By Adriana Linares

For many attorneys and professionals, maintaining a separate office phone number without carrying an additional device is crucial. Softphones, commonly known as voice-over-ip phones, offer a viable and affordable solution. These services consist of a subscription and/or an app that uses your device’s microphone and speakers (and sometimes camera) and, of course, an internet connection. Devices such as laptops, smartphones, computers, smart TVs, and tablets can all be converted into softphones.

What Are Some Key Features?

Digital phone systems come with many features designed to enhance communication efficiency and flexibility. Here are some of the key features that make these systems an attractive option for modern law offices:

1. Independent Numbers: Each user account is assigned its own phone number, so you don’t have to share your personal cellphone number with clients, and every person in your firm has their own number.
2. Forward, Transfer, Combine Calls: Digital phone systems offer the same features as traditional phone systems.
3. Video Chats: Many digital phone systems include video calling and conferencing capabilities.
4. Voicemail: Customize voicemail settings to manage missed or forwarded calls efficiently. Voicemails can be accessed from other devices or sent as an email, ensuring you stay informed no matter where you are.
5. Text and Instant Messaging: Integrated instant messaging allows for quick text-based communication, ideal for brief updates, sharing documents and links within your office, or texting your clients. 
6. Do Not Disturb: Easily set your status to Do Not Disturb during meetings or focused work periods to avoid interruptions.
7. Integrations: Most phone apps integrate with common software and services like Microsoft 365 or Zoom. All of today’s web-based legal practice management systems integrate with popular services, allowing you to track time on calls and easily assign them a matter number for billing.

What Do They Cost?

The cost of digital phone systems can vary widely based on the features and the scale of the service required. Typically, these systems operate on a subscription-based model, with monthly fees per user or per line. Here are some general pricing considerations:

• Basic Plans: These usually start at around $10-$20 per user per month. Basic plans often include essential features like call forwarding, voicemail, and limited minutes.
• Standard Plans: Priced between $20-$40 per user per month, these plans offer additional features such as video calls, conference calls, and more extensive customer support.
• Premium Plans: For more comprehensive services, including advanced integrations, extensive video conferencing, and high-level support, premium plans can range from $40-$60 or more per user per month.

In addition to monthly subscription fees, some providers may charge setup fees, equipment costs (if hardware phones are desired), and additional charges for international calling or extra features.

What are the Limitations to Consider?

While digital phone systems offer numerous benefits, there are some limitations to consider:

• Internet Dependency: As these systems rely on internet connectivity, any issues with your internet service can disrupt phone communications.
• Quality Variability: Call quality can vary based on the strength and stability of the internet connection. In areas with poor internet infrastructure, this can be a significant drawback.
• Power Dependency: Unlike traditional phones, which can operate during power outages, digital phone systems typically require power to function, making them vulnerable during electrical failures.
• Initial Setup: Depending on the complexity of the system and the existing infrastructure, the initial setup can be time-consuming and may require technical expertise — especially if you are looking to integrate with another system. 

Phone apps offer a mobile and remote workplace solution that provides on-the-go access for convenient and efficient communications. For attorneys looking to maintain a separate office phone number and enjoy the flexibility of modern communication tools, softphones are an excellent choice. If you are a member of the SDCBA and would like to learn more, or if you have any other questions, make a free appointment to meet with the SDCBA’s Technology & Practice Management Advisor, Adriana Linares.