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.

To ensure that your business voicemail gives off a positive image, it behooves you to have a great voicemail greeting befitting your type of business. In this article, we’ll be running through 50 of the best examples, including for different days, types of businesses, and moods you want to get across to your callers. It’s not hard to come up with a free voicemail greeting for business!

• What is a good voicemail greeting for business?
• What to say in a voicemail greeting? 
• Why is having business voicemail greetings important? 
• Tips for creating a business voicemail greeting?
• How knowing your audience can help create a perfect voicemail greeting?
• How to set up business voicemail
• 50 business voicemail greeting examples 
• How do you create the perfect voicemail greeting? 

What is a good voicemail greeting for business?

A good voicemail greeting is created with a short message, oftentimes no more than a couple of sentences, in which callers are provided with the information they are most likely to need. The best voicemails seek to predict, and therefore address, the concerns of callers before they get to a physical person, in order to cut down on call times.

What to say in a voicemail greeting

It’s easy to mess up a professional voicemail greeting for business by using unoriginal phrases or by going on too long. Here’s a few things to do (and not do) when composing a message:

1. Do not begin with the “Your call is very important to us…” This overused phrase is a boring “turn off” to callers and isn’t taken sincerely.
2. Let the customer know the name, department, and position of the person whose voicemail they reached.
3. Apologize for being unavailable to take the call.
4. Invite the caller to leave a message.
5. Mention the approximate time when you’ll return the missed call. Follow through with a call back!
6. Optionally, your voicemail may include: a call to action, an alternative service phone number, a company email, a website, or social media. Some industries (e.g.medical) may find it necessary to give an emergency contact number.
7. Keep the information concise – giving too much will confuse the caller.
8. Keep things simple! While you don’t want to sound overly generic, it does not hurt to follow a script or even a template of some kind.

Why is having business voicemail messages so important?

Businesses need to present a professional tone to interested clients; if you seem amateurish or unwilling to care about the little details, it’s likely that they’ll pass you by. One of the best ways to start off on a good foot is with an appropriate voicemail script. The main reasons to have a good greeting are:

1. Coming across as a professional.
2. Being able to immediately provide information to callers.
3. Cutting down on the number of callers who actually need to speak to a person. If you write your voicemail script right, you may never need to be one of those people who go about answering a business phone.
4. Keeping callers attended to during after-hours when a receptionist isn’t available
5. Being able to mention recent successes. It’s *your* voicemail message after all- it doesn’t hurt to remind callers who *you* are!
6. Encouraging call-backs: Motivate callers to leave messages, ensuring follow-up communication.
7. Customized for seasons or events: Update greetings for holidays or special events, showing attention to detail and current engagement.

Tips for creating a business voicemail greeting

1. Write a script ahead of time – Nothing sounds worse than a business voicemail message with a bunch of pauses and “uhhhh”s that ruin customer expectations. A simple business voicemail script can help to avoid this.
2. Prepare yourself and your surroundings –  If you plan to record yourself, make your space quiet, without background noises. Test the mic, do a few takes. See what you can improve but give it a practical eye — don’t just roll your eyes at “how weird my voice sounds”.
3. Mention key facts about your business – Many business callers just want to find out things like opening hours. By including information like this on your business line, many callers won’t need to actually speak to you
4. Make it unique – Try to avoid cliched and standard phrases. They make your business communication strategy seem impersonal and uncaring.
5. Keep it (relatively) short – While you shouldn’t make your voicemail only seconds long, you shouldn’t approach a minute either. The best is to shoot for about 30 seconds
6. Listen to your business voicemail sample recording before you’re finished – Make sure you are audible and that you are not speaking too quickly or too slowly.
7. Don’t forget to update – Often we run short on time, and Christmastide tends to spill over into Eastertide. Don’t let that happen here! An outdated version of information, music, etc. can make your callers believe that your company is either negligent or has gone out of business.
8. Include a friendly sign-off – End with a warm, courteous closing that leaves a positive impression and encourages interaction, such as “Thank you for calling, we look forward to speaking with you soon.”

How knowing your audience can help create a perfect voicemail greeting

Your voicemail is like the welcome sign on the door of your business. You wouldn’t want one that wards off potential clients – you’d want something that reflects your business ideals, looks inviting and keeps a professional tone.

To give the appropriate sort of welcome to your callers, approach your voicemail message like you would bigger customer experience content: analyze your audience and goals. As each industry is special, your goal is to find the “golden ratio” of flexibility for your specific audience.

Here are several things to consider regarding your audience:

• Industry or niche: how much of a business “dress code” does your client communication involve? Remember that even in formal business areas, a polite personal touch is always welcome.
• Target audience age: are you part of an industry catering specifically to millennials, senior citizens, or perhaps Gen Z-ers? You might want to spice up/tone down your message accordingly. Read into a sample helping of messages to get a tone right for you.
• Geographical and language preferences: if your business is serving a national audience (for example, you have an online shop) it makes sense to follow the example of caring business owners nationwide who go the extra way of adding bilingual voicemail greetings. Consider English/Spanish business voicemail pairs for the U.S. and English/French for Canada.

How to set up business voicemail

Setting up a voicemail for business varies depending on the kind of phone you are using. With VoIP online numbers, a business owner or employee can usually go to their central web portal or mobile app to change the telephone greeting for the business number when setting up their voicemail for business. But for many cell phones, it works like this:

1. Go into “Settings” or tap the “Phone” icon
2. Tap voicemail, and press 1 or 0
3. Oftentimes a password will be required (you should have set one up previously). Input that.
4. Record the proper new message, and (usually) press 1 or 0 again to save it.

50 business voicemail greeting examples

Below is just a small sample of the many ways you can make it interesting for your callers to leave a message at the beep! To download any of the audio files, click on the menu (three dots) and select “Download”.

General voicemail examples

1. Hey, I’m not at the phone at the moment but rest assured I’m hard at work and willing to work with you. If you leave your name and number I will get back to you as soon as I can.

2. Greetings! You’ve reached [Name] but unfortunately I can’t pick up. Please leave your preferred contact information and I’ll respond [by certain time].

3. This is [Name]’s inbox. Thank you for your call. Alas I’m currently occupied but if you leave your name and number you will receive a call back.

4. Hey there, you’ve reached [Name]. Hope you’re having a great one. If you leave your name, bumber, and why you’re calling, I’ll get back to you as soon as I can.”

5. Hey this is [Name]. As you can tell I’m currently unavailable but if you leave your info I’ll respond when I can.

6. Hey I’m currently not available. Please leave your name and number at the beep and I’ll get back with you.

Small business voicemail greeting examples

7. Hello hello! [You’ve reached {Company} but] Unfortunately we can’t come to the phone right now. But thank you so much for your call! If you leave your info we’ll get back to you as soon as humanly possible.

8. Hello friend! It’s callers like you who are the lifeblood of [Small Business’ Name]. That means your needs are important to us. Leave us your name and number and they’ll be addressed as soon as we are able.

9. Hello there! It’s good to hear from you and we hope you’re having a wonderful day. We’re probably helping a client at the moment, so if you just leave your name and number at the beep we’ll be sure to get back with you.

Short voicemail greeting examples

10. This is [Name]. Please leave a message, thanks.

11. You’ve reached [Name]. Leave your name and number and I’ll get back to you.

12. This is [Name], sing your song at the beep!

Cell phone voicemail examples

13. You’ve reached [Name]’s cell. If you’re trying to reach me at work, my number is [Number]. Otherwise, leave your name and contact info and I will get back with you.

14. This is [Name’s] mobile phone. If this is a work related call, please try contacting me at [Work number]. If not, leave your information at the beep.

15. Hi [this is {Name}], thanks for the call. Please leave your name and number.

Business voicemail greetings during opening hours

16. Hey you’ve reached [Company Name]. Today we’re open [Insert Hours Here], so come on by! If you can’t manage a trip, leave your name and number and we’ll get back to you at the earliest opportunity.

17. This is [Company Name]. Thanks so much for giving us a call. Today we’ll be open until [insert closing time]. If you have a more specific question, leave us your information and we’ll get it answered.

18. Hello, [you’ve reached {Company Name}]. We’re currently open so we might be helping a customer at the moment. Drop us your name and number and we will return your call.

Voicemail greetings for after business hours

19. You’ve reached [Company Name]. We’re currently closed but will re-open tomorrow [Time of Day] at [Time]. Leave us a message and when we open up we’ll be sure to address your call.

20. Unfortunately, we [at {Company Name}] have gone home for the day. But rest assured we’ll be back and hard at work the next business day [at {Time} tomorrow or whenever the business is next open]. For pressing matters, leave a message and we will answer it first thing when we can.

21. Currently, [Company Name] is closed and will re-open at [Time]. While we cannot answer calls now, we will be sure to return them in the order they were received, so make sure to leave your name, number, and reason for calling at the beep.

Main office greetings

22. Greetings, you’ve reached the main desk [of {Company Name}]. Leave a message at the beep and be sure to include the name of the person you’re trying to reach.

23. This is the main office at [Company Name]. Unfortunately, we’re currently unable to take your call. Please leave a message with your name and number and any other key information.

24. We at [Company Name] care about your concerns. Please leave a message with any important info and we will get back to you as soon as possible.

Department specific greetings

25. You’ve reached [Name] at the [Department Type] Department. Please leave a message. Thanks.

26. Hey, [Name] here in [Department Type]. Leave your name and number and I will get back with you.

27. This is the [Department Type] at [Company Name]. Please leave your name and number and one of our associates will get back with you as quickly as possible.

Greetings for specific team members

28. Hey-howdy-do! This is [Name] at [Company Name]. I’m not at my phone right now but if you leave your information and why you’re calling I’ll be sure to get back with you.

29. Hey there, [Name] at [Company Name] here. I’m unavailable to take your call, but if you leave a brief message I’ll be sure to make time for you.

30. Hi, you’ve reached [Name]. I currently can’t talk. Please leave a message at the beep and I’ll return your call.

Customer service voicemail greetings

31. Hi, you’ve reached Customer Service. Leave a message with your question, comment, or concern and we’ll get back with you ASAP.

32. This is [Name] at [Company Name]’s Customer Service. We’re currently servicing other callers but if you leave your name and number we’ll call you at the first available opportunity.

33. Thanks for calling Customer Service. All of our operators are currently busy assisting other callers. Please leave a message with your name and number, as well as the reason you’re calling. Thank you!

Out of office voicemail greeting examples

34. Hi, this is [Name]. I’m out of office until [Date or time of return]. Please leave a message with your name, number, and reason for calling, and I will get back to you as soon as I get back to work.

35. You’ve reached the voicemail of [Name]. I’m currently out of office and will not be returning until [Date or Time of return]. Please leave a message with all relevant information and I will get back with you in order of messages received when I return to work.

36. Greetings. I’m currently out of office and cannot receive calls. If this is a time-sensitive call, please dial [Alternative number here]. Otherwise, please leave a message with your name and number. Thanks and have a good one.

Business closed voicemail message

37. Hey this is [Name]. I’m not at work right now but will be back when we re-open at [Time]. If you leave a message with your question and your number, I’ll be sure to get back with you.

38. Thanks for calling [Company Name]. Unfortunately we’re currently closed but will re-open [at {Time}] tomorrow, when we’ll be able to answer your questions. To make sure we get back with you, leave your name and number.

Personal voicemail greetings

39. Hey this is [Name]. Sad to say but it seems that I can’t take your call. So leave your name and number to make sure I can call you back!

40. You’ve reached [Name]. I currently can’t answer the phone but can receive messages; why not leave one?

41. Thanks for calling. Alas I cannot respond at this given time, but be sure to leave a message to make sure I can give you a ring in the future.

Professional voicemail greetings

42. Thank you for calling [Company Name]. Our lines are currently busy or we are otherwise unavailable. Please leave your name, number, and reason for calling. Have a nice day.

43. Greetings, [this is {Company Name}, and] we are grateful for your call. Unfortunately we are otherwise occupied at the moment. Please leave us your name and number and we will return your call at the earliest possible time.

Funny voicemail examples

44. [Name of Caller] work at [Name of Company], only to find your phone message. And I’ll call back, I’ll call back, as soon as I am able! (preferably sung in the rhythm of the original song)

45. This is [Last Name.] [First Name][Last Name]. I’m unable to take your call because I’m doing secret things. Leave your number and I’ll call back when those secret things are finished.

Vocational voicemail examples

46. At a Construction firm: You’ve reached [Firm Name], where we’re hammering the competition and our prices. If you leave your name and number we’ll get back to you once we put our hammers down.

47. At a legal firm: Hey this is [Firm name], where we fight for you. Leave us your number, name, and a bit of information about why we’re calling so we can have the right associate call you back.

Holiday voicemail greetings

48. For Halloween: Our prices are so low it’s downright spooky! Come see what all the fuss is about at [Company Name], but if you can’t, leave your name and number at the BOO and we’ll get back to you.

49. For Independence Day: Happy Independence Day! Please leave a message- but make sure to speak up over the fireworks!

50. For Thanksgiving: “Turkey in the morning and turkey at night means we’re too stuffed to come to the phone right now. Leave us a message and we’ll get to you as soon as we can get up off the couch again!”

How Do You Create the Perfect Voicemail Greeting

Now obviously, all of these are just some examples – there are plenty more ways to make it interesting for your clients when they leave a message. But the important thing is that you have something, you include some basic information, and you keep it relatively short.

To benefit from the practice of voicemail messages, you need a business phone system that makes recording, tweaking, and uploading sample voicemail greeting scripts as easy as possible. Not just for you, but for your whole team.

MightyCall provides such an answer for businesses. With simple, visually-based call flows, adapting your voicemail messages for different customers and even different times of day demands no tech knowledge and no hardware.

The post 50 Best Business Voicemail Greetings (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.

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.

So many menu options you forget which number you need, ridiculously long wait times, the same music on loop every 60 seconds, being disconnected before reaching an actual human being(!)—there’s a list of potentially maddening things to drive your callers, and your customers, away.

Yet despite this chaotic phone landscape, 88% of customers maintain that they want to talk to a live person over the phone when they have a problem or a question.

The key to filling this desire then is to have a quick and convenient phone menu. How do you do that? We help you discover below!

Navigate:

• What is a phone menu?
• What call menu aspects are the trickiest for callers?
• 10 ways to keep your menu for the phone engaging
• Use Your Phone Menu System to Engage, not Enrage Callers 

What Is a Phone Menu?

A phone menu is an automated voice service, also called IVR (Interactive Voice Response). It is used to route calls to the appropriate person, department, or office branch and can also be used to provide information. Any person who has called a business and heard “Press 1 for X, Press 2 for Y” has encountered the phone menu (and, being honest, has been frustrated by it on more than one occasion).

What Call Menu Aspects Are the Trickiest for Callers?

In 2019, Vonage conducted a deep report with a spooky name: “The horrors of IVR: five key issues” where people shared the things they hate most about automated menus. Though this may sound like awful news for a business, in fact knowing what “not to do” is the best way to do something well.

According to the above report, here’s what irks callers most about phone menus: 

• The caller’s reason for inquiry is not among the call menu options (65% of complaints)
• Listening to irrelevant menu options (63% of complaints)
• Can’t get through to a live operator (54% of complaints)
• The phone menu is too long (46% of complaints)
• It wastes their time (35% of complaints)

Sending callers to voicemail isn’t a viable solution, either. According to Forbes, 80% of callers who end up at a voicemail don’t leave a message. Why? Well, younger generations prefer messaging, while others skip them because they doubt they’ll ever get a callback.

10 Ways to Create an Engaging Menu for the Phone

So, what can we learn from the above statistics, that may sound kind of frustrating? Actually, a lot. Here’s a simple checklist to ensure your automated phone menu system is working to aid, and not annoy, your callers.

1. Keep your phone menu system simple

Don’t make callers listen to a long recording with tons of options, such as “Press one for this department, Press two for that department,” and so on. Keep it simple—you should never make a caller listen to six or more voice menu options.

2. Give callers an easy way to connect to an operator

Want to really stand out? Make speaking to a live operator the first option on your phone menu. That’s what most people want anyway, so even if giving them that option right away might make your call center agents or employees busier, it’s also bound to make your customers happier.

3. Use caller ID to route callers intelligently

Caller ID lets your phone system recognize who’s calling. This means you can separate existing customers and unknown callers into different call menus to maximize service. For example, you give existing customers the chance to speak to the account manager they’ve talked to previously, while new callers are directed to the main phone menu.

4. Make your phone menu sound professional

Larger companies sometimes hire professional voiceover artists to record their outbound greeting and phone menu options. Smaller companies should find someone within the company who has a soothing, professional-sounding voice. Using both a man and woman will spice things up, too. Perhaps the female voice is heard first when someone calls and the male voice comes in after making the first menu selection, or vice versa. By mixing it up, you’ll keep callers interested and engaged.

5. Some tips for a successful, professional-sounding phone menu:

Match your tone and your jargon to your brand. If your company imports and sells British goods, have someone with a British accent record your phone greeting and menu options. If you sell surfboards, sound like a surfer and say ‘dude’ a lot.

• Be friendly, relaxed, and authentic.
• Speak in a soothing tone.
• Eliminate background noise.
• If necessary, write a script and practice it.

For more, see the 50 Best Business Voicemail Greetings.

6. Be a little different

Most of us hear the usual “Press one for this, Press two for that” drill too often. If there is a way you can make your phone menu a little more creative, especially to match your brand, do it. For example, you could consider using a touch of humor or irony (if it fits your brand, is actually funny, and in no way causes callers to spend more time listening to your recordings and menus). Be careful here though, uniqueness is a double-edged sword. It can help your branding if done right, but it could also turn customers away if mishandled.

7. Regularly analyze caller behavior and adjust your phone menu accordingly

Just as Google Analytics can help you improve the effectiveness of your website, your business phone system’s analytics can help you better understand which menu options callers chose most frequently, among other things. With that information, you can update your phone menu to improve the call experience. For example, if you learn that a majority of callers press option four to speak with someone in customer support, then consider making that the first option.

8. Know how you will measure your phone menu’s success

What is the Key Performance Indicator (KPI) for your phone menu? Is it to reduce operating costs or to increase sales? Determine what your top business goals are for your phone menu and then use your analytics to measure how well you are (or aren’t) meeting those goals.

9. Alert customers to important updates

If you’re a service company and there’s currently an outage in your service, update your phone menu to let callers know upfront. Tell them you’re aware of the outage and are working to resolve it, then give them the option to speak to an agent. This is a good idea for any important updates or info you have.

10. Know your audience

When creating your automated phone menu, you need to know who the majority of callers will be. ‘Who are my customers?’ is the most important question you’ll ever answer as a businessman. After you know your audience, you need to ask yourself ‘What do they typically want when they call?’If you design your phone menu with these questions in mind, you’re more likely to give your callers the best experience possible.

Use Your Phone Menu System to Engage, not Enrage Callers

Remember this: keeping an existing client is significantly easier and cheaper than attracting new ones. As previously mentioned, callers generally don’t trust voicemails to be returned, and voicemail itself is a huge productivity drain for workers. In fact, some major companies like Coca-Cola and JP Morgan & Chase have all but eliminated landline voicemail boxes for their employees.

With every lost call, you lose a potential customer. Don’t risk that. Build your phone menu following the advice above to route calls quickly, painlessly, and intelligently to your employees so callers don’t have a reason to be aggravated. At a time when customers are increasingly demanding better service, your phone menu has never been more important.

The post Automated Phone Menus Are a Good Tool for Any Business to Have, but They’re Tricky to Get Right first appeared on MightyCall.

• the lack of the “human element” in the shopping experience,
• no one there to answer specific questions about the product,
• no physical interaction with the product.

It’s difficult to see these problems being fully resolved on a large scale in the near future, but concerning you, the individual, there’s a simple solution from one of the most important items you have: your phone.

Here is what this article covers:

• The 7 ways to build rapport over the phone to nurture better customer relationships
• Final look at Building Rapport With Customers Over the Phone Your Way

Your Phone as a Business Resource

Your website doesn’t have to, and shouldn’t, do your shop’s heavy-lifting on its own. Funneling shoppers to call your business is a quick and constructive way to tackle two of the three problems mentioned above.

Speaking to a real person removes the anonymity of the shopping experience, thus providing that ‘human element’ we crave; likewise, talking to a (hopefully) knowledgeable employee can help people get a proper grasp on the product and why they should purchase it. Most people shop ‘emotionally,’ and it’s much easier to tap into that when you get a chance to speak to them rather than hope your website engages them.

Our anxiety-induced society has tried to shift away from talking on the phone in favor of the convenience of texting and online shopping, but the problems that have crept up due to that change can usually be remedied with a good old-fashioned phone call.

Convincing people to call is the first part. Funneling website visitors to your number should be subtle and convenient for them.

• Design choices matter. Your number should be front and center on your site without being an eyesore;
• The impact of customer service is real. FAQ pages are awkward—too short and it’s a waste of space, too long and nobody reads it. If people have any questions about the product/service you offer, encourage them to call; split the basic and more nuanced questions, with the basic stuff on the FAQ page and your number there for the rest.
• If you have a rewards program, encourage people to call when they ‘cash in’, so to speak. The same idea works for customizable or special products (if you offer them)—take custom orders over the phone to satisfy the customer and guarantee the details are right. This is positive reinforcement 101: customers get rewarded for calling and will trust you more.

Once your business fosters its phone’s capabilities, you have a more direct chance of interacting with customers than if you only had a website; that means a better chance at forming lasting customer relationships that every business, especially small business, values.

7 Ways to Build Rapport Over the Phone to Nurture Better Customer Relationships

1. Make calling part of your return policy

Around 30% of online purchases are returned. This is just a fundamental reality of ecommerce. But even if something is returned, you have an opportunity to gain knowledge, trust, and maybe some purchases down the road if you handle things well.

Making people call during the process of returning something shouldn’t be a machination to nag them though—don’t pester them or try to sell something else.

The most appropriate way to do this constructively is to strongly recommend the customer call to confirm they’ve physically shipped the product back to you. Then, you can find out what was wrong, what they’re looking for, and find a solution together rather than them leaving for good after getting their money back. (On another note, that is a good way to discourage scammers, who may have a harder time lying to people on the phone than in writing.)

2. Engage your customers

Talk to your customers every chance you get; it’s important for them to realize it’s human beings on the other end of their purchase who are doing their best to make everyone happy. There is so much valuable information to gain just from a casual chat with your customers.

3. Make your response times ultra-quick

The speed at which problems are solved or inquiries handled are the backbone of customer service. Having to wait or call a company multiple times is not going to help put your customers in a cheery mood. Picking up the phone immediately gives the impression that your company is on the ball.

With a well-organized phone system that uses call routing, it doesn’t matter how many employees you have either; calls will be sent automatically to the proper place, either following predetermined call routing rules or skipping over employees that are busy.

4. Integrate your social media to your phone

Word of mouth is paramount for ecommerce, especially when advertising budgets are strapped or nonexistent. Integrating your business’s social media accounts to send updates to your phone is a great way to ensure you don’t miss anything.

Knowing what’s happening on social media at all times will help your company strategize and better target future customers.

5. Get a multi-level IVR

Having a multi-level IVR will provide your customers with the necessary basic information and lead them to the right operator or department. If the call happens to be placed outside of your business hours, an auto-attendant will record the message, and your operators will respond as soon as the day starts. This system will increase your customer retention rate and improve your reputation on the market. MightyCall will be able to help you with all of the above, and it will simplify your job with many other features like call forwarding or MMS and text messages.

6. Analyze your operators’ work

If you want to know how to build rapport with clients, you will want to analyze your operators’ work first. Listen to a few conversations and look at the operator statistics to see if there is an abnormal amount of unanswered or dropped calls. Ensure that the people in charge of answering the calls are well-trained, positive, and knowledgeable.

7. Be yourself!

Brand loyalty is real, but quality is not the only factor behind it. A brand’s image is gigantic in attracting and keeping customers; for small online businesses, those branding opportunities rest in who you and your staff are as people, so make sure to be yourself! Whether it’s in custom greetings or a phone call itself, inject some personality into every customer interaction.

It’s okay to be informal — every year businesses of every shape and in every industry are becoming more casual, so don’t be afraid to let your customers know who you are and what you and your products stand for.

Building Rapport With Customers Over the Phone Your Way

The tips above are about building rapport over the phone. Building a strong and personal relationship with your customers will make them feel welcome and increase the likelihood of them coming to your operators for help rather than quietly switching over to your competitor’s service. It will also make it more likely for them to recommend your service to others.

There is no universal way to build rapport over the phone, since each company is different and targets its own audience. You can, however, ensure your communication quality is on a professional level with MightyCall, as well as develop a few strategies based on the tips in this article and build your own communication system.

The post 7 Ways to Build Rapport Over the Phone to Strengthen Customer Relationships first appeared on MightyCall.

Below, we’ll explore what kinds of companies will benefit from an American toll-free number, point out the privileges it entails, and help you choose the best service provider for your needs.

Navigate:

• What Is a US Toll-Free Number?
• What Area Codes Are Available for Toll-Free Numbers in the USA?
• When Do You Need a USA 800 Number for Business?
• How Do You Get a Toll-free Number in the USA?
• Why Buy a USA Toll-free Number From MightyCall?
• Do I Need to Provide Special Documentation to Get an American Toll-Free Number?
• How Do You Transfer Your Existing Phone Number to MightyCall?
• How Do American Toll-Free Numbers Work?
• US Toll-Free Number Format
• Who Pays for a Call to a USA Toll-Free Phone Number?
• What’s the Difference Between Toll-free, Local, and Vanity Numbers?
• Benefits of Getting a 1-800 Number in the United States
• Key Features of US Toll-Free Service
• What Is Required for the Implementation of US Toll-Free Service, Including Equipment?
• Types of Toll-Free Numbers in America
• Important Points About 800 Numbers in USA
• How to Choose Between USA Toll-Free Number Providers?
• Make the Most Out of Your US Toll-Free Number

What Is a US Toll-Free Number?

Toll-free numbers are phone numbers that are free of charge for the caller. The party that receives the call handles the expenses. The US toll-free number list includes “classic” area code 800 as well as 888, 877, 866, 855, 844, and 833. The service is applicable for the North American Numbering Plan (NANP) countries: the United States, Canada, and the Caribbean.

What Area Codes Are Available for Toll-Free Numbers in the USA?

As the oldest, the 1-800 number is kind of the “Adam and Eve” of toll-free codes. However, as a business owner, there’s no need to think of “800” as a more reliable area code and hunt after it. All of the prefixes mentioned below are perfectly safe, reliable, and free for people making the call.

Here’s a list of nationally free-to-dial area codes:

• 800
• 833
• 844
• 855
• 866
• 877
• 888

Why are there so many toll-free prefixes? The Federal Communications Commission (FCC) is the governing and regulatory authority for US toll-free numbers. When the 800 code, in use since the 1960s, became nearly used up, the FCC created two new options in the 90s: 888 and 877. As their popularity grew, new codes 866,855,844, and 833 were added in the years 2000-2017. These codes are the most widely- available 800 numbers today. New codes 822, 880-887, and 889 are supposedly next in line.

When Do You Need a USA 800 Number for Business?

Secure your professional identity – For decades, these “fancy” telephone numbers were monopolized by large businesses. Today, they are widely available, but customers’ mentality is still the same old – we instantly associate toll-free calls with reputable, professional companies.

Beat the competition – Anyone here doesn’t like free goods? The perk of 800 and other similar phone numbers is that they’re free on the callers’ end. This makes customers twice as likely to dial your number than that of a competitor.

Create a customer base in the USA – Let’s say you’re an overseas online store and need a virtual presence in America. These numbers will make it simple for your customers to contact customer support or other departments just like they would for a business in their own area.

Increase customer experience – Customers love to pay less and get more. That’s exactly what you offer them with this free option. Not only does this help with attracting new clients, but it also retains existing ones who are more likely to contact you again for free.

Keep personal and business numbers separate – With a national phone number, you can route calls to any device. At the same time, you’ll instantly see when someone’s calling your business line.

Get other professional phone features – As part of a business phone system, national free-to-dial numbers come with dozens of team and customer-oriented features that make them an incredible deal for growing a business.

How Do You Get a Toll-free Number in the USA?

How to buy a toll-free number in the USA? It just takes a few steps:

1. Examine the need in your industry/niche – Is your business national or has plans to go national? Are you in e-commerce? Are you a professional practice/firm with a local presence that wants to reach out to clients in neighboring states? All of these are notable reasons to get a toll-free number in the USA.
2. Choose a country – North American Number Plans work with phone numbers with toll-free codes in the U.S., Canada, and the Caribbean. If you need a number for another country, look into international numbers.
3. Register the number – Compare VoIP providers and sign up with the service and subscription plan that best fit your needs. You can also go for a free trial to get a hang of all the features that come with your number.
4. Set up your users and extensions – When you’ve picked a number, don’t forget to add users to your account. These people have access to your company number, and dedicated roles (like user or admin), and are assigned extensions.
5. Share the number with your clients – Now that your professional presence is ensured, it’s time to put it up on those billboards! Don’t forget to make the number visible across all your customer communication channels.

Why Buy a USA Toll-free Number From MightyCall?

1. All-virtual – have your number up and running in minutes, and connect your whole team to the platform, wherever they are located
2. 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.
3. Other numbers in addition to your 800 number – Competitors often charge extra for adding local phone numbers or vanity numbers, but we know customers need variety and all the tools they can use, so we don’t. You can get these different options with your plan.
4. Great features – get access to dozens of features, none of which are per-month extras. From team-oriented features like call transfer, and conference calls to call recording and voice-to-text, every aspect of the customer communication cycle is covered to help you convert calls to sales.
5. Competitive price – with some of the lowest per-user prices without a drop in call quality or feature set, our packages offer some of the best value on the market.
6. Live Customer support – our customer support consistently gets top reviews because it consists of real people with years of experience. We have numerous ways for customers to reach out if they need help.

Do I Need to Provide Special Documentation to Get an American Toll-Free Number?

National regulations backed by the FCC require all USA toll-free numbers for business to undergo verification to be able to send SMS. This is a recent measure taken to protect users against phone scams. Your provider will instruct you on how to fill out the verification form when you get a new phone number.

How Do You Transfer Your Existing Phone Number to MightyCall?

Some business owners already have an American toll-free number but would like to switch to another provider without losing their company identity – that is, the number already associated with their company and familiar to customers. The reasons for this range from a more cost-effective option to a provider that’s more scalable, team-oriented, or offers more built-in integrations.

Whatever your reasons for switching providers, you can port your number easily. At MightyCall, number porting is completely free and consists of just a few steps, most of which are on us:

1. Collect the information from your current provider – This includes the account owner’s full name, the service address, and the PIN. If you don’t know the PIN, contact your provider.
2. Send the porting request to MightyCall – In addition to the above, we’ll need your email under the MightyCall account, and the LOA – Letter of Authorization.
3. Wait 7-14 days – Most porting requests are completed in around a week but may take longer depending on your current provider.

That’s it! You’re then free to enjoy your old number with a bunch of new benefits!

How Do American Toll-Free Numbers Work?

The post Toll-Free Number in the USA: How to Get One for Your Business first appeared on MightyCall.

Navigate:

• What Does a Toll-Free Call Mean?
• How to Call 1-800 Numbers From a Landline?
• How to Call a Toll-Free Number From Mobile
• How to Call 1-800 Numbers from Any Device?
• Dialing 800 Numbers from Abroad
• Who Pays for Calling 1-800 Toll-Free Numbers?
• How to Call Toll-Free Numbers Online?
• How to Dial 1-800 Numbers with Words?
• Calling a Toll-free Number is Easy From Any Device

What Does a Toll-Free Call Mean?

A toll-free call is a call that’s free of charge for the person placing the call. Instead of having the caller pay for the connection, it’s the owner of the phone number, such as the person or company, that gets charged for the call. These numbers have distinct, preassigned 3-digit codes in place of an area code. Those codes currently are: 800, 888, 877, 866, 855, 844, and 833 (it’s important to note that these codes are not interchangeable).

These numbers are typically used for customer service calling for several notable reasons:

• To help a business avoid appearing local if it’s located in various areas
• To encourage people to call, since these numbers are free
• To provide a company with a professional appearance
• To prevent callers from blocking their caller ID (the option isn’t available on these numbers)
• To stay accessible to customers in case of relocation
• To keep the number portable since the FCC requires 800 and other such numbers to be portable between services. This means you can easily move from one company to the next and have the same business number. Unless otherwise explicitly stated, a business owns its number, for all intents and purposes.

How to Call 1-800 Numbers From a Landline?

The easiest and completely free option is to place calls to 1-800 and similar free numbers from a regular telephone.

On your phone’s dial pad, enter:

1. The country code (e.g. “1” for the United States)
2. The free national prefix (e.g. “800”)
3. The number (e.g. “123-4567”)

In other words, when calling from the U.S., the number you enter will look like this: 1(800)123-4567

How to Call a Toll-Free Number From Mobile

When using a mobile device, you can call make both local toll-free calls and international numbers. Local means that you call a domestic 1-800 or similar number from within the United States. International means that you’re calling either a U.S.-based toll-free line from outside the country, or you’re making an international toll-free call.

How to dial a local toll-free number from a mobile phone

To dial toll-free numbers from mobile from within the United States, just press:

1. The free number prefix (e.g. “800” or other)
2. The number (e.g. “123-4567”)

To call these numbers locally – i.e. from within the U.S. – you aren’t required to dial the country code “1”.

How to call international toll-free numbers from a cell phone

If you’re making the call to a United States toll-free number from outside of the country, you’ll need to enter:

1. The country code (“1”)
2. The free number prefix (e.g. “800”)
3. The number (e.g. “123-4567”)

Please note that some companies will not connect calls made from outside the country.

If you need to call 1-800 numbers based in another country, you’ll need to enter:

1. Your country’s exit code (“011” for the U.S.)
2. The international prefix for the country you’re calling (e.g. “800” or other)
3. The number

Note that foreign free numbers also have “800” area codes, and some are part of the Universal International Freephone Service. But don’t confuse them with regular telephone numbers. They have a different format and may not be recognized by U.S. phone carriers. Find more information in the “Dialing from abroad” section below.

How to Call 1-800 Numbers from Any Device?

MightyCall’s phone system allows any business to pick their own 1-800 number (or another free prefix) and ensure a national business presence. But we also make it possible to dial toll-free numbers from mobile phones or practically any device at hand – mobile phone, laptop, tablet, and even an IP desk phone – just like you would from any regular phone.

How to place a call from any device using MightyCall’s app:

1. Open MightyCall’s webphone or mobile app
2. Enter the country code (e.g. “1” for the U.S.)
3. Choose the correct toll-free prefix (e.g. “800” or other)
4. Enter the number (e.g. “123-4567”)

Dialing 800 Numbers from Abroad

Since the dialer is generally not charged with a call placed to a free number and the company handles all charges, many companies block calls made from abroad to avoid high international call rates. Many international companies provide local numbers for customers to use instead, or have warnings concerning “additional charges” under specific conditions.

This doesn’t mean that you can’t contact toll-free numbers internationally. The Universal International Freephone Number (UIFN) is a service that allows companies to use the international prefix “+800”.

Note that Universal International Freephone Numbers don’t have a country code and look like this: +800-1234-5678. However, this number format may not be recognized by some U.S cell phone operators as valid, which means you may not be able to place or receive these calls. If you plan to make calls to international freephone numbers, consult your mobile operator for more information.

With freephone calls, all expenses are handled by the company hosting the number. 144 carriers in 67 countries participate in the UIFN program which allows free dialing from countries where the system has been adopted.

Who Pays for Calling 1-800 Toll-Free Numbers?

Toll-free calls on landlines

The charges for 800 and similar calls go to the person/company hosting the number. Essentially, businesses are paying for customers to call them—that’s why these numbers are predominantly used in customer-service calling.The calling process is free for the person that’s dialing if they’re calling through a landline number.

Toll-free calls on cell phones

Back in the 1960s, toll-free calling was developed for landlines, not mobile phones which didn’t exist. Nowadays, this turned into a loophole for mobile carriers. When you’re calling 800 or similar numbers from mobile, the provider isn’t technically responsible for toll-free charges on cell phones. You’ll still incur roaming charges and will use your minutes to call, just like with any other number. If you enter an 800 number from a cell and do not have an unlimited calling plan with your service provider, the call will use your available minutes – so it won’t be “free” at all.

Extra charges for some toll-free calls on mobile phones

While it usually costs nothing to dial a 1-800 number from a regular phone, not all calls from mobile phones are free.

Situations where the caller may be charged include:

• Conference calls – supposedly free conference calls may distribute charges among participants to ease the financial burden on the company
• Religious help lines – Calls that provide religious services over the phone may also result in extra charges
• Any call where you hear a warning about extra charges – some numbers that have a toll-free prefix in fact have calling rules set up that accept free calls only within one or several states. So if you dial a free number but hear a message along the lines of “additional charges may apply”, stick to the meaning that additional charges will be applicable to your call.

How to Call Toll-Free Numbers Online?

To call a toll-free number when traveling and prevent extra charges, you can either use Wi-Fi calling or online calling services like Skype or Viber that allow you to make outgoing calls to external numbers.

Wi-Fi calling is a feature that’s available on some phones for placing calls over the internet without extra cellular or internet charges. Whether you’re planning to make a regular or free call in this case does not matter.

Another way to place toll-free calls online is through a calling app like Skype or Viber. However, calling through services like WhatsApp and Facebook Messenger isn’t available because these apps don’t support calls made to external numbers.

Skype

Skype allows free international calls to U.S. toll-free numbers, and free numbers in several other countries including France, UK, and Poland. However, users note that they’ve been able to make calls via Skype to free numbers in Austria, Australia, Canada, Estonia, Germany, Netherlands, and Taiwan.

How to make toll-free calls from mobile via Skype:

1. Click/tap the “Calls” tab and go to the section “Call mobiles and landlines”
2. Click “Open Dial Pad” or tap the dial pad icon in the mobile app
3. Select “United States” (or another supported country) in the “Countries and Regions” drop-down list. The country code will be automatically entered.
4. Enter the toll-free prefix and number
5. Click the “Call” button

Viber

Viber allows calls to any external number via Viber Out.

How to call a toll-free number via Viber:

1. Tap the “Calls’ tab
2. Tap on the Dialpad icon
3. Enter the number in the format +1(800)123-4567

How to Dial 1-800 Numbers with Words?

Sometimes, you’ll see numbers that combine a free prefix with a combination of letters or words. These are called vanity toll-free numbers. Vanity numbers are numbers that contain words or abbreviations that are easy to memorize. They are great for branding and hotlines. One of the most famous examples is 1-800-FLOWERS the use of which helped launch the company into newfound stratospheres of profit.

On your phone’s dial pad, you’ll see that every digit has several letters that correspond to it. For example, “2” stands for “A/B/C”, “3” stands for “D/C/E” etc. To enter a number that consists of letters or a combination of numbers and letters, simply press the digits that correspond to the letters.

For any number that contains letters or words:

1. Enter “+” and the country code (e.g. “+1” for the USA)
2. Enter the prefix (e.g. “800”)
3. Enter the digits corresponding to the letters. For example, the word “FLOWERS” corresponds to the digits “3569377”. So you would input +1(800)3569377

Calling a Toll-free Number is Easy From Any Device

Calling a number with a 1-800 or other free prefix is simple from any device you have at hand. Keep in mind that to keep calls made to these numbers completely free, it’s advisable to place the call from a landline number. Calls made through internet devices can also be made for free if you’re using Wi-Fi instead of cellular data, or a third-party app like Skype.

If you have a business and are looking into getting an easy-to-remember number with a national presence, VoIP services like MightyCall have a wide collection of 1-800 and other numbers for you to choose between, with different area codes and vanity number options available. Check these out today.

The post How to Call a Toll-Free Number From a Mobile Phone or Landline? 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.

Business voicemail greetings and music on hold are like those holiday lights. In an instant, they can turn a bored caller into a smiling customer, illumine someone’s day, and share more about your business mission statement than a ton of words.

At MightyCall, we’ve already supplemented our holiday music library with new holiday voicemail greetings and music on hold that you can add to your business phone right now.

As for personalized holiday voicemail greetings, take a look below for amazing and fun ideas from small business owners across the world!

1. Instrumental Jazz Classics

Daniel Foley

Founder, Daniel Foley 

“I have been using the phone a lot more recently, so I decided to set up an on-hold tone. I decided to use some old school instrumental covers of the classic Christmas songs, so people can recognise them without [someone] shouting carols down the phone at them and it being too much. It is relaxed and calm.”

How to adapt to your business

If you feel like you’ve got a lifetime’s share of carols in the shops and malls, playing a nice instrumental classic as your holiday on-hold message is a polite and classy way to wish your callers happy holidays. The nicest time spent on hold is the one that makes callers forget they’re “on hold”, so adding a touch of sweet nostalgia may be just the right option to freeze time for your audience.

2. Holiday cheer from all the employees via Zoom record

Ethan Taub

CEO, Loanry 

“We always do holiday and seasonal voicemails for our customers and colleagues, to help them be in the festive cheer. With this year being different, we have had a rendition of Jingle Bells recorded over Zoom being used. It was very fun and we hope that we can continue these into the new year.”

“The customers love it, and it says it helps to feel happy before they speak to one of us. Our colleagues want to do one now too, so I expect more voicemails like ours next year!’

How to adapt to your business

Want to combine a great team-building activity with something special for your callers and customers? Record a joint carol via Zoom! It doesn’t have to be Jingle Bells, but should be a popular song you’re all familiar with! The recording process will be unforgettable and your customers will love the off-camera family spirit. Make sure to mention that it’s a special greeting from your team!

3. Special offer or holiday discount

Dan Bailey

President, WikiLawn Los Angeles Lawn Care

“Wishing you a very happy holiday from the entire WikiLawn family! We know you don’t want to sit through another canned holiday message, so as a treat for making it through this one, we’d like to give you 20% off your next order. Use the code holiday greetings at checkout, and in the meantime, please wait for an associate to assist you.”

“Basically we wanted to do something fun that would give us a way to give back. We were planning on doing this sale anyway, so making it more apparent in a hold message has worked out well for us.”

How to adapt to your business

Sharing a promo is one of the coolest business ideas for holiday voicemail greetings and on-hold messages. If your business can afford it, offering a special discount or promo just for waiting makes the offer twice as irresistible. First of all, callers aren’t likely to hang up — your bounce rates will improve drastically. Secondly, having been surprised so nicely, they will most likely spread the message to their family or friends. As in, “Did you hear about the cool discount x has going on?”. As a result, you get happy customers, returning customers, and free word of mouth. What goes round, comes round!

4. Holiday jokes or fun poems

James Dyble

Managing director, Global Sound Group

“If you have a brand which is light-hearted, why not include a load of festive jokes which will make the listener laugh while they wait as opposed to some boring jingle? It is all about thinking outside of the box.”

“Holiday voicemails and greetings are a great way to stand out from the crowd. It is often the case that many greetings are generic, thus creating no long-lasting impression for the business in question.”

How to adapt to your business

We don’t suggest reciting the whole of “‘Twas the night before Christmas” to your callers (though there may be an eager audience for that, too!) but if you’re out of ideas for business voicemail greetings for the holidays, a short, fun poem should do the job. (Just google “short holiday poems” for ideas.) All you have to do is record yourself (or your kids, which is always super cute) reciting a holiday poem or greeting in verse like this one —  *feel free to shorten*.

That time of year’s come ’round again,
So we wish you all the best.
The joy that comes from knowing you
Makes us feel that we’ve been blessed.
So we’ll share with you our feelings
At this special time of year:
May your holidays be a delight,
Filled with happiness and cheer.
Happy Holidays!

By Karl and Joanna Fuchs

5. Personal karaoke rendition of a popular song

Emily Deaton

Financial Journalist, LetMeBank 

“I like to have fun with my voicemail with my colleagues so I decided to up the ante this year. For my holiday voicemail, I recorded the first 30 seconds of the popular Mariah Carey song, “All I want for Christmas is You” with my talented (?) voice on top of it. It’s fun and helps to boost my spirits.”

“When people do get round to recording their voicemail, they are roaring with laughter, so they end up sending another after to make up for time. I’m glad I can make people smile with my brilliant skills.”

How to adapt to your business

Are you the only one on your team with a flair for singing or dormant music skills? If so  — or you’re a solopreneur, or your team is just shy —  how about a karaoke rendition of your favorite holiday song? For this one though, make sure you’ve got a good ear and a tasteful approach. (No bashing and smashing, please!)

6. Tidings of peace and joy from your family to theirs

Robert Johnson

Founder, Sawinery

“Hello! It’s my favorite time of the year! Which one should I first eat, the cookies my wife baked or the turkey I made? Oh, I’m sorry my hands are full to answer this call. How about you? Talk soon when this happy Holidays end!”

“I want to relay a message that I am spending a great time with my loved ones and not with papers or laptop screens, of course in a humorous manner. It’s also my way of tapping the callers that they should have too because it’s a once in year celebration in a life that is so short to be facing monitors instead of your family.”

How to adapt to your business

Not into singing or poetry? That’s perfectly fine. A warm, mindful holiday voicemail message is just as perfect for business. Your message doesn’t need to be long. Make this one just 2-4 sentences long, but personalize to fit your audience. Whether you make it fun and light or more family-oriented and uplifting is completely up to you. Just give those couple of sentences from your heart, and your callers will appreciate the warmth!

7. Simple and professional

Danny Pollack

CEO, Bespoke Extracts

“Thank you for calling Bespoke Extracts. All of our staff are currently unavailable in observation of the holiday season. If this is an urgent matter, please email [insert email], but please refrain from doing so if it’s not. We appreciate you reaching out to us and wish you a happy holiday season!”

How to adapt to your business

Not every business will find fun on-hold music, carols, or even personalized greetings appropriate for their audience. If that’s your industry, or you’re not into all the holiday stuff, you should still record a voicemail greeting for the holidays. In such cases, just stay on the informative and professional side. Don’t forget to give a number or email for emergency contact and wish your callers happy holidays.

8. Special strokes for special folks

Cindy Corpis
CEO, SearchPeopleFree.net

“May your holidays be blessed with the warmth and love of your family and friends. A valuable client of ours is known as a friend. Thank you for the great business we did together, and Merry Christmas!”

“This is a particular holiday greeting message, which showcases your genuine concern about your clients, and also demonstrates that you value their business. Customers were elated to receive this message as I showcased my immense gratitude with this seasonal message. The best wishes and a word of appreciation went a long way in allowing my customers to identify that I am similarly appreciated while doing business with them. These made the most significant impact on my business, and I was able to boost my revenue.”

How to adapt to your business

Since not all of your callers are clients, try uploading this special greeting only for clients, or your VIP callers! The ability to record personalized voicemail greetings for special callers is part of MightyCall’s VIP call routing feature and is available for all MightyCall’s customers.

9. Helpful and trustworthy

Sean Kelly
Co-Founder, BookRetreats.com

“Thank you for contacting us at Bookretreats. It is Christmas time and our team is off duty on 24th December and 25th December. You can contact us again on 26th December from 9 AM – 5 PM. For emergency cases please call the following number …. or email us at …  Merry Christmas from our entire team!”

“As the first direct communication message, delivered to clients or prospects; I think it has met the 3 requirements: solid, professional, and trustworthy. Last year I used an equivalent voicemail, they seemed to love it. That’s why I continue to use the holiday message I’ve mentioned.”

How to adapt to your business

Whether you’re a local or international business, customers are always happy to be provided with concrete information. This message is so versatile, it needs no adaptation and is ready to work for you right out of the box. Just fill in the blanks with your business information. If you own an international business, you can also modify the dates and holidays accordingly.

10. Global holiday classic

Nick Chernets
CEO of Data for SEO

We chose to use an instrumental version of Jingle Bell Rock. This is a famous tune that everyone loves and it’s very cheerful. The reason we chose instrumental is the fact that we work with international clients. We figured this was the best choice since people recognize the song, yet we didn’t have to choose one language.

“So far, our clients loved it and they mention it being very different from typical on-hold tunes that are relaxing and slow. As the holidays approach, everyone is more in a mood for something cheerful.”

How to adapt to your business

If U.S. businesses have their share of jingle rolling from every loudspeaker, international businesses may definitely try an instrumental holiday classic as their on-hold music this holiday season. With an instrumental version of a carol or holiday classic, your international clients can hum to the song in their own native language. And they’ll thank you for the extra cheer. Just remember to keep your music on hold   royalty-free or record a personal version.

Summary:

• Play an instrumental holiday classic as your holiday on-hold music. MightyCall has already added new holiday music to our built-in music on hold gallery, or you can download a royalty-free recording online.
• Record a team-sung carol via Zoom as your holiday on-hold music, or if you’re into singing, a personal karaoke version of a holiday classic.
• Write a few words from your family. Make it sincere and warm.
• Give a special discount or promo code/word to your callers while they wait on the line, so they can use it to get % off your products/services
• Recite a holiday poem as your on-hold message or voicemail intro. If possible, have your kids recite it for extra sweet vibes.
• Use only royalty-free music as your on-hold music. Playing a regularly-downloaded or bought song that’s not labeled as “royalty-free” is considered a violation of copyright law.
• Whatever option you choose, remember to add relevant information about your business such as: holiday working hours, emergency contact, holiday greeting.

Discover more

Have you picked your favorite holiday voicemail greeting or on-hold music yet?

If that’s a yes, save and complement this guide with these 6 tips to make your callers hold the line.

And check out our out-of-this-world fast, mobile, and budget-friendly phone system for small business. We’ll help your team talk anytime, anywhere, and about anything, with some stunning holiday deals going on now!

The post 10 Holiday Voicemail Greetings and Music on Hold Ideas for Your Business first appeared on MightyCall.

• WhatsApp Business features
• How to use WhatsApp Business with MightyCall
• Why should you use Whatsapp Business with a virtual phone number?
• Why should they choose using Whatsapp Business with VoIP over hundreds of other options?

Whatsapp is the most popular messaging app in the world, with over 2 billion users in 180 countries worldwide. More importantly for your business, Whatsapp recently launched Whatsapp Business, which has already racked up more three million users.

WhatsApp Business features

Through Twilio, Whatsapp Business is more of an API than a direct VoIP competitor, which actually makes it a capable and sharp companion to any VoIP system.

The direct features include:

• a business name,
• a business description,
• business hours,
• business category and
• other identifying information like your business email, website, and address (if you have a physical store).

More in-depth offerings include a business catalogue complete with pictures and info, easy grouping tools for your contacts and greetings that you can use for various situations.

There are not any hardcoded, classic VoIP features like call queues, call recording or even auto-attendants. Whatsapp is not necessarily trying to take over that corner of the market, but rather to complement existing structures to help businesses provide the best communications experience possible—similar to the revolutionary way they helped bridge the gap between everyday communications as well.

While VoIP still focuses heavily on the calling experience, with other methods of communication—texting, social media, etc.—gravitating around it, Whatsapp has always focused on messaging—likely the main reason the app’s popularity exploded in the first place.

If that tandem sounds like something your business could use, or you already have Whatsapp and simply want to see what it can do, then installing it for use with a virtual phone number is quite simple. In all honesty, the process is no different than installing Whatsapp with a regular, sim card-attached number.

How to use WhatsApp Business with MightyCall

Please note: Due to 2022 WhatsApp policy changes limiting WhatsApp Business registration with VoIP numbers, please contact MightyCall Support at +1 (888) 256-8312 ext.2 or support@mightycall.com to check compatibility with your VoIP number.

It is important to note that you need to already have a MightyCall virtual phone number (or a number from any VoIP provider) before linking them.

• Step one: Download the Whatsapp Business app for either iOS or Android (it’s free)
• Step two: As you go through the sign-up process, enter your MightyCall virtual phone number as your contact.
• Step three: You will receive a verification text (found in the History – Texts section of your MightyCall profile); enter the code and then your Whatsapp Business account is ready to go!

Another important note: While MightyCall allows for unlimited devices, Whatsapp Business limits you to using one device at a time.

That means that if you want to use the MightyCall+Whatsapp combo, you can only be signed in with both on one device at a time.

If you are signed in on one device and try to use the Whatsapp-linked MightyCall number on another device, the first device will automatically sign you out. If you want to use Whatsapp Business on multiple devices, you will need multiple phones/devices (which kinds of defeats the purpose of VoIP, which eliminates the need to carry several phones in the first place).

Why should you use Whatsapp Business with a virtual phone number?

There a few obvious reasons and others that require a bit more analysis. The basics is that Whatsapp is free to use, has end-to-end encrypted messaging (which protects your privacy, and more thoroughly than the majority of messaging apps can say), and is both extremely easy to use and extremely popular.

Now, typically jumping on the hype train and doing/using something just because others are doing/using it is a bad idea, but in the case of Whatsapp, the fact that there is a userbase a billion+ strong in every corner of the globe ensures the best product and easy use since the majority of people you know will probably have it installed too.

Whatsapp even lets you send a limited number of messages monthly to people who don’t have the service, a big convenience with how fallen out of favor imessage has become and how untrustworthy social media messengers have become (and yes, Facebook does own Whatsapp, but they don’t want to kill the golden pony, so it has retained much of what makes it distinct since Zuckerberg & co. took over).

Those are the reasons anyone should be using Whatsapp, but what the business community?

Why should they choose using Whatsapp Business with VoIP over hundreds of other options?

Moreso than any of its competitors, Whatsapp enables “conversational commerce”, the fancy term for what every business—especially small businesses—crave: being able to have meaningful interactions, whether it’s answering a customer question or following up, in a way that feels genuine and not drenched in the cynicism of sales. Unsurprisingly, these interactions more reliably lead to purchases and future relationships with the brand.

Businesses have started using Whatsapp because it works. While VoIP and calling still holds immense power in business today, messaging is nearly as important, particularly with younger people. A Dimensions Data survey found that 9 out of 10 consumers would choose to message a business before any other method of communication. In response to this, businesses have quickly adjusted, with the majority now including Whatsapp as a support channel for customers experiencing troubles, while other businesses have even more fully incorporated Whatsapp into their network, going so far as to take orders via the app (in fact, I had this experience just last week when booking a massage).

With a robust 100-person maximum on the number of people in a group chat, Whatsapp has even become a reliable internal communication system—one that doesn’t require employees to learn complex systems or manage messages in a CRM. Better yet, with documents, images and videos easily shared among contacts, there are few things a team cannot do on Whatsapp Business.

Of course, those tasks have their place in business management, but that is where the VoIP half comes into play. Whatsapp Business keeps things easy and clear while VoIP powers the more demanding aspects of customer communications. Just as VoIP has modernized and, in many respects, replaced conventional desk phone systems, Whatsapp has modernized and largely replaced email as the preferred method of quickly contacting both businesses and colleagues.

With it being free of charge and so simple to use, there is no excuse to not combine Whatsapp Business and a virtual phone number to at least see how much your company can improve its customer communications.

The post How to Use Whatsapp Business with a virtual phone number 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.