Softphones vs IP Phones: VoIP Options Explained

VoIP is an acronym for ‘Voice over Internet Protocol,’ a technology that enables software and hardware phones to make voice calls over the Internet instead of traditional phone lines.

If you are interested in using a VoIP service like Telzio for business or personal use, but are unfamiliar with common VoIP terms, take a look at VoIP Terminology from A to Z for a quick and practical overview.

In this blog, we will focus on the definitions and differences between softphones and IP phones.

What is a Softphone?

A softphone is a software-based phone that allows users to make and receive calls through a VoIP service using a computer or smartphone, without dedicated hardware. A softphone is designed to function like a traditional telephone, with a familiar interface that includes a display panel and on-screen controls.

Software/Softphone

Software-based VoIP (also known as a softphone) requires a computer or mobile device with an Internet connection. However, the computer must have essential audio equipment, including a soundcard, speakers, and a microphone. In the enterprise, softphones are sometimes referred to as Soft Clients.

Telzio offers a built-in softphone within its web dashboard, known as the Telzio Webphone, allowing users to make and receive calls directly from their browser. Additionally, Telzio works with any third party softphone.

There are specialized VoIP softphones, handsets, headphones and other auxiliary devices for a more advanced and reliable experience and Telzio recommends two, one adapted for Windows and the other for Apple Mac users.

Types of Softphones

X-Lite (For Windows computers ) and X-Lite (for Mac computers) are softphones developed by CounterPath. Both enable users to make phone calls from your Telzio number directly from your computer or smartphone.

Although softphones are most often associated with mobile or home users, more and more office workers are also choosing to use softphones as a convenient replacement for traditional desk phones.

Hardware/ IP Phone

Unlike softphones, IP phones plug directly into an Ethernet port on a router and interface with a VoIP service, another VoIP phone, or a VoIP gateway. Therefore, they don’t require a transmission through a PC, nor software. Another option is a WiFi IP phone. This connects wirelessly to an Internet connection (access point), so it also doesn’t require a connection with a PC.

There are several different options of IP phones that provide users with varied functionality and capabilities. A basic IP phone is similar to a traditional home or office desk phone, making it a familiar option for many users. In that respect, it is a ‘comfort zone’ considered by many who are not quite ready to go full-tilt with a softphone. By taking this route, it offers users the opportunity to send and receive reliable calls over a VoIP network. For those who are looking for more bells and whistles, advanced IP phones with a large screen to include web-browsing options can be considered.

Pros and Cons of VoIP Softphones and IP Phones

Gartner analyst Dan O’Connell estimates that 30% of employees now use softphones, with adoption expected to increase by roughly 10% each year.

O’Connell says "younger people typically don’t like the hard-phones. They haven’t really grown up with it, and they would rather call with either their cell phone or their mobile device. Some companies just don’t want to spend the extra money on (a hard-phone). But it is still very popular in many traditional industries, like manufacturing, healthcare and the public sector."

Benefits of Softphones

Softphones are gaining popularity because they require no additional hardware and represent a lower upfront investment for businesses.

Softphones are affordable.

Unlike hardware, softphones do not have a shelf life. With Telzio, there's no additional cost to use the built-in webphone. The webphone is included for all users with no upfront or licensing fees, which can save tens of thousands of dollars on replacing phones for an organization.

Softphones enable you to use your number globally.

In the age of globalization, your business can be anywhere around the globe. If you are the kind of person who travels a lot, keeping in touch with your business partners at home could be an issue. Softphones free you from the painstaking trade-off between retaining the same number and keeping costs low. No matter where you are, you are connected with people anywhere and with the same number, as long as you have access to the Internet.

Softphones free up space on your desk.

Technology is everywhere! Computers, printers, fax machines… Keeping a lovely plant on your desk seems like a nice idea. But wait, the space is taken by your phone. What’s more, the wires make your space look like the room of Frankenstein. With software phones, your desk space is freed, reducing clutter and unnecessary cables. Finally, you can have some non-electronic stuff around you and you don’t need to worry about tripping over wires.

Benefits of IP Phones

Hard-phones, on the other hand, as has been noted are an easier transition from a standard phone line phone to a VoIP service. Rather than connecting to a traditional phone jack, they plug in the Ethernet.

IP phones provide better call quality

The sound quality of an IP phone is often better than a softphone, unless very high quality headsets are used with the softphone.

IP phones are more familiar

Most workers are accustomed to using a desk phone, and the transition to a VoIP system may be more seamless for some with an IP phone.

IP phones can be used in any location

Similar to softphones, IP phones can be moved and used from any location. Once the phone is has been programmed with a number, it can be physically moved to another location, and it will continue to work as is with the same number. This means you can use international numbers on IP phones as well.

SIP Software vs SIP Hardware

The connectivity architecture behind softphones and IP phones is very similar. Both are SIP extensions that can be registered in the (SIP based) VoIP / IP telephony server and can be used to make and receive outbound calls, both over the Internet (SIP Trunks) as well as the PSTN (Public Switched Telephone Networks.)

Softphones can call SIP phones directly or indirectly (through a VoIP service provider like Telzio) and vice-versa.

The major limitation of an IP phone is that it is stationary, situated in one location. Since most of today’s small-to-midsize (SMBs) require their staff members to be on-the-go, softphones will continue to grow in popularity where they can be uploaded to any or all mobile devices.

Related: Advantages of Internet Based Phone Systems