Missing important details from customer calls? Struggling to resolve disputes because there’s no call record? Without a way to review conversations, it’s hard to train your team, improve service, or protect your business. That’s where VoIP call recording comes in.
In this guide, we’ll look at the 7 best VoIP call recording solutions in 2025. These tools let you record, store, and access calls made through your internet-based phone system.
Whether you need full-time recording or just want to capture key conversations, you’ll find a solution that fits your needs.
How Does VoIP Call Recording Work?
VoIP call recording works by capturing audio from phone calls made over the internet. When someone uses a VoIP system to make or receive a call, the system records the voice data as it travels through the network.
Since the entire call runs on a digital connection, the audio can be recorded and saved automatically, without any special equipment.
These recordings are usually stored in the cloud. That means you don’t need local storage or physical servers. You can listen to past calls directly from your computer, download them if needed, or share them with your team.
Many cloud-based VoIP systems let you turn recording on for all calls or just certain ones. Others allow you to record only certain types of calls, like incoming calls, outgoing calls, or just calls to a specific business phone number.
Legal Requirements for Recording Business Calls
Before we discuss call recording solutions you can try out, we have to discuss the legal considerations about recording calls in the US.
There are specific rules you need to follow, and they change depending on where you or the other party is located.
One-Party vs. All-Party Consent
In most states, only one person on the call needs to agree to the recording. This is called one-party consent. If you’re part of the call and you give yourself permission to record, you’re likely in the clear.
But several states have stricter rules. In all-party consent states, everyone on the call must agree to be recorded. If even one person doesn’t know or didn’t say yes, the recording may be illegal.
Some of the states that require all-party consent include:
- California
- Connecticut
- Florida
- Illinois
- Maryland
- Massachusetts
- New Hampshire
- Pennsylvania
- Washington
California is one of the strictest. If the conversation is considered “confidential,” you must get permission from everyone involved. Otherwise, you could face criminal charges or be sued for damages.
Recording phone conversations without proper consent is risky. It could break state or federal wiretap laws. That means possible fines, lawsuits, or even criminal charges.
Let’s say you’re in a one-party consent state like Texas, but your client is in California. California’s all-party rule might apply. In cases like this, it’s smart to follow the strictest rule or get everyone’s permission before you start recording phone calls.
If you’re not sure about the legal requirement in a certain state, always ask for consent from everyone. This keeps your business safe and avoids legal trouble.
Top 7 Call Recording Software in 2025
Looking for a simple way to keep track of your business calls? Call recording software can help you review conversations, train your team, and improve customer service.
Let’s look at the virtual phone services with call recording features in 2025
1. Talkroute
Talkroute is an online business phone system that helps you stay connected with your customers through calls, texts, and video meetings. You can use it from your desktop, laptop, or smartphone.
With Talkroute, call recording is easy. When you turn Talkroute’s call recording feature on, a friendly default message plays before the call connects, letting callers know “this call may be recorded” so you’re covered from the start.
Key Features
- Call recording – Capture both incoming and outgoing calls for training, dispute resolution, or future reference, with an automatic message letting callers know the conversation is being recorded before it connects.
- Easy access and playback – Access your recordings online from any device, no matter where you are
- Permission controls – Decide exactly who can access recordings for each phone number
- Customizable notifications – Use the default call recording message or upload your own custom version
- Flexible settings – Turn call recording on or off for each number to match your workflow and compliance requirements
- Unlimited recording and storage – Save as many recordings as you need with no storage limits
- Call forwarding and routing – Send calls to any phone or computer with full control over how and when they ring
- Video meetings – Host secure video calls with screen sharing, file sharing, chat, and whiteboard tools
- Cross-platform apps – Talk, text, and meet using the desktop, mobile, or web apps on any major device or browser
Get 7 days to try automatic call recording, right inside your browser or app. Start your trial now.
2. OpenPhone
Source: openphone.com
OpenPhone is a virtual phone system that combines calls, texts, and contact history into a shared platform. It supports internal collaboration, contact management, and automated workflows.
Teams can use OpenPhone through web and mobile apps to manage business communication and customer interactions in one place.
Key Features
- Unified communication view – Combine call logs, messages, voicemails, and notes in a single shared thread
- Automatic call recording – Record calls by default to maintain records and support follow-ups
- AI-powered summaries and transcripts – Get call recaps, searchable transcripts, and automated tags
- Customizable notifications – Play voice or audio alerts to let callers know a call is being recorded and stay compliant with local laws
- Unlimited storage – Keep all your call recordings in your OpenPhone workspace at no extra cost
Recommended reading
Dialpad vs OpenPhone: Which Platform Suits Your Business Needs?
3. Aircall
Source: aircall.io
Aircall is a cloud-based communication platform designed to help teams manage calls, messages, and customer interactions in one place. It offers AI tools, integrations, and automation to support sales and customer service workflows.
Users can connect across voice, SMS, and WhatsApp while accessing features for routing, reporting, and conversation management.
Key Features
- Call recording – Automatically record inbound and outbound calls to capture the full context of every conversation, with settings you can adjust anytime
- On-demand playback – Listen to call recordings whenever you need, either in Aircall or directly in your integrated CRM
- No extra cost – Access clear, complete audio recordings without paying extra for the feature
- AI voice agents – Handle and qualify inbound calls automatically with 24/7 virtual agents
- CRM and help desk integrations – Sync conversations and data across tools like Salesforce, HubSpot, and Zendesk
Recommended reading
Aircall vs RingCentral: Features, Pricing Plans, & Which to Pick
4. Nextiva
Source: nextiva.com
Nextiva is a unified-CXM platform designed to manage customer interactions across channels, including voice, messaging, email, chat, and social media. The platform combines AI, automation, and real-time insights to support customer service, sales, and back-office teams.
It helps organizations streamline communication, automate workflows, and access customer intelligence from a single system.
Key Features
- Call recording – Choose how calls are recorded with options like never, always, always with pause/resume, on demand, or on demand with user-initiated start
- Custom alerts and announcements – Play start/stop messages to let callers know they’re being recorded and set notifications for pause or resume actions
- Voicemail recording – Record users’ voicemails along with calls for complete conversation tracking
- Feature code controls – Start, stop, pause, or resume call recordings instantly with simple keypad codes
- Unified customer communication – Connect and manage conversations across voice, SMS, chat, email, social media, and reviews
Recommended reading
Nextiva vs RingCentral: Which Tool to Choose
5. MightyCall
Source: mightycall.com
MightyCall is a cloud-based call center software built for small and mid-sized businesses. It provides a full set of tools to support customer service and sales operations, including call routing, analytics, compliance features, and voice management.
The platform is designed to help teams handle high call volume, monitor performance, and stay compliant with legal and industry standards.
Key Features
- Inbound and outbound call recording – Record all calls to keep a clear record and review details of business calls
- Automated caller alerts – Play a notification before recording starts to keep the process legal and transparent
- Custom recording notifications – Choose the type of alert callers hear when their call is being recorded
- Cloud storage and access – Save all recordings securely in the cloud and access them anytime from MightyCall’s web panel or mobile app
- Automatic call distribution (ACD) – Route calls to available agents based on custom rules or skill levels
Recommended reading
MightyCall vs Grasshopper: Which One Is Right For You?
6. RingCentral
Source: ringcentral.com
RingCentral is a cloud-based platform that brings together voice calls, messaging, video meetings, and contact center tools in one place. It supports businesses of all sizes with features designed to improve internal collaboration and customer engagement.
The platform integrates AI across conversations and workflows and connects with hundreds of business tools through pre-built and custom integrations.
Key Features
- Call recording – Record voice calls for training, compliance, or review with storage and playback options
- Custom alerts and announcements – Play start/stop messages to let callers know they’re being recorded and set notifications for pause or resume actions
- Voicemail recording – Record voicemails along with calls for complete conversation tracking
- Feature code controls – Start, stop, pause, or resume call recordings using simple keypad codes
- AI-powered insights – Access real-time suggestions and conversation summaries across calls and meetings
Recommended reading
RingCentral vs OpenPhone: Which One Offers More Value?
7. 8×8
Source: 8×8.com
8×8 is a unified communications platform that combines voice, messaging, meetings, and AI tools into one system. It supports global collaboration through desktop and mobile apps, integrates with major business platforms, and includes built-in analytics and automation features.
The platform helps teams stay connected and manage customer and internal communication from anywhere.
Key Features
- Call recording and storage – Capture, store, and retrieve call recordings for training, compliance, or archiving purposes
- Flexible recording options – Record all calls automatically, choose on-demand recording, or turn the feature off as needed
- Access and management – Review, download, or delete recordings from the Virtual Office Online dashboard or save them to your desktop, Dropbox, or 8×8’s cloud
- Role-based permissions – Allow supervisors, authorized users, or individuals to record calls based on assigned access levels
- Compliance tools – Play recording notifications for the other party and follow jurisdiction-specific recording requirements
What are the Benefits of Recording Business Calls
Recording business calls isn’t just about having a backup. Whether you handle inbound calls or outbound sales, there are clear reasons to record and review your conversations. Let’s look at the benefits of call recording for businesses.
Improve Customer Service
When you record and listen to calls, you hear exactly how your team speaks to customers. This helps you notice what’s going well and what needs to be better.
For example, if a customer says they were confused or upset, you can go back to the call and hear what really happened. This makes it easier to respond the right way and fix the issue quickly.
You can also use call recordings for training. New team members can learn by hearing real calls. You can play good examples to show how to answer tough questions, and highlight what to avoid. This helps your team speak clearly and handle calls with confidence.
Access Information Anytime
Call recordings give you a quick way to access automatic records. If someone gives their account number, billing info, or important instructions, you don’t have to take notes while you’re on the phone.
You can listen again later, download the recording, and follow up without missing anything. Being able to access these recordings on your computer makes it easy to stay organized and accurate.
Protect Your Business
Call recordings give your company a clear record of what was said. If a customer disagrees about a price or denies giving approval, you can check the call. This protects your team from false claims and helps solve problems faster.
If you work in a field with strict rules, like healthcare or finance, having recordings helps you meet legal and privacy standards.
Support Your Sales And Marketing Team
Sales calls can tell you a lot about what customers want. Listening to those calls helps your team learn what works and what doesn’t.
You can hear which questions come up often, what leads to a sale, and what causes people to say no. This helps your team improve future calls.
Your marketing team can also learn from recorded calls. If customers keep calling to ask about the same product or feature, that tells you something is missing from your website.
You can use this feedback to update your content, improve your messaging, and make your contact process clearer.
Make Call Handling Smoother With Auto Attendant
Many recording systems include an auto attendant feature. This tool helps with inbound calls by greeting customers and sending them to the right person. For example, a caller can press 1 for sales or 2 for support.
This saves time and helps people reach the right person faster. It also makes your business sound more professional and keeps things running smoothly.
Track Team Performance
Listening to calls is a simple way to check how your team is doing. Managers can hear how staff handle real conversations, give feedback, and help improve call quality.
If someone talks too fast, misses key details, or forgets to ask important questions, it’s easy to catch and fix. You can also use strong calls as examples for others to learn from. This helps the whole team get better at phone conversations.
Recommended reading
7 Best JustCall Alternatives for 2025: Which One Is For You?
Best Phone System for Remote Workers: Top 7 Choices
Take Control of Your Business Calls with Talkroute
Running a business means keeping in touch with your customers, your team, and your partners. Talkroute brings all your communication together in one place.
You can make and receive calls, send texts, check voicemails, and even join video meetings. You do not need any special equipment or complicated setup.
Just download the app on your computer or phone, sign in, and you are ready to go. Whether you are at your desk or on the move, Talkroute helps you stay available and organized.
It takes just a few minutes to set up, and once you are in, you can route calls, manage messages, and keep your team on the same page.
FAQs About a VoIP Call Recording
Can VoIP calls be recorded?
Yes, VoIP calls can be recorded using built-in call recording features or third-party call recording software.
Many VoIP phone systems offer automatic call recording, letting you record calls automatically or on demand.
You can also adjust call recording settings for individual users or support teams. These recording solutions help with quality assurance, employee training, and later playback.
Are VoIP calls traceable?
VoIP calls are traceable since they go through internet networks, and their data can be logged by the VoIP service provider.
Most VoIP systems keep records of incoming and outgoing calls, including the time, caller IP, and duration. This data can support business tracking, customer satisfaction checks, and security reviews.
What is the difference between VoIP and a voice call?
A VoIP call uses the internet to send voice data, while a regular voice call travels over phone lines or mobile networks.
VoIP phones offer more features like call recording capabilities, two-way audio, and access to cloud-based recording settings.
Traditional voice calls often lack built-in recording options or advanced tools for managing business calls.
Is it possible to capture audio from VoIP phone calls?
Yes, it’s possible to capture audio from VoIP phone calls using recording software or the call recording feature in your VoIP system. You can automatically record inbound and outbound calls or start recording on demand.
These recording capabilities give businesses tools for training, playback, customer service, and even storing files in places like Google Drive for up to six months.
Stephanie
Stephanie is the Marketing Director at Talkroute and has been featured in Forbes, Inc, and Entrepreneur as a leading authority on business and telecommunications.
Stephanie is also the chief editor and contributing author for the Talkroute blog helping more than 200k entrepreneurs to start, run, and grow their businesses.
