You're at your laptop trying to call a hotel overseas, but your phone has no SIM and WhatsApp can't dial their landline. A softphone solves this—it's software that turns any internet-connected device into a phone capable of reaching real phone numbers worldwide.
This guide covers how softphones work, the features that matter, and how to set one up and start calling in minutes.
Key Takeaways
- A softphone is software that turns any internet-connected device into a phone capable of dialing real landlines and mobile numbers worldwide, unlike apps such as WhatsApp that only connect users within the same platform.
- Softphones use VoIP technology to transmit voice as data packets over the internet and SIP protocols to establish and manage call connections to the traditional phone network.
- Browser-based softphones require no downloads and work on any device with Wi-Fi, making them practical for travelers, remote workers, and anyone calling internationally without a SIM card.
- Softphone international calling rates typically start around $0.03 per minute compared to carrier rates of $0.49 to $3 per minute, and users can control caller ID to display a different number or block it entirely.
What is a softphone
A softphone is an application that lets you make and receive phone calls over the internet using a computer, smartphone, or tablet instead of a physical desk phone. The name combines "software" and "telephone"—you're essentially turning your existing device into a fully functional phone.
Unlike WhatsApp or FaceTime, which only connect you to other people using the same app, softphones can dial real phone numbers. That means landlines, mobile numbers, business lines—any phone number you'd normally call from a traditional phone. The technology behind this is called VoIP (Voice over Internet Protocol), which transmits your voice as data packets over the internet rather than through copper phone lines.
Why does this matter? If you're traveling abroad and your grandmother only has a landline, a softphone can reach her. If you're working remotely and want to call a client's office number, a softphone handles that too. The global VoIP market reached $178.89 billion in 2025, which reflects how many people have moved away from traditional SIM-based plans toward internet-based calling.
How does a softphone work
Softphones convert your voice into digital data and send it through the internet to reach whoever you're calling. The whole process happens instantly, so calls feel just like regular phone conversations.
VoIP and SIP protocols explained
Two technologies power every softphone call: VoIP and SIP.
VoIP handles the actual voice transmission. Instead of sending analog signals through phone wires, VoIP breaks your voice into small digital packets and routes them through your internet connection. SIP (Session Initiation Protocol) manages everything else—dialing the number, establishing the connection, and ending the call when you hang up.
Think of it this way: SIP is the system that sets up and manages the call, while VoIP carries your actual voice from one end to the other.
How your voice travels through the internet
The path from your mouth to the recipient's ear follows four steps. First, your microphone captures your voice. Then the softphone software converts that audio into digital data packets. Those packets travel over your internet connection to the recipient. Finally, their device converts the data back into audio they can hear.
All of this happens in milliseconds. With a stable internet connection, you won't notice any delay or difference from a traditional phone call.
Calling real phone numbers vs app-to-app
This distinction trips up a lot of people. Free apps like WhatsApp, Telegram, and FaceTime only work when both people have the same app installed—WhatsApp can't call a landline, for example. If the person you're calling doesn't use the app, you simply can't reach them.
Softphones work differently because they connect to the Public Switched Telephone Network (PSTN)—the traditional system of phone lines that's been around for decades. A gateway bridges your internet call to the phone network, which is what allows you to dial any landline or mobile number worldwide. Operating that gateway costs money, so softphone calls to real numbers typically charge per minute. However, those rates are usually far lower than carriers like Verizon, where rates start at $0.49 per minute.
Essential softphone features
Softphones include all the features of a traditional desk phone, plus extras like video calling and caller ID control. The specific capabilities vary by provider, but most softphone applications share a common set of tools.
Call management
Standard call controls work the same way they do on any phone:
- Dialing: Enter a number manually or select from your contacts
- Holding: Pause a call while you handle something else
- Transferring: Move a call to another number or person
- Call forwarding: Automatically redirect incoming calls
- Call waiting: Get notified when someone else calls while you're on the line
All of these appear as buttons in the softphone interface—no special codes to memorize.
Voicemail and call recording
Most softphone services include voicemail that stores messages digitally. You can typically access voicemails through the same interface where you make calls, or receive them as audio files sent to your email.
Call recording is common too, particularly in business-focused softphones. Recording proves useful for keeping track of important conversations or reviewing details you might have missed.
Video conferencing and messaging
Many softphones go beyond voice calls. Video conferencing, instant messaging, and presence indicators (showing whether someone is available or busy) often come bundled together. At that point, the line between a phone system and a full communication platform starts to blur.
Caller ID and number masking
Softphones let you control what number appears on the recipient's phone. This feature matters when you want to keep your personal number private—for example, when responding to a Craigslist ad or making business calls from your personal device.
Some services let you display a completely different number, while others let you block your caller ID entirely. Either way, you decide what information you share.
Benefits of using a softphone
Softphones solve several problems that traditional phones and carrier plans create.
- Privacy and number control: Display a different number or block your caller ID. Useful for keeping work and personal calls separate, or when contacting people you don't know.
- Lower international calling costs: Carrier rates for international calls often run $1 to $3 per minute. Softphone rates typically start around $0.03 per minute for popular destinations—a difference that adds up quickly.
- No dedicated hardware: Your laptop, tablet, or smartphone becomes your phone. No desk phone to buy, no technician to schedule.
- Portability: As long as you have Wi-Fi or mobile data, you can make and receive calls from anywhere.
- Quick setup: Most softphone services take minutes to configure. Browser-based options skip the download entirely.
Types of softphone software
Softphones come in several forms. Understanding the categories helps you pick the right one for your situation.
| Type | Best for | Requires download? |
|---|---|---|
| Browser-based softphones | Quick calls, travelers, no-install needs | No |
| Mobile softphone apps | On-the-go calling from smartphone | Yes |
| Desktop applications | Office workers, frequent callers | Yes |
| SIP softphones | Technical users, custom VoIP setups | Yes |
| Business VoIP systems | Teams, call centers, enterprises | Yes |
Browser-based online softphones
Browser-based softphones run directly in Chrome, Safari, or Firefox with no download required. Open the website, sign in, and dial. This approach works well when you need to make a phone call online while traveling, using a borrowed computer, or simply avoiding another app on your device.
Mobile softphone apps
Mobile softphone apps for iOS and Android function like your native phone dialer but route calls over the internet instead of through your carrier. You download the app, sign in, and use it alongside your regular phone app.
Desktop softphone applications
Desktop softphones are software installed on Windows or macOS computers. They're common in office environments and often integrate with business tools like CRM systems.
SIP softphones
A SIP softphone connects to any SIP-compatible VoIP service, giving you flexibility to choose your provider separately from your software. This approach offers more control but requires more technical setup.
Business VoIP softphone systems
Enterprise solutions include team features, admin controls, call analytics, and CRM integrations. These systems serve companies rather than individuals and typically require IT involvement to configure.
Softphones vs desk phones
The shift from desk phones to softphones has accelerated as nearly 80% of remote-capable workers are now hybrid or fully remote.
| Factor | Softphone | Desk phone |
|---|---|---|
| Hardware required | None (uses existing devices) | Physical phone unit |
| Portability | Call from anywhere with internet | Fixed to one location |
| Setup time | Minutes | Professional installation often needed |
| Upfront cost | Low to none | Higher (hardware purchase) |
| Best for | Remote workers, travelers | Dedicated office spaces |
Desk phones still make sense in some contexts—call centers with high volumes, or offices where employees prefer physical handsets—though desk phone revenue fell 9.2% in 2024. For most individual users and small teams, softphones offer more flexibility at lower cost.
What you need to use a softphone
Getting started with a softphone requires a few basics.
Internet connection requirements
A stable Wi-Fi or mobile data connection is essential. Voice calls don't consume much bandwidth—around 100 kbps is typically enough—but an unstable connection causes choppy audio and dropped calls. If your internet handles video streaming without issues, it'll handle softphone calls fine.
Compatible devices
Softphones work on computers (Windows, macOS), smartphones (iOS, Android), and tablets. Browser-based options work on any device with a modern web browser, which means you can make calls from a borrowed laptop or a tablet without a SIM card.
Headset or microphone
Your device's built-in microphone and speakers work for basic calls. A headset improves audio quality on both ends and gives you more privacy in shared spaces. Even inexpensive earbuds with a microphone make a noticeable difference.
VoIP service or softphone provider
You'll sign up with a service that provides the calling capability. Some services offer free app-to-app calls, while calls to real phone numbers typically require purchasing credits or a subscription.
How to set up a softphone
Setup takes minutes, not hours. The exact steps vary by provider, but the process follows a similar pattern.
1. Choose a softphone service
Select a provider based on what matters most: international rates, privacy features, browser vs. app, or business capabilities.
2. Create an account or sign in
Most services require basic registration—typically just an email address. Some browser-based options let you start immediately with minimal signup.
3. Configure audio settings
Test your microphone and speakers before your first important call. Grant the browser or app permission to access your audio devices when prompted.
4. Make your first call
Enter the phone number with the country code and dial. The rate usually displays before you connect, so you know the cost upfront.
How to use a softphone on your computer
The interface typically resembles a phone dialer on your screen—number pad, call button, contact list. A few practical points worth knowing:
- Copy and paste numbers: Most softphone dialers accept pasted phone numbers, which saves time and reduces errors.
- Keep the tab or app open: Browser-based softphones require the browser tab to stay open during calls.
- Check your audio source: If you plug in headphones mid-call, you may need to switch the audio source in settings.
How to choose the right softphone
Picking the right softphone comes down to matching features to your specific situation.
Identify your primary use case
Are you calling internationally? Working remotely? Protecting your privacy? Different softphones excel at different things. A traveler who occasionally calls home has different priorities than a sales team making hundreds of calls weekly.
Compare calling rates for your destinations
If you're calling real phone numbers, check the per-minute rates to the countries you dial most. Rates vary significantly between providers and between destinations.
Evaluate privacy and caller ID features
If displaying a different number matters, confirm the service supports number masking or custom caller ID. Not all softphones offer this capability.
Confirm device and browser compatibility
Verify the softphone works on your preferred devices. Browser-based options typically work across platforms, but some desktop applications are Windows-only or Mac-only.
Start making calls from any browser
Softphones turn any internet-connected device into a phone capable of reaching real numbers worldwide. They eliminate the need for dedicated hardware, reduce international calling costs, and provide flexibility that traditional phones can't match.
- No downloads required: Call from any browser on any device
- Pay only for minutes you use: No subscriptions or hidden fees
- See your rate before every call: Know the cost upfront
- Works on phone, tablet, or desktop: Same rates everywhere
FAQs about softphones
Is a softphone the same as VoIP?
Not exactly. VoIP is the underlying technology that transmits voice over the internet. A softphone is one type of tool that uses VoIP—specifically, the software interface where you dial numbers and manage calls. VoIP is the engine; the softphone is the dashboard.
Is Microsoft Teams a softphone?
Microsoft Teams includes softphone functionality as part of its broader communication platform. When paired with a Teams Phone license, users can make and receive calls to real phone numbers. However, Teams is primarily a collaboration tool—the softphone capability is one feature among many.
Can softphones call landlines and mobile numbers?
Yes. Most softphone services can dial real landlines and mobile numbers worldwide, not just other app users. Calls to traditional numbers typically require paid credits since they route through gateways that connect to the phone network.
Do I need a phone number to use a softphone?
You don't always need your own phone number to place outgoing calls. Many services let you dial out without assigning you a number. Receiving incoming calls, however, usually requires a virtual number from your softphone provider.
Can I use a softphone without a SIM card?
Yes. Softphones work over Wi-Fi or any internet connection, so you can call without a SIM card from any device. This makes them useful for tablets, old phones, or traveling without a local plan.
