What Is a Cloud Softphone? Guide for UK Businesses

If you’ve been searching for a better way to manage business calls, you’ve probably come across the term cloud softphone. But what exactly is it, and why are so many UK businesses making the switch? This guide explains what a cloud softphone is, how it works, and why it may be the right choice for your business.

What Is a Cloud Softphone?

A cloud softphone is an application that lets you make and receive phone calls over the internet using your business number. Instead of relying on a physical desk phone, you install the app on your laptop, desktop, tablet, or mobile phone. All the heavy lifting happens in the cloud.

Think of it as your business phone system, without the bulky hardware. You log in with your company credentials, and instantly, you have a fully functional business phone at your fingertips.

Many cloud softphones also include extra features like voicemail, call forwarding, video conferencing, and business text messaging, giving you more than just voice calls.

Why UK Businesses Choose Cloud Softphones

Companies across the UK are moving away from traditional desk phones and adopting cloud softphones. Here’s why:

• Work anywhere: Whether your team is in the office, at home, or travelling, a cloud softphone keeps everyone connected with the same business number.
• Lower costs: No need to buy expensive desk phones or maintain on-site equipment. Calls run over the internet, which can cut monthly expenses compared to traditional phone lines.
• Professional presence: Staff can call from their personal devices but display the business number, keeping personal and work calls separate.
• Simple management: Updates happen in the cloud. Your IT team doesn’t have to spend time maintaining hardware or rolling out patches.
• Scalability: Adding a new employee takes minutes. Instead of ordering a phone and waiting for delivery, you create a login, and they’re ready to go.

Cloud Softphone vs Traditional Desk Phones

One of the biggest questions businesses ask is how a cloud softphone compares to traditional desk phones. Here are the main differences:

• Cost: Desk phones require hardware and ongoing maintenance. A cloud softphone runs as software, reducing upfront and long-term costs.
• Flexibility: Desk phones tie you to a single location. A cloud softphone lets you take your business number anywhere with an internet connection.
• Features: While desk phones handle calls, cloud softphones offer integrated features like SMS, video, and presence indicators.
• Scalability: Adding desk phones means new equipment. With a softphone, scaling is instant.

In short, businesses looking for mobility and cost savings find cloud softphones far more practical.

Cloud Softphone vs Mobile Apps

At first glance, you might wonder if you even need a cloud softphone when you already use mobile apps like WhatsApp, Zoom, or Skype. The difference comes down to control and professionalism.

• Consumer apps are tied to personal numbers, not your business identity.
• A cloud softphone ensures every call or message shows your official business number.
• Compliance is easier to manage, especially in regulated industries like finance and healthcare.

If your staff are using personal apps for business, you risk losing control of communication data when they leave the company. A cloud softphone prevents this by keeping everything on company-owned lines.

Real-World Use Cases for Cloud Softphones

Here are examples of how different UK industries benefit from switching to cloud softphones:

Financial Services

Client confidentiality and compliance with FCA and MiFID II regulations are critical. Cloud softphones allow firms to keep all business communications on company-controlled numbers, with records retained for auditing when required.

Education

From universities to local schools, communication with staff, parents, and students is much smoother when calls and texts come from a consistent, professional number instead of personal mobiles.

Healthcare

Doctors and staff can contact patients securely, while protecting their personal mobile numbers. Cloud softphones also make it easier to manage call routing across multiple locations.

Real Estate and Property Management

Agents and property managers often work in the field. With a cloud softphone, they can return calls and send texts that show the business number, not a personal mobile, keeping client communication professional.

Remote and Hybrid Teams

As remote working grows in the UK, cloud softphones provide employees with the same communication tools they would have in the office, no matter where they are.

How to Choose the Right Cloud Softphone

If you’re considering a cloud softphone for your business, here are the key factors to evaluate:

• Compatibility: Does it work with your existing VoIP service or Microsoft Teams?
• Business SMS: Does it support text messaging, which is now just as important as voice?
• User experience: Is the app simple enough that employees will use it?
• Support and reliability: Is there strong customer support in the UK, and is the service reliable with minimal downtime?
• Pricing model: Look for transparent, predictable pricing without hidden charges.

FAQs About Cloud Softphones

What is a cloud softphone?

It’s an app that lets you use your business phone number to make and receive calls over the internet, without needing a physical desk phone.

How does a cloud softphone work?

You install the app on your device, log in with your credentials, and connect to the internet. Calls are routed over VoIP technology instead of traditional phone lines.

Can I use a cloud softphone with Microsoft Teams?

Yes. Many cloud softphone solutions integrate directly with Microsoft Teams, so your business can manage calls and texts in one place.

Is a cloud softphone secure?

Yes, provided you choose a reputable provider that uses encryption and complies with UK data protection regulations.

Who should use a cloud softphone?

Any business that wants flexibility, cost savings, and professional communication, especially companies with remote teams or multiple locations.

The Bottom Line

A cloud softphone gives UK businesses the flexibility, professionalism, and cost savings they need to stay competitive. Instead of being tied to one location, your business number travels with you, making communication easier for both your team and your customers.

Ready to see how a cloud softphone can work for your business? Contact Mobex today to learn more about our UK solutions for VoIP, business SMS, and Microsoft Teams integration.

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