If your business phone system is holding you back, it’s time to consider a virtual phone number. Unlike regular numbers, which are tied to a single device or location, virtual numbers use the internet to route calls and messages anywhere you need. This gives you flexibility to work, whether you’re at home, in the office, or on the go.
So how do virtual numbers work? In this guide, we’ll explain it all, from what a virtual phone number can do to why you should get one.
Free Consultation Business Phone SystemsWhat Is a Virtual Phone Number?
A virtual phone number is a business phone number that isn’t tied to a specific phone line, SIM card, device, or physical location. Instead of operating over copper lines, virtual phone numbers utilize Voice over Internet Protocol (VoIP) technology to make and receive phone calls. This means that calls and texts can be routed to any device you choose, as long as you have access to the internet.
While a virtual phone number gives you added flexibility, from the caller’s perspective, it looks and works just like a regular phone number. Behind the scenes, however, you get access to features like call forwarding, call menus, voicemail-to-email, and an online dashboard to manage everything.
Virtual numbers are particularly popular with SMBs and growing teams. They let you establish a professional presence without a large investment in expensive phone hardware. You can choose between local numbers, toll-free numbers, or even international phone numbers, depending on where your customers are located.
How Do They Work?
Virtual phone numbers use VoIP technology to make and receive calls and send messages over the internet. Here’s a quick look at how this works:
- Someone calls your virtual phone number.
- The call goes to your VoIP provider rather than the local phone company.
- The provider routes the call to the device you’ve set up.
- You receive the call on your smartphone, tablet, or computer.
All of the call handling happens through cloud-based software. Using an online dashboard or mobile app, you control where calls go, when they ring, and how they’re answered. For example, you might route calls to your sales team during business hours and send them to voicemail after hours. You can also forward urgent calls to a manager’s cell phone.
Because everything is software-driven, virtual phone numbers come with features that typically aren’t possible with a traditional phone system. These include auto-attendants, call routing rules, call recording, voicemail-to-email, SMS messaging, and advanced analytics. Changes are easy to make, with no technician or rewiring required, meaning scaling is simple.
How to Get a Virtual Phone Number
Getting a virtual number is a simple process and can usually be done in a matter of minutes.
- First, start by choosing a virtual phone number provider. Look for one that offers the features your organization needs, such as call forwarding, auto-attendants, voicemail-to-email, SMS, and mobile access. While pricing is also an important factor, you don’t necessarily want to pick the cheapest option. Look for a provider that fits in your budget, will scale with you as you grow, and has a proven track record of reliability and good customer support.
- Next, you’ll be able to choose the type of virtual number. The right kind of virtual phone number can make it easier for your customers to reach you. If your customer base is local, a local number will help you build trust in your city. Toll-free numbers are a good choice if you serve customers nationwide, and an international number can help you break into global markets.
- Finally, you can create an account and set up your phone number. Most virtual phone number providers make this a quick and easy process. From here, you can configure call routing, features, and more. Virtual numbers require no physical phone lines or hardware, making setup much faster than traditional phone systems.
Once your virtual number is all set up, you can start making phone calls and sending text messages on any device as long as you have access to a high-speed internet connection.
Types of Virtual Phone Numbers
The type of virtual phone number you use can make a big difference in how easy it is for customers to reach you. The most common types you’ll be able to choose from include:
- Local numbers: Local phone numbers use area codes that are tied to a specific city or region. They’re best for organizations with a local customer base, such as a service-based business or small retail store. Local numbers help you build trust with local customers, as people are usually more likely to answer calls from familiar area codes.
- Toll-free numbers: Toll-free numbers use prefixes 800, 888, 877, 866, 855, 844, and 833. They allow customers from any region to contact you without incurring long-distance charges. Toll-free numbers are commonly used by customer support teams, sales departments, and national brands.
- Vanity numbers: Vanity numbers are customized numbers that spell out a word or brand name, such as 1 (800) CLEANUP. They’re easy to remember, which makes them a great choice for marketing campaigns, advertising, and businesses that rely on inbound calls.
- International numbers: International numbers allow your business to establish a local presence in other countries without a physical branch. Calls are routed over the internet to your team, making it easier and more affordable to support global customers.
Benefits of Virtual Business Phone Numbers
A virtual business number provides a flexible way to communicate with customers while presenting a professional image. Here are some of the benefits of using a virtual number:
- Flexibility: Your virtual number isn’t tied to a physical location or singular device. This means you can use your business number from anywhere. Business calls can be answered on mobile phones, computers, or desk phones, allowing your team to work from home, the office, or on the go without missing calls.
- Professional business presence: A virtual phone number helps you create a more professional image than simply using your personal cell phone number. By having a separate business phone number, you appear more legitimate to potential customers.
- Lower costs: Virtual phone numbers eliminate the need for traditional phone lines and expensive hardware, which can lower your monthly telecommunication costs.
- Easy setup: Most virtual numbers can be activated in minutes and managed through an online dashboard, meaning you don’t need to pay technicians for wiring or complicated installation.
- Scalability: As you grow, you can easily add new users, phone numbers, or locations without any installation or hardware.
- Advanced features: Most virtual phone numbers come with advanced capabilities beyond calling. With features like auto-attendants, call forwarding, call recording, and call routing, you can better manage your communication and stay organized.
- Business insights: Many virtual phone numbers also come with analytics and reporting tools that help you track call volume, performance, and other key metrics.
Virtual Phone Numbers vs Regular Phone Numbers
Virtual phone numbers and regular phone numbers both allow you to make and receive calls, but they work very differently behind the scenes. Traditional phone numbers are tied to physical phone lines. They are provided to you by your telephone provider and require you to be in a specific location to make and receive calls. Setup can be complicated, requiring wiring and installation from a technician as well as dedicated hardware to route calls. While standard numbers usually offer some basic features, they lack the advanced features you can get with a virtual phone number.
Beyond advanced calling features, virtual phone numbers also provide you with a high degree of flexibility. They are not tied to a specific location, so you can access your business phone number from any internet-capable device. Virtual numbers work over the internet, so you don’t need any wiring or expensive hardware to get started. Because of this, adding more users when your company grows is simple and can usually be done in minutes.
Can You Keep Your Current Business Phone Number?
In most cases, you can keep your existing business phone number when switching to a virtual phone number. The process is called number porting, and it lets you move your current number from your traditional phone provider to a virtual phone system provider without changing the number your customers already know.
While the process can take anywhere from a few days to a couple of weeks, many providers allow you to set up temporary call forwarding during that time so you don’t miss any calls.
What Devices Are Compatible with Virtual Phone Numbers?
Yes! One of the biggest advantages of virtual phone numbers is their flexibility. You don’t need any fancy hardware or equipment because they work with a wide range of devices. Some of the most common devices people use for their virtual phone numbers include:
- Smartphones
- Desktop computers
- Laptops
- Tablets
- Analog Telephone Adapters (ATA), used on an analog phone
- IP deskphones
If the device can connect to the internet, there’s a good chance it can work with your virtual phone number.
Can Virtual Phone Numbers Receive Text Messages?
Yes, many virtual phone numbers can receive and send text messages. It depends on your provider as well as the type of virtual phone number you choose. Most virtual phone services support SMS and MMS for local and toll-free numbers.
When texting is enabled, you can send and receive messages from a mobile app, desktop app, or web dashboard rather than through a traditional messaging app. Multiple team members can view and respond to texts from the same business number, so you can keep conversations organized and professional.
How Is It Different from Google Voice?
The free plan from Google Voice is a popular option for businesses that are just starting out. It is a type of virtual phone number that offers some basic features like calling, texting, and voicemail services for free. However, if you need multiple users to access your business number and advanced call management features, Google Voice’s free plan won’t cut it. It works well for solopreneurs, but larger businesses need a dedicated virtual phone service.
A full-service VoIP provider offers tons of features beyond the basics, like auto-attendants, multi-level IVR, call routing, all recording, analytics, and integrations with top business apps like CRMs and helpdesk tools. You can choose what type of number you need, including vanity numbers, international numbers, and more toll-free options than would be available through Google Voice. Plus, when your organization grows, a full virtual phone system allows you to scale up to add more users, locations, and numbers.
Upgrade Your Business with a Virtual Phone Number
Virtual phone numbers provide businesses with the flexibility to work from anywhere and the advanced features they need to communicate better. But finding the right provider is essential. A good virtual phone number provider will fit your budget while offering everything you need to handle business communications.
So how do you find the right provider? Thor Technologies can help. Whether you’re switching from traditional phone service or simply looking for a new provider, we help you sort through pricing and plans to find a provider that fits all your needs. Contact Thor Technologies today to take your business telecommunication to the next level.
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