn’t really need a computer to function. Ooma sells separate hardware – IP desk phones to go along with its service, though it also offers a softphone for PC.

First impressions

At first glance it seems Ooma Office is built around desk phones and IP adaptors that would connect a standard office to a virtual phone system and avoid call forwarding to computers or mobile phones. However, on the Pro plan, Ooma does offer native softphone software.

Pricing

• Essentials: $19.95 per user per month
• Pro: $24.95 per user per month
• Pro Plus: $29.99 per user per month

OS

• Desktop: Windows, MacOS (desktop app on Office Pro and above only)
• Mobile: Android/iOS

Features

• Business phone numbers
• Audio calls
• Virtual receptionist
• Virtual fax
• Call forwarding
• Call park
• Ring groups
• Extensions
• Multi ring
• Call recording (on Pro plans and above)
• Video conferencing (on Pro plans and above)
• Call queue (on Pro plans and above)
• Voicemail
• Voicemail transcription (on Pro plans and above)

Integrations

Salesforce integration is available only on the highest-tier plan, Ooma Office Pro Plus.

Pros & Cons

Best for:

Small business office use

Customer service

Support is available via documentation manuals and phone 24/7.

User reviews:

G2 rating: 4.5

10. Phone.com

Phone.com is a virtual phone system offering phone numbers, call routing features, and functionality to place calls via internet-powered devices. Their softphone application is built around the Cloud software and mobile experience and doesn’t include a desktop calling app.

First impressions

The company boasts that it designed the product for small businesses with an eye on cost-effective service. However, on all plans, including Pro, it offers only 1 business phone number per user included. The service has a web panel and mobile app that function as a dialer. The mobile app has user-friendly UI with a simple, easy-to-use menu of features.

Pricing

• Basic: $14.99/mo/user
• Plus: $19.99/mo/user
• Pro: $29.00/mo/user

OS

• Web: all
• Mobile: Android, iOS

Features

• Business phone numbers
• Audio
• Video conferencing
• Messaging
• Business hours
• Auto attendant
• Voicemail and transcription (the latter on Pro plan only)
• Call routing
• Fax from phone
• Call recording (on Pro plan only)
• CRM integration (on Pro plan only)
• Call analytics (on Pro plan only)

Integrations

The Pro Plan includes integrations with AllProWebTools CRM, Chrometa time tracking, Zoho, office suite, and Zapier. However, there are no native integrations with the most popular CRM like Hubspot and Salesforce, PipeDrive, etc.

Pros & Cons

Best for:

Small business, solopreneurs

Customer service

The website boasts 24/7 service via live chat, email, and phone.

User reviews:

Rating on G2: 3.3

11. Sipnetic

Sipnetic is a free and ad-free softphone application. It may be used with your VoIP, PBX, or enterprise telephony provider. Currently available only for Android, it boasts quite an interesting set of features for a freebie, which makes it applicable as a softphone for business.

First impressions

Sipnetic UI is slick and modern and resembles apps like Skype. The contact list has presence indicators, so you can view contacts that are online. The app supports calling in 3G/4G and WI-FI. It is available in several languages. It can also be easily configured via QR code.

Pricing

Free

OS

• Mobile: Android
• Desktop: no
• Web: no

Features

• Audio/video calls (audio in a variety of codecs)
• Instant messaging with voice chat
• Multiple SIP accounts
• Multiple calls
• On Hold
• Attended transfer
• Experiential walkie-talkie mode
• Echo cancellation
• Encryption

Integrations

Integrates with system contacts

Pros & Cons

Best for:

Work from home, freelancers

Customer service

As on most free apps, customer support isn’t generally available. The only contact on their website is a general email address.

User reviews:

Google Play rating: 4.0

12. Line2

Line2 does what it says: provides a second, separate phone line for business. As a basic business phone line, you can count on it to replace office hard phones and start making business calls from its mobile and desktop apps. It may not have one of the best VoIP softphones, but it’s a no-fuss starter option for solopreneurs and very small businesses.

First impressions

Unlike all of the above services, Line2 is totally minimalistic. It offers only a single plan, billed monthly or annually, at a more attractive price. The plan comes with unlimited calling in the USA/Canada, unlimited SMS/MMS, and basic PBX features.

Pricing

$15.99/mo when billed monthly or $13.75/mo when billed annually

OS

• Desktop: Windows, MacOS
• Mobile: Android, iOS

Features

• Business phone numbers
• Audio calls
• Messaging
• Call forwarding
• Call blocking
• Call screening
• Voicemail recordings
• Voicemail transcriptions
• Caller ID

Integrations

Not available

Pros & Cons

Best for:

Solopreneurs, small teams

Customer service

Support is available via phone and email.

User reviews:

G2 rating: 2.7 

13. MizuTech

Mizutech is a softphone for windows that can be connected to any SIP server. MizuTech offers several products: MizuPhone Basic, a free product, MizuPhone Full (full-featured version) as well as customizable and branded products.

First impressions

The developers clearly focused on providing the most features among competitors, albeit at the cost of limited UI development. However, although MizuTech displays the most generous softphone for business feature list among competitors, only in the comparison section do we see that nearly all of these features are reserved for the paid version of the product.

Pricing

MizuPhone Basic – free
MizuPhone full – $50 flat fee
Custom solutions for a separate price

OS

• Desktop: Windows
• Web: no
• Mobile: Android (MizuDroid SIP)

Features

Basic version:

• Audio calls only

Full version (pro):

• Audio/Video calls (wide range of codecs)
• Messaging
• Multiple accounts
• Call hold and call transfer
• Call forwarding
• Conference calls (audio/video)
• Auto Answer
• Call and chat history
• Fax (beta)
• Address book
• File transfer and sharing
• Noise suppression features: audio tuning wizard, echo cancellation, noise suppression, voice activity detection.
• Encryption

Integrations

• Microsoft Outlook sync
• Contact list import
• The documentation states that when a scripting module is installed as an add-on, the program can integrate with CRM applications

Pros & Cons

Best for:

Businesses and teams with a focus on features over the visual experience.

Customer service

Support is carried out only via email and documentation. However, according to their contact page, support is ensured only for the paid product versions.

User reviews:

Google Play rating: 4.0

14. CloudTalk

CloudTalk is a cloud phone system designed around sales and customer support teams in larger companies. It comes with advanced integrations and call-center-inspired communication features. The software is available on all platforms including Linux.

First impressions

If you have large sales teams or a heavy call load, are already familiar with virtual phone solutions and need advanced functionality out of softphones for business, look into this option. However, the product is definitely not for folks just looking for a simple softphone solution to use when out of the office or for remote work.

Pricing

• Starter: $25/mo per user
• Essential: $30/mo per user
• Expert: $50/mo per user
• Custom plan for enterprise clients

OS

• Desktop: Windows, MacOS, Linux
• Web: all
• Mobile: Android, iOS

Features

Features include:

• Business phone numbers
• Unlimited inbound and intracompany calls
• Automated call distribution
• Messaging (only on Essential plan and above)
• Click to call
• Business hours (only on Essential plan and above)
• Personalized greetings and music (only on Essential plan and above)
• Conference calls (only on Essential plan and above)
• Unlimited call queueing
• Call recording
• Call statistics
• IVR (only on Essential plan and above)

Integrations

CloudTalk offers some of the widest integration capabilities of business phones. These include integrations with lots of CRM like Salesforce, Hubspot, Pipedrive, integrations via Zapier, connectivity with Slack, Zendesk, Shopify, and lots more.

Pros & Cons

Best for:

Sales and support teams in larger companies

Customer service

Support is available through documentation, email, and phone in different countries.

User reviews:

G2 rating: 4.3

15. 8×8

8×8 is a contact center platform that’s been in the market for decades and holds a few impressive telecom patents. The company prides itself on unlimited international calling for up to 48 countries. It also offers desktop and mobile apps that function as a VoIP softphone.

First impressions

Most business-centric features come on the product’s $28/mo per user plan. However, unlike many virtual telephony providers, 8×8 has quite a few hidden fees concealed under asterisks. For example, unlimited calling is only available for local numbers. Also, there are activation and deactivation fees, which are virtually unheard of for most providers.

Pricing

• Express: $15/mo per user
• X2: $28/mo per user
• X4: $57/mo per user

OS

• Desktop: Windows, MacOs
• Mobile: Android, iOS

Features

• Business phone numbers
• Audio calls
• Messaging
• Basic auto attendant
• Conferencing
• Unlimited international voice calling (on X plan and above)
• Call queues (on X plan and above)
• Call handling (on X plan and above)
• Voicemail transcription (on X plan and above)
• Document sharing (on X plan and above)
• Streaming of meetings on YT (on X plan and above)
• Analytics (on X plan and above)
• Internet fax (on X plan and above)

Integrations

Integrations with Microsoft Teams, CRM, productivity, and service apps on X2 plans and higher.

Pros & Cons

Best for:

Large businesses with international partners/clients

Customer service

Support is available via manuals, FAQ, and chat.

User reviews:

G2 rating: 4.0

How we ranked these 15 best sip softphones

Modern technology offers something for everyone. So to help you choose the best option for your team, we focused on the following criteria, and so should you:

• Features – When selecting the best softphones, the call management, team, and analytics features will differ. Our list encompasses the criteria of solopreneurs, freelancers, remote workers, small and mid-sized businesses, large call centers, and international companies.
• Price – from free, to per-month, to one-time flat fees, the list includes options for businesses with different budgets.
• Possibility of integration – integration saves time, effort, and costs, so it’s always best to choose a product that integrates with other tools you’re already using.
• Total cost (including add-ons) – many services hide extra fees under asterisks. We took a close look to help you avoid extra payments.
• User support – technology is technology – it requires support. When that happens, you need customer service that’s always there for you, so we found out the options each provider offers.
• Ease of use – all of the products listed aren’t rocket science, but we pointed out some UX/UI features where applicable to keep you in the loop.

Key Windows softphone features

• Make and receive calls on any device – with a softphone app for small business, any mobile device can turn into a business phone. This means remote teams can handle any number of business calls without being tied to an office.
• Conferencing – Whenever you need to hold a call with multiple clients or partners, conferencing is there to help. Some products also offer video conferencing so you’ll avoid switching back and forth between Zoom.
• Advanced call management – set up business hours, auto-attendant, add custom greetings and on-hold music, VIP and block lists, and more.
• Automatic call recording – legally record calls without third-party recording apps or remembering to press a button before each recorded call. Just tweak settings once, and calls are recorded automatically, with a special message played before for legal purposes.
• Voicemail transcriptions – If you have a busy line, you can save hours of listening to voicemails with a transcription service that sends voicemails to your inbox in text form.
• Caller ID – you can get both inbound and outbound caller ID. This means that your business name can shine right on clients’ phones the next time they get a call from you.
• Integrations – Softphone programs often integrate with business tools like email, contact management, sales, and productivity software. This varies based on the provider, so look for integrations optimal for you.
• Easy to use – the setup is usually fast and easy. After that, you get to make and receive business calls with the device you’re reading this post from right now, anywhere on earth.

Pros and cons of softphone apps

Like any mobile calling solution, SIP softphones aren’t perfect for every single business. Some teams may need time to figure out how things work and tweak their devices. This is perfectly fine as long as you know in advance what needs to be done!

Softphone pros

• Flexible solution – softphones for windows (or any other operating system) route business calls to an Internet-powered device such as a mobile phone, tablet, laptop, or PC.
• Useful communication features – this varies based on the product, but often includes calls, messaging, call routing, auto-attendant, call recording, transcriptions, analytics, and lots more!
• Perfect for remote teams – Making sure everyone has a desk phone that connects to your business phone is a costly affair. Softphone services don’t need hardware, come at a fraction of the price of desk phones, and some great options are even free!

Softphone cons

• Needs VoIP or PBX to work – Online softphones place and receive calls through a Voice over IP network. That’s why they need to connect to a phone system (virtual or PBX).
• Must have a reliable internet connection – since calls are placed over the internet, call quality will vary based on your connection. If you plan on making online calling your primary communication channel, ensure a fast internet connection in your office or remote workplace for all employees.
• Transition time needed for some teams – If your team is totally unfamiliar with how online calling works and has used only desk phones, the transition to a softphone for Windows or another platform may take time. You can speed this up by informing employees of the transition in advance and providing instruction.

How to choose a softphone service

Before buying a product, make sure you don’t waste money and time with features you don’t need, or miss important accessibility. Here are a few things to keep in mind to get things right the first time off.

1. Decide what VoIP service you’ll be using – Softphone applications and online phone systems go together like turkey and gravy. Jokes apart though, keep in mind that there’s no such thing as a standalone softphone. If you’re looking for a softphone app for small business, you can get it bundled into your current or new virtual phone system. Most virtual phone system providers offer these apps, but as we’ll see below, supported OS, general features, and pricing will vary.
2. Compare and contrast features – Since you’ll need to connect it to a business phone anyway, see what features your provider and plan already offer. For example, if your phone system already has a dozen call management features, you can get a free, simple dialing app.
3. Find out about integrations – Some products offer useful integrations with contact management, productivity, and sales tools. These are usually handy for sales teams and mid-sized to larger businesses.
4. Check device compatibility – Do you need to make calls on PC/laptop and mobile phones? Do you need a native desktop app or you’re fine with using the functionality in your browser? What kind of operating system (OS) do you have? Answer all of these questions to easily compare products.
5. Discuss needs and learning curve with your team – If you’re getting the product for a team – no matter big or small – discuss necessary features and device compatibility. Since the apps are software-based, teams that are transitioning from regular office desk phones will need instruction and a transition period.
6. Compare prices based on needs – Each provider offers different functionality for a different price. Fees range from free to monthly to a flat one-time purchase. The best softphone app is the one with the optimal features to pricing ratio for your team. Read on below to compare pricing, features, and best use!

Verdict: What Is the Best Softphone for Business?

Since all softphone apps require a business phone system to function, getting your app bundled into a comprehensive business communications platform is usually the best option. It helps avoid paying for two subscriptions, juggling apps, and adapting to two products.

Amidst competitors, MightyCall has the best softphone for business for remote teams looking to break away from the costs and limited mobility of desk phones. Plus, transition is really smooth. If you already have a business number with another Voice over IP provider, you can port that number for free. And if you’re already using a softphone app for windows or any other platform and want to keep it, you can connect it to MightyCall in just a few steps.

All things said, MightyCall is the most cost-effective and transparent provider of VoIP softphone for windows functionality with no hidden fees or long-term contracts. So give MightyCall’s virtual phone system a test drive and experience the freedom to talk business from any place.

The post 15 Best Softphone Apps for Business in 2024 first appeared on MightyCall.

• What is a VoIP?;
• How does a VoIP phone service work?;
• The list of top VoIP in Canada;
• Top VoIP services in Canada: Comparison;
• 10 best VoIP providers in Canada: Overview;
• How we ranked these 10 best VoIP in Canada;
• How to choose the best Canadian VoIP phone for business;
• Key features to look for in Canadian VoIP providers;
• How much does a VoIP provider in Canada cost?;
• With a VoIP phone in Canada, be present from Newfoundland and Labrador to Yukon.

What is a VoIP?

VoIP stands for Voice over Internet Protocol. It lets you make and receive phone calls over the internet. Using VoIP phone service in Canada is simple. Instead of desk phones, with a VoIP service, you need any internet-connected device (laptop, smartphone, or tablet).

Voice over IP technology also oftentimes includes things like IVR, call forwarding, call queues, and more, which help take the quality of communication with clients and business partners to a new level.

How does a VoIP phone service work?

When you use your VoIP phone, you begin the call by dialing (or you pick up, if you have been dialed). Then when you speak, the sound is broken up into what we can call digital packets. Those packets are then sent through the internet to the destination (namely, the person or people with whom you are speaking). They then are reconstructed there and emerge out of the receiver as audio (your voice).

This all happens incredibly rapidly; if it did not, conversations would be impossible.

This is done over the internet, so to use a VoIP phone system in Canada, you need to be plugged into a router/wall socket (as some computers have this capability) or you need Wi-Fi or satellite signal (an internet connected phone).

The list of top VoIP in Canada

There are a lot of VoIP providers in Canada. But as to who is the best – well, we thought we’d help you out there with a list:

1. MightyCall – best all around VoIP for small business in Canada
2. GoTo – best for video calling
3. RingCentral – best for experienced service
4. Net2Phone – best for lower prices
5. OpenPhone – best for intuitive SMS software
6. Dialpad – best for AI technology
7. Ooma – best for unique features
8. CallHippo – best for ease of use
9. 8×8 – best for streaming meetings
10. Aircall – best for flexibility

Top VoIP services in Canada: Comparison

10 best VoIP providers in Canada: Overview

1. MightyCall

MightyCall is a premier company and one of the top VoIP providers in Canada. That’s because they offer features which are useful for companies of all sizes, from a small business to call centers. Constantly innovating and offering a deep bench of crucial features, they are well-equipped to take your burgeoning business to the next level – and if your business is not burgeoning, they can help get it jump started.

Why we picked it

MightyCall is an incredibly well-rounded program and does not have anything seriously lacking when it comes to providing the tools and features necessary for businesses looking for a solid option. The interface is extremely user-friendly, and no features are wasted.

Best for

While MightyCall is best for small to medium sized businesses to call centers, they can comfortably provide service to many types of businesses, including solopreneurs.

Pricing (user/month)

• Core: $20 (when paid monthly)
• Pro: $25 (when paid monthly)
• Enterprise: Get a quote

Features

MightyCall has a lot of features, the key ones of which (though to be clear this is not an exhaustive list) are:

• Virtual Voicemail
• Call notes
• Automatic call distribution
• Multi-level IVR
• Live call monitoring
• Call whisper
• Call barging
• Call routing

Integrations

MightyCall offers integration with plenty of the top integration tools, like:

• HubSpot
• Salesforce
• Zoho
• Zapier

Pros & Cons

User reviews

TrustPilot: 4.⅗

Reviewers particularly liked the customer service/support and the ease of use.

2. GoTo

Number two on our list of business VoIP Canada companies is GoTo (also sometimes called GoToMeeting). A long-serving company, GoTo has a ton of experience bringing business closer with their clients. With a focus on meetings – both audio and video – this can be a powerful tool for businesses hoping to have a closer or more personal touch.

Why we picked it

GoTo is a well-known name in the business VoIP phone service industry, and it is not hard to figure out why. Their focus on being able to have “face to face” meetings which are high quality sets them apart.

Best for

GoTo is best for small to medium sized businesses.

Pricing (user/month)

• Business: $12 (when paid monthly)
• Professional: $16 (when paid monthly)
• Enterprise: Get a quote

Features

GoTo offers lots of features, including:

• Desk phone compatibility
• Quick-launch meetings
• Dial Plan Editor
• Call-routing scheduling

Integrations

GoTo offers integration with lots, like:

• Marketo
• Slack
• Zendesk

Pros & Cons

User reviews

G2: 4.2/5

Reviewers particularly liked video/audio quality and interface, though some had negative comments about the support.

3. RingCentral

RingCentral rounds out our top three on our list of top ten; if you are looking for the best VoIP provider for small businesses in Canada, RingCentral is an option you should not skip for your business. They have a ton of experience providing quality to their customers, as well as making sure that they are equipped with the key features they will need to succeed.

Why we picked it

RingCentral has just so much experience as being a well-rounded communications platform that it deserved a high spot on our list. Their recent acquisition of Hopin Events, an event management platform, is also particularly noteworthy.

Best for

RingCentral is best for medium sized to larger businesses.

Pricing (user/month)

• Core: $30 (when paid monthly)
• Advanced: $35 (when paid monthly)
• Ultra: $45 (when paid monthly)

Features

RingCentral’s long list of features includes:

• Auto call recording
• Digital white boards
• IVR
• Internet Fax

Integrations

RingCentral has the following integrations (this list is not exhaustive):

• Salesforce
• Zendesk
• Google

Pros & Cons

User reviews

G2: 3.9/5

Reviewers found the software to be extremely user friendly and a time saver, but took issue with customer service. Others reported having video issues.

4. Net2Phone

Coming in at number 4 on our list of VoIP phone providers in Canada is Net2Phone. While these guys are not as well known as some of the other options on our list, their ability to conduct business from a single place (thanks to the power of the VoIP phone) earns them a spot on our list.

Why we picked it

Net2Phone seems to know that it is lesser known, so it tries to make up for this – successfully – with much lower prices than many competitors, as well as providing all of the classic features you have come to expect from internet phone companies, and then some, such as 7-digit dialing and company directory, which are not as common.

Best for

Net2Phone is solidly best for medium sized businesses, as they seem built around medium sized offices (or at least workers of that number who may be spread out over a geographic distance).

Pricing (user/month, when the company has 10-24 users)

• Office: $25.99 (when paid monthly)
• Office Pro: $28.99 (when paid monthly)
• Office Power: $35.99 (when paid monthly)

Features

Net2Phone has plenty of features, including:

• Video conferencing
• Receptionist console
• User portal
• Auto attendant
• Busy lamp field

Integrations

Net2Phone offers integration with plenty of the top integration tools, like:

• Zoho
• Slack
• Zapier

Pros & Cons

User reviews

G2: 4.5/5

Reviewers had good things to say about how the service was user friendly and that the customer service was top notch. However, some had negative comments about the mobile app.

5. OpenPhone

Just about halfway down our VoIP phone Canada comparison list, we have OpenPhone. Like Net2Phone, they advertise as a one stop shop for business communications. And they are not wrong: whether you want to call Vancouver or Ontario, they are one of the companies you should consider going with when looking for a company which can keep you connected with your clientele.

Why we picked it

OpenPhone tries hard to make itself more than a place to make calls – and on that front they succeed. Their SMS software is intuitive, and does not feel like an add-on which they felt would be necessary; rather, it seems thought through and a real part of the software.

Best for

OpenPhone is best for solopreneurs and smaller to medium sized businesses.

Pricing (user/month)

• Standard: $17 (when paid monthly)
• Premium: $25 (when paid monthly)
• Enterprise: Contact them

Features

OpenPhone offers plenty of features, like:

• Snippets
• Internal threads
• Shared contacts
• User groups
• Auto-replies

Integrations

OpenPhone has the classic integrations including:

• Zapier
• Email
• Webhooks

Pros & Cons

User reviews

G2: 4.7/5

While some reviewers had issues with the Windows app, many liked the voicemail transcription and the flexibility the service offers.

6. Dialpad

Leading off the back half of our list of Canadian VoIP providers is Dialpad, a solid service well regarded for its offering of easy to conduct business meetings. Read on to find out how it stacks up to the other services on our list.

Why we picked it

Dialpad is very well known, and has been a major peer competitor of other services for a while. Recently, however, they took a big step forward by being one of the first internet phone companies in Canada to make artificial intelligence – AI – a major part of their software, integrating it in order to help their users in new and inventive ways.

Best for

Dialpad is best for larger companies.

Pricing (user/month)

• Standard: $23 (when paid monthly)
• Pro: $35 (when paid monthly)
• Enterprise: Contact them

Features

Dialpad’s feature list includes:

• AI Recap
• Action item capture
• Web and chat support
• Global SMS capabilities
• 24/7 live agent support

Integrations

Dialpad’s integration list includes:

• Microsoft Teams
• Google Workspace
• Microsoft 365

Pros & Cons

User reviews

TrustPilot: 4.3/5

Reviewers were very happy with customer support but some complained of glitches in the system.

7. Ooma

Ooma is a service which offers both residential and business-oriented plans. As our list is focused on business tools, we will only be discussing the latter.

Why we picked it

As a company with a lot of different offerings for both home and business solutions, you may worry that they are not focused enough on being a great VoIP option. But fret not: their plethora of features shows that they made sure to put out a finely crafted product.

Best for

Ooma is best for smaller, family-owned businesses.

Pricing (user/month)

• Essentials: $19.95 (when paid monthly)
• Pro: $24.95 (when paid monthly)
• Pro Plus: $29.95 (when paid monthly)

Features

Ooma’s features include:

• Ring groups
• Digital Fax
• Call Recording
• Enhanced Call Blocking
• Hot Desking

Integrations

Ooma’s integration list includes:

• Salesforce
• Microsoft Dynamics 365

Pros & Cons

User reviews

TrustPilot: 2.6/5

Reviewers have reported serious audio quality issues. However, others have noted that adding new extensions is fairly easy.

8. CallHippo

Like Ooma and other VoIP companies in Canada, CallHippo offers two different types of services: one for call centers, and one for office phone systems. And like before, here we will be focusing on how CallHippo serves offices across Canada.

Why we picked it

CallHippo has lots of experience with VoIP. They also offer some fairly rare features, like Email Tagging, which make them worth taking a look at.

Best for

CalHippo is best for larger offices.

Pricing (user/month)

• Starter: $18.99 (when paid monthly)
• Professional: $29.99 (when paid monthly)
• Ultimate: $40.99 (when paid monthly)

Features

CallHippo has features like:

• Call Tagging
• Digital Fax
• Call Notes & Ratings
• Call Cascading
• Web Hooking

Integrations

CallHippo’s list of integrations includes:

• Hubspot
• Zoho
• Zapier

Pros & Cons

User reviews

G2: 4.4/5

Users have said that the sound is clear but that there are sometimes small dashboard glitches.

9. 8×8

8×8 is an advanced system in that it offers a large amount of features, including some unique ones, like Conversation IQ.

Why we picked it

8×8 is also a VoIP phone in Canada company specializing in multiple things: contact centers, business phone, and video meetings. For our purposes, we will be focusing on their business offerings.

Best for

8×8 is best for medium to larger businesses.

Pricing (user/month)

• X2: Contact them
• X4: Contact them

Features

8×8’s features include:

• Voicemail transcription
• Private/public live streaming of meetings on YouTube
• Call analytics
• Multi-level auto attendant
• Presence detection

Integrations

If you are looking for 8×8’s integrations, you’ll be happy to be able to use:

• Salesforce
• Google Workspace
• Copper

Pros & Cons

User reviews

G2: 4.1/5

Users have praised the reliability while also criticizing the ease of use for those who are less technically proficient.

10. Aircall

Coming in last but certainly not least is Aircall. Serving Canada with VoIP calling, Aircall features all the key tools they need to qualify as one of the best VoIP providers in Canada.

Why we picked it

Aircall puts a focus on flexibility, and it comes through in their offerings. One of their most notable options is the ability to have simultaneous outbound calls.

Best for

AirCall is better for larger companies.

Pricing (user/month)

• Essentials: $40 (when paid monthly)
• Professional: $70 (when paid monthly)
• Custom: Contact them for details

Features

Aircall features include but are not limited to:

• Mandatory call tagging
• Power Dialer
• Unlimited calls within the US and Canada

Integrations

Aircall has plenty of integrations, including:

• Hubspot
• ActiveCampaign
• Salesforce

Pros & Cons

User reviews

G2: 4.3/5

With such a rating on G2, Aircall ranks solidly in the midst of the best VoIP phone service in Canada.

How we ranked these 10 best VoIP in Canada

If you are wondering how we ranked our list of VoIP service providers, do not fret: we did not just throw darts at a wall. Out rankings were developed by analyzing the following criteria, all of which are key to a functioning Canadian business VoIP provider:

• Features: Does the system actually offer you something serious? Some hosted VoIP services are extremely bare-bones – but some also offer a lot of what we can call “fluff features” which do not actually help you much. The right balance is key.
• Price: How much does the software cost? This is pretty important for any small business, and it was important in our rankings as well. Is the price accordant to the service provided?
• Call quality: Do phone calls sound like you are speaking through a blender? Does it only work when the signal is at its absolute best? These all mattered in our ranking system.
• User support/quality of service: When you actually need help – which should hopefully be a rarity – can you get it? Or are you directed to some sort of FAQ page with the possibility of having an agent get back to you in a week?
• Ease of use: Is it easy for non-techies to use? We do not mean it should be made for a five year old, but is it overly complex in an unnecessary way?
• Reliability: Having a high uptime can be extremely important. The last thing you want is for an important meeting or call to be interrupted because of a signal issue or audio issue. It won’t be your fault, but it will still look bad for you. Don’t take the risk.

How to choose the best Canadian VoIP phone for business

But what about the things you yourself should be paying attention to? After all, our list is not necessarily exhaustive, or there may be things that you want to keep up with yourself.
It may be the following (use this points or come up with your own):

• Baseline VoIP Features: Does the service have the tools you need? Does it have things like an auto attendant? If not, keep on looking elsewhere.
• Cloud-Based or On-Premises System: Is the system based in the cloud – meaning you can access it from anywhere – or is it an older system, based around a physical box? If it is the latter, that can be more expensive and can require technicians to fix.
• Network and Hardware Considerations: How many people do you have in your office? Is your Wi-Fi the kind which is made for one person living in a college dorm, or is it the kind which can handle potentially dozens of calls being made at the same time? Some VoIP in Canada may require the most reliable internet, whereas others can work with weaker signals.
• Make Sure Remote Workers Are Up to Speed: Do your employees know how everything works? Have they worked with this system before, or have they never even worked remotely? How difficult will it be to train them?
• Provide Your Workers with Convenience: Making calls all day can be stressful enough. Don’t add to that stress for your agents by providing them with difficult-to-use software.
  Security: Your employees working from afar may mean that they use Wi-Fi which isn’t the safest (like unsecured coffeehouse internet). If they do, will your VoIP provider have other protections?

Key features to look for in Canadian VoIP providers

We have discussed some of the key features offered by Canadian VoIP providers above in our pro and cons lists, but in case you need it crystal clear so that you do not leave any off of your list, here are a few that your business cannot do without:

1. Call recording: This is a staple, fundamental VoIP feature. This can help save you from frivolous lawsuits, can help you train your employees, and can help you to remember what you may have forgotten.
2. Auto attendant: Up there with call recording is this crucial feature. Without this feature, you simply are not getting the best for your small business. This feature helps you to organize your callers without having had to even speak to any of them.
3. Call forwarding: Another crucial part of any VoIP plan is call forwarding. This allows you to forward calls which are to a specific number to another one; this lets you have calls to numerous numbers go to one central “place.”
4. Texting: Modern communications essentially rely on texting. To not have this feature would be to be stuck in the past.
5. Real-time analytics: Always know what is happening in your business. Find out when calls are being made, when they are being missed, who is making them, and more.
6. Call whisper: Being able to speak to your agents without the person on the other end knowing can be a big boon when it comes to training new agents.
7. Call notes: With cloud-based VoIP phones, your employees can leave notes about calls for fellow agents, to keep them in the loop so that there are no awkward moments or important information missed. This can really be important when it comes to appearing as a professional and serious company.
8. Virtual voicemail: Your colleagues and employees may need to listen to a ton of voicemails – and some of them can get rather meandering. But here, you do not need to worry about that, because with virtual voicemail you can read them – which is a far more quick solution.

How much does a VoIP provider in Canada cost?

While you can look above for the particular prices of our reviewed VoIP providers, you may be wondering what the general price is across all companies. While a singular industry average is hard to pinpoint – especially when prices scaled on how many employees you have are taken into consideration – generally speaking prices range from around CA$15 to as high as CA$100 or more.

MightyCall’s prices are on the lower side, with the lowest tier starting at only $15 a month.

With a VoIP phone in Canada, be present from Newfoundland and Labrador to Yukon

When looking for a phone service provider, you want to make sure that you get only the best for yourself, your employees, and your business. After all, you do not want to be jumping around a lot with providers – so it is best to take your time and really think about what YOU need for YOUR business. Don’t allow yourself to rush what will be such an important decision. To help you make it, we scoured Canada for nothing but the best Canadian VoIP providers, and the result was our list above. When you are ready to make a purchase and select a company, be sure to consult our list to make sure that it lines up with what you need.

And while you are looking, we’d love it if you checked out MightyCall. It’s a system made for businesses like yours: with a laundry list of key features, security, and customer service to boot.

The post Best VoIP Providers in Canada: Detailed Business Phone Service Comparison first appeared on MightyCall.

Table of contents:

• What is a softphone for Mac?
• How does a SIP client for Mac work?
• The list of best softphones for Mac
• Softphone apps for Mac comparison
• Top 10 softphones for Mac: overview
• Top 10 softphone for Mac: review criteria
• Best softphone apps for iPhone and Android
• Key features of VoIP softphones for Mac
• How to choose a softphone service for Mac
• Verdict: What is the best softphone for business?

What is a Softphone for Mac?

A softphone is software that enables phone calls on a device via the internet. Unlike a traditional phone, SIP phones often come with lots of useful VoIP features and are more versatile.
A VoIP softphone for Mac can give you access to a multitude of features, such as setting business hours, getting an IVR, sending text messages, having audio transcription, etc. Not all SIP phones work on Macs, so you will want to find an app that will work on your operational system.

How does a SIP client for Mac work?

SIP (Session Initiation Protocol) is used in VoIP communications; it allows users to have free voice and video conversations. A SIP client for Mac is software that you download and install on your PC or mobile device.
What you need for the softphone app on Mac to work is a gadget (computer, smartphone, etc.), a headset or microphone on the device, and access to the Internet.

The list of best softphones for Mac

Here are a few of our favorites:

1. MightyCall
2. Bria
3. Zoiper
4. Line 2
5. MizuTech
6. CloudTalk
7. Telephone
8. Phone.com
9. 8×8
10. Linphone

Softphone apps for Mac comparison

Top 10 softphones for Mac: overview

1. MightyCall

MightyCall is a one-stop shop for businesses of all sizes, offering local, toll-free, and vanity numbers, as well as over 30 calling options and integrations. It also has one of the greatest business softphones for Mac. This eliminates the need for office desk phones entirely. Remote teams may make and receive calls using their laptop or mobile phone without any additional gear.

First impressions
MightyCall combines a robust business communications solution with a beautiful, user-friendly SIP client for Mac. The system is compatible with the majority of common softphones for Mac and Windows. In both instances, setup is really simple.

If you don’t want to pay for a dialer softphone for Mac, MightyCall comes with its own webphone that works in all browsers and on mobile apps. Any team member with access to your account may make and receive business calls directly from their PC, laptop, or mobile phone without the need to download any third-party service.

Pricing per month

• Business: from $15 per user
• Enterprise: from $150 (unlimited users)

OS

• Web: all
• Mobile: Android/iOS

Features
Including, but not limited to:

• Local, toll-free, vanity business numbers
• Audio calls
• SMS/MMS
• Conference calls
• Standard and Multi-Level IVR
• Business hours call routing
• Call recording
• Auto attendant
• Call forwarding
• Caller ID and CNAM
• Voicemail-to-text
• Call analytics

Integrations
MightyCall integrates natively with Hubspot, Salesforce, and other CRM platforms. MightyCall may also be linked to over 1500 business applications on Zapier, as well as WhatsApp Business. On the Business and Enterprise subscriptions, all integrations are free.

Pros & Cons

Best for
SMBs: Medium-sized and small businesses.

Customer service
MightyCall is well-known for its user-friendly interface with tons of demos and a helpful customer care team, accessible by live chat, phone, and email. Furthermore, all clients receive free assistance with phone system setup, integrations, and other issues they may have.

User reviews
G2 rating: 4.5

2. Bria

Bria, also known as X-Lite, is another excellent softphone for Mac that works with most virtual phone systems, including MightyCall. It has various available versions for different teams: Bria Solo Free and Bria Solo are designed for freelancers and solopreneurs, respectively, and Bria Teams is designed for groups of users.

First impressions
Bria makes up for its limited functionality with its low prices. Bria Solo Free, for example, has severely restricted capabilities as compared to its competitors. Although it gets better with Bria’s paid plans, which are very affordable and have all the basic capabilities—making and receiving calls from computers and mobile phones with multi-device and multi-platform compatibility.

Pricing

• Bria Solo Free: Free
• Bria Solo: $2.95/mo, the plan allows for one user only
• Bria Teams: $4.95/ mo

OS

• Desktop: Windows, MacOS
• Mobile: Android, iOS

Features

• Audio calls
• Screen sharing (only Bria Teams)
• File sharing (only Bria Teams)
• Call recording (only Bria Teams)
• Video calls (not available on Bria Solo Free plan)
• Call transfer (not available on Bria Solo Free plan)
• Call waiting (not available on Bria Solo Free plan)
• Messaging (only for Bria Teams)

Integrations
Bria Solo plans and higher can be integrated with:

• Microsoft Office & Outlook
• OS X (iOS) address book
• Google Workplace
• LDAP active directory

Pros & Cons

Best for
Individual use, solopreneurs and small teams.

Customer service
Customer service may be difficult to reach, according to some reviews.

User reviews

G2 rating: 4.4

3. ZoiPer

Zoiper is a popular cross-platform VoIP softphone for Mac dialers that enables voice and video calling as well as instant messaging. You will get high audio and video quality, fast technology, and powerful functionality on the pro plan.

First impressions
The design is not very intuitive, but once you figure it out and go to their product comparison chart, you will see that there is a free option for non-commercial use that allows secure audio calls.
A great thing about Zoiper, apart from its security and high quality of service, is the flat fee. Lifelong use of an excellent product is not very common among softphones for Mac, making it a very sweet deal.

Pricing

• Non-commercial use: Free
• ZoiPer Pro: €49.95 single payment per license

OS

• Desktop: Windows, Mac, Linux
• Web: All browsers
• Mobile: Android, iOS

Features

• With Pro license, included, but not limited to:
• Audio/Video
• Auto-answer
• Event rule handling
• Call recording
• Instant Messaging
• Call forwarding

Integrations
Premium: Microsoft Outlook.

Pros & Cons

Best for
Small businesses looking to expand their experience via using softphones on Mac OS.

Customer service
Contact form and tickets on the product website. The response time is claimed to be one business day.

User reviews
G2 rating 4.4

4. Line 2

A very straight-forward service that can give you a second phone line but will not replace a full-on softphone service for Macs, lacking the choice of additional features. It will cover the role of an office hard phone and let you make calls from your Mac or iPhone. A great minimalist service that is a good option for solopreneurs at an adequate price.

First impressions
Line 2 is basic, clean, and minimalistic. There is just one plan, with a choice of monthly or annual payments. For a rather small price, you will get unlimited calling in the USA and Canada, unlimited SMS and MMS, and basic PBX features. Good for solopreneurs and limiting for growing companies.

Pricing per month

• $15.99 or $13.75/month annually

OS

• Desktop: Windows, Mac OS
• Mobile: Android, iOS

Features

• Included, but not limited to:
• Business phone numbers
• Call screening
• Voicemail transcriptions
• Audio calls
• Messaging
• Call forwarding

Integrations
Not available

Pros & Cons

Best for
Individual use, solopreneurs, small teams

Customer service
Customer support can be reached via phone and email during work hours.

User reviews
G2 rating: 2.7 

5. MizuTech

Mizutech is softphone software for Mac that can be used on Macbooks via a web browser and connected to any SIP client for Mac. MizuTech is an umbrella company, offering a multitude of products: MizuPhone Full (full-featured version), MizuPhone Basic, a free version, and variations of customizable and branded products.

First impressions
Loads of hidden costs, and even though the free version is marketed as multi-featured, almost all of them are only available in the paid version of the product. The service does give users access to a very generous set of features of acceptable quality, making it easy to customize your own plan and only pay for the features you want.

Pricing per month

• MizuPhone Basic – free
• MizuPhone full – $50 flat fee
• Custom solutions for a separate price

OS

• Desktop: Windows
• Web: Windows, Linux, MAC, iOS and Android
• Mobile: iOS and Android

Features
Basic version:

• Audio calls only

Full version (pro). Included, but not limited to:

• Audio/Video calls (wide range of codecs)
• Messaging
• Fax (beta)
• Address book
• File transfer and sharing
• Noise suppression features: audio tuning wizard, echo cancellation, noise suppression, voice activity detection
• Conference calls (audio/video)
• Auto Answer
• Call and chat history

Integrations

• Contact list import, including Microsoft Outlook synch
• When a scripting module is installed as an add-on, the program can integrate with CRM applications

Pros & Cons

Best for
Inquiring souls who want to test and see all the features out there. Will be good for teams that prefer features over aesthetics.

Customer service
The customers on paid plans can contact the support via email.

User reviews

App store rating: 3.7

6. CloudTalk

Cloudphone is a well-known VoIP softphone for Mac, developed for enterprises that handle large volumes of calls. It offers call-center-inspired communication features and advanced integrations.

First impressions
Consider this option if you have a high call volume, are already experienced with virtual phone systems, and want extensive capabilities from your softphone program for Mac. However, this softphone for the MacBook is not for those searching for basic minimalism and simplicity.

Pricing per month

• Starter: $25 per user
• Essential: $30 per user
• Expert: $50 per user
• Custom plan for enterprise clients

OS

• Desktop: Windows, MacOS, Linux
• Web: all
• Mobile: Android, iOS

Features

• Features include, but are not limited to:
• Business hours (only on Essential plan and above)
• Personalized greetings and music (only on Essential plan and above)
• Unlimited inbound and intracompany calls
• Call statistics
• IVR (only on Essential plan and above)

Integrations
CRM integrations with:

• Salesforce
• Hubspot
• Pipedrive

Integrations via Zapier: connectivity with Slack, Zendesk, Shopify, and lots more.

Pros & Cons

Best for
Large enterprises with expanding sales and support departments

Customer service
Via documentation, email, and phone internationally

User reviews

G2 rating: 4.3

7. Telephone

Developed specifically for MacBooks by 64 characters. It has a fully integrated clean design, has call history, and allows 30 simultaneous calls. You will need a SIP client for Mac OS X and up in your location.

First impressions
Clean design, but requires a good understanding of what the service does and how a SIP phone for Mac works in order to use it. It only does one thing: allows calls with other phone providers.

Pricing

• $1.99 per month per person
• $19.99 yearly

OS

• Desktop App: MacOS
  

Features
30 simultaneous audio calls
Call history
Supports app development

Integrations
Can get added to most SIP phones for Mac

Pros & Cons

Best for
Solopreneurs, small teams who have a SIP phone on Mac OS and up

Customer service
Via email

User reviews
3.2 on App Store

8. Phone.com

Phone.com is a VoIP phone for Mac systems that provides phone numbers, call routing services, and the ability to make calls using internet-connected devices. Their softphone solution for Mac is based on cloud software and mobile experiences, lacking a desktop calling client.

First impressions
All subscriptions, including Pro, allow just one business phone number per user, while the company claims that the product was created for small enterprises with a focus on cost-effective service in mind. The service includes a solid UI web panel and a mobile app that serves as a dialer.

Pricing per month

• Basic: $14.99 per user
• Plus: $19.99 per user
• Pro: $29.00 per user
  

OS

• Web: all
• Mobile: Android, iOS
  

Features

• Including, but not limited to:
• Business phone numbers
• Auto attendant
• Voicemail and transcription (the latter on Pro plan only)
• Call routing
• Audio calls

Integrations
Only available with the Pro Plan.

Integrations with Zapier, Zoho, office suite, AllProWebTools CRM, and Chrometa time tracking.

Native integrations with prominent CRMs such as Hubspot and Salesforce, PipeDrive, and others are missing.

Pros & Cons

Best for
Growing teams, small business, solopreneurs

Customer service
24/7 service via live chat, email, and phone.

User reviews
Rating on G2: 3.3

9. 8×8

Experience limitless international calling to up to 48 countries, desktop and mobile apps. 8×8 is a contact center platform that has a number of notable telecom patents and is definitely one of the notable giants on the market. As great as it is, it surely knows how to market itself without highlighting some hidden costs.

First impressions
The majority of the product’s business-focused capabilities are available with the $28/month per user subscription. There are a number of hidden costs disguised behind asterisks, so expect the price to be slightly different once you have selected all the desired features. There are also activation and deactivation costs, which are almost unheard of with most providers, and unlimited calling is only accessible for local lines.

Pricing per month

• Express: $15 per user
• X2: $28 per user
• X4: $57 per user
  

OS

• Desktop: Windows, MacOs
• Mobile: Android, iOS
  

Features
Including, but not limited to:

• Business phone numbers
• Audio calls
• Document sharing (on X plan and above)
• Streaming of meetings on YT(on X plan and above)
• Analytics(on X plan and above)
• Messaging
  

Integrations
Microsoft Teams, CRM, productivity, and service apps on X2 plans and up.

Pros & Cons

Best for
Businesses with a large volume of international calls looking for a long-term contract.

Customer service
Manuals, FAQ, and live chat.

User reviews

G2 rating: 4.0

10. Linphone

A free softphone app for the users who do not have the budget to get a paid VoIP app for Mac. Linphone is open-source and allows you to have voice and video conversations and send text messages via the internet. Linphone may be modified and even rebranded by developers, or those services can be reserved from the product development team. As a result, it is a versatile solution for business clients.

First impressions
It’s one of the finest applications for small businesses. It is free and has all of the basic call management capabilities. Linphone for business will be a good fit for anybody looking for an out-of-the-box calling solution, particularly for calling. However, the fact that it is free also means that you cannot demand much from the customer service.

Pricing
Free

OS

• Desktop: Windows/Mac
• Mobile: Android/iOS
  

Features

• Audio/video calling
• Call and chat history
• Call recording
• Chat/messaging
• File sharing
• Contacts
• Call forwarding
  

Integrations
Integrates with web browsers

Pros & Cons

Best for
Individuals and businesses looking for a free platform for making calls

Customer service
User reviews recommend using chat for customer service.

User reviews

G2 rating: 4.0

Top 10 softphone for Mac: review criteria

We used the following criteria to evaluate the top softphones for Mac:

• The package. How many features are you getting for your money? We looked into the main function of the application and the extra features that come with it. That will give you an understanding of whether the service will fit your purposes.
• Affordability. Can an average American afford this softphone? We checked the different plans and the cost per month. Some providers are free; others are expensive. Will it hurt your budget? Some products are meant for large enterprises with impressive budgets; others are good for individual use.
• Integrations. Will you be able to use this VoIP client for Mac with your other apps? We wanted to see if you would be able to integrate your VoIP into your pre-existing ecosystem. That will give you a clue about the ease with which you will get the product into your team’s daily work.
• Hidden costs. Should you be expecting any unpleasant surprises? Extra add-ons are upsetting, especially if you find out about them after you have already made the commitment to a service.
• Support. Will you struggle alone, or is there a helpful team on standby? Customer support is essential, especially if you are looking for a long-term product. Having someone behind the scenes to answer your questions can make or break the entire experience.
• Reviews. What do the customers say? What was their experience like? We looked out for any warnings or comments the users had about the product, and summarized them for you with the ratings from G2.
• UI. Is it sleek and modern or slightly outdated? Will it be intuitive, or will you have to struggle, trying to figure out which button to press to answer a call and where to find your call history?

Best softphone apps for iPhone and Android

Here is a shorter list of the best softphones for Mac:

• MightyCall — an experienced VoIP for Mac that offers a generous set of features, is affordable, and has a great design;
• Bria — has a rather limited functionality, but is cheap and easily integrates into most pre-existing products;
• Zoiper — this provider has quite a few really useful features, as well as a solid design;
• Line 2 — one plan fits all, providing you with unlimited calling in the US and Canada, although the call quality is not the best;
• MizuTech — This VoIP for Mac has a free plan, and an expensive plan with lots of hidden costs for the features. The design is not the most intuitive, but the complete list of features is impressive;
• CloudTalk — large business-focused provider with a long-term presence on the market. Customer service is not always quick to respond;
• Telephone — a clean softphone developed for Mac that acts as an add-on to VoIP clients for Mac with very limited features.
• Phone.com — has great large team benefits, but the Basic Plan barely covers the needs of a business;
• 8×8 — has unlimited international calling, but will get you into a long-term contract with penalties and fees;
• Linphone — a free softphone with all the cons of such services, including limited features and rare updates.

Key features of VoIP softphones for Mac

You will want to make the most out of your investment when it comes to finding the best VoIP softphone for Mac. Apart from transparent pricing, easy setup, and customer service, there are quite a few features to enhance your experience when choosing between different remote business phone systems.

• Making, receiving, and transferring calls. This is the very reason why you are getting a softphone app for Mac, so a high-quality connection is the key feature. Check how many minutes are included in the plans offered and read the reviews about call quality.
• Call recording. Whatever your business is, call recording will come in handy. Having the ability to assess your operators’ work, and store the conversations to look back at and review the details in case anything goes missing.
• Integrations. This feature will help you get the softphone app for Mac integrated into your pre-existing ecosystem. This will shorten the time it usually takes to introduce your team to the new software and help facilitate the organization by keeping everything in one place.
• Voicemail transcriptions. Get your audio transcribed into text in order to make it accessible and easily searchable. That way, your messages will take less time to go through and will be easier to store and share.
• IVR, call waiting, and do not disturb. Inform your customers that you are not available at certain hours, guide them to the correct department or information via an auto-attendant, and keep your clients on the line while your operators are busy handling other calls.
• Numbers. Having a toll-free or local number can be a game changer for your company. Finding a softphone app for Mac that will make your business feel local to your customers can increase your trustworthiness, and having a toll-free or international number will let you grow and expand.

Pros and Cons of Softphones for Mac

Softphone apps for Mac pros

• Saves you money. A softphone app for Mac usually contains a package of features included with the plan for free, providing more for less. Your employees will be able to use their own devices, saving you the cost of equipment and maintenance.
• Scales your business up. A SIP software for Mac can be downloaded to any device with an internet connection, regardless of physical location. You can hire internationally, open local offices in different states, or get toll-free numbers to go nationwide within a few minutes.
• Increases flexibility. Remote work and sick days will become easy: with the SIP phone system, calling is accessible from anywhere, and call forwarding can transfer the calls from the colleague on sick leave to another within just a few minutes.

Softphone apps for Mac cons

• You must have a reliable internet connection. A softphone app for Mac runs on the internet to make and receive calls; thus, if you want to use it, you will need a stable internet connection, ideally with a speed higher than 100 kilobits per second.
• Your devices must be up to date. Apps require certain system versions to run, so if you have an old Mac, you need to make sure its version and latest system update are compatible with the app you are planning to install.
• Your call quality may be inconsistent. A slow, old, or broken computer that is lagging will affect your call quality. If your Mac is running too many power-demanding apps at the same time, the softphone application for Mac will be likely to have issues.

How to choose a softphone service for Mac

• Know your budget. How much can you afford to spend on a softphone client for Mac? If you go on a monthly plan but suddenly run out of funds to renew it, it will hurt your small business.
• Have a list of features ready. What will you need? Toll-free numbers, international numbers, MMS, a complex IVR?
• Check for awards and reviews on professional platforms, such as G2. Take advantage of the professional platforms, since they offer high quality feedback on the services.
• Identify your priorities. Do you want to have a large team with many numbers and extensions, or are you looking for a service that has the best analytics to monitor your team?
• Take advantage of the available free trials. Most apps offer free trials, which will let you run a few tests and experience the product.

Verdict: What is the best softphone for business?

Each softphone app is unique and has its own fans, but for the final decision, we looked into which app offers the most for the lowest price, including the extra costs.
MightyCall is the winning softphone for business among rivals for remote teams. It easily integrates into most systems, and it is capable of functioning on its own. It has a sleek, modern design and a compelling set of features, most of which are included in the plans. You can also free transfer your current business number from another Voice over IP service. On top of that, its plans are based on team sizes rather than features, so each team will get all its needs fulfilled.

The post 10 Best Softphones for Mac in 2024 first appeared on MightyCall.

• What is VoIP?;
• What are the VoIP phones?;
• VoIP working requirements
• Powerful VoIP phone features
• How does VoIP work?
• How VoIP works with different devices
• How to use VoIP and make most of it?
• How much does a VoIP phone cost?;
• How to choose VoIP phone system that will work best for you;
• Making your VoIP phone work perfectly for your business;

What is VoIP?

VoIP (Voice over Internet Protocol) is a way to make telephone calls using the Internet instead of a regular analog, PBX system, or digital phone line. Your voice is turned into digital information data packets that travel over the web, making it easier and often cheaper to stay connected.

What are the VoIP phones?

A VoIP phone is more than just a physical device with buttons and a handset. While traditional VoIP telephones do exist and look much like regular office phones, the term also applies to software-based solutions. In essence, an internet phone can be a program that turns any Internet-compatible device into a phone capable of making and receiving calls via the Internet.
This means your smartphone, tablet, or even your computer can function as a virtual phone, provided you have the right software installed.
The term includes both tangible devices and VoIP phones that operate over the web, offering more flexibility and often reducing costs.

VoIP working requirements

For VoIP to work smoothly, there are several key requirements you’ll need to consider. Here’s a simplified list to guide you:

• Internet Connection: A stable, high-speed Internet connection is crucial while using a virtual phone system. A minimum bandwidth of 100 kbps per line is generally recommended for good voice quality.
• Router: A powerful router can make a big difference in call quality. Ensure it supports Quality of Service (QoS) settings to prioritize virtual traffic.
• VoIP Software or Hardware: You’ll need a virtual voice calling platform, which could be a physical VoIP phone or software on your computer or mobile device.
• Audio Equipment: A good-quality headset or microphone and headphones.

Powerful VoIP phone features

A virtual phone service offers an expansive range of features that cater to diverse business needs. For a more holistic view of the use of VoIP technology, let’s focus on these crucial functionalities that can significantly improve your communication strategy:

• International, Toll-free, and Local Numbers: Whether it’s a toll-free number for broad customer accessibility, a local number to create a hometown feel, or an international number to expand your reach—manage all these through a single dashboard with ease.

• SMS: Enables businesses to reach customers through text messages, great for quick updates or marketing campaigns.
• CNAM: The Caller ID Name service allows you to identify the nature of the incoming call—be it business or personal.
• Call Log: Maintains a comprehensive record of all inbound and outbound calls for monitoring and analytics.

• Call Recording: A versatile tool for quality control and training, this feature allows you to record calls for future review. It’s also an excellent way to capture important information and monitor customer interactions for compliance and improvement.
• Webphone: Enables making calls directly from a web browser, eliminating the need for additional hardware or software.
• Voicemail to Text: Transcribes voicemails into text messages, allowing you to read messages at your convenience within the VoIP phone system.

• Automatic Call Distribution (ACD): Distributes incoming calls to available agents based on predetermined criteria, improving efficiency.
• STIR/SHAKEN: Security protocols to prevent call spoofing and ensure call integrity.
• 911 Emergency Calling: Provides the critical capability to dial emergency services directly from your VoIP system.
• Multi-level IVR: Offers a complex voice menu with multiple tiers and languages to guide callers more accurately to the desired service or agent.

Each feature offers unique advantages that can help your business communicate more effectively and efficiently. It’s all about picking the ones that align most closely with your organizational needs.

How does VoIP work?

So how does a VoIP phone work? Below are the essential components and steps involved in making a VoIP call:

Initialization: Setting up the call

Before a VoIP call can begin, both the sender and receiver must establish a connection. The Session Initiation Protocol (SIP) is commonly used for this purpose. SIP helps in setting up, maintaining, and terminating multimedia communication sessions. In simpler terms, SIP acts like a “middleman” that introduces the caller to the receiver and sets the stage for the conversation to take place and the VoIP phone system to work.

Voice capture: Converting sound to data

When you speak into a VoIP-enabled device, your voice is captured by a microphone. This voice is then converted into digital data. This process is vital because only digital data can travel over the Internet. The complexity of this conversion is managed seamlessly in the background when the VoIP call works, making it transparent to users.

Compression: Making data smaller

Once the voice is converted into digital data, it is compressed to reduce its size. Compression helps speed up the data transfer and minimizes bandwidth usage (so it can travel quicker over the Internet). Efficient step-by-step compression is one of the reasons why making VoIP phone calls can be cheaper than regular phone calls.

Data packetization: Organizing data for transfer

The compressed digital data is then divided into smaller pieces known as packets. These packets are tagged with destination and sequencing information to ensure they arrive at the correct location and in the correct order, meaning that these envelopes know where to go and in what order to arrive so that your conversation makes sense when it gets there. Protocols like the Real-Time Transport Protocol (RTP) and the Transmission Control Protocol (TCP) assist in this packetization process in virtual phone systems.

Transmission: Sending data over the internet

While using VoIP, these packets are sent over the Internet through a series of virtual ports. Port selection depends on the protocols being used and the network configuration: They go through a sort of Internet “post office” system that makes sure they get to the right place. During this phase, the data packets may travel through multiple routers and switches before reaching their final destination.

Decompression and playback: Completing the call

Once the packets reach the receiving end, they are reassembled and decompressed to restore the original voice data. They’re opened up and put back together in the correct order. Then they’re turned back into sound, so the person using VoIP or regular service on the other end hears what you’ve said, just like in a regular phone conversation.

How VoIP works with different devices

You might wonder how do VoIP phones work with different devices. Here’s a brief overview of your possible options:

VoIP Phones/SIP Phones

VoIP phones, also known as SIP phones, are specialized devices designed to work with virtual technology. These phones look a lot like traditional office phones but have Ethernet connectors to plug directly into your broadband network. Once connected, they automatically handle the conversion of your voice into digital data, its compression, and the entire process of sending and receiving data packets over the Internet. They often offer enhanced features like voicemail, call forwarding, and multiple lines, making them ideal for business settings.

Softphones

Softphones are software applications for Mac or Windows that let you make virtual voice calls from a computer or mobile device while using VoIP. You don’t need a physical phone; you just need a microphone and speakers. Softphones are especially useful for travelers or remote workers. You can make calls as long as you have the app and an Internet connection.

Analog Telephone Adapters (ATA)

If you’re attached to your old analog phone but want to try using a VoIP phone, an Analog Telephone Adapter (ATA) is for you. This small box plugs into your traditional phone and converts its analog voice signals into digital data that can travel over the Internet. It’s a simple way to upgrade without replacing your entire phone system.

Computers

Using Voice over IP works on a computer in a straightforward manner. You’ll need a softphone application, a good-quality headset, and a stable Internet connection. Most services offer a user-friendly interface that mimics a phone’s keypad and controls, making the transition from traditional to digital calling a breeze.

Mobile Phones

Mobile phones can also serve as Voice over IP devices, thanks to a variety of apps that can be installed. These apps use your phone’s data connection to make calls, offering a cost-effective alternative to using your mobile network, especially for international calls.

How to use VoIP and make most of it?

The technology is versatile, providing advantages for both office and remote work settings. By focusing on key tasks that VoIP can help solve, you can learn how to use VoIP and tap into its full potential to make your work processes more efficient and effective.

Working from the office:

• Improved internal communication: Connect with team members across different departments without physical barriers. Advanced phone system features like multi-level IVR and ACD help guide the caller to the right department or individual.
• Customer relationship management: Integrate VoIP service with CRM software to bring customer information to your fingertips during calls, making each interaction more personalized and effective.
• Meeting and collaboration: Utilize video conferencing and screen sharing features to hold team meetings or collaborate with clients, saving time and reducing the need for physical spaces.
• Cost-efficiency: Replace expensive traditional phone lines and long-distance call charges with VoIP, which often comes with flat-rate billing for unlimited calls.

Working from home:

• Easy transition: With features like call forwarding and webphone, you can transition easily from office to a home phone without losing touch with clients or team members.
• Professional presence: Use toll-free numbers and custom greetings to maintain a professional image, even when working from remote locations.
• Enhanced flexibility: Use VoIP technology to make and receive calls not just on desk phones but also on computers, tablets, or smartphones when you work at home. Mobile apps often come with the same functionalities as desktop versions.
• Secure communication: Implement security features such as end-to-end encryption and STIR/SHAKEN VoIP protocols to maintain the confidentiality and integrity of your calls.
• Team coordination: Use real-time analytics and call logs to keep track of team activities and productivity levels, making it easier to manage a dispersed team.

How much does a VoIP phone cost?

The cost of VoIP phones can vary widely based on your needs and the provider you choose. There are free plans available, though these often come with limitations on features and accountability. For average service with a reasonable range of features, you can expect to pay around $15 per month per user. If you’re looking for more capabilities, prices can go higher. Enterprise plans, offering extensive features and higher levels of phone service accountability, can cost several hundred dollars per month. It’s crucial to consider additional costs like setup fees, number porting fees, and potential long-distance charges when calculating the total price.

How to choose VoIP phone system that will work best for you

When selecting a VoIP provider that best suits your needs, there are several criteria you should consider:

• Service Reliability: Check uptime statistics and customer reviews.
• Features: Look for internet phone service functionalities you specifically need, such as call forwarding, multi-level IVR, or video conferencing.
• Cost: Consider both the initial setup cost and monthly fees.
• Scalability: Make sure the system can grow with your business.
• Customer Support: 24/7 support can be invaluable.
• Security Measures: Features like end-to-end encryption and two-factor authentication are important.
• Quality of Service: Ensure the provider offers high-quality calls without latency or jitter.
• Ease of Use: An intuitive interface can save you time and frustration.

Making your VoIP phone work perfectly for your business

Choosing and implementing the right VoIP phone system can be a game-changer for your business, offering a flexible and affordable communication solution that grows with your business needs. The success lies in the details.
If you’re looking for a tried-and-true cloud phone system, MightyCall has been consistently recognized among the top providers by G2, the largest peer-review service platform. Enjoy a free trial period to experience the service and make an informed decision.

The post How Does VoIP Work: Full Internet Phone Operation Guide first appeared on MightyCall.

• What is VoIP?;
• How does VoIP work?;
• VoIP protocols and standards;
• What equipment is required?;
• Is VoIP technology safe?;
• Best VoIP features;
• How much does VoIP cost?;
• VoIP vs landline;
• Advantages of VoIP;
• Disadvantages of VoIP;
• History of Voice over Internet Protocol;
• Understanding VoIP, SIP, and PBX differences
• What is the best VoIP on the market?;
• How to choose a service provider;
• Is VoIP the right communication solution for your business?

What is VoIP?

VoIP stands for Voice over Internet Protocol. It is a technology that enables voice communications and multimedia sessions over the Internet, bypassing traditional phone lines. It converts your voice into digital data packets for transmission over the web, providing a straightforward answer to making calls without a standard phone line.
Also known as IP Telephony, Internet Telephony, and Internet Calling, Voice over IP network was developed to solve several key problems:

• High Communication Costs: Traditional phone systems can be expensive, particularly for long-distance or international calls.
• Lack of Scalability: Traditional phone systems don’t easily adapt to business growth or contraction.
• Geographical Limitations: With standard telephony, your location often dictates your phone number and costs, making it less ideal for remote or international operations.

VoIP telephony addresses these challenges, offering a more flexible and affordable communication solution.

How does VoIP work?

The Voice over Internet Protocol system is fairly simple. You can either get into the details or look at the quick rundown of how it works:

1. Voice Capture: Your voice is picked up by a microphone.
2. Digitization: The analog voice signals are converted into digital data.
3. Compression: Data is compressed for easier transmission.
4. Packetization: Data is divided into small packets.
5. Routing: Voice data packets are sent over the Internet to their destination.
6. Decompression: Received data packets are decompressed.
7. Conversion: Digital signals are converted back to analog.
8. Voice Playback: The analog signals produce sound through a speaker.

VoIP protocols and standards

Voice over Internet Protocol relies on various other protocols and standards to ensure consistent communication over the Internet:

• SIP (Session Initiation Protocol): This is the primary protocol used for setting up, maintaining, and terminating real-time communication sessions like voice and video calls.
• RTP (Real-Time Transport Protocol): RTP is responsible for the actual delivery of audio and video data packets during the call. It works hand-in-hand with SIP to provide a complete communication experience.
• SDP (Session Description Protocol): Used in tandem with SIP, SDP is utilized for describing the multimedia components of the communication session, including the types of media supported and the VoIP network ports used.
• TCP (Transmission Control Protocol): While not Voice over Internet Protocol-specific, TCP is a core Internet protocol that guarantees the delivery of data packets to their destination, albeit with some latency.
• UDP (User Datagram Protocol): Another core Internet protocol but faster than TCP. It’s commonly used in virtual communication for quicker, albeit less reliable, packet delivery.
• H.323: An older standard that was one of the first to support multimedia communications over online networks. Although being gradually replaced by SIP, it’s still in use in some systems.
• MGCP (Media Gateway Control Protocol): This protocol is used for controlling telephony gateways from external call control elements, often seen in older, large-scale enterprise systems.
• H.248 (Media Gateway Control): This protocol, also known as Megaco, is designed to control media gateways on the borders of IP networks, including those in virtual communication, video, and other real-time communication services.
• G.711: This is an ITU-T standard for audio compression and decompression. It’s one of the most commonly used codecs in virtual communication, known for delivering high audio quality.
• G.729: Another audio codec standard that compresses voice data. It is designed for efficient data packetization to deliver high quality audio even over lower bandwidths.
• ITU T.38: This protocol is used for sending faxes over IP networks in real-time, which explains the facilitation of the transition of legacy faxing solutions to modern virtual communication infrastructures.

What equipment is required?

• A calling device: A device that supports an internet service connection and either has or can be connected to a microphone and speakers.
• Softphone: Software applications that transform your computer or smartphone into a VoIP phone, eliminating the need for dedicated hardware.
• Router: A strong and reliable router that can handle the VoIP traffic along with your regular internet usage is essential for quality service.
• High-speed internet connection: A stable and high-speed internet connection ensures better call quality either via WiFi or an ethernet cable. A bandwidth of at least 100 kbps per line is recommended.
• Analogue telephone adapters (optional): Connect your traditional landline phone to your virtual system, allowing you to use existing hardware with the new technology.
• Ethernet cables (optional): Сan be used to maintain a reliable connection between your VoIP phones and your network.

Is VoIP technology safe?

VoIP technology has come a long way in terms of security, but like any internet-based service, it’s not entirely immune to risks. Key points to consider are:

• Encryption: Many VoIP providers offer end-to-end encryption to protect your data and conversations.
• Authentication protocols: Strong authentication mechanisms, such as STIR/SHAKEN, can keep unauthorized users from accessing your account.
• Firewalls and security software: Utilizing specialized virtual firewalls and security software can significantly reduce vulnerabilities.
• e911 services: Modern virtual calling services often include enhanced 911 (e911) capabilities, ensuring that your location information is available to emergency services.

While virtual telephony can be secure, it’s essential to configure your system correctly and adhere to best practices in cybersecurity.

Best VoIP features

Understanding what VoIP is requires you to know the multitude of features virtual systems offer:

Toll-free and local numbers

VoIP systems offer a range of number types to suit your business needs. Local numbers are ideal for businesses targeting specific geographic areas, while toll-free numbers, usually starting with 800, 888, or similar codes, let your customers call you free of charge, increasing your company’s accessibility.

SMS and MMS

Engage with your customers through text messaging and bring that experience to a whole new level by sending images, videos, and documents. SMS and MMS capabilities make your marketing campaigns more dynamic and accessible to a wider audience.

International numbers

Expand your global reach. VoIP phone systems often provide the option to obtain international numbers, facilitating communication with overseas clients without excessive costs.

Caller ID and CNAM

With Caller ID, your company’s name appears when you call someone, adding a layer of professionalism. CNAM features go a step further, allowing you to see who is calling, which is particularly useful for differentiating between personal and business calls.

Call management and routing

From basic call forwarding to advanced features such as multi-level IVR and automatic call distribution (ACD), VoIP systems offer a multitude of options to route calls efficiently. This ensures that callers are directed to the most appropriate agent or department.

Mobile app

Online phone services often come with Android and iOS apps, allowing for convenient communication while on the go. Receive and make calls, check voicemails, and maintain customer relations from anywhere.

Call analytics & monitoring

Understanding call metrics is crucial for improving service quality. Features such as live call monitoring, real-time analytics, and detailed agent reports provide useful insights into your call center’s performance.

Integration & automation

VoIP integration with CRM systems like HubSpot, Salesforce, and Zoho, as well as automation services like Zapier, can organize and improve your workflow. This connectivity boosts efficiency by centralizing data and automating repetitive tasks.

User & team management

Managing a large team is easier with features like user extensions, roles & permissions, and specialized workspaces for agents and supervisors. These functionalities offer a tailored experience, ensuring that team members have the resources they need to excel.

Conference calls and do not disturb mode

The ability to host conference calls facilitates team collaboration. Meanwhile, the do not disturb mode allows you to focus on tasks without interruption, allowing you to effectively manage your availability.

How much does VoIP cost?

Navigating the maze of VoIP costs can be challenging, but knowledge is the key to making informed decisions. Whether you’re a solo entrepreneur or running a large enterprise, VoIP offers a scalable solution that fits various budgets:

• Free Plans: Basic features with limited security measures.
• Average Users: Around $20/month for a balanced range of features.
• Enterprise Plans: Can scale into several hundreds per month for advanced functionalities.

Additional Costs:

• Monthly or Annual Subscriptions: Varies depending on features; $25-$50/month on average.
• International Call Fees: Typically ranges from $0.02 to $0.20 per minute.
• Setup Fees: One-time fee, usually around $50-$100.
• Equipment Costs: Varies widely, but anticipate around $100-$200 per phone.
• Add-ons and Feature Upgrades: Can range from $5 to $25 per feature, per month.

In comparison, traditional landline services often come with hardware, installation, and maintenance costs that can make them less economical than virtual phone systems. For a more comprehensive look at costs, check out our pricing page.

VoIP vs landline

When it comes to choosing a communication method for your business or personal use, the choice often comes down to VoIP or a traditional landline. Both have their merits, but they differ in functionality, cost, and flexibility. Below is a comparative table that illustrates the difference between these two technologies to help you make an informed decision.

Voice service offers advanced features and exceptional pricing options, but depends on a stable internet connection. On the other hand, landlines are generally reliable and straightforward but can be costly and less versatile. Understanding the features that are most important to you or your business can guide you in choosing between Voice over IP and landline.

Advantages of VoIP

Cost-efficiency

Often using VoIP means cost savings. Traditional phone systems require complex installations and are often burdened by costly long-distance charges. Virtual telephone service removes these issues by using the internet, thus lowering your overall communication expenses.

Scalability

As your business grows, so can your virtual system. Traditional setups usually require hardware adjustments for new lines or locations. With online phone systems, scaling up or down is as simple as clicking a button, making it highly advantageous for businesses with fluctuating needs.

Mobility

The flexibility of online phone services is another major perk, allowing you to stay connected from anywhere with internet access. This feature is particularly valuable for remote workers and businesses with multiple locations, as it ensures uninterrupted VoIP communication.

Advanced features

Online phone services offer more than just voice calls. Video conferencing, instant messaging, and file sharing are some of the advanced features readily available, enriching your communication experience. These functionalities often come as part of the package, making VoIP a one-stop-shop for various communication needs.

Reliability

Despite early concerns about internet dependency, VoIP phone services have proven themselves to be defined as reliable communication channels. Many providers offer uptime guarantees and have backup measures in place to reroute calls in case of outages, ensuring consistent and dependable service.

Each of these advantages contributes to making virtual communication a compelling choice for both small businesses and large enterprises looking to optimize their communication systems.

Disadvantages of VoIP

Internet dependency

Virtual communication’s major drawback is its reliance on a stable internet connection. Slow or unstable internet can lead to poor call quality, delays, or dropped calls. Businesses operating in areas with limited connectivity will find this to be a significant hurdle.

Power outages

Traditional landline phones often work during power outages because they have their own power supply. Virtual systems, on the other hand, go down when there’s no electricity unless you have backup power systems in place. This could be a crucial issue for businesses that require constant communication.

Security concerns

Like any technology that operates over the internet, an online phone system is susceptible to cybersecurity threats, such as hacking and data breaches. While providers are continuously improving security features, businesses must still be proactive in implementing additional layers of security to protect sensitive information.
VoIP offers numerous advantages, but these drawbacks are worth considering. It’s essential to weigh the pros and cons and assess whether the potential issues are deal-breakers for your specific needs.

History of Voice over Internet Protocol

The 1990s

The roots of virtual communication can be traced back to the early 1990s, a decade marked by rapid technological advancements. Below is a table that encapsulates key developments during this period:

The 2000s

The 2000s saw virtual communication gain mainstream recognition and acceptance. Technological advancements made it more reliable and accessible:

Future

Looking ahead, virtual calling shows promising avenues for growth and improvement:

• AI Integration: Artificial Intelligence could further refine voice recognition and analytics.
• 5G and Beyond: The advent of faster and more reliable networks will improve call quality and may introduce new features we can’t yet conceive.
• IoT Collaboration: Integration with Internet of Things (IoT) devices can make VoIP more versatile, functioning as part of a broader network of smart devices.

The trajectory of VoIP calling suggests a continued data trend towards ubiquity, integration, and enhanced functionality, making it an indispensable tool for future communications.

Understanding VoIP, SIP, and PBX differences

While virtual communication serves as the overarching technology allowing voice communications over the ethernet and broadband, SIP and PBX are specialized components within this framework. Understanding their unique roles can clarify the broader landscape of digital communication.

Session Initiation Protocol (SIP): SIP is a signaling protocol used to control multimedia communication sessions. It’s like a set of rules that dictates how virtual telephony should be initiated, maintained, and terminated. SIP is responsible for connecting, monitoring, and disconnecting sessions in a virtual communication network. If virtual communication is the general highway for internet-based calls, SIP is the traffic management system that ensures vehicles (data packets) travel smoothly and reach their destinations without issues.

Private Branch Exchange (PBX): This is an internal telephone switching system that manages incoming and outgoing calls for a company’s internal users. A PBX is equipped with features like call holding, voicemail, and call transferring. Traditional PBX systems worked with landline phones or digital phone lines, but modern PBXs are increasingly integrated with virtual communication to manage calls over the internet.
In summary, VoIP communication is the foundational technology for making calls over the internet. SIP is a protocol within virtual communication that manages the call sessions, and PBX is an internal system used within enterprises to manage their various telephony needs. Each plays a distinct yet interconnected role in the realm of digital communication.

What is the best VoIP on the market?

Selecting the best VoIP phone for you largely depends on your unique business telecommunication needs. Below is a mini-list featuring three different VoIP providers that cater to various scales and requirements.

MightyCall

MightyCall is made for call centers and small to medium-sized businesses, offering a range of features, such as toll-free numbers, call routing, and voicemail-to-text. With a user-friendly interface, it aims to make communication seamless and efficient.

Pros

1. Highly customizable
2. One of the best customer support services on the market
3. Impressive feature set

Cons

1. No built-in video conferencing
2. Limited integrations

Best for: Small to medium-sized businesses looking for a versatile feature-rich option with excellent support.

RingCentral

RingCentral is a solid option designed for large enterprises. It offers advanced features such as video conferencing, international calling, and a wide array of integrations with other business software.

Pros

1. Suits large enterprises
2. Well-known
3. Reliable customer support

Cons

1. Pricier than alternatives
2. Lacks a webphone, mini-CRM functionality, and an auto-receptionist among some other necessary features

Best for: Large enterprises needing a solid and scalable virtual communication solution.

Google Voice

Google Voice offers a free, basic VoIP calling service that is suitable for solopreneurs or businesses with minimal requirements. It provides straightforward features like voicemail, text messaging, and call forwarding.

Pros

1. Free for basic use
2. Easy to set up
3. Integrated with other Google services

Cons

1. Limited advanced features
2. Not suitable for larger businesses

Best for: Individuals and small businesses with basic communication needs.

Choose the one that aligns best with your business needs to get the most value out of your virtual communication solution.

How to choose a service provider

Selecting the right VoIP service provider is crucial for your business’s communication efficacy and efficiency. It greatly depends on what VoIP is used for. Here are the key factors to consider when making the final decision:

• Understand your needs: Before you start comparing providers, identify what your specific needs are. Do you need features like video conferencing, international calling, or call routing?
• Budget constraints: How much are you willing to invest in a VoIP service? Take into account not just the subscription cost but also potential additional expenses like setup fees, equipment, and overage charges.
• Ease of use: A complex system can be a nightmare for your team. Look for providers that offer intuitive, user-friendly interfaces.
• Feature set: Choose a provider that offers the set of features you need. This could range from basic features like call forwarding to advanced capabilities like call analytics and integrations.
• Reliability: A service that is often down is of no use. Ensure the provider guarantees high uptime, backed by a Service Level Agreement (SLA).
• Customer support: Opt for providers with robust customer support that is easily accessible through multiple channels, be it phone, email, or live chat.
• Scalability: As your business grows, your communication needs will too. Select a provider that can easily scale with your business.
• Reviews and recommendations: Don’t underestimate the value of customer reviews and recommendations. These can provide real-world insights into the pros and cons of a service.

Is VoIP the right communication solution for your business?

Throughout this article, you’ve learned about virtual telephony, its cost-effectiveness, versatility in features, and its edge over traditional landlines. Now you know how to choose the right VoIP provider, based on the factors ranging from feature sets to customer support. If your business seeks a powerful, feature-rich, and economical communication system, virtual communication certainly deserves consideration.
In case you’re looking for a perfect solution catering to the needs of small and medium-sized call centers, MightyCall brings to you a suite of exceptional features with unparalleled support and scalability.

The post VoIP Meaning: All About Technology, Calls, Network, and More first appeared on MightyCall.

What is a VoIP Number? 

An internet number is a phone number that uses Voice over Internet Protocol (VoIP) technology for communication. It identifies the user on the IP network instead of the PSTN (Public Switched Telephone Network) and transmits signals over the Internet rather than traditional phone lines. An internet number is a combination of a regular phone number and a virtual phone, making it easily portable and assignable to multiple devices. SIP (Session Initiation Protocol) is the standard protocol for implementing VoIP technology.

Fastest way to Get a VoIP Number?

Getting a VoIP number is a simple and straightforward process that can be completed in the following steps:

1. Determine Your Business’s Needs: Consider the location and type of number you need for your business, such as a local, toll-free, or international number.
2. Research Providers: Research and compare different VoIP companies to find the one that best suits your needs. Look for features such as call quality, customer support, and pricing.
3. Choose a Plan: Select a plan that fits your business’s needs and budget. Consider the number of simultaneous calls and minutes you’ll need.
4. Select a Number: A vanity number, toll-free, international? Work with your provider to choose and later on buy a VoIP number that is available and meets your requirements.
5. Make the Purchase: Once you have chosen a number, make the purchase through your provider’s website or customer service representative.
6. Set Up the Program: Follow the instructions provided by your provider to set up and configure your VoIP program. This includes setting up your hardware, such as a headset and microphone, and downloading the necessary software.
   With these steps, you can quickly and easily get a VoIP phone number for your business and start making and receiving calls over the Internet.

When Do You Need to Get a VoIP Phone Number?

Buying a VoIP number can benefit businesses of all sizes, including small businesses, enterprises, and call centers.

Small businesses can benefit from online numbers by saving on telecommunication costs and improving communication with customers. Web numbers allow small businesses to have a local number with presence in multiple locations without having a physical office, increasing their reach and accessibility.
Enterprises can improve their communication and collaboration with employees working remotely by getting VoIP numbers. Web numbers can also enhance their professional image and increase their competitiveness by offering multiple locations and toll-free options.
Call centers can benefit from the flexibility and scalability of web numbers. They may need a VoIP phone number for their call center agents to work from anywhere, reducing overhead costs and improving efficiency. Web numbers can also provide advanced call routing and reporting capabilities, helping call centers manage their operations more effectively.

Where to Get VoIP Numbers

VoIP can be obtained from a provider. Getting a VoIP phone number for your organization is easier than getting traditional phone numbers. To choose the best provider, consider factors such as reliability, quality of service, and pricing. Some popular providers include MightyCall, RingCentral, Vonage, and 8×8. After selecting a provider, you can assign a VoIP number to any device that you want to use for making and receiving calls. MightyCall is a great option for those looking for a flexible and affordable VoIP solution.

Best Practices for Choosing VoIP Phone Number

So what is the best strategy on how to get a VoIP number? The choice of a service provider for your business can significantly impact the success and growth of your company. With numerous options available in the market, it can be challenging to pick the right provider that aligns with your business objectives and goals. To make the right choice, it’s essential to consider several key factors such as the range of features, reliability, quality, security, customer reviews, level of customer support, and pricing.

1. Range of features: The range of features offered by a provider can have a significant impact on the functionality and performance of your business. It is important to obtain a VoIP phone number provider that offers a comprehensive set of features that cater to your specific business needs and requirements. This includes features such as data storage, integrations, scalability, and ease of use.
2. Reliability: A reliable phone company is crucial for the success of your business. It is essential to choose a provider that has a good track record of uptime, ensuring your business runs smoothly without any downtime. A reliable provider will also ensure that you have access to your data and information at all times, even during technical difficulties.
3. Quality: The quality of service provided by a provider is critical in maintaining the high standard of your business. It’s key to choose a VoIP phone number provider that has a good reputation for quality and is known for delivering high-quality services to its customers. Quality service is essential to ensure that your business runs smoothly, and you have access to the support you need when you need it.
4. Security: Making the best choice on how to get VoIP absolutely has to include this point. The security of your business data and information is of utmost importance, and choosing a provider that prioritizes security should be a top priority. It’s essential to choose a provider that has strong security measures in place to protect your data, including encryption, firewalls, and regular backups.
5. Customer reviews: Customer reviews can provide valuable insights into the provider’s performance and service quality. Reading customer reviews can help you understand the provider’s strengths and weaknesses, and make an informed decision based on the experiences of others.
6. Level of customer support: Good customer support is essential for the success of your business, and it’s essential to choose a provider that offers a high level of customer support. This includes 24/7 support, live chat, and prompt response times to ensure that you receive the help you need when you need it.
7. Pricing: The pricing of a provider’s services can significantly impact the profitability of your business. It’s essential to choose a provider that offers competitive pricing and ensures that the services they provide are worth the cost. Make sure to compare the pricing of different providers and choose one that offers a good value for money.

Main Differences Between Traditional and VoIP Numbers

Transmission Method:

Voice over IP phone numbers use the internet to transmit calls, while landline numbers use traditional telephone lines. This means that with such a number, you can make and receive calls using your internet connection. This provides benefits such as lower costs, increased flexibility, and improved call quality.

Location Association:

VoIP phone numbers can have area codes from anywhere, while landline numbers are tied to specific geographic locations. This means that with a VoIP, you can choose an area code that makes sense for your business or personal life.

Pricing:

VoIP phone service is often cheaper than traditional landline service and many providers offer unlimited calling and features. This can further reduce costs compared to landline service.

Portability:

VoIP can be used on multiple devices and can be easily transferred. This means that with a VoIP phone number, you can use it on your computer, smartphone, or other device.

International Reach:

VoIP usually has lower international calling rates, making it easier and more affordable for individuals and businesses to stay in touch with friends, family, and customers around the world. Whether you are traveling abroad or working with international clients, a VoIP phone number can provide the connectivity you need.

What Can A VoIP System Do For You?

• Location Independence: Web numbers allow businesses to have a phone presence in any location, regardless of their physical location. This enables businesses to choose and get local VoIP phone numbers or toll-free numbers that align with their target market, improving their professional image and making them more accessible to customers.
• No Hardware Requirements: With web numbers, there’s no need for additional hardware such as telephone lines or PBX systems. This means businesses can make and receive calls using their existing devices, making it a more convenient and cost-effective solution.
• Cost-Effective: Virtual business numbers are often more affordable compared to traditional landline services as they don’t require the installation and maintenance of physical telephone lines. Many web number providers offer unlimited calling and other features as part of their service, further reducing costs for businesses.
• App Integrations: Many web number providers offer integrations with popular business apps such as CRMs, email, and calendars. This allows businesses to manage all their communications from a single platform, streamlining their operations and improving their customer service.
• Enhanced Call Quality: Web numbers often provide enhanced voice quality compared to traditional landline services as calls are transmitted over the internet instead of telephone lines. This results in clear, consistent call quality and reduces the risk of dropped calls or other call quality issues.

What Features Can I Get With VoIP Phone Number?

So how to get VoIP with a quality feature package? Voice over Internet Protocol numbers offer advanced features for enhanced business communication. Here are some of the most useful features:

1. Auto-attendant: Automatically answers and routes calls to the correct department or extension, providing a professional and efficient experience for callers.

1. Call Forwarding: Allows calls to be forwarded to any desired number, even outside the office, making it easier for businesses with remote workers or employees in different locations to stay connected.
2. Virtual Meeting Rooms: Enables businesses to host virtual meetings with screen sharing and collaboration tools, enabling teams to work together more effectively, regardless of location.
3. Call Recording: Records calls for quality control, training, and compliance purposes, making it easier to monitor and improve the performance of business communication.

1. IVR (Interactive Voice Response): Provides automated menu options for callers to reach desired departments or information, streamlining the call process and improving efficiency.
2. Call Blocking: Blocks unwanted numbers or spam calls, reducing interruptions and improving the overall call experience.
3. SMS: Allows texting from the same number as calls, providing businesses with a unified communication platform.
4. Business Hours: Specifies the hours of operation for the business and routes calls accordingly, improving call management and customer service.
5. Call Parking: Puts a call on hold and transfers it to any available line, making it easier for businesses to handle multiple calls at once.
6. Call Queuing: Holds incoming calls in a queue and routes them to the next available agent, improving call management and customer service.

Pros and Cons of Getting a VoIP Number for Your Business

Pros

1. Improved Mobility and Accessibility: Web numbers offer significant advantages to businesses, particularly in terms of mobility and accessibility. Employees can make and receive calls from any location with an internet connection, allowing for flexibility and reliability even for remote workers. This means that no matter where an employee is located, they will always be reachable and can remain productive even when away from the office.
2. Cost-Effective Communication: Another major advantage of web numbers is their cost-effectiveness. Unlike traditional phone lines, web numbers are typically billed based on usage, making it an attractive option for businesses with variable or unpredictable call volumes. This can result in significant cost savings for businesses compared to maintaining traditional business phone lines.
3. Enhanced Productivity: The advanced features offered by internet numbers, such as vanity phone numbers, call forwarding, IVR (Interactive Voice Response), and call recording, can help improve call management and increase productivity. IVR, for example, can automate certain processes, such as routing calls to the appropriate department or providing information to callers. Call recording can be useful for training and quality control purposes. These features can help streamline communication, improve customer service, and ultimately boost the productivity of the business.

Cons

1. Security Concerns: One of the potential disadvantages of virtual numbers is the increased risk of fraud. As virtual phone numbers rely on internet connectivity, it can be relatively easy for scammers to mimic the number to deceive individuals. Businesses need to be vigilant in their use of virtual numbers and take steps to minimize the risk of fraud, such as verifying the identity of callers and implementing security measures such as multi-factor authentication.
2. Limited Call Volume Capabilities: Another potential drawback of virtual phones is their limited call volume capabilities. These numbers may not be suitable for businesses with high call volumes or businesses that require a large number of lines, as the technology may not be able to handle the volume of calls effectively. In these cases, traditional phone lines may be a more appropriate solution.
3. Reliance on Internet Connectivity: Virtual phone service numbers rely on a stable and fast internet connection to make and receive calls, so a slow or unreliable connection can impact call quality and performance. This means that businesses must ensure that their internet connection is stable and fast enough to support their communication needs, or else consider alternative solutions. In areas with limited or unreliable internet connectivity, virtual VoIP phone numbers may not be the most appropriate solution.

VoIP Number Portability

When changing providers, there is a risk of losing customers due to a change in business phone number. However, this can be avoided through number porting. This allows you to keep your current phone number, even if you change providers. This can greatly reduce the impact of the switch on your business and customer base.

Will I need to change my number?

• Your current VoIP company is too expensive
• Your current VoIP system lacks key features for your business
• You are experiencing unfair treatment from your current VoIP company (e.g. hidden fees)
• Other reasons specific to your business needs
• Your business has outgrown the capabilities of your current VoIP service
• The quality of your current VoIP is inadequate (e.g. poor audio quality)
• You are not satisfied with customer support from your current provider

How long does it take?

In MightyCall, number porting is a straightforward process that happens in under 15 workdays. Our support team will guide you through the process and ensure a smooth transition after you get a new VoIP number provider. The exact time it takes will depend on the complexity of your current phone system and your provider’s processing time, but our team will work to minimize any disruption to your business.

How much do VoIP Numbers cost?

The cost of a VoIP number can vary depending on the provider and the type of plan you choose. On average, a basic number plan can cost anywhere from $10 to $30 per month. More comprehensive plans with additional features and services can cost anywhere from $30 to $100 or more per month. Additionally, some providers may charge per-minute fees for calls, while others have unlimited call plans. With MightyCall, prices start at just $15 per user.

How many VoIP Phone Numbers can I get?

After answering “How do I get a VoIP number?” you may wonder how many you can get. The amount you can get depends on the provider and the type of plan you choose. Some providers offer only one phone number per account, while others allow you to have multiple numbers under the same account. With MightyCall, you get 2 numbers per plan and will be able to add additional numbers as your business grows or as you expand into new markets.

Who exactly owns VoIP Numbers after purchase?

After purchasing a VoIP number, the ownership of the number depends on the terms and conditions of the provider. In general, the number is assigned to the customer who purchases it and is typically considered the property of the customer for the duration of the contract. The customer has the right to use the number for the purpose it was purchased for and has the option to transfer or port the number to a different provider if desired.

Free VoIP Phone Numbers: What are they?

Free VoIP numbers are telephone numbers that are provided for free by various online services and VoIP service providers. These numbers can be used for a variety of purposes, including making and receiving calls and sending and receiving text messages. The main advantage of using a free VoIP is its cost – as it is free, there are no monthly fees or hidden costs associated with its usage.
However, it’s important to keep in mind that there are several disadvantages to using a free VoIP. For example, they often come with limited functionality and may not have all of the features that are available with paid numbers. Additionally, free numbers may not be as reliable as paid numbers, and the quality of the call may be lower. This can be a significant drawback, especially for businesses that need to make and receive calls with clients and customers.
Another disadvantage of free numbers is the limited customer support. With free numbers, it’s often difficult to get help with technical issues or to resolve any problems that may arise. Additionally, the security of free numbers is often less robust than paid numbers, which can increase the risk of fraud or hacking.

Grow Your Business & Celebrate Success

MightyCall provides a comprehensive and reliable VoIP phone system for businesses of all sizes. With MightyCall, businesses can enjoy the benefits of having a professional phone number, such as mobility, flexibility, scalability, and a range of advanced features. The platform offers easy-to-use call management tools, such as call forwarding, call screening, and call recording, that help businesses increase productivity and provide a professional image to customers. Additionally, MightyCall’s affordable pricing, user-friendly interface, and exceptional customer support make it an ideal choice for businesses looking to upgrade their phone system.

The post How to Get a VoIP Number? first appeared on MightyCall.

For one, it’s a tool that will improve your company from the inside out. The benefits of call recording start with your team members and extend to customers and overall company growth.

Here’s how a seemingly little detail like call recording will improve your team management, boost productivity, facilitate customer service, and foster learning.

 10 Best Benefits of Using Call Recording

1. Capture details you might have missed or forgotten

When talking to customers, it’s vital to actively listen. Taking notes often helps people keep track of details and ideas, but doing so during a call can prevent you from actively listening. With call recording, you can give your full attention to any call and take notes later when replaying it. This helps ensure customers feel they’re truly being “heard” — a big part of providing a great customer experience.

Additionally, sometimes it’s difficult to make out what a customer is saying. They’re in a noisy environment, talking quickly, or speaking in a heavy accent. You can, and should, ask for clarification when needed, but having a record of the call that you can play back as many times as you want provides some insurance and the peace of mind that you won’t miss anything important.

2. Coach your team more effectively

By recording calls, you can hear how your team members speak to customers. It’s a fantastic opportunity for managers to help teams improve their communication skills and to provide tips on how to sell more effectively or how to offer better customer service and support. Anyone in your organization, from receptionists to top salespeople, can benefit from the kind of granular coaching and feedback managers can provide as a result of monitoring call recordings.

3. Get to know your customers

Call recordings help your marketing team better understand your company’s customer, or “buyer”, personas. A buyer persona is a stereotypical representation of your typical and/or target customers, such as a “Mid-20s Urban Professional.”

By listening to customer calls, your marketing team will learn how well the buyer personas they’ve developed measure up to your actual customers. Having a realistic understanding of buyer personas can make your marketing efforts much more efficient and impactful.

4. Enhance your product or service

By sharing call recordings with specific team members in product management or R&D, you can help them better understand how customers are using your product, what they like about it, and what could be better. All of this is invaluable (and free) information that can be translated into products and services that more effectively meet customer expectations.

5. Stay on the right side of the law

First off, it’s important to note that call recording is legal as long as there is an acknowledgment that it’s happening (whether by you telling someone or a pre-recorded message doing so).
MightyCall call recording settings
Otherwise, maintaining a database of recorded calls will help your business comply with legal, industry, and service-level compliance guidelines.

Recorded calls can help you resolve disputes or defend against litigation from unhappy customers and in some cases a voice recording can serve as a verbal contract.

Lawsuits and legal representation cost an arm and a leg, and hiring a lawyer can be financially crippling for anyone but the biggest companies. Considering most lawsuits brought against companies stem from miscommunication, having a hard record to help sort things out before lawyers get involved is a lifesaver.

6. Watch your words

It’s often said that it costs five to seven times more to acquire a new customer than it is to retain an existing one. To keep customers, you need to provide excellent customer service (among other things). Like the old adage goes: sometimes it’s not what you say, but what you don’t say that really defines a conversation.

If you run a small business, chances are there’ll be some repeat customers who you may get to know. By listening to call recordings, you and your team can figure out what to avoid saying to certain customers so nobody’s feelings are hurt and you stay in everyone’s good graces.

7. Capture customer stories

Customers who call your company and glow about their experience using your product or service — why they chose it, how it’s helped them, and so on—are a godsend. Beyond the confidence boost you get, you may be able to use the content of those calls (with the customer’s approval) for a great “customer success story” for your marketing or advertising campaigns.

8. See how your customer service has evolved

By maintaining a database of call recordings, you can compare how your team communicates with customers today vs. how you communicated with them in the past. The differences can show where you’ve improved and where you still need work as well as how your business is growing — which can be motivating.

9. Quickly bring a customer service agent up to speed

If you operate as a solo entrepreneur or run a small business, it may be necessary to bring someone in from time to time to handle customer calls. Maybe you want to completely disconnect from a business while on vacation, or you’re too busy to handle customer calls effectively. These situations happen all the time. Sharing call recordings with new or temp workers helps bring them up to speed quickly on your customers’ needs and frequently asked questions, as well as how to handle them. Showing is always better than telling.

10. Keep an ear on technical issues

It’s easy to bring all the focus to solving a customer concern or problem, but sometimes you also need to analyze the technical aspects of your conversation with a cool head. Is the sound quality HD? How have your interactions technically evolved over a period of time? How well is your phone system technically adapted to things like quickly routing calls, adding consultative calls, sending the caller to another department, etc? Do you have recurring tech glitches with those things, or it’s fast and smooth? Keep in mind that call recording benefits extend into technical aspects and will help you technically improve your service.

Advantages of Call Recording for Business: All the Benefits in One Feature

At the end of the day, call recording is a small and inexpensive way to monitor your business and implement changes. It provides you with a wealth of data and there are numerous ways to practically apply that info.

If phone calls are a major component of your business and you’re not using call recording, you’re missing out on an easy opportunity to maximize your business practices. In today’s hypercompetitive business market, doing so is inexcusable.

MightyCall offers a simple-to-use call recording feature that already comes with pre-recorded messages for full legal compliance. This feature is completely automatic, so you won’t have to press buttons to record each and every call. Simply set it up once for inbound or outbound calls  — or both — and take advantage of all the above benefits automatically.

The post Top 9 Ways Call Recording Can Help a Business first appeared on MightyCall.

In the following post, we’ll walk you through the ins and outs of what it’s all about and help you decide whether or not it’s the right decision for your company.

What is a PBX System?

PBX is an acronym. The letters “PBX” stand for the word “Private Branch Exchange”, and it’s become ubiquitous to the modern office. The system effectively creates a web- a local network of telephones which can also connect to the outside world.

What PBX is can be thought of as a central box (as it most oftentimes literally is a physical box somewhere in the office). All the phones in the office are connected to that box, and that box is in turn connected to the outside world. When a ring is incoming, the private branch exchange can handle incoming ring and move them from one internal phone to the next (known as ring transferring or forwarding). It can also manage internal ring, where the phones in the telephone network can ring each other (each with their own extension).

That way, when people ring into the office, they don’t ring each salesperson individually (unless they know their extension, that is); rather, they ring a single central phone number and then the call is meted out further to the correct person.

PBX History

Past

PBX systems originated just before the middle of the 20th century. Early variants were either manual or were automatic, but both were “private” (in the sense that they were used in private companies or government offices).

Present

Nowadays, physical boxes are significantly smaller than they once were, and are relatively easy to keep somewhere on-site without it taking up too much space or being unseemly.

Future

The future is, like everything else, digital: the IP-BX (combining VoIP systems and the branch exchange) is taking the industry by storm, as it does not rely on a physical box and instead “exchanges” all the “branches” via cloud servers.

How Does a PBX Work?

As discussed previously, there are currently two forms of PBX systems: the older physical PABX boxes, which all the telephones in a given area are connected to via cables, or newer IP-BX systems, in which all the connected phones are linked via the internet. When a call is incoming, it can be split off to whichever person the caller wants to reach. Linked telephones can also

Traditional PBX relies on actual wires to link everything. While the original variants of this phone system required a person to man the box by literally switching the wires, now the wires can “switch” themselves electronically.

With newer, internet-based systems like the Cloud PBX, all is done in the cloud (including the location of servers). These are mobile systems without wires and (often) without a physical box.

PBX Features

• Call forwarding
• Call transfer
• Intra-office/company calls
• Call blocking

• CRM integration (Not available in all systems)

Required Equipment for PBX

To have a functioning PBX system, you’ll need a couple pieces of equipment:

• Telephones to connect to the system (desk phones or mobile phones)
• Central “box” (in the cloud or a physical box) which can “switch” the calls
• A router for telecom communications
• VoIP system (for IP-BX systems)
• Stable supply of electricity

Different Types of PBX Phone Systems

Analog PBX Phone System

The Analogue PBX system is probably the traditional PBX. It’s the system you think of when you think about office phone systems. All of the equipment, namely phones, are connected via physical wires to a regular PBX box, which is in turn connected to an outside wire.

Advantages:

• Easy to operate once set up
• Reliable

Disadvantages:

• Difficult to set up without outside help
• Reliant on physical hardware

IP PBX

This system is essentially the Analogue PBX system, but some are reliant upon physical boxes and others are reliant on internet technology (as in they do not have a central “box”). These can switch between internet calls/numbers and non-internet calls/numbers.

Advantages:

• Being more integrated with the internet opens up to new possibilities

Disadvantages:

• If your broadband connection is down, the system is down

VoIP PBX

Virtual phone systems take the previous ones a step further and goes all-in: now the entire virtual PBX is in the cloud, sans equipment, and all phones are connected to the virtual PBX via the internet (either plugged into an ethernet wall socket or are connected via a signal/Wi-Fi.)

Advantages:

• Gain benefits from being part of the cloud (more digital space)
• More PBX features due to internet connectivity (e.g. call routing, call queues, virtual receptionist, outbound and inbound caller ID, etc.)

Disadvantages:

• As mentioned before, internet connection problems can bring the entire system to a halt

Hosted PBX

Hosted PBX systems don’t require equipment like a physical box on-campus (as in, in your office). Instead the server needed for the Hosted PBX is somewhere off site, oftentimes in a data center of some kind. Your phones are connected to the PBX server via your router.

Advantages:

• Less on-site physical devices
• Data safely stored

Disadvantages:

• Problems with data center affect you

On-Premises PBX

An On-Premises system is reliant upon IP technology. But, as per the name, that IP technology is somewhere on campus. So phones are connected to an IP device, giving internet connectivity, but the device must be on campus.

Advantages:

• On-site device being connected to the internet allows the incorporation of virtual phone system technology
• On-site device may allow quicker repair

Disadvantages:

• Need a space for an on-site device

PBX SIP Trunking

SIP trunking–trunking being a collection of phone lines–is a modern PBX solution to older types of phone systems, some which may use a landline. With SIP (Session Initiation Protocol) trunking, if your office/workspace already has a box, you can connect it to the internet–via SIP trunking–effectively enabling you to have all of the benefits of an internet/virtual phone-type system while using your phone line collecting old box or landline.

Advantages:

• Lower costs for calling
• Increased flexibility

Disadvantages:

• Relying on internet PBX service can be problematic at times

PBX Use Cases

If you run a small business, you may be wondering if a PBX is right for you. A lot depends on whether or not you need to make a lot of business calls when running your small business, or whether you don’t need to make them so often. One example would be something like an IT company. There are a ton of these, so having good customer service is a good way to ensure that you can stick out from the business crowd. A PBX phone system can help you with that, as it can guarantee you a set amount of lines which can always be used.

Conversely, let’s say you run a different kind of business- like a factory. A factory maybe needs one or two phone lines, since your workers aren’t talking to the people who are actually buying the products and most people don’t call factories. Here a PBX may not be so helpful, since you’ll have a lot of lines which will go to waste on the device.

PBX Phone System Benefits for Business

1. Reliability: Usually takes the form of a box somewhere on the campus of your office space, and there it sits without needing constant maintenance. Unless the power goes out or something happens with the telephone wires or telecom communications, it’ll probably keep on chugging along.
2. Office Interconnectivity: Being able to quickly dial a coworker to ask a short question or to give a heads up is something that we sort of take for granted, but is really helpful- the time spent looking for a person’s number or having to go over to their desk might be a good way to waste time, but that’s also what it is: a waste of time.
3. Ease of Use: Forwarding calls with the options PBX providers who offer a device is really a cinch, and it doesn’t take a ton of technological know-how to be able to do so. People don’t like being challenged day-to-day on things which are tertiary to their actual challenges. Someone might love the challenge of working out a gym, but if the public transport is for some reason out of whack and difficult to use, they probably won’t love the challenge of getting there. Same for office workers and business-related communication channels: no one likes having to press a billion buttons just to be able to put in a call to a coworker or to a long-time client. A PBX system makes it simple to do so.

Businesses like call centers or paper supply companies, which have to make lots of business calls to lots of people all the time (be it for customer phone service calls or for sales calls) can take full advantage of PBX devices.

How to Choose PBX System for Business

Choosing the right PBX system for your company can be overwhelming at times. There are hundreds of models, all of which have their own unique aspects. Below are some questions to keep in mind when choosing your company’s business phone system:

Your Budgeting

• What are your monthly expenses? – How much does your business spend each month?
• Do you have any savings? How many do you have? Do you have enough for new phone lines?
• Are there any major purchases you need to make soon?

Your Infrastructure

• Where is your business located? – Do you work in an office? Does everyone on your team work in the same area? Do you share the office?
• Do you already have work phones/a PBX phone system? Do you have set phone lines?
• Do you have reliable internet connectivity?

Your Clientele

• Are your clients the sort of people who prefer using the phone?
• Can you do more of your business with clients on the internet than you do now?
• Are there periods of time in which you have a large amount of incoming calls?

How You Run Your Business

• How many people call out of your company at once? – Do you need to have many employees constantly making calls, like a call center, or have more basic calling needs?
• Can employees work from home? How often?
• Do you have a large client base impacting your business communication needs? – Might it be easier for your clients to be able to do some things online?

Company Size and Likelihood of Expansion

• How many employees do you have? How many phone lines do you have?
• Do you plan on hiring more people?
• Do you plan on moving to a new working space sometime soon?

Private Branch Exchange Pros & Cons

PBX pros

• Ease-of-Use: devices are extremely easy to use once set up. Most of the time, employees will simply just have to dial the phone and start talking.
• Features: Some telecommunications systems, especially those connected to the internet, open doors to a litany of business features.
• Sound: calls are often crystal clear and have minimal sound quality issues.

PBX cons

• Price: They don’t come cheap. Some can be relatively expensive.
• Difficult to Repair: If using a physical device and something goes wrong, repairing it will be nearly impossible without hiring an expert
• Limits on Lines: Most physical ones have a set number of phone lines available. If you expand and need more lines for your phone service, you’ll probably have to get a new box.

Rarer PBX Features

1. Custom Voicemails: Some more modern ones allow you to create your unique voicemails (oftentimes, per user) for your business phone.
2. Call Recording: The ability to record incoming and outgoing calls can be a game-changer for many call-based companies.
3. Block Lists: Getting annoying spam callers? Some can permanently keep those numbers away from your phone.
4. Desktop/mobile app: Internet-based systems can enable desktop and mobile apps for users, often used in mobile PBX phone systems.
5. Auto-attendant: Getting callers to where they need to go without anyone having to pick up the phone is a huge benefit of newer systems.
6. Keeping Your Own Number: With newer systems, those who switch can more often than not port their old numbers over, which is great for companies which have spent time and money associating that number with their phone services.
7. Call routing: You can use new PABX systems to lay out “call trees” which callers can follow to get to the “destination” they need to get to.

PBX vs VoIP vs UCaaS: How to Make the Right Decision

VoIP, or Voice over Internet Protocol, allows callers to place outbound calls and receive incoming calls over the internet instead of over wired phones. UCaaS, or Unified Communications as a Service, by contrast incorporates VoIP calling along with other forms of communications (like texting and video conferencing).

Which is superior?

Why are companies turning toward internet-based Voice over Internet Protocol and UCaaS systems?

1. Flexibility: connecting to the internet allows for the incorporation of internet features
2. Expansion: As you grow, your system can grow with you and you can accrue more business phone numbers.
3. Insight: Using internet-based systems allows for a careful analysis of statistics which boxes and basic machines simply don’t allow for.
4. No Geographic Restraints: Internet-based systems allow your employees to work from anywhere with a signal or Wi-Fi.
5. Software Integration: If you already use certain programs, like different CRMs, newer systems can work in tandem with them.

Why Choose MightyCall as a Business Phone System

The PBX has been a mainstay of business phone systems for decades. Hardy, reliable, and trustworthy, it has connected salesmen with clients for years. But for companies desirous of a flexible, easy, and accessible system, virtual systems may be a better bet.

Here are a few reasons why people are flocking to MightyCall:

• Low-cost – Using MightyCall’s system is cheaper than a physical phone line and comes with no hardware or software to update. MightyCall starts at just $9/month.
• Fully mobile – PABX systems, while reliable, tie you down to a single location whereas virtual phone system allow your workers to go wherever there is internet.
• Reliable – Virtual systems make use of cellular networks, internet, and/or Wi-Fi connectivity to ensure a reliable connection at all times
• Multi-faceted – Our unified communications platform takes full advantage of internet technologies. Communication perks include call routing service to any device so you can call and text via your business number, and over three dozen professional features.
• World-class security & reliability – Your conversation quality will stand the test of time thanks to our 99.99% uptime, 24/7 network security,  data encryption, and protection from robocallers.
• Simple to set up – An entirely virtual telephony solution, MightyCall can be up and running for you in minutes.

The post Is a PBX Phone System Right For You? first appeared on MightyCall.

In the U.S. and Canada, call recording is acceptable in both business and personal contexts. Call recording laws vary across country and state borders but are simple to follow once you know them. Scroll down for your one-stop guide to answering the question –  “Is it illegal to record a phone call?” – for good! 

Call recording laws in the USA

In the USA, any illegal recording of calls that doesn’t comply with federal and state laws is considered wiretapping and illegal eavesdropping. Either one-party or all-party consent (if it’s a call with multiple people) plays a vital role in U.S. recording laws. 

The FCC defines two-party consent as the following:

• Playing a pre-recorded message before the call (e.g.: your call is being recorded [for X purposes])

• Notifying all parties verbally or in written form

• Playing an audible beep tone at set intervals during the call

Federal Law

U.S. Federal law on recording conversations (18 U.S. Code § 2511: “Interception and disclosure of wire, oral, or electronic communications”) states that one-party consent is required to legally record.The person recording the call must be either a participant of the conversation themselves or obtain permission from at least one party. Recordings made with criminal intent are also prohibited. Moreover, illegal recordings have no power in court. 

State Law

Most states in the USA are aligned with federal law  – they require the consent of only one party for recording phone calls. However, some state laws have regulations that demand mutual consent.

What is one-party consent? List of One-Party Consent States

One-party consent is the legal term used to describe call recording regulations. This means that the consent of any party (i.e.side) involved in the conversation is enough to make the call recording legal. The other side cannot sue you for recording the call, and you can use such recordings as evidence in court. 

States with one-party consent laws:

What is two-party consent? List of All-Party Consent States

Two-party consent is the term used to describe call recording regulations. This means that the consent of two parties (sides) involved in the call is necessary. If it’s a conference call, you will need all-party consent. Should you record conversations without consent, wiretapping laws allow the other party to sue you for violations. Moreover, you cannot use tape recordings obtained illegally as evidence in court. 

States with two-party laws:

Recording phone calls across state lines

If state regulations are clear enough, what consent law for recording conversations should you follow with interstate phone calls? For example, you have a business located in New York but with many clients (and thus, callers) from Pennsylvania. Since these neighboring states have different recording laws – NY  is a one-party consent state while PA is an all-party consent state – which road should you take?

As a rule of thumb, recording interstate phone calls requires two-party consent. In the above example, regardless of where your business is located, you’ll need to respect PA’s two-party laws and notify all parties about the call recording. How exactly do you do that? We’ll show you below.

Call recording laws in Canada

Recording calls in Canada is subject to the federal private sector privacy law, otherwise known as the Personal Information Protection and Electronic Documents Act (PIPEDA). The Office of the Privacy Commissioner of Canada specifies three ways of gaining consent for recording business calls:

• Verbally notify everyone involved in the conversation about the recording and its purpose (e.g.: your call is being recorded for X purposes). Use the recordings only for the specified purposes.

• Have a customer press a number on the keypad after an automated message (e.g.: press 1 to continue with the call)

• Notify the callers in written form via written statements (e.g.: if you have any questions, please call…. Your call will be recorded for X purposes)

When it comes to recording personal phone calls, Canada has adopted one-party consent  which means you can record a conversation that you’re taking part in without knowledge of the other party. The recordings may be used as evidence in court.

Penalty for Violating Call Recording Laws

In both the USA and Canada, it’s  illegal to record a phone call without the consent from the involved parties will result in federal and/or state charges and litigation costs.

In the U.S., wiretapping charges vary based on state and range from misdemeanor to felony. The former implies fines and/or up to 1 year imprisonment while a felony implies fines and 1-5 years of imprisonment. Moreover, violating recording laws will result in lawsuit expenses. 

In Canada, under Section 184 of the Criminal Code, it’s illegal to secretly record calls without the consent of at least one party. Wiretapping is subject to up to 5 years of imprisonment. For organizations, violating wiretapping laws involves fines and imprisonment.

To avoid trouble in all states, use the rules above to obtain the consent of all parties before recording- including the participants and the third party listening to the call. Should you hesitate about the legality of recording a conversation, contact your local attorney. 

What About Recording Police Officers and Public Officials?

These regulations are subject to regional U.S. Court of Appeals regulations. Under the First Amendment, the legality of recording phone calls to/from public officials is a constitutional right and may prevail over federal and state laws. Several (but not all) U.S. Courts of Appeals have recognized this right.

Tips for Recording Phone Conversations

Prepare your environment in advance

Turn off background TVs, mute loud notifications and phone calls, make sure that people (and pets) aren’t interfering. If the call is important for further analytics, make sure your recording device is working and the recorded audio is of good quality.

Tell all parties about the call recording

Set up an automated greeting notifying all parties to a conversation about the call recording. This will automatically ensure wiretapping laws are observed. This also takes away the burden of telling the other party about the recording in your own words, which leads to uncomfortable questions.

Clearly state the purpose of the recording

Reasons for a business to monitor telephone conversations include: quality assurance, customer service, training purposes. For example, your message can state: “Thank you for calling X company. This call may be monitored or recorded for quality assurance and training purposes.”

Identify all the participants of the call

Introducing everyone “around the table” isn’t just good etiquette. If you plan on analyzing  recordings of the phone call or conversation later (we’ll tell you how below), naming all the parties is necessary for keeping records and organizing data. 

Be honest about the recording

Some people want to ensure a confidential conversation or feel concerned about their privacy when they hear about a call being recorded. Be prepared to answer legal questions your callers may have, such as what potentially private data you’re collecting, how you’re using it, and whether the information acquired in the phone conversation is private property or will be shared with third parties.

Improve speaking habits

Most of us don’t mind how we talk “in real life”, but cringe at how our voice sounds on recordings. In recorded conversations, monitor and improve habits such as articulation and speech. You’ll thank yourself more than once – especially if you plan on using voice to text transcription.

Avoid snacking

If you’re taking calls all day, an innocent snack may seem fine  – especially if you think your mic is off (and it’s not). By all means, snacking isn’t illegal, but do skip the food and drinks if your telephone conversations are being monitored or recorded! 

Mute your mic when not in use

This one is for calls held via a softphone, computer app, and on conference calls. When not speaking, mute your mic and ask the other parties to do the same. Otherwise, your computer (or phone) microphone will pick up the audio output from all the participants’ mics and echo it back.

Which Phone Calls Should Be Recorded?

Recording meetings with clients

Clients can provide useful feedback for developing or adapting your product or service to market needs. Always record meetings with clients and digitally organize them in a single folder for further review. Ensure the consent of all parties  to avoid confrontations.

Recording conference calls

Keeping the records regarding conference calls may help discover missed insights, identify points for further discussions, or explore opinions with other members of the team or with management at a later time. Inform each  party to the conversation about your intentions. 

Recording interviews

Recording is a great help in both job interviews and journalist interviews. With the former it helps HR consult with managers and more fully evaluate the candidate; with the latter, recording is invaluable for direct quotes and insights. Sometimes journalists opt for the secret recording of conversations, but keep in mind that this may result in loss of confidence from the source and even lawsuits.

Recording customer service calls

With customer service, recording calls is best done via automatic call recording that’s part of the business’ phone system (see below). Storing and analyzing such recordings while respecting phone recording laws by state improves customer experience and helps collect feedback, train personnel, and evaluate their work.

Recording sales calls

Just like customer service, sales phone calls should be recorded automatically. Transcribing and monitoring your sales calls will help improve retention, evaluate employee behavior and train new team members on sales teams. 

Recording customer interviews/discovery calls

Customer interviews are part of the feedback loop which keeps companies growing in the direction aligned with its audience. Since these calls are incredibly valuable for product departments, always record, transcribe, and securely store such interviews. 

How to Record a Phone Conversation

When recording calls, companies and individuals have two options: manual call recording apps or call recording built into your phone system. MightyCall’s business phone system has built-in automatic call recording so you don’t have to wonder how to record calls and what apps to use. 

Call recording with MightyCall is hands-free in the full sense of the word. It works on calls made to/from all connected devices, including MightyCall’s iOS/Android mobile app. 

How it works:

• MightyCall’s Call Recording feature is automatically enabled on all of your phone numbers connected to our phone system. You can adjust this option (including whether you want it on incoming/outgoing calls or both) on the Numbers & Web Widgets page of your profile.
• When the Call Recording option is enabled, you automatically give consent to record the conversation on your end. Your callers will hear the automated verbal announcement: “This call may be recorded for quality assurance” when call recording has been initiated. By continuing, they give their implicit consent to legally record the call. 
• When you record calls through MightyCall, you may later listen to, organize, and analyze them in a section of your MightyCall profile called Journal in both the web version and mobile app.

Analyzing Recorded Phone Calls

Recording business phone calls isn’t just useful for salespeople and large companies. Small businesses can use call recording for a multitude of purposes, such as:

• Improving customer experience – recording a conversation with customers and later analyzing it, so you can see the flaws in customer service easily and apply targeted changes

• Evaluating your employees and teams – managers and business owners can evaluate their employees’ phone etiquette and give appropriate feedback. It’s important to mind recording laws by state when recording internal company processes as well.

• Defining marketing strategies – by listening to your customers’ reaction to different marketing campaigns, a small business can swiftly make necessary changes to the business plan

• Gathering feedback – listening and carefully applying customer feedback is the ideal tool for improving your product and service.
• Keeping official records – easily settle complaints from customers, including legal disputes, by recording a conversation. 

MightyCall offers analytics built right into the business phone system. Group recordings by date, caller, or length and easily get back to specific recordings or archive them. For example, you may organize and review calls from a customer or analyze issues and complaints that took a longer time to solve.

The Takeaway: Record Keeping is Priceless, Consent Isn’t an Option

• Respect laws on recording conversations. Never record a business, personal, or confidential conversation without the consent of at least one participant of the call. Optimally, obtain the consent of all parties. 
• For business purposes, play a pre-recorded message notifying all parties about the call recording and its purpose. Choose a business phone system where this feature is automatic.
• If the audio recording will be later transcribed or evaluated, prepare your environment in advance to shut out background noises
• Securely store audio and/or transcribed files in the Cloud or on your computer for further analytics

The post Is It Illegal to Record Phone Calls and Conversations? first appeared on MightyCall.

• Fiverr
• Snaprecordings
• MightyCall

Surely, you’ve encountered them in the past. A warm, personal greeting, recorded using a real human voice, listing out dial options (“Press 1 for…, Press 2 for…), or simply explaining why the call isn’t available, saying that you can leave a message after the beep!

So how do businesses make these voicemail greetings? And how do they patch them into their wider call flow networks? Often, they use different phone VoIP companies. Here we’ll go through a few, so you can start personalizing your own voicemail greeting for YOUR business!

1. Fiverr

Fiverr is unique as it is strictly a company that revolves around voicemail greetings and nothing else. Starting at $5 (as their name suggests, for a fiver, though many prices are admittedly higher than that) you can have your voicemail recorded by many of voice actors. Now, if all you want is a voicemail, then you’re done. But if you’re looking for something more complete, you might want to look elsewhere.

2. Snaprecordings

Snaprecordings allows you to have professional voice actors record your voicemail messages, and they have over 100 available, in multiple accents and languages. However, Snaprecordings also offers background music as well as proofreading performed by a Script Specialist, in order to make sure that you have the best script possible for your callers.

3. MightyCall

MightyCall, like Grasshopper, is a VoIP service, and they also offer voicemail services. However, MightyCall allows for maximum flexibility with your voicemail. In fact, with MightyCall you can use different voicemails for different call flows at different times of day- even for different specific numbers, like VIP numbers, or toll-free and/or local numbers. Since having a good voicemail is so crucial to getting those missed callers to be willing to call back, you’ll want maximum flexibility for your voicemail.

The post The Best Services to Record a Voicemail Greeting for Business first appeared on MightyCall.

Despite their growing impact on mobile technology since 2017, eSIM cards are still easy to miss with all those other cool phone features vying for your attention. Already adopted on new Apple, Google, Samsung, and Motorola phones, tablets, and smartwatch models, electronic SIM cards (or eSIMs) boast special convenience for frequent travelers and busy entrepreneurs. They are also the first steps in the transition to an eSIM future and further facilitation of the Internet of Things (IoT).

Here’s everything you need to know about eSIM cards plus important information about using an eSIM as a second phone number for business purposes:

• How does an eSIM card work?
• What devices already come with an eSIM card?
• eSIM pros and cons
• Can I use an eSIM for business calls?

How does an eSIM card work?

eSIM stands for ‘Embedded Subscriber Identity Module card’. It is the electronic equivalent of the regular SIM card in use since the 1990s. In contrast to the physical SIM which you can replace at will, an eSIM is embedded into your phone and cannot be removed. It can only be reprogrammed to adapt to the services of different providers. Just like a regular SIM, an eSIM must be activated by the service provider in order to work for making and receiving calls, texts, connecting to the network, etc.

eSIM cards are easy to overlook since they’re not physical pieces of plastic that you can add or remove from your phone. To add to the confusion, a phone with an eSIM still qualifies as a single-SIM phone, since there’s only one ‘physical’ SIM card.

Though eSIMs are still new, they’re already viewed as the future of mobile tech. Many phone users appreciate the chance to digitally switch wireless providers based on preference and location while tech companies are talking about removing the old SIM card slot for good, extending battery life, and making devices less prone to damage.

What devices already come with an eSIM card?

If you upgraded your iPhone in 2018 or later, you already have an eSIM installed by default, even if you don’t know about it yet!  In addition to smartphones, a growing number of devices now come with eSIM cards – and the list is only set to grow.

Smartphones with both eSIM and regular SIM cards:

• Apple’s iPhone XS, XS Max, XR, 11, 11 Pro and 11 Pro Max.
• Samsung’s Galaxy Fold LTE
• Google’s Pixel 2, 3, 3A and 4

Smartphones with eSIM only:

• Motorola Razr
• Nuu Mobile X5

Tablet computers with eSIM:

• 11-inch and 12.9-inch iPad Pro tablets
• Microsoft’s Surface Pro 7

Smartwatches with eSIM:

• Apple’s 2017 Apple Watch Series 3 and 2018 Apple Watch Series 4
• Samsung’s Gear S2 and Gear S3
• Huawei’s Watch 2 Pro

eSIM pros and cons

✓ Ability to have dual SIM functionality on a single-SIM iPhone — with an eSIM, you can have two wireless plans on a single-SIM iPhone. Use the eSIM for a specific purpose — such as a second phone number, during travel, or for business (see “Can I use an eSIM for business calls?” below).

✓ eSIMs are reprogrammable — if you want to change wireless providers, there’s no need to switch plastic cards on your phone as long as you’ve got an unlocked phone (see below). To activate an eSIM card, all you need is a QR code or the provider’s mobile app that automatically (re)programs the eSIM on your device.

✓ Convenient for travelers —international travelers can use the eSIM to communicate without buying (and losing) local SIM cards. eSIMs are now supported by wireless providers in 45 world countries. Get an unlocked phone to enjoy these benefits.

✗ Not all phones switch to/from eSIM automatically — Apple’s 2018 and 2019 iPhones will automatically switch between your regular and eSIM cards, making it really easy to use both. Google’s Pixel phones demand a manual switch.

✗ You need an unlocked phone for real benefits— when you get a phone from a carrier like T-Mobile, etc., the eSIM card will be carrier-locked, just like the regular SIM card. If you travel frequently or want the flexibility to change between networks, get an unlocked phone. This will ensure that the eSIM is unlocked as well.

✗ eSIMs are supported by major carriers only — U.S. wireless carriers that support eSIM cards are AT&T, Verizon, T-Mobile, and Truphone. On an unlocked phone, you may choose two different phone plans for your regular SIM and eSIM cards.

Can I use an eSIM for business calls?

Currently, some of the most advertised uses for eSIM cards are travel flexibility and business purposes. With an eSIM, you can get a second phone number on your iPhone, attaching that number to specific purposes, like making and receiving business calls.

While an eSIM may be used for business calls and gives the convenience of a second phone number, keep in mind that it does not provide professional-level business presence or privacy.

An eSIM card can be used for business communication if you’re:

• A freelancer
• Get a small number of business calls
• Won’t be upgrading your phone too often

For home-based practices and small businesses, an eSIM isn’t any different from using a dual-SIM phone. Differentiating business and personal calls can get confusing, and except for the convenience of an extra number and voicemail, your clients won’t get the same kind of service that a business phone system implies.

While charging you for the additional wireless service, an eSIM card will NOT provide any essential business features like these:

• A toll-free or local number
• Ability to make and receive calls on multiple devices
• The privacy of instantly knowing whether a call is personal or business
• Robocall protection with call screening (read more)
• Customer service features like call recording, call menus, after-hours call routing, etc.
• Team features like several business phone numbers, extensions, CRM, and more.

Since an eSIM is embedded into the phone, if anything happens to your phone, such as it gets lost or damaged, the eSIM cannot just be taken out and put into another device. When you replace or upgrade the phone, you will not be able to just backup and restore from iCloud, you’ll have to reinstall the eSIM from your carrier like you did the first time.

The final word is that while you may use an eSIM as a second phone line, it will not give your business any added convenience and cost-effectiveness.

Conclusion

An eSIM card is a good way to save on communications/network costs during international travel and switch plans effortlessly on carrier-neutral/unlocked phones. However, if you’re looking for a professional, cost-effective wireless service for business purposes, you’ll definitely want to look into a VoIP (Voice over IP) virtual phone system.

With a virtual phone system like MightyCall, you can attach one or several business phone numbers to your primary SIM card and set up a professional business phone system. From just $19.99/month, this includes local and toll-free numbers, mini-CRM, and several dozen free business features for your clients and team.

The post What’s an eSIM Card and Should You Use It For Business? first appeared on MightyCall.

But what you may not think of is something which has probably been there since…well, since you can remember: caller ID. It’s been your friend almost certainly since you have first owned a phone: it’s kept you from picking up the phone when creeps call, it’s saved you endless hours of boring conversations with that family member who just cannot get the hint, and with it you have avoided all sorts of annoying robocalls.

Although most phones (or at least almost certainly most phones) you have used include caller ID, you probably have not thought about how it works, how there can be different versions of it, and how you can use caller ID to your advantage when trying to establish your business and build up your brand.

In this article, we will be discussing everything you did not know that you need to know about caller ID- where it came from, the different kinds which exist currently, how it is used in the twenty-first century, and how YOU can use it to do your advertising for you.

Caller ID: A History

The history of caller ID is more storied—and international!—than you might think at first look. Caller ID took a long time to come about. In the late 1960s / early 1970s, a Greek immigrant to the United States of America patented new technology. The man, Theodore Paraskevakos, had found a way to transfer via the telephone lines (like the ones you see attached to poles) electronic signals. This incredibly early and remedial technology soon gave way to transferring specific signals—or words—across telephone lines. A couple of years later, in the mid-1970s, a Japanese inventor named Kazuo Hashimoto ended up building the first variant of an actual caller ID device.

From that point on caller ID took off. Over time it became a fixture of wall and home phones. When cell phones became more and more popular throughout the 1990s and early 2000s, caller ID went right along with it, being made an integral part of receiving calls. Ditto with smartphones- after the advent of the smartphone in the mid to late 2000s, it soon became odd to *not* know who was calling you.

And nowadays? Well, nowadays it’s…everywhere. You probably cannot remember the last time you used a phone—any phone—that did not have caller ID (unless maybe you, for whatever reason, still use a retro payphone in public on occasion).

What kinds of caller ID programs are there? And is there any way to trick them?

This is probably not, at first, something you would find yourself considering. After all, caller ID is something that, for lack of a better phrase, identifies the caller- right?

Well, yes and no. Caller ID is actually a game-changer for small business. There are two types of caller ID: Inbound Caller ID and Outbound Caller ID. Let’s talk about the first one, well, first.

Inbound Caller ID is where you are receiving a call and your phone identifies who the caller is. Now, if you have never received a call from this number, your phone receives the electronic signals from the calling phone: a phone with the number 555-555-5555 communicates with your phone and tells it that it is receiving a call from the telephone number 555-555-5555. Pretty straightforward. Now, if you program that number into your phone and tell it that the signal it receives from that number should be displayed as “Jim,” then your phone will know to display the signal received from that phone as Jim.

So far, so simple. There is, however, a way around this. It depends on the country you are using it, but a caller can use a workaround technique that effectively “restricts” the information your phone gives out to the phone you are contacting. The way to do this is by typing *67, waiting a bit, and then inputting the call. This will send a signal to the receiving phone which will show up as “Restricted.” Now, it’s not super useful because 99% of people will not pick up the phone when it says “Restricted” (because, I mean- why would you?), but it is a method which has worked for decades and still works even on modern smartphones of the current era.

There is another kind of caller ID that must be mentioned in any discussion of the kinds of caller ID, specifically a special kind of outbound caller ID offered by MightyCall: CNAM.

How MightyCall’s CNAM Can Help Raise Awareness of Your Business

One of the most difficult things about business in the modern era is that, with the advent of texting and seemingly one thousand different kinds of messaging apps and programs, getting people to actually talk on the phone can be rather challenging. Even with caller ID, a number you don’t recognize is still a number you do not recognize, and lot of people just are not THAT interested in conversation.

That is where CNAM comes in. For example, if you own a pizza joint and you make some close-to-dinnertime sales calls to nearby neighborhoods offering to deliver a discounted pizza, your Caller ID can appear as “Joe’s Pizza Parlor” instead of your phone number in digits. The best part about MightyCall’s CNAM is that it is totally free. Just get in contact with MightyCall at support@mightycall.com and they will help you get it up and running for free!

MightyCall also offers incredibly useful inbound calling technology as well! With MightyCall’s inbound calls, you can set up your contacts in such a way that when you receive a call, your business number will appear alongside it. This lets you know that the call is to your business number and not your personal number (this is especially useful for those of you who use multiple numbers on one phone).

The benefits of this are huge. If it’s a Friday night and you are settling in to relax, you might take a call from your dad, but maybe you do not feel like taking one from a client calling about who knows what. With standard caller ID technology, unless you have every number memorized which you even briefly interact with, you won’t know who they’re calling. Plus, it could be a first-time caller to your business- then you definitely wouldn’t know who is calling! With MightyCall’s inbound caller ID, it doesn’t matter if you have talked zero or a hundred times to that number- you’ll know if they want to talk to Business You or Personal You.

Getting this set up is super easy. Just head on over to your MightyCall web panel, click “Numbers and Web Widgets” on the left hand side bar, and click on “Call Display Control.” Make sure the slider is green and that you’ve appropriately saved your contact information (which you probably already have), and voila- you are set to go!

In Call-clusion…

Caller ID has been around a long time and, just like phones themselves, it keeps moving forward. You probably are no longer using a rotary phone, so why use an old, outdated version of already old technology?

With MightyCall, you can not only get specialized inbound caller ID and outbound CNAM caller ID technology, but you also get a ton of useful features like call forwarding to any device, call recording, call queues, visual voicemail, and more.

The choice is obvious. Start calling with MightyCall’s free trial today and get your caller ID to work for you.

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