--- title: "What Is a Softphone? Business Calling Apps | Chargezen" description: "What a softphone is, how it compares with a desk phone, provider apps vs standalone SIP apps, what you need to set one up, and tips for clear calls." url: "https://chargezen.com/blog/what-is-a-softphone" lang: "en" updated: "2026-10-18" --- Canonical URL: https://chargezen.com/blog/what-is-a-softphone # What Is a Softphone? How Business Calling Apps Work and How to Set One Up DTC Strategy · 6 min read ![Jerry Abrahamson](https://chargezen.com/assets/blogpost1.6581a30d.png) Jerry Abrahamson Founder & CEO • Oct 18, 2026 ![What Is a Softphone? How Business Calling Apps Work and How to Set One Up](https://chargezen.com/og-default.png) A softphone is software that does the job of a desk phone. It runs on a computer, a phone or in a browser, signs in to your business phone service and lets you make and take calls on your business number with a headset or your device's microphone. If your phone provider has an app, that app is a softphone. This guide explains how softphones work, the two kinds you'll come across, what you need to set one up and how to get clear calls. For the basics underneath it, see [what VoIP is](https://chargezen.com/blog/what-is-voip). ## How a softphone works Like an IP desk phone, a softphone signs in to your provider over the internet (usually with SIP), says "I'm reachable here," and rings when a call comes in. When you talk, it turns your voice into data packets and sends them to the other side. Our [step-by-step look at a VoIP call](https://chargezen.com/blog/how-does-voip-work) follows that path. ## Softphone vs desk phone | | Softphone | IP desk phone | | --- | --- | --- | | Cost | Usually included with the service | A device to buy, often about $100–$300 for a standard model | | Where it works | Anywhere with internet | Where it's plugged in | | Audio quality | Depends on your headset and computer | Built-in handset and speaker, consistent | | Reliability | Affected by computer updates, sleep and Wi-Fi | Dedicated device, usually wired | | Best for | Remote staff, people on the move, light phone use | Reception, shared spaces, all-day callers | Desk phone range from listed prices in Ooma's phone store, checked October 19, 2026. Device prices: [Ooma's phone store](https://www.ooma.com/small-business-phone-systems/buy/), checked October 19, 2026, which lists IP phones from $99.99 (Grandstream GRP2613) to $299.99 (Yealink T48U), with conference phones costing more. ## The two kinds of softphone * **Your provider's own app**: RingCentral, Zoom, Dialpad, Ooma and most other providers give you an app that signs in with your normal username. It includes their extra features: texting, voicemail, call history, contacts. This is the right choice for most businesses. * **A standalone SIP softphone**: General-purpose apps that connect to any SIP provider using a server address, username and password. Useful when your provider has no app or you run your own phone system. As an example, Zoiper offers a free version for non-commercial use and paid versions listed at $11.11 for desktop, $4.99 on iOS and €7.99 on Android ([Zoiper's download page](https://www.zoiper.com/en/voip-softphone/download/current), checked October 19, 2026). Browser-based softphones are a third kind that is becoming common: calls run in a browser tab using a technology called WebRTC, with nothing to install. ## What you need * An account with a business phone provider. * The provider's app, or a SIP softphone and the SIP details from your provider. * A headset. A wired or dedicated wireless USB headset usually beats laptop speakers and Bluetooth earbuds for clarity and echo. * A steady internet connection. A wired connection is best for all-day calling. * Permission for the app to use your microphone and to send notifications. ## How to set up a standalone SIP softphone Menus differ by app, but the steps are the same everywhere: * **1\. Get your SIP details**: From your provider's admin page: SIP server or domain, username (often your extension), password and sometimes an outbound proxy and port. * **2\. Add an account in the app**: Choose "SIP account" (not a specific provider unless yours is listed) and enter the details. * **3\. Pick the transport**: Use TLS if your provider supports it, so your sign-in and call setup are encrypted. * **4\. Set the codecs**: Leave the provider's recommended codecs at the top of the list; for most, that is G.711 or Opus. * **5\. Choose your audio devices**: Select your headset for microphone, speaker and ringer, or set the ringer to your computer speaker so you hear it with the headset off. * **6\. Test**: Make a test call, ask the other person how you sound, then call your business number from a cell to check that inbound calls ring. ## Softphones on mobile Phone apps from business providers ring like a normal call, even when the app is closed, using push notifications. If calls don't ring, check that notifications are on, background app refresh is allowed and battery-saving modes aren't closing the app. On a weak cell signal, Wi-Fi often gives better audio. ## Tips for clear softphone calls * Use a headset with a microphone near your mouth. * Close video meetings and big downloads during calls. * Stop the computer from sleeping while you're on duty. * Keep the app updated; many audio fixes ship as updates. * If people hear an echo, lower your speaker volume or switch to a headset. * Set your 911 address in the app if you work somewhere new. ## Choosing a headset * **Wired USB or a USB wireless dongle**: The most reliable choice for all-day calling. The dongle pairs only with the headset, so it avoids most Bluetooth glitches. * **Bluetooth earbuds**: Convenient on a phone; on a computer they often switch to a lower-quality mode when the microphone is in use. Fine for occasional calls. * **Noise-cancelling microphone**: A boom microphone close to your mouth keeps background noise out for the caller. This matters more than the speakers. * **Mono or stereo**: One ear lets you hear the room; two ears block it out. Front desks often prefer mono. ## Common softphone problems and fixes | Problem | Likely cause | Fix | | --- | --- | --- | | Calls don't ring on the computer | App closed, signed out or notifications blocked | Set the app to open at login; allow notifications | | Calls don't ring on the phone | Battery saver or notification settings | Allow background activity and notifications for the app | | The caller can't hear you | Wrong microphone selected or permission denied | Check the app's audio settings and the system microphone permission | | Echo for the caller | Speakers feeding into the microphone | Use a headset or lower the speaker volume | | Choppy audio | Busy Wi-Fi or a VPN | Move closer to the router, use Ethernet or test without the VPN | | Registration failed | Wrong SIP details or a blocked port | Re-enter the details; try the provider's TLS port | General guidance; follow your provider's setup guide first. ## How Chargezen helps Your team doesn't need a softphone or a desk phone to work Chargezen calls. Concierge answers on your business number, and teammates take it from there in Finn for iPhone and Mac or in the browser. * **Concierge answers every call and text**: Day and night, with the opening line you write, answering from the information you give it. It recognizes returning callers by their number. See the [AI receptionist](https://chargezen.com/concierge/use-cases/ai-receptionist) and the [phone channel](https://chargezen.com/concierge/channels/phone). * **Teammates join from Finn or the browser**: When a customer needs a person, Concierge alerts your team in the Finn app and the browser, and emails or texts the teammates you pick. Listen in with your microphone off, tap Join the call, and Concierge tells the caller you're there. From the Finn app on iPhone or Mac you can transfer the call to a teammate, with a note. See [phone calls](https://chargezen.com/concierge/features/phone-calls). * **Calls and texts out from the business number**: Teammates call and text customers from Finn, and the customer sees the business number, not a personal cell. See [why that matters](https://chargezen.com/blog/stop-texting-customers-from-personal-phone). * **One thread per customer**: Calls, texts and the rest of the customer's history sit together in the [team inbox](https://chargezen.com/smartytap/team-inbox), so whoever picks up next can see what was said. * **One US number for calls and texts**: Get a toll-free or local US number in Chargezen, search open numbers by area code on [phone numbers](https://chargezen.com/phone-numbers), or [bring the number you already have](https://chargezen.com/concierge/features/bring-your-number). Chargezen files the carrier registration texting needs. See [a business phone number](https://chargezen.com/concierge/features/business-phone-number). To be plain about what Chargezen is not: it doesn't sell VoIP lines, desk phones or a PBX. It has no extensions, phone menu, ring groups, call forwarding, simultaneous ring or business-hours routing, and it offers US (+1) numbers only. If you need those, buy a phone system built for them. Chargezen answers the calls and texts on your business number, and your team works the same conversations from there. Concierge Starter is $20 a month with 20,000 credits. Pro is $199 a month with 199,000 credits, or $1,990 a year. Phone and text charges are billed as used, with no per-user fees. See [pricing](https://chargezen.com/pricing). Related terms: [VoIP](https://chargezen.com/glossary/voip-voice-over-internet-protocol), [warm transfer](https://chargezen.com/glossary/warm-transfer) and [shared inbox](https://chargezen.com/glossary/unified-inbox). Related guides: [how VoIP works](https://chargezen.com/blog/how-does-voip-work), [hosted PBX explained](https://chargezen.com/blog/hosted-pbx) and [why to stop texting customers from your personal phone](https://chargezen.com/blog/stop-texting-customers-from-personal-phone). ## Frequently asked questions ## Is a softphone free? The app usually is, as part of your phone service. The service itself costs money, and standalone SIP apps often charge for business use. ## Can I use a softphone without a phone number? You can call other users on the same system, but to call regular phones and be called from them, you need a number from a provider. ## Are softphones secure? They can be. Use TLS and SRTP if offered, a strong password and two-factor sign-in on the provider account. ## Can I use the same number on a softphone and a desk phone? Yes, with most providers. Both ring at once, and you answer on whichever is nearer. ## Is a softphone the same as a VoIP app? Mostly. "Softphone" is the older, technical name for any software that acts as a phone on a VoIP service. A provider's mobile or desktop app is a softphone with extras like texting, contacts and voicemail built in. ![Jerry Abrahamson](https://chargezen.com/assets/blogpost2.32f70dbd.png) Written by ### Jerry Abrahamson Jerry is the Founder and CEO of Chargezen, helping brands build sustainable omni-channel businesses. With over 10 years of experience in omni-channel commerce and SaaS, he's passionate about helping brands create recurring revenue streams. [](https://twitter.com/chargezenjerry)[](https://linkedin.com/in/jerry-a) ## Related Articles [ ![What Is VoIP? A Plain-English Guide for Small Businesses](https://chargezen.com/og-default.png) DTC Strategy · 8 min read ### What Is VoIP? 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