Softphone vs Hardphone: Which is the Best Option?
With the global VoIP softphone market expected to grow by 143.14% from 2022 to 2030, it begs the question: are softphones better than hardphones? Discover the differences and choose your perfect fit.
Differences between Softphone and Hardphone
| Parameter | Hardphones | Softphones |
|---|---|---|
| Features | Typically fixed features that can only be modified by altering the physical device. | Can often be easily updated or upgraded through software or configuration changes. |
| Mobility | Fixed in one location, such as an office desk. Cannot be easily moved around. | Offers high mobility, can be installed and used on smartphones, laptops, and other portable devices. |
| Cost | More expensive due to physical hardware installation. | Cost-efficient, only covers licensing and service fees, no new hardware installation required. |
| Setup | Requires physical installation, involving connecting cables and configuring hardware. | Simple setup, minimal technical know-how required, usually just downloading an app or software. |
| Scalability | Limited scalability, requires purchasing and installing hardware when adding new lines. | Highly scalable, users can add phone lines and more phone numbers just by requesting them through the app. |
| User Interface | Physical buttons, some may have touchscreens. | Software-based GUI with virtual buttons and controls. |
| Maintenance | Requires physical maintenance and updates. | Requires less maintenance as they can be updated remotely. |
| Best suited for | Businesses where employees work in the office. | Businesses with remote employees and with fluctuating agent volumes. |
What Is a Softphone?
A softphone app lets you make and receive calls on any Internet-connected device, including smartphones and laptops.
Unlike a traditional hardphone, it doesn’t need special equipment like a dedicated phone or a SIM card. Instead, it relies on Internet connectivity and VoIP technology.
How Does a Softphone Work?
VoIP technology allows you to make phone calls via the Internet instead of traditional phone lines.
It works like this:
- The device picks up your voice and divides it into small parts.
- It transforms it into binary codes using codec software.
- Then, it sends the packaged data across the Internet to the recipient’s device.
- Finally, it unpacks it and transforms it into audible sound again.
What is a Hardphone?
Hardphones look like old-fashioned desk phones, but instead of regular telephone lines, they use the Internet to make calls.
How Does a Hardphone Work?
Hardphones work similarly to softphones, as they both convert voice into digital data and transmit it to the recipient.
The key difference is that hardphones require a physical telephone, while softphones are connected through an application installed on a device such as a laptop, smartphone, or tablet.
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Pros and Cons of Softphones and VoIP
Features
Discover 4 most popular
softphone features
Text Messages (SMS)
Save time and make text messages a crucial part of your toolkit by including them in your customer journey.
Read more about Text Messages (SMS)
Extensions
Import or create custom extensions for your agents and make searching and transferring customers efficient and easy.
Read more about Extensions
Voicemail
Maintain a personalized customer experience outside of business hours or when your team is busy with other calls.
Read more about Voicemail
Call Transfers
Transfer calls to internal or external contacts in a click, with the option to explain the case to your colleague first.
Read more about Call TransfersWhat Changes When Your Team Calls From CloudTalk Numbers?
Want 3x more of your calls picked up and up to 40% fewer missed? These teams got there with local numbers, one phone system and AI.
3x Pickup Rate With Local Mobile Numbers
“With CloudTalk, we could get real mobile numbers in-region, not just landlines. It made a huge difference in deliverability and how prospects responded.”
Up to 40% Fewer Missed Calls Globally
“CloudTalk isn't just a tool, it's become a core part of how we connect with prospects, manage conversations, and grow our presence in the U.S. market.”
From a Personal iPhone to Local Numbers
“We went from juggling personal phones and manual call forwarding to a unified platform that saves us time and delivers a much better customer experience.”
Missed Calls Cut From 80% to Just 16%
“Customers used to wait over 20 minutes just to speak to an agent. Now, they get through in 3 to 4 minutes. We also went from missing 80% of calls to just 16%.”
40% More Connected Calls for Sales Reps
“Find a tool that's not only reliable but can scale with your growth. CloudTalk offered us the consistency and support we needed to expand with confidence.”
500+ SDRs on One Global Phone System
“We managed to reduce sales operations by 40 hours per month and give our team the tools they need to scale globally, without sacrificing efficiency.”
CloudTalk is a data-driven solution for exceptional customer experience and intelligence is a key part of it.
Schedule a demo today and find out for yourself.
Frequently asked questions
Switching to a softphone system involves these key steps:
1. Choose a compatible VoIP provider.
2. Equip users with quality headsets and microphones.
3. Consider transferring your number seamlessly.
4. Check compatibility with preferred operating systems.
5. Ensure integration with CRM systems and adequate support.
6. Provide thorough training and onboarding for your team.
7. Configure the software with the provided credentials and preferences.
No, a softphone is a software application that allows users to make phone calls over the internet using a computer or a mobile device, rather than traditional telephone lines.
To get a softphone number, you need to follow these steps:
1. Determine your business’s needs, such as a local, toll-free, or international number.
2. Research and compare different VoIP companies, considering features such as call quality, customer support, and pricing.
3. Choose a plan that fits your business’s needs and budget, considering the number of simultaneous calls and minutes you’ll need.
4. Choose and buy a VoIP number that is available and meets your requirements.
5. Follow the instructions provided by your provider to set up and configure your VoIP program.
The cost of a softphone can vary depending on the provider and the specific features included. At Cloudtalk, we have 4 plans, starting at $25 per user/month billed annually. The price of a Custom plan is available upon request.
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