AI Softphone documentation
AI Softphone is a softphone for an IP PBX that also turns every conversation into text and a written summary. A conversation can reach it in three ways, and all three end up in the same library with the same recording, transcript and write-up:
- a call placed or taken in the program, through any IP PBX or SIP provider;
- a meeting in Zoom, Teams, Meet or any other application, recorded from the computer itself;
- a recording you already have — from a mobile phone, a dictaphone or another system — added to the library.
Recordings, transcripts and history are kept in a file you own. No account or subscription is needed, and the program is free software under GPL v2.
From a conversation to a write-up
- A conversation arrives: a call, a meeting or a file.
- It is recorded on two channels, so what you said and what the other side said stay apart.
- It is transcribed, speaker by speaker, in step with the audio.
- The language model you chose writes it up: summary, tasks, category, tags and red flags — and you can ask the conversation a question.
Download and system requirements
The program is free to download from ai-softphone.com: an installer (.exe) for Windows, a disk image (.dmg) for macOS, and an AppImage or a .deb for Linux. Nothing else has to be installed first — Qt, OpenSSL and the C++ runtime travel inside the package. You will need a SIP account, from your provider or from the PBX you run yourself. Recording works the moment the program is installed; the transcript and the write-up need a service you choose or a model on your own machine.
| System | Requirements |
|---|---|
| macOS | macOS 14.4 or newer; Apple silicon only — an Intel Mac cannot open it, not even through Rosetta; Metal graphics; 160 MB of disk space, plus the recordings. The system asks once for the microphone. |
| Windows | Windows 10 version 1809 (build 17763) or newer, and Windows 11; 64-bit Intel or AMD processor; Direct3D 11 or OpenGL 2.1; 250 MB of disk space, plus the recordings. |
| Linux | Ubuntu 22.04 LTS or newer, Debian 12 or newer, and anything of that age — Fedora 36+, openSUSE Leap 15.5+, Mint 21+, Arch; GNU C library 2.35 or newer; 64-bit Intel or AMD processor; OpenGL 2.1 or OpenGL ES 2.0, on X11 or Wayland; PipeWire or PulseAudio (ALSA where there is neither); 200 MB of disk space, plus the recordings. The tray icon needs a desktop with a status-notifier area. |
On Linux the AppImage runs on any distribution of that age: make it executable and start it. The .deb also needs the system's own C++ runtime from GCC 13, which Ubuntu 24.04 and Debian 13 have and Ubuntu 22.04 has not; on anything older, take the AppImage.
The interface is available in thirty languages, chosen in Appearance and changed without a restart.
The screenshots in this documentation are taken on macOS and shown small: click one to see it full size. The program looks and works the same on the other systems.
First steps
- Add an account for your PBX or SIP provider.
- Choose the microphone and the speakers and make a test call.
- Decide which calls are recorded.
- Add a recogniser and a language model if you want transcripts and write-ups.
Settings → Overview keeps this list for you: a green dot marks a step that is done, a red one a step still to go. See Settings overview.
Where to read next
| If you want to… | Read |
|---|---|
| Find your way around the windows | Interface |
| Connect the phone to your PBX | Setting up a SIP account |
| Choose a microphone, speakers and ringtone | Devices |
| Set the codecs, call waiting and the call log | Calls settings |
| Put colleagues on one-touch buttons | Buttons |
| Decide which calls are recorded, and for how long | Recording calls |
| Listen to, search and read your conversations | Recordings window |
| Record a meeting held in another application | Capture |
| Choose the recogniser that turns speech into text | Transcription |
| Decide which AI writes up your conversations and what it may cost | Processing |
| Change the categories, tags and red flags | Dictionaries |
| Change the layout, the theme, the start-up and the hotkeys | Appearance, Startup and Shortcuts |
| Connect a CRM or another program | Webhooks and Local REST API |
| See what the phone and the PBX are saying to each other | Diagnostics |
| Find the cause of a problem | Common problems |
| Switch parts of the program off | Modules |
| Check the version, updates and what the usage report contains | About |
The pages follow the order of the tabs in Settings.
Privacy
- Everything stays on your computer by default: recordings, transcripts and history live in a file you own. Nothing about a conversation — not a number, not a name, not a word of what was said — goes anywhere you did not send it yourself.
- Account passwords, the webhook header value and the API token are kept in the operating system's keyring, never in a settings file.
- A new version announces itself when it appears — never during a call — and installs only when you say so.
- The program sends one small usage report a day. You are shown what is in it before the first one goes, and you choose how much it carries: Basic or Extended. It never contains numbers, contacts, the address of your PBX or anything said in a conversation. The full list is in About.
- The program is free software under GPL v2.