These days, it is impossible to find a business without an online presence in the UK. The Internet has become increasingly accessible worldwide, and all types of businesses (small, medium, or large) use it for multiple operations. Using the Internet for business communication is only one of its many aspects.
With each passing day, the number of businesses switching their traditional analogue phone system to a dynamic internet-based VoIP system is increasing. Recognising the importance of a VoIP system is the first step followed by the decision to set it up for your own business. While setting up a VoIP system, you might find yourself confused about whether to use a VoIP physical phone or a softphone. If that’s the case, you are in the right place. In this blog, we will highlight the differences, advantages, and drawbacks of both options to help you choose the best one for your business.
What is VoIP
A basic VoIP (Voice over Internet Protocol) system comprises a stable internet connection, a VoIP device, and a subscription to VoIP software. With all the components in place, the system uses the internet to make calls instead of traditional phone lines. A VoIP system also calls for minimum infrastructural changes and physical clutter for its installation which makes it a more feasible option for businesses. This is not the only benefit of VoIP, it also has many other advantages as well.
We can understand the workings of a VoIP system by looking at three simple steps:
- Person A initiates the VoIP call by speaking into the microphone of a connected VoIP device. This audio comprises analogue signals that are converted into digital signals and sent to the VoIP provider’s network through the Internet.
- The digital signals are converted into digital packets (IP packets) using codecs. These IP packets transfer data efficiently using lesser bandwidth.
- These IP packets are converted back into audio signals once they reach the receiver’s end. Finally, person B can hear audio through the speaker of their device.
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Components of a basic VoIP system
To manage a basic VoIP system, the following components are needed:
- A stable and high-speed internet connection (average 100 kbps to 180kbps per call).
- A VoIP device – Softphone or VoIP phone.
- A VoIP service provider.
- Optional headsets (required with both VoIP devices to maintain the privacy of calls)
At this point, businesses make the call on whether to use a software-based IP phone or a physical VoIP phone for their VoIP system. Both have distinct features and advantages but ultimately they use VoIP technology to make calls over the Internet.
VoIP vs Softphones: Comparison at a glance
| Features | VoIP Phones | Softphones |
|---|---|---|
|
Device Type |
Physical phones
|
Software/App-based
|
|
Setup |
Requires physical setup |
Easy to install |
|
Mobility |
Limited to desk location |
Can be used anywhere |
|
Cost |
Higher (due to hardware) |
Lower (no hardware) |
|
Call Quality |
Mostly consistent and stable |
Depending on the device and internet |
|
Ease of Use |
Similar to traditional phones |
Requires learning curve |
|
Privacy |
Physical headset needed |
Requires private headset for better security |
What is a VoIP phone?
A VoIP phone is a physical phone set that connects to the internet to make and receive calls using VoIP technology. Also called an IP phone or VoIP desk phone, it looks like a traditional landline telephone but does not require a connection via typical telephone lines. An IP phone has a built-in microphone and speaker, but most users prefer a headset for more private conversations.
A VoIP desk phone typically accesses the internet by an ethernet cable plugged into an internet router or a modem. Some newer models of VoIP phones also support internet connectivity over wifi without the need for an ethernet cable. Regardless of the connection type, VoIP phones are difficult to move around because of their size and setup. Users generally keep them at their workstations especially because a stable connection is necessary to maintain the audio quality of calls.
Pros and cons of using a VoIP phone
Before deciding if you want a physical IP phone for your VoIP system, let’s go through its possible pros and cons.
Advantages:
- Better audio quality as compared to softphones: Physical IP phones provide finer audio quality for calls as well as make it less likely for calls to get dropped or missed. This is due to a stable and consistent internet connection. When VoIP desk phones are plugged into a router and kept on a designated workstation, it is less likely for the internet connection to get interrupted.
- Easy internal team forwarding: Internal call forwarding to other team members is more convenient with physical phones. Calls can be redirected to other lines by just pressing a button.
- No learning curve: Since VoIP phones resemble traditional desk phones, employees can easily adjust from a landline to a VoIP system without requiring any training. Unlike using softphones which require a learning period to adapt to the interface of a new application.
- Long-term investment: Purchasing VoIP phones is a one-time expense and the hardware lasts you years. So it’s an investment worth spending on if your business has some extra room in its budget.
Disadvantage:
- The only disadvantage of using a VoIP phone is the accumulated cost of buying new hardware. For small businesses, this one-time expense can cause a serious dent in their budget. However, this expense can also be lowered by using VoIP adapters. If your business has traditional landline phones, you can use a device called a VoIP adapter to convert it into a VoIP phone.
What is a Softphone?
A softphone is a software-based phone solution that allows calls over the internet, generally through an application. A softphone enables its users to access a virtual VoIP phone number on any device where the application is installed. Depending on your VoIP software package, features like call forwarding, voicemail, voice-to-text, call conferencing, CRM integration, and call analytics can all be accessed and managed through a single platform which ultimately makes the communication process more efficient.
Pros and cons of using a Softphone
Now that we have discussed the pros and cons of VoIP phones, it’s time to take a detailed look at the advantages and disadvantages of a softphone.
Advantages:
- Best for remote teams: The all-in-one VoIP application just needs to be installed on an internet-connected device to access the softphone. Since a softphone doesn’t require any specific hardware, calls can be made on the go. This makes softphones highly preferable for remote teams as they don’t restrict employees to their desks.
- Can be used on any internet-connected device: Internet connectivity is essential when using softphones. Once an internet connection is secured, install the application and make and receive calls seamlessly on any device in your VoIP system.
- Cost-effective: Softphones are comparatively cheaper options to utilise VoIP technology as compared to physical IP phones, especially for businesses on a tight budget. It eliminates the need for purchasing hardware completely.
- Easy to set up: Softphones are easy to set up. Just connect your device to the internet, install the VoIP application and you’re all set.
Disadvantages:
- Learning curve: Using a softphone requires users to navigate a new application which is an altogether different experience from using traditional landline phones. This process can take time so this is something important to consider before fully committing to using softphones.
- Less reliable call quality: Softphones use the built-in microphone and speaker of the device you are using. Lower-end devices can noticeably compromise the audio quality of the calls. Moreover, remote teams depending on public wifi networks or mobile data internet connections may experience more frequent interruptions than a dedicated internet connection. A slight interruption in connectivity results in missed or dropped calls.
Final Call - Which option is better for your business?
When it comes to choosing either a VoIP desk phone or a softphone for your VoIP system, there is no right or wrong answer. Consider the following factors to see what works best for your business.
- Is your team office-based or remote?
- Whether your business can afford to purchase VoIP desk phones for each user.
- What are your plans regarding the scalability of your business? If you are currently a small business with high prospects of expanding your team, then purchasing physical VoIP phones might be a worthwhile investment and vice versa.
- Whether or not your employees are tech-savvy.
Getting a reliable VoIP system for your business is easy with ComparedBusiness
Choosing between a VoIP phone or a softphone for your business becomes easier when you work with a reliable VoIP provider. At ComparedBusiness, we streamline the process of linking businesses like yours with VoIP service providers. Simply provide your business details in under 2 minutes, and we’ll promptly supply you with quotes from reputable VoIP providers across the UK.
FAQs
The major difference between VoIP phones and softphones is hardware vs software. VoIP phones are physical phones that can connect to the internet, while softphones are software-based phones that are typically accessed through a VoIP application.
Yes, you can use softphones on more than one device. For this, you will need to download the VoIP application first. Then, you will be able to access the softphone after providing relevant credentials on a new device.
A softphone is dependent on the built-in microphone and speakers of the device you use. A high-end device will deliver exceptional audio quality and vice versa. Technically, you can use a softphone without a headset, but to protect the sensitive information of the customers and maintain a professional approach, users prefer using a headset.
