Softphone vs. Hardphone – Ultimate Guide You Need (2021)

Softphone vs. Hardphone - Ultimate Guide You Need (2021)

Confused about what kind of VoIP service to get for your business? Contemplating between the hundreds of choices? Softphone vs. Hardphone? Which one’s the best?

Fear not! Caller Suite provides one of the best softphone services on the market.

But, first, let’s examine what these two types are and what benefits they would provide to your business.

What Is a Hardphone?

A hardphone is essentially a physical network of special VoIP telephones. It looks like a regular telephone with a dial pad but with additional buttons and features such as a video camera or call recording. This service requires you to install a few hardware in your workplace where outgoing and incoming calls could be entertained.


Benefits of a Hardphone:


Workers and employees will need no time to adjust themselves and get accustomed to an IP telephone. It looks like a regular telephone. However, certain options like muting a caller, transferring calls to another line or operator, video calling, and call recording requires the addition of buttons and a small camera on the hardphone.

Call Clarity:

Because an IP Hardphone is only required to handle your VoIP calls, it may offer the clearest connection.


Once you’ve settled into a routine of using an IP Hardphone, you can even have it upgraded to the latest model. It all depends on you and your employee’s preference whether it should be old schools or with the latest features like a built-in video camera. 

Downsides of Using a Hardphone:


Installation and purchase of the necessary hardware for an IP hardphone is a hassle. Ultimately, it results in you spending a lot of money and energy on the oversight. This could be problematic if you own a small business.

Zero Flexibility:

An IP hardphone cannot be dragged along with you when you decide to leave your desk for minor and everyday tasks.

Standard Features:

A hardphone cannot be programmed according to your specific needs. It offers standard services to everyone using them.


If your IP hardphone encounters a technical problem, it will require a special technician from the service providers to come and take a look. Thus, making you spend more of your money.

What Is a Softphone?

A softphone performs the same functions as a hardphone but exists in the form of software. These can be installed on numerous devices like a computer, tablet, or smartphone. This means that the operator can dial a number on the computer and be connected to a receiver who would not be able to tell if the call is through a telephone line or a computer. 


How Does a Softphone Work?

Most softphone software work on Windows, Macs, Linux devices, laptops, desktop computers, and most smartphones. It imitates the functionality of a desk telephone but runs on the internet. You just need to make sure your device has a working microphone and speakers.

All the software does is transfer your voice from the internet to a telephone receiver of the customer. This is called Voice over Internet Protocol (VoIP). What makes this convenient for businesses is that instead of searching for the buttons to transfer calls, put them on hold, record them, or disconnect them, you can simply use basic computer features like drag and drop to exit calls or make new ones along with other features.

how does softphone work

Apart from mimicking a desk phone, it also has additional features like transferring calls to another operator of your company who might be located in a different city. This feature is especially beneficial for businesses that hire employees from remote locations or freelancers. It’s cheap and effective.

Moreover, you can share your company-prescribed directory with the caller for when they ask about additional information that might not be relevant to your department. Furthermore, Caller Suite softphone software gives you notifications about incoming calls and information regarding the caller like the location they are calling from. Lastly, you can also keep a personal phone directory and keep it private from the incoming calls as well.

One of the key features of a softphone is that it allows you greater flexibility along with mobility too. You are no longer bound to a desk as the software can operate on any smartphone device. This flexibility allows you to work from home and still manage your business affairs in the comfort of your home.

Similarly, such a task can be assigned to a remote employee or a freelancer. You don’t even have to rent out office space with the use of such technology. In addition to this, if your staff travels frequently, they will still be able to manage to receive calls despite them being at an airport terminal or checking in the hotel lobby.

Benefits of Caller Suite Softphone:


Since it’s an IP software, it can be installed on a multitude of devices available in the market. Granted, the system should be able to receive and accommodate VoIP calls.


At Caller Suite, you can have your services tailor-made just for your business needs.


Since softphones don’t require any hardware to be installed or physical pathways to be created, it is definitely easier on the purse. However, if your office lacks basic computer systems or headsets, you might need to look into that. Moreover, this would ease your use of the service.


Once your request is through, the installation of Caller Suite Softphone is very simple. Practically, no wait time is there as the service activates immediately and can be mirrored across the company’s entire computer network.


Since an IP Softphone can be installed on any remote device, your workers or employees are free to change their locations while still remaining connected in order to entertain VoIP calls.

Downsides of a Softphone:


The software would perform and run per the device it’s installed on. Therefore, it may suffer from crashing, a frozen screen, or reboots on that device.


Workers or employees might take time to get used to its user interface and overall functionality. Moreover, they might need training in operating the new system.

What Is the Difference Between a Hard VoIP phone and a Soft VoIP Phone?

The major difference between the two lies in mobility. If you are a large establishment that relies heavily on physical presence in the market, then the hard VoIP phone might be the correct option for you. This gives your business a formal professional look with a phone service desk and a physical, human operator managing calls.

However, for small businesses and startups, soft VoIP phones are the choice to make. You can even set up business hours for incoming calls and inquiries if you have a limited number of employees. You can even hire people remotely to do the job for you and the caller will never know the difference as long as the operator handles the information accurately. In addition to this, you also save money on a physical workstation.

Other differences between the two phones include hardware setup vs no physical presence other than a headset and microphone, which is almost built-in in almost all computing devices nowadays. With a hardware setup, your establishment might need a complete network of interconnected phone lines and the main server routing incoming and outgoing calls in addition to performing VoIP functions. Softphones, on the other hand, simply operate through any computer or similar smartphone device. Think Skype.

Is Skype a Softphone?

Skype is one of the oldest, most famous softphone examples in modern-day history. It is was only through this softphone that the future of business meetings and calls was defined anew. If we go into the benefits of how crucial it is for a business in this day and age, we would be just going around in circles discussing the benefits of a softphone for a company mentioned above. Caller Suite is no different in that regard.

Softphone vs. Hardphone – Which One Should You Consider?

And the winner is…

Yes, you guessed it. It is, obviously, Softphones.

While hardphones might be easy to handle, they are an expensive service for tasks that no longer require time-consuming processes. Gone are the days when an employee with potential sat at a sad desk staring at a phone to ring so they can answer it zealously and show the boss they mean business. Rather, new businesses would always opt for easy, simple, and inexpensive solutions to their problems. Similarly, fast, effective, and efficient people are required to run and keep a business afloat instead of scared and nervous workers running around an office trying to prove their worth in the company.

Hence, we recommend Caller Suite Softphone services. Quick installations, fast service, and pleasant user interface to speedily get you acquainted with. Register now, and get your 15 days free trial!

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