Business VoIP Applications VS. Business Desk Phones

May 05, 2021
Business VoIP applications or business desk phones? Which one is the best?

Entrepreneurs love to see their businesses thrive in today’s highly competitive market, and communication is a critical aspect of business success. However, many companies wrestle with whether to use VoIP applications or IP phone technology for communication.

Three billion people will be using mobile VoIP by the end of 2021. It is fascinating to think about how rapidly the world is changing. Comparing the two options can be puzzling since each comes with unique advantages and disadvantages.

As a business owner, there are several issues to consider when choosing which calling tool works best for your company. Understanding the features and benefits of the two technologies can help you reach a decision. Keep scrolling to learn more about business softphones and IP desk phones.

What are Business Desk Phones?

If you are familiar with the traditional analog phone, then you have an idea of how IP business desk phones work. The two are quite similar. The hardware design allows the IP Phone to rest on a desk where it receives and makes calls. However, business desk phones differ from the old technology because they operate through an IP connection.

IP desk phones sell at a range of prices depending on their features. You can get low-cost options with basic features for around $50. With recent technological advancements, there are enhanced desk phones available. The more expensive models may cost up to $200. Such phones are compatible with HD voice signals, additional external ports, and touch screens.

Understanding VoIP Applications

Unlike desktop phones, VoIP applications are sophisticated computer software that allows you to make internet calls. The programs can run on smartphones, desktop PCs, laptops, and tablets. Business softphones resemble smartphones in terms of features like contact lists and dialing interfaces that allow you to enter numbers.

VoIP applications use software to integrate third-party apps such as Click to Call and CRM. These phones’ ability to facilitate internet calls is a key technological advancement in the world of business VoIP.

VoIP softphones solve the puzzle of remote communication. By installing software in your internet-enabled gadget, you can read messages, receive and make calls, and access your contacts wherever you are. All you need is an internet connection.

An Evaluation of VoIP vs. IP Phones

Small businesses with internet access often prefer Softphone technology instead of an IP Phone for several reasons. For starters, business desk phones require a larger budget since you have to buy the hardware, and then contact a technician to install, configure, and update the software. The technology also requires accessories like power adapters, switches, routers, and cables.

Pros of Business Desk Phones

There are several reasons why companies and businesses have introduced desktop phones.

Examples include:

They Offer Excellent Voice Transmission

With a reliable internet signal, business desk phones deliver high-quality voice transmission, even in the case of HD audio. The phones are not vulnerable to poor connectivity and background noise since they are stationary.

They Are Ideal for an Office Setup

Using desktop phones for office calls is a perfect way to separate working hours from personal time. Since the hardware remains in the office, you do not have to handle late-night inquiries from clients.

Less Complicated to Use

It is convenient to use desktop phones for tasks in call centers and customer care offices because they are easy to operate. Examples of these tasks include call holding and forwarding.

Cons of Business Desk Phones

Notwithstanding the benefits, the use of desktop phones in a business environment has disadvantages, too. These include:

High Initial Costs

Installing business desk phones in an office is expensive. That makes the option difficult for small businesses that do not yet have the cash for big-budget investments.

They are Only Limited to Office Use

An IP phone will work reliably for operations around the office or within physical locations. It is not reliable for remote applications, so it is not worth investing in if your business does not fit such a setup.

Pros of VoIP Applications

Compared to an IP Phone, a VoIP softphone solution comes with many advantages. Here are several examples:

Softphones are Portable

With internet-enabled devices such as smartphones and laptops, you can install a softphone program and conduct business remotely. Such versatility is ideal for companies of all sizes, but smaller companies find the flexibility particularly beneficial.

They are Affordable

Cost-effectiveness is a chief consideration for businesses with a fixed budget in search of a reliable communication system.

The initial cost of purchasing a softphone is affordable for a small business, as you do not need a license or costly physical equipment. You can install softphone programs on your team’s laptops, and they can use an affordable USB headset to make and receive calls wherever they are.

They Offer Absolute Flexibility

With a platform that allows you to access your contact list, read and send messages, and make calls as you travel, doing business doesn’t get easier. As long as you have internet access, you do not need to stay in the office to make business calls and even hold conferences. Most businesses realize substantial gains in productivity with this versatility.

Cons of Business VoIP Apps

Network Disruption

While VoIP Softphones are cheap and generally reliable, the quality of their signal is vulnerable to background noise. When using a VoIP headset or hands-free speaker to make a business call, the person on the other end of the line may experience disruptions if the background is not absolutely quiet. This drawback is particularly difficult to manage during conferences and other gatherings that include multiple participants.


The caller and the recipient of the call need to be using the same app for the two to communicate, especially when using a free option. For instance, if you are using Viber, you can only communicate with another Viber user and not a WhatsApp or Facebook user. This can be challenging when trying to reach customers that use a different platform.

Internet Coverage

The reliability of business VoIP applications dwindles when the internet connection gets weaker. The applications depend on strong internet connections to work correctly. This option can be inefficient in low coverage areas.

A quick comparison of business voip application vs business desk phones

When Is Business VoIP a Viable Option?

You can opt to go for the softphone if you have a small budget or you want to limit expenses. Softphones are right for businesses looking to reduce communication costs both when they are getting started and when they are already established. You can use softphone applications remotely, so VoIP Applications are ideal in uncertain situations such as the COVID-19 Pandemic.

Features That Make VoIP Viable for Small Businesses


It is difficult for call center agents to handle all calls with the courtesy and urgency they deserve. An auto attendant helps agents to receive and route all incoming calls in a timely manner.

Call Cancellation

Unwarranted calls can waste an agent’s time. Therefore, having a system that can automatically block anonymous callers will increase the team’s productivity.

Call Routing

Having a setup that systematically directs calls to the best-suited receiver reduces clients’ wait and increases timely responses to queries.

Call Recording or Rating

Call rating will allow you to collect and analyze customer feedback, and you can listen to call recordings if any issues come up.

Call Queuing

This reduces the call waiting time as it enables agents to distribute calls to the entire team.

Call Notification

Call notification alerts senior employees of important calls from clients – for example when an influential investor is calling to ask for clarification from the manager.

Call Analytics

VoIP applications can collect and process data to act as a point of reference – for example, they can help analyze employees’ performance and the types of queries received from clients.

Examples of Business VoIP Applications

Different VoIP options come with varying features, and the prices differ too. Factors like user-friendliness and reliability are among the primary ones when selecting an App for your business. The modern market has multiple award-winning VoIP alternatives, including the following.

Google Voice

Any business using applications from the Google platform will find Google voice a perfect match for its operations. Monthly charges range from $10 per user.


The App ranks among the latest in the industry. It is ideal for new companies looking for a reliable VoIP option at an affordable rate. Businesses can pay a monthly fee ranging from $29.


Vonage is a fundamental building block in VoIP services. The app can merge flawlessly with a variety of CRM platforms. Vonage offers iOS and Android versions, which allows it to connect with up to five devices at a time. The app also has a feature that synchronizes the devices to ring uniformly during an incoming call.

Seek Expert Help Today

Communication is vital for any business. If your communication system cannot deliver quality service, you will face significant obstacles in your daily operations. The type of business setup you have determines whether business VoIP applications or desk phones are best for you.

It’s challenging to determine which communication/calling system works best for your business when deciding between VoIP vs. IP Phones. Don’t go through this process alone. Work with a partner who will help you choose the best calling tools for your business model. Contact Call Flow Solution today for reliable insights on business communication solutions.

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