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What is Communications Software?

Communications Software is a set of web applications that make it possible for team members to exchange data and discuss corporate operations in real time. You can use it to transmit information from one system to another, exchange files in various formats, or simply discuss sensitive corporate data in a protected, internal environment. Show more
Popular communication software types are messaging apps, live chat systems, FTPs (file transfer protocols), VoIP, and email providers which make it possible to communicate at low to no cost. If looking for the best communication system on the market, consider our leader, and other popular performers we listed in this category.Show less

How was this ranking made?

To devise this ranking of best Communications Software we have checked 794 trending apps currently present on the market, studying their features, ease of implementation, client service, possible integrations as well as mobile device support with our unique SmartScoreTM rating system. This ranking has been developed by Jenny Chang, our B2B authority dedicated to the Communications Software category.

List of Top 12 Communications Software

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1. RingCentral

Our score: 9.7 User satisfaction: 99%

RingCentral won our Best Phone System award as well as the Expert’s Choice Award. It's a perfect cloud phone system designed to make business communications easier. With RingCentral, you can use just one phone solution for engaging in voice communications, as well as organizing online business meetings and conferences.

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Our score: 9.8 User satisfaction: 99%

An industry-leading collaboration app for on-site and remote work teams. This leverages tools such as Kanban boards, Gantt charts, and workflow automations to help teams handle any type of project. It also seamlessly integrates with third-party apps to ensure easier adoption and extend its capabilities.

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3. Wrike

Our score: 9.7 User satisfaction: 99%

A collaboration software with user-friendly navigation and flexible project views for easier project management. It gives you a bird's eye view of your projects to get a better feel of the progress of your efforts. Moreover, its powerful reporting and analytics tools also help you generate accurate reports with actionable insights.

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4. JustCall

Our score: 9.2 User satisfaction: 90%

A phone system that allows you to make and receive calls using local phone numbers in 58 countries. Ideal for remote and co-located businesses serving international clients, it lets sales and support teams track and log calls and messages automatically. Moreover, it automates repetitive tasks to optimize productivity.

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5. ProjectManager

Our score: 9.2 User satisfaction: 100%

An online project management software packed with features for industries of all types and projects of any size. It has an easy-to-use interface with drag-and-drop functions so users can easily adjust due dates when needed. Managers will also be able to compare projects' actual vs. planned progress to ensure maximum productivity.

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6. PhoneBurner

Our score: 8.8 User satisfaction: 100%

A web-based power dialer that speeds up and streamlines the outbound calling process. PhoneBurner has a contact manager feature built into the system, which automatically organizes imported leads in preparation for the calling process. Using the contact manager feature, sales can create a priority list by category, custom tags, etc.

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7. Ytel

Our score: 8.7 User satisfaction: 95%

A contact center software that integrates with over 100 marketing solutions, Ytel provides businesses with different communication channels in one platform. These include SMS, voice calls, email, and direct mail. It also offers robust security options, which add to your clients’ peace of mind.

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8. Igloo Software

Our score: 8.5 User satisfaction: 100%

A next-generation intranet that enables remote teams, departments, or business units to collaborate in a secure, digital workplace. Includes essential intranet features such as file sharing, team calendars, email, file manager, permissions, etc. Integrates with most business platforms and uses RESTful API for integration of other tools and apps.

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9. Speakap

Our score: 8.8 User satisfaction: 96%

A secure communication platform that allows organizations in different verticals to engage with non-desk employees. The software provides organizations with the right communication channels to reach underserved segments of the workforce. Newsfeeds, chat, and timelines also ensure that companies can keep open lines of communication among team members and departments.

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10. Aircall

Our score: 8.5 User satisfaction: 100%

A smart and modern phone system for sales and support teams, Aircall is recommended for businesses in need of a complete call center solution but want to skip the setup of physical phone lines. As a cloud-based VoIP, Aircall can be installed instantly, allowing you to immediately launch your customer service line.

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11. 8x8 Call Center

Our score: 8.5 User satisfaction: 78%

8x8 Call Center is a communications platform based on the cloud. It has been the solution of choice for more than 40,000 business organizations.

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12. TxtSync

Our score: 8.0 User satisfaction: 100%

A text messaging platform for businesses and organizations, enabling users to receive and send bulk SMS without any hiccup or issue and at a very low price.

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Similar Categories:

In the event you didn't find just the solution you were looking for here's a list of various categories similar to Communications Software that you might want to browse through:

Communications Software Guide

Table of contents

Though communications tools are becoming increasingly popular, many SMEs are not aware of their usefulness and how they can help their business. Most platforms in this category have been traditionally targeted at large organizations that have their own call centers. Of late, online platforms have been launched that can be used by businesses of all sizes and types. This article details the different types of communications tools, which businesses they are targeted at, the top communications software providers in each category, the list of key features, and main benefits. You can also read our detailed reviews of the top 10 communications software.

Get to know each product with a free trial

In most instances, you should go and try out at least a few free trial plans or demo from the most popular and best communications software. With that approach you will be able to try out the major features and you should get a good comparison of the best communications software tools before you spend any money on one. The best thing to do is to try services that currently have the highest SmartScore rankings and Customer Satisfaction Rating in our communications software reviews: RingCentral reviews8×8 VoIP, CDMessenger, ClickDesk8×8 Call Center, VocalcomCampaign Monitor, LiveChatZoho Meeting, DeskRoll, and MyOwnConference.

Targeted Businesses

For Unified Communications Software and Call Center Software:

  • These products are ideal for companies focused on relationship and support management and looking to add customer support and call center capabilities.
  • High-volume call centers that wish to invest in desktop devices for their agents.
  • Headquarters of big companies that have in-house customer service and numerous telephone lines.
  • Small businesses such as e-commerce companies and marketing agencies that provide customer support over phone.

For Web Conferencing and Video Software:

Ideal for businesses with multiple branches and clients in many locations. This software can be used to reduce travel costs as it can be utilized for conference calls, training purposes, and interactions with team members and customers.

For Live Chat Software:

  • E-commerce sites and IT vendors can offer live help to improve customer experience.
  • Call centers can use this software to provide additional services by way of text-based communication.

For Email Management Software:

  • Email management applications are perfect for small businesses that use email as their main line of communication to customers.
  •  Growing companies can use such applications to manage emails from their staff members.
  • Enterprises can manage, distribute, and archive its large number of emails from employees and customers.

Communications Software For Enterprises

As we mentioned before, communications apps are most of the time directed towards large enterprises wishing to establish their internal communication network and to keep their large and decentralized teams connected. An elegant communications solution will seamlessly solve some of their biggest problems, including data reliability and excessive time consumption, in particular such that is scalable and well-integrated with the rest of their software architecture. Together with improved ROI rates, enterprises will get to save money communicating via third party applications and software, and will collaborate to keep all tasks in line with the firm’s long term mission and goals.

What are Examples of Communications Software?

For Unified Communications Software and Call Center Software:

  • Five9: Offers many features such as real-time reporting, CRM integrations, speech recognition, IVR (Interactive Voice Response), and skills-based routing. Can be used by businesses of all sizes.
  • 8×8 Virtual Contact Center: User-friendly suite that provides a pay-as-you-grow pricing model.
  • RingCentral: Offers voice, conferencing, text, and fax solutions for businesses and freelancers.
  • Vocalcom Cloud Contact Center: This product provides live chat, Visual IVR, and social media customer engagement at an affordable cost.
  • Ideal for small business and medium-sized companies that can utilize its useful features such as text and fax services.

For Web Conferencing and Video Software:

  • GoToMeeting: Ideal for all types of businesses and freelancers. Allows calls with up to 25 users. It allows sharing both on desktop applications as well as mobile devices, and integrates with Microsoft Outlook to facilitate scheduling.
  • ClickMeeting: Web-based app that allows document sharing, screen sharing, and whiteboard presentations.
  • Speek: Allows conference calling and call recording. This app is easy to use and works great on mobile devices.
  • GoToWebinar: Ideal app for webinars involving up to 1,000 participants. Works both on PC and Mac.

For Live Chat Software:

  • HelpOnClick Live Chat Software: Easy to install and offers a real-time website traffic monitor that can be used to invite visitors for a chat.
  • RumbleTalk: Offered in over 20 languages. Websites can use this chatroom platform. The app can be utilized to offer a customized experience by creating your personal CSS skin or related themes.

For details on other popular apps and to do detailed comparisons, browse our article on the top 15 communications solutions.

Types of Communications Software

Unified Communications Software and Call Center Software: These software products are a suite that offer features such as email or telephony management tools, PBX (Private Branch Exchange), and Voice over Internet Protocol (VoIP). They are used in call centers and companies with a huge amount of telephone lines.

Web Conferencing and Video Software: This type of software is used for conducting online meetings and webinars with video connection on desktop and mobile, and includes document and screen sharing capabilities.

Live Chat: This type of software is installed on websites to enable businesses to provide personalized customer support. It provides reports on the browsing behavior of website visitors which can be used to create customized chat and support experiences. The data can also be used to create and manage advertising campaigns.

Email Management: This type of software allows businesses of various sizes to manage inbound emails. It allows business owners to track and monitor important emails. Such applications also ensure that managers can respond to important emails in a timely manner.

Key Features of Communications Software

  • Cloud PBX – Utilizes the benefits of cloud service to offer a phone system over the internet.
  • Auto-Receptionist – Handles and forwards calls automatically without manual aid.
  • Call Forwarding – Forwards calls accurately to the right internal unit and individual employee.
  • Call Recording – Helps to record calls for future reference and training purposes.  
  • Video Conferencing – You can conduct virtual meetings with team members in diverse locations around the world.
  • Audio Conferencing – You can chat with team members in other locations through this feature.
  • Internet Fax – Makes use of internet protocol to send faxes.
  • Voicemail and Greeting – Offers a bunch of greetings as well as voicemail facility to record messages when you are not available.
  • Multi-level IVR – Expands the capability of the auto-receptionist feature to manage large volume of incoming calls.

Benefits of Communications Software

The best communications software for you business is supposed to offer the following benefits:

  • Improve Your Communication Capabilities: An integrated communications system can help to automate communication processes so that users are able to communicate effectively with one another regardless of device, location, or media type.
  • Boost Personal and Business Productivity: A scalable solution can offer quick payback and improve performance and speed in a high volume atmosphere.
  • Increase Accuracy: Minimize manual intervention and boost the reliability, accuracy, and speed of information exchange between users.
  • Gain Flexibility: Scale the range and number of communication channels to keep up with the growing requirements of your business.
  • Improve Compliance: Use centralized rights management and tracking to capture all important communication events in accordance with regulatory requirements.
  • Reduce Administration and Infrastructure Costs: Use a consolidated communications solution to minimize the cost of maintaining multiple device-specific channels.
  • Transparency: Use various communication channels to keep in touch with employees working in different regions and schedules. It is perfect for those with remote or hybrid staff.
  • Unified Communications: Unified communication is the integration of real-time and near real-time communication solutions. This means the integration of phone, chat services, messaging, video conferencing, commenting and feedback systems, and others. Unified communications provide a consistent user interface across multiple media types and devices. The advantage is you can reduce infrastructure expenses and offer more features for a responsive experience.
  • Video Conferencing: Traditionally, video conferencing was used in boardroom meetings. The new trend is the use of video-enabled tablets and smartphones that allow users to call from anywhere, anytime. Web-based video conferencing enables teams to discuss in virtual rooms to boost collaboration. The latest video conferencing systems offer collaboration features such as screen sharing, text chat, and document sharing.

Potential Issues

  • Issues with Unified Communications: Unified communications makes use of a single computer-based system to handle phone, chat, video, document sharing etc. But there can be problems with this method. First, you have to purchase a one-size-fits-all service (on-premise or cloud-hosted) and then ensure all users have compatible tools to utilize the software.  This affects portability, which is essential for communication.
  • Absence of Unified Communications Apps on the Four Main Platforms: The need of the hour is consistent and compatible unified communications apps on the four most popular platforms: Windows, Mac OS, iOS, and Android. But, no vendor provides such an offering. Microsoft comes close with its Lync solution, but the product’s development has taken many years which has created big compatibility gaps. This means the Lync platform is not that effective if your workforce is location-flexible, multiplatform, and mobile.

Communication Tools for Small and Medium-Sized Businesses

Small and medium-sized businesses often have limited budgets reserved for business tools. While such software can help the company boost its productivity, investing in applications for specific business operations such as communication can be risky. Therefore, it is important to carefully evaluate the specific needs of the company based on its size before choosing a communication app.

Start-Ups and Small Businesses

Start-ups and small businesses have the most limited budget for tools and software. They usually spend most of their funds on developing their products and services to maximize their revenue potential. However, many enterprises are beginning to realize the importance of communication tools in increasing productivity.

Taking the budget into consideration, company owners or managers should ask themselves the following question before spending on dedicated communication software:

  • How do you communicate with your clients and your staff?
  • What is your primary method of communication? Is it email, phone call, or chat?
  • How often do you communicate with your clients and your team?
  • Are features from free applications enough? Will you need premium functionalities?

These questions narrow down the options while making sure that using the chosen communication tool will provide the most return of investment.

Medium-Sized and Growing Enterprises

Medium-sized and growing enterprises have relatively sizable funds to begin investing in specific productivity tools. Much like start-ups, emerging companies also have unique factors to consider before considering communications tools. Here are a few:

  • Price flexibility – Most communication software is offered with free trials along with various price packages. These packages should be flexible enough for companies that want an affordable subscription. As the company grows, it should be able to upgrade easily for more features.
  • Adaptability – Mid-sized companies experience the most changes as it grows. That said, the communication application should be able to adapt to changing business processes. For example, as the company begins to create various departments, they should be able to create channels or groups in the communication platform exclusive to such teams.
  • Scalability – Speaking of changes, the company will also begin growing its staff members and clients. Therefore, the communication software should be able to effectively handle the number of users. This also includes the ability to organize messages, content, type of user, and more.

The Role of Communications Software in Remote Work

Working remotely is now being embraced by companies to provide flexibility among its employees. At the core of remote working are robust communication guidelines and tools. Here are some of the features that you should consider for your remote team:

  • Collaboration – Because your team members are not within the physical proximity of each other, communication is challenging. As such, the communication tool should be built around collaboration to ensure transparency. A combination of synchronous and asynchronous channels allows team members to connect even if they have varying schedules.
  • Fully-Featured – Modern communication software combines functionalities such as chat, audio calls, and video calls. It should also allow users to send files, video, audio, and other content for collaboration. Some platforms also include interfaces that mimic social media to facilitate communication between a large group of people.
  • Integration – If the communication software integrates easily with the other tools used by the company, it is much simpler to incorporate it with the current workflows. Additionally, it allows users to communicate contextually. This minimizes miscommunication, especially when discussing tasks or projects.

We hope this article has updated you on the features and benefits of popular types of communications software and the top vendors in each category. Choose a suitable product based on your needs and the features offered.

List of Communications Software Companies

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Product name:
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User Satisf.
User reviews:
KDMARC reviews


Communications Software
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Chanty reviews


Communications Software
The Real PBX reviews

The Real PBX

Communications Software
RingCentral Office reviews

RingCentral Office

Communications Software
Channels reviews


Communications Software
Outpost reviews


Communications Software
Mailbird reviews


Communications Software
RingCentral Video reviews

RingCentral Video

Communications Software
Messagenius reviews


Communications Software
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RingCentral Meetings reviews

RingCentral Meetings

Communications Software
iTacit reviews


Communications Software
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StoryXpress Recorder reviews

StoryXpress Recorder

Communications Software
Clearout reviews


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Illumine App reviews

Illumine App

Communications Software
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TuneFab Screen Recorder reviews

TuneFab Screen Recorder

Communications Software

Things to consider when you invest in a SaaS

Pricing details are a vital consideration when you evaluate SaaS providers. Ask the vendor if they offer price safeguards and contractual flexibility. “Shelfware” has become a major concern in SaaS licensing as buyers end up shelling out for more than they require. Plus, to get pricing predictability, buyers are forced to subscribe to long-term agreements. Make certain you don’t get saddled with long-term licensing and get locked in for a long time with a single vendor. Ask about easy exit policies that allow you to migrate to another provider if you are not satisfied with the services offered by the current one. Select a vendor that offers a convenient standard annual termination facility as well as long-term price protection.

Another key factor to consider is whether the cloud vendor meets compliance and security requirements. Your business is answerable to employees, customers, business partners, and regulators. Therefore, you should choose a provider that has adopted a technically sound and comprehensive security system. Map your security control requirements such as availability, integrity, confidentiality, privacy, and accountability to the vendor’s capabilities. Ask the potential provider about the practices and systems they use to protect your sensitive data. Do they meet general as well as industry-specific compliance and security standards? Do they offer special measures to meet the unique security needs of your particular industry? Get satisfactory answers to these questions before you make the investment.

Frequently asked questions about Communications Software

What is the best communications software?

The best communication software is RingCentral. The award-winning cloud phone system makes it easy to set up a unified communication solution. You do not have to worry about installation and infrastructure as the entire service lives on the cloud.

The platform provides an all-in-one communication solution. It combines phone, messaging, video, and conferencing. Your team can connect with one another, discuss with their team, and conduct online meetings right in RingCentral.

Furthermore, even small and mid-sized companies can easily set up an omnichannel customer service. You can improve your customer relationships through proactive engagement. Additionally, your clients can reach you through any digital channel.

What are the benefits of communications software?

Communication software serves as the backbone of your entire organization. It ensures that the entire organization is on the same page while making sure that various operations are well coordinated. Here are some of its benefits:

  • Improved Collaboration: Your team members can always reach their supervisors and colleagues at any time. They can easily work together to solve problems, execute plans, and more.
  • Enhanced Productivity: With better collaboration comes increased productivity. Team members can share knowledge and skills to accomplish tasks and projects in a timely manner.
  • Transparency and Accountability: Managers can provide feedback right away based on the employees’ real-time performance. It is also easy to reach team members responsible for key tasks and projects.
  • Better Accuracy: Since members are always on the same page, mistakes and problems can be minimized. Furthermore, errors can be easily corrected by communicating with proper shareholders easily.
What are the features of communications software?

Most modern communication software includes advanced features. This allows organizations to consolidate various communication channels and functionalities such as:

  • Cloud PBX: A central communication hub without the need to set up expensive infrastructure. You can connect your employees’ devices to a central system through the Internet.
  • Recording: Videos, audios, and texts of communication in various channels are stored and archived for future use. You can easily track conversations, create meeting minutes, and more.
  • Voicemail: Receive and record voice calls in your absence.
  • Web Conferencing: Built-in audio and video capabilities so you can conduct meetings, webinars, and more.
  • Integration: Combination of various tools and third-party apps to incorporate communication with the current business workflow. It also extends the capabilities of the platform such as the ability to send files through the cloud.
What is the easiest communications software to use?

An important feature of any modern communication software is the usability of its user-interface. Users should be able to navigate around the platform without the need for extensive training. Here are some of the easiest communication apps to use:

  • JustCall: Targeted towards sales and support teams, this app features a familiar phone interface integrated with advanced features. It can be used with any device such as computers or mobile phones.
  • PhoneBurner: The app is an easy-to-use dialer for sales teams. Its intuitive interface ensures that salespeople can focus on their customers and revenue.
  • Ytel: A contact center solution that is easy to set up and use. Functionalities are organized into various modules so agents can reach customers using various channels.
What is a good free communications software?

There are communication applications that offer free plans for small and growing businesses. Here are a few:

  • Wrike: The productivity platform integrates various communication channels for your team. Its free plan is perfect for small teams of up to five members.
  • Flock: The collaboration software is built around improving team communication. Its Starter plan is free of charge which includes unlimited messages, 10 public channels, 5 GB of storage, and more.
  • Slack: Slack is a popular team messaging platform with a powerful free plan. It provides 10,000 searchable messages, 10 app integrations, and one-on-one video calls.
Jenny Chang

By Jenny Chang

Senior writer at FinancesOnline who writes about a wide range of SaaS and B2B products, including trends and issues on e-commerce, accounting and customer service software. She’s also covered a wide range of topics in business, science, and technology for websites in the U.S., Australia and Singapore, keeping tabs on edge tech like 3D printed health monitoring tattoos and SpaceX’s exploration plans.


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FinancesOnline is available for free for all business professionals interested in an efficient way to find top-notch SaaS solutions. We are able to keep our service free of charge thanks to cooperation with some of the vendors, who are willing to pay us for traffic and sales opportunities provided by our website. Please note, that FinancesOnline lists all vendors, we’re not limited only to the ones that pay us, and all software providers have an equal opportunity to get featured in our rankings and comparisons, win awards, gather user reviews, all in our effort to give you reliable advice that will enable you to make well-informed purchase decisions.