8 Best Softphones for Business to Cut Costs in 2026
Softphones let businesses make and receive calls from a desktop, laptop, tablet, or mobile phone instead of relying on a physical desk phone. The best softphone providers include business calling, texting, voicemail, call routing, video meetings, mobile apps, and integrations that help teams stay connected from anywhere.
After comparing pricing, call management features, and ease of use, RingCentral is my top pick for the best softphone for business. It offers a complete phone system with voice, SMS, team collaboration, and integrations, making it a strong choice for teams that want one platform for internal and customer communication.
With numerous top options available on the market, I have also narrowed down the best softphone providers based on features, pricing, and ease of use to help you choose the right fit for your needs.
The Fit Small Business editorial process follows strict standards to ensure that our best answers are based on accuracy, clarity, authority, objectivity, and accessibility.
Drawing on several years of experience evaluating cloud-based phone solutions, I’ve identified industry-leading phone systems and popular choices among business professionals, thoroughly assessing each through in-depth reviews.
Review my full methodology to learn more about my evaluation process and criteria.
Lead Writer, VoIP at Fit Small Business
Best softphone providers compared
Which softphone provider is right for you?
RingCentral: Best all-in-one phone system
Pros
- Offers voice, SMS, team messaging, video meetings, and fax in one app
- Includes strong call management tools like call screening, call flip, and visual voicemail
- Provides AI features across calls, meetings, messages, and texts
Cons
- Costs more than many basic softphone providers
- Broad feature set may feel excessive for teams that only need calling and texting
- Volume discounts are mainly useful for larger teams
My expert opinion
RingCentral is my top softphone pick because it feels like a complete business phone system rather than a simple calling app. I like that users can switch between desktop, mobile, messaging, video meetings, and calls without leaving the RingCentral workspace, which is useful for teams that need a single place to manage customer and internal communication.
In testing and reviewing RingCentral’s softphone experience, the biggest strength is the level of control it gives users over calls. Features like call screening, call flip, visual voicemail, shared voicemail, and AI-generated summaries make it easier to stay productive from any device. However, smaller teams with basic calling needs may find the platform more robust than necessary, especially compared with simpler options like Grasshopper or eVoice.
- Hot desking: Use shared desk phones with access to your settings, voicemail, and personal extension. This feature is excellent for companies with mobile teams who work in different offices or locations.
- Visual voicemail: Manage your voicemails directly from RingCentral’s desktop or mobile apps. Listen, preview, forward, or delete voicemail messages.
- RingOut: This click-to-call feature allows users to make outbound calls from a landline or mobile phone, using your RingCentral number as the caller ID. Consider this a backup connection when your internet connection is unstable.
RingCentral’s intuitive softphone lets teams manage conversations, tags, and notes across devices. (Source: RingCentral)
Nextiva: Best for multichannel interactions
Pros
- Combines calls, texts, video, team chat, email, social media, and reviews
- Includes unlimited calling and video meetings across plans
- Offers 24/7 support by phone, email, and chat
Cons
- CRM integrations may require add-ons
- Advanced call center tools are limited to higher-tier plans or add-ons
- Feature set may feel overwhelming for teams that only need basic calling
My expert opinion
Nextiva is one of my favorite softphones for businesses that manage customer conversations across multiple channels. It brings calling, texting, social media, and online reviews into one workspace and shared inbox, which is especially helpful for teams that do not want to switch between several apps throughout the day.
It also works best for teams that want customer context alongside their calls. Its call routing, contact management, voicemail transcription, and AI call notes help users keep track of conversations more easily.
Despite its wide range of productivity and calling tools, Nextiva can feel overwhelming for teams that only need basic calling and texting. If that’s your priority, Grasshopper is a better fit. It’s a virtual phone system designed for straightforward, hassle-free communication with customers.
- Unified inbox: Manage calls, voicemails, texts, emails, social messages, and reviews from one workspace.
- Call flow builder: Create custom call routes based on business hours, departments, and team availability.
- AI call notes and summaries: Capture key conversation details automatically to reduce manual note-taking.
Nextiva’s unified inbox centralizes calls, voicemails, and messages from all channels.
(Source: Nextiva)
Zoom Phone: Best for ease of use
Pros
- Clean interface is easy for new users to learn
- Offers metered and unlimited calling options
- Includes Zoom Meetings, chat, and AI phone features in supported plans
Cons
- Unlimited outbound calling is only available with the Global Select plan
- Call queue analytics and some advanced phone tools may require add-ons
- Integrations are limited unless you upgrade to Zoom Workplace
My expert opinion
In my years of testing softphone solutions, I found Zoom Phone to be one of the most user-friendly options available. Its clean, intuitive interface makes it easy for anyone to get started, regardless of skill level. Because it’s part of the broader Zoom platform, users can seamlessly switch between devices without needing extra training or configuration.
But, despite its strong usability, one of Zoom’s key drawbacks is its limited integrations with customer-facing tools. If you want a Zoom alternative that supports more robust customer data workflows, I recommend RingCentral. It connects with hundreds of business platforms and CRM systems, making it a better fit for teams that rely heavily on integrations.
- Post-call summaries: Uses AI to summarize conversations and extract follow-up tasks after calls.
- Call handoff: Move calls between devices and apps without interrupting the conversation.
- Zoom Meetings integration: Turn phone calls into Zoom Meetings when a conversation needs screen sharing or video.
Zoom Phone boosts productivity by combining smart call handling with AI call summaries. (Source: Zoom)
Grasshopper: Best for simple business calling & texting
Pros
- Supports shared accounts with unlimited users
- Custom greetings are included in every plan
- Handles multiple calls at once with simultaneous call support
Cons
- Does not include video meetings
- Lacks native third-party integrations
- Not ideal for teams with complex routing or high call volumes
My expert opinion
If you’re a solo proprietor or a small business that relies on texting and calling to stay connected with customers, Grasshopper is a great fit. It’s designed for simplicity, with a dedicated business number for unlimited calling and texting. You can send quick updates, respond to client inquiries, or take calls from your mobile device without sharing your personal number or paying for tools you won’t use.
Grasshopper is also a favorite of mine because of its flat-rate pricing model, which keeps costs predictable for small businesses. But one limitation of Grasshopper is that it doesn’t include collaborative features and integrations. If your business requires a more comprehensive solution, RingCentral is a better fit, offering an all-in-one VoIP softphone that combines voice, video, SMS, and a wide range of integrations.
- Voice Studio: Create polished, professional recordings for your phone greetings in both English and Spanish. This adds credibility to your auto-attendant and ensures a better first impression for callers.
- Unlimited extensions: Share a single business number while still maintaining individual reach. It’s a smart way to organize departments, such as sales or support, without needing multiple phone lines.
- Instant response: If you miss a call, Grasshopper’s instant response feature sends an automatic text to let the caller know you’re unavailable. It’s a simple way to stay connected and avoid losing potential customers.
Grasshopper’s cross-device inbox helps users manage text and voice messages under one number. (Source: Grasshopper)
Ooma: Best full-featured phone system
Pros
- Includes more than 50 standard phone features on the entry-level plan
- Offers Ooma-supported desk phones and softphone access
- Provides ring groups, virtual receptionist, digital fax, and call forwarding
Cons
- Business texting is not included in the base plan
- Desktop app access requires the Pro plan
- CRM integrations and advanced tools are limited to Pro Plus
My expert opinion
Ooma is a good softphone choice for businesses that want a traditional phone system feel with modern app-based access. I like it for teams that still rely heavily on voice calls and want features like a virtual receptionist, ring groups, extension dialing, voicemail, and digital fax without adopting a more complex unified communications platform.
From a softphone standpoint, Ooma is strongest when paired with its higher-tier plans. The mobile app gives teams flexibility, but the desktop app, call recording, voicemail transcription, business texting, call queues, and CRM integrations require upgrades. If your team mainly needs reliable calling with optional hardware, Ooma is easy to justify. If you need stronger business messaging, Grasshopper may be a better fit.
- Virtual receptionist: Routes callers to the right extension, department, or voicemail box without needing a live operator.
- Call flip: Move active calls between devices so employees can switch from desk phone to mobile without disconnecting.
- Shared voicemail boxes: Let teams manage messages from one inbox so customer calls are easier to track and return.
Ooma’s softphone allows easy access to call recordings, in-call controls, and messaging. (Source: Ooma)
Talkroute: Best virtual phone numbers
Pros
- Offers local, toll-free, and vanity numbers
- Includes unlimited calling and texting across plans
- Supports shared users, voicemail boxes, and phone numbers at low add-on rates
Cons
- Does not support group text messaging
- No built-in fax functionality
- Limited integration options, and depends on Zapier for app connections
My expert opinion
Talkroute is a strong softphone choice for businesses that want a professional virtual phone number without switching to a full unified communications platform. I recommend it for small teams that need local, toll-free, or vanity numbers and want to route calls to existing mobile phones, desktops, or web apps while keeping personal numbers private.
Its biggest advantage is how easy it is to build a lightweight business phone setup. Features like scheduled forwarding, call stacking, live call transfers, and informational extensions give businesses more control over customer calls without adding unnecessary complexity. However, Talkroute is less ideal for teams that need built-in integrations, fax, or advanced collaboration tools.
- Call stacking: Queue multiple incoming calls and place callers on hold until someone is available to answer. This works for teams that use a single phone, so no calls are missed even during busy times.
- Scheduled call forwarding: Customize when and where you want to receive calls by setting specific dates, times, and devices. Whether you’re working from a desktop or mobile device, you can apply different schedules to ensure calls are routed to the right place.
- Informational extensions: Set up menu options that deliver pre-recorded messages to your callers when they press a specific number. This gives customers quick access to important details like store hours or directions.
Talkroute offers a streamlined interface to handle text conversations. (Source: Talkroute)
Phone.com: Best mobile-first business calling
Pros
- Includes unlimited minutes and 50 standard voice features on the base plan
- Offers mobile and web apps, ProSIM, and IP desk phone compatibility
- Adds AI answering, voicemail transcription, call recording, and analytics on higher plans
Cons
- No free trial available
- Call recording and analytics require the Pro plan
- App integrations are limited compared with RingCentral and Nextiva
My expert opinion
Phone.com is best for mobile-first business calling because it gives users several ways to stay connected from a smartphone, browser, or compatible desk phone. I especially like it for professionals who rely on their mobile phones throughout the day but still need a separate business number, call handling tools, and a more polished customer experience.
Its ProSIM option sets Phone.com apart from app-only softphones by allowing users to place business calls through the phone’s native dialer rather than relying entirely on Wi-Fi or a softphone app. However, the strongest tools, including voicemail transcription, AI-Connect Answering, call analytics, and CRM integrations, require higher-tier plans. For teams that want more built-in collaboration, Zoom Phone may be a better fit.
- Address book: Sync your contacts directly into its address book, so you can call or text right from your account without switching apps. You can organize contacts into groups and apply them to call handling rules
- Call notifications: Stay informed about every incoming call with real-time notifications via email or SMS. Each alert includes caller ID details, the dialed number or extension, and the date, time, and length of the call.
- Call screening: You’ll hear a brief audio message that identifies the number dialed and the caller’s ID. This is especially helpful if you manage multiple phone numbers and want to know exactly which line a caller is trying to reach.
Phone.com makes mobile calling setup fast and secure with ProSIM activation via QR code. (Source: Phone.com)
eVoice: Best for bundled virtual numbers
Pros
- Includes three phone numbers in one plan
- Supports multiple extensions for routing calls by team or department
- Offers add-ons for call recording, live receptionist, and professional greetings
Cons
- No desktop app available
- Voicemail-to-text and call recording cost extra
- Lacks advanced collaboration tools like video meetings and team messaging
My expert opinion
eVoice offers a straightforward softphone system that includes multiple phone numbers in the base plan, making it my go-to for bundled virtual numbers. This is ideal for small businesses seeking to manage multiple departments under a single account. With built-in tools like voicemail, custom greetings, and hold music, you can maintain a professional presence while streamlining call handling.
However, the trade-off is that eVoice is intentionally basic. It works well for managing calls, voicemail, greetings, and simple routing from a mobile app, but it is not built for teams that need a full softphone workspace with desktop calling, video, chat, or deep integrations. If you need a more modern all-in-one app, RingCentral or Nextiva is a stronger long-term choice.
- Merged calling: Combine multiple calls into a single conversation, perfect for managing discussions with multiple clients or team members at once.
- Voicemail transcription: Automatically converts voicemail into text so users can quickly review messages and respond efficiently without listening to audio.
- Virtual fax: Ditch the traditional fax machine and send faxes directly from your email. You can send and receive faxes using your mobile device, so you don’t have to drop by the office.
eVoice offers a simplified mobile interface for checking your calls and voicemails.
(Source: Google Play)
How to choose the best softphone for business
Choosing the best softphone for your business depends on how your team communicates, where employees work, and whether you need a simple calling app or a full business phone system. The right platform should make it easy to call, text, check voicemail, route calls, and collaborate from a desktop or mobile device without relying on a physical desk phone.
When comparing softphone providers, consider the following:
- Calling needs: Decide whether your team needs unlimited calling, metered calling, international calling, or shared phone numbers. Low-volume teams may save money with metered plans, while customer-facing teams typically benefit from unlimited calling.
- Desktop and mobile apps: Look for softphone apps that work well across computers, smartphones, and tablets. A strong app should let users make calls, send texts, check voicemail, transfer calls, and manage contacts without switching devices.
- Call management features: Prioritize features like call forwarding, call routing, voicemail, auto-attendants, call queues, call recording, and call transfers. These tools help small businesses handle calls professionally, even without a dedicated receptionist.
- Texting and messaging: If your team communicates with customers by text, compare SMS, MMS, team chat, and shared inbox features. Some providers include texting in base plans, while others limit usage or charge extra.
- Integrations: Choose a provider that connects with the tools your team already uses, such as CRM systems, help desk software, calendar apps, and productivity suites. Integrations are especially useful for teams that need customer history and call activity in one place.
- Scalability: Consider whether the platform can grow with your business. Some providers are best for solopreneurs, while others support larger teams with analytics, call monitoring, call queues, video meetings, and advanced admin controls.
Methodology: How I evaluated the best softphone providers
To help you find the best softphone software, I tested top platforms using a weighted scoring system. I focused on what matters most to business professionals and small teams, specifically affordability, ease of use, and business-ready features.
- Pricing (20%): I evaluated providers based on affordable monthly pricing, free trials, annual or volume discounts, and solid value for the cost.
- General Features (30%): I assessed providers based on whether they included calling basics such as virtual numbers, call management tools, and voicemail in the base plan.
- Niche Features (15%): I rated additional capabilities like team chat, call monitoring, integrations, or fax that streamline workflows without requiring top-tier plans.
- Ease of Use (10%): I considered the setup and usability of the softphone app on desktop and mobile, favoring clean layouts, onboarding guides, and fast response times.
- Customer Support (10%): I evaluated based on the availability of channels (live chat, phone, email) and response times for quick assistance.
- Expert Score (15%): I factored in overall impressions, user feedback, reliability, and long-term value to ensure the providers can grow with the business.
Frequently asked questions (FAQs)
The best softphone for business depends on your needs and preferences, whether you want advanced features, ease of use, or budget-friendly pricing. For most small teams, RingCentral offers a strong all-in-one solution, Grasshopper is great for simple calling and texting, and Zoom Phone stands out for its user-friendly design.
A softphone is used to make and receive calls from your computer or mobile device using the internet. It eliminates the need for a physical desk phone, letting you stay connected wherever you work.
One disadvantage of using a softphone is its reliance on a stable internet, along with potential data security concerns. To reduce connectivity issues, choose a provider like Phone.com, which offers eSIM support and uses the cellular network. For businesses handling sensitive information, RingCentral is a strong option thanks to its advanced security features and compliance with industry standards.
Bottom line
Softphones for business offer significantly greater flexibility by allowing you to access your entire phone system directly from mobile devices. I find them to be an affordable, scalable solution that supports business growth while maintaining professional communication.
RingCentral is at the top of my list of VoIP softphone providers because of its reliability and robust feature set for voice calls, video meetings, and instant messaging. I suggest trying it free for 14 days to see how it fits your workflow.
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