Virtual phone numbers do not rely on traditional phone lines and are not tied to a single device. These numbers can be used to receive calls anywhere, using any device that’s equipped with the necessary software. This allows people to accept work-related calls on a personal device, while still using their business number and without being tied to a location. The person making the call will not be aware that they’re using a virtual phone line.

How does a virtual phone number work?

While landline phones and cellphones rely on physical infrastructure, virtual phone numbers operate via the internet. Users can elect one or more alternative numbers or devices, to which phone calls will be forwarded to. This makes it possible to pick and choose where you receive calls and at what time, without callers needing to try calling different numbers.

Benefits

Businesses of all sizes may benefit from using a virtual phone system. Here are some of the main advantages them:

1. Never miss a call

Setting calls to divert to your cellphone or laptop means you’ll never miss a business call and can ensure that clients or coworkers can always get ahold of you. Since multiple numbers can be added to the system, you can also set up calls to divert to a different employee if somebody is out sick or on holiday.

2. Save money

Depending on the size of your business, virtual phone lines are often far more affordable than traditional phone networks. Significant phone bill savings can be had by switching to a virtual system. Pricing is extremely competitive, as the market is crowded with virtual phone line providers to choose from.

3. Work anywhere

Virtual phone numbers allow you to take business calls anywhere with a reliable internet connection. This means you can work at home, in a café, library, at a client’s office, or anywhere off site, while still accepting business calls via the same number. Given how prevalent remote working has become, this is an enormous advantage.

4. Professionalism

Virtual phone lines can help businesses create or maintain a professional image, as all incoming calls can be managed via a single company number associated. This makes things easier for clients, customers, suppliers, vendors, and anybody else making contact via the line, as they won’t need to remember multiple numbers. It also means your customer calls will never be left unanswered, and you won’t end up with half a dozen phone messages every time you step away from your desk.

5. Multiple numbers with a single connection

Depending on your budget and requirements, you have the option to add multiple phone numbers to your virtual phone system. This can be useful for SMEs and larger businesses with multiple departments, sites or service offerings, who do not want all phone inquiries coming through to the same device.

6. Customizable plans

Virtual phone systems are highly customizable. You’ll be able to choose from a range of options, features and services that can be personalized to suit your business needs. Many of the following features are offered as standard with VoIP systems:

• Video conference calling
• Interactive voice response (IVR)
• Auto callbacks
• Call queuing
• Business SMS
• Call recording
• Business phone analytics
• Visual voicemail
• Call management features (blocking, do not disturb, call transfer, custom greetings and hold music)

Are there any disadvantages to virtual phone numbers?

The advantages of having a virtual phone number considerably outweigh the disadvantages, though there are several potential downsides to be aware of. One of the biggest concerns, which can apply to any business, is the degradation of boundaries between work and personal life. This is perhaps more of an issue for very small businesses, or those run by one person. Being able to take a call at any time outside business hours or while out of the office can affect work-life balance and eventually lead to burnout. However, this can be mitigated by disabling call forwarding outside work hours or on your day off.

Another possible downside is inconsistent call quality. As virtual phone lines are internet-based, they require a strong internet connection. This could become a problem if you or your employees need to take calls in remote, low signal areas. To avoid any unwelcome disruption to call reliability or quality, it’s advisable to choose a provider with an efficient and readily available customer service department.

Who should have a virtual phone number?

Though there is still a place for traditional on-site landlines, most businesses can improve operations and reduce costs by switching to a virtual phone system. However, businesses in the following industries may find virtual phone lines especially advantageous:

• Healthcare Professionals: Doctors, dentists and other healthcare professionals often experience a huge influx of calls at certain times of the day. A virtual phone line can ease the pressure by diverting calls to additional devices at peak times. A queuing system would also be advantageous, if there are often more incoming calls than there are employees to take them.
• Startups: The scalable nature of virtual phone systems makes them a great choice for fast-growing startup companies, who will eventually need to add additional numbers, features and services. They can also help to keep costs down, leaving more money for growth and development.
• Tradespeople: Builders, electricians, plumbers and other tradespeople who frequently move between sites can maintain better communications with customers and coworkers, by switching to virtual phone numbers.

How much does it cost to get a virtual phone line?

The cost of getting a virtual phone line varies significantly based on which provider, plan and features you choose. The size of your operation will also have an impact. Here are some of the variables that can affect cost:

• The volume of calls you receive
• The caller’s location
• Add on features
• The type of virtual number
• The length of your plan (rolling monthly contracts are likely to be more expensive than 12 or 24-month contracts)

Types of virtual phone numbers

There are two main types of virtual phone number:

Local virtual numbers

These are also known as Direct Inward Dialing (DID) numbers. They can be used to re-direct calls to any location around the world. However, the number itself is linked to a specific location (I.e., it follows the same format as other local numbers). Local virtual numbers work well for businesses who wish to be associated with a specific area, no matter where the call is being taken.

Toll-free virtual numbers

In the United States, toll-free virtual numbers let callers connect with a business without being charged. North American toll-free numbers start with 833, 844, 855, 966, 877, or 888. You may also be able to pay extra for an original 800 number, if your provider offers this service. Toll-free virtual numbers work well for large corporations with busy customer service departments, as they can increase customer satisfaction by making incoming calls free.

Learn More Today!

A virtual phone number offers an appealing, adaptable communication option for people looking to separate personal and business calls or those needing flexibility in managing calls across regions. As a highly customizable solution, virtual numbers have the potential to streamline communication, providing a cost-effective alternative to traditional phone services.

However, before adopting a virtual number, it’s essential to assess the limitations—such as dependence on internet quality and emergency call constraints—to determine if it’s the right fit. For those who need an adaptable communication tool, a virtual number can be a practical and efficient choice.

Voice over Internet Protocol (also known as IP telephony) is a method of delivering voice communication and/or group multimedia activities over a computer network – most notably the Internet. Companies of all sizes – from sole proprietorships to SMEs and large enterprise-level organizations – use VoIP to facilitate collaboration between remote workers, keeping different personal and internal teams connected in a flexible, cost-effective way. The VoIP marketplace is a crowded one, and the technology is in a state of constant change. Here’s everything you need to know about VoIP!

How Does VoIP Work?

Just like any other interaction on a computer network, VoIP works by the transfer of information from point A to point B. Analog voice calls are converted into ‘packets’ of data that travel across the Internet.

VoIP calls can either be delivered using a telephone handset that facilitates VoIP traffic by connecting to a computer network or made directly between two computers operating specialized VoIP software through the use of standard computer microphones and speakers – commonly known as ‘softphone’ technology.

Business also make use of technology known as ‘unified communications’ that incorporates voice calls, video conferencing, group conferencing and instant messaging.

Why Is VoIP Better?

VoIP holds numerous advantages over standard PSTN telephony services, including:

Scalability

VoIP services are module based – businesses can add or subtract telephony services or purchase additional lines on a per-user or per-site basis. Standard PSTN services require the installation of physical infrastructure to accommodate extra lines and features.

Remote extensions

PSTN networks usually require the purchase of dedicated lines per extension. VOIP services deploy this feature as standard and adding an extension to an existing service is usually just a cost consideration, rather than a hardware change.

Integrated communications

Softphone platforms are designed to incorporate multiple forms of communication such as conferencing, chat, and webinars.

Common Features

Call Routing and Forwarding

VoIP platforms allow you to categorize incoming calls and route them around your company based on variables such as customer type and staff availability, allowing you to work smarter with varying workloads and the real-time demands of your operation. Calls can also be forwarded to cell phones (or any other Internet-connected device) to ensure that your customers and staff are connected whatever the circumstances.

Call Analytics

In the modern workplace, data is king. Integrated VoIP platforms offer a myriad of ways in which to interpret call data and ensure your organization is working as effectively as it possibly can when it comes to resource allocation and staff performance metrics. Call data can be displayed in real time on dashboards to drive performance or saved to management reports to inform broader staffing and resource strategies.

Auto Attendants

Auto attendants act as a virtual switchboard, funnelling calls to the correct agents based on a set of pre-defined parameters, ensuring that your customer’s queries are being dealt with by the right people, in the shortest amount of time. Auto attendants are adjustable in real time and can be configured to accommodate hundreds of agents across multiple sites. Companies can either delegate the maintenance of auto attendants to their IT/telephony provider or do it themselves to exercise granular control over call routing throughout the organization

Call Recording

Usually offered as an add-on, call recording captures voice data in the form of standard telephone calls, and saves them in a secure online repository for training, compliance and legal purposes. Staff can be granted access on a per-user basis, and call lists can be searched via multiple variables, such as call date/time, receiving agent, telephone number or source organization.

Top VoIP Providers

1. RingCentral Office

Best for: Small businesses

RingCentral Office is widely regarded as the best all-around cloud-based VoIP provider for medium-sized companies in the US, Europe and Asia. The software is backed by a 99.99% uptime guarantee and benefits from a broad range of pricing plans to cater for businesses of all shapes and sizes. RingCentral Office contains all the major functionality of a modern VoIP system and features numerous integration tools. Pricing is available here.

2. Nextiva

Best for: Those wanting high value

Founded in Scottsdale, Arizona in 2016, Nextiva’s cloud-based services are used by 150,000+ businesses all over the world through their ‘NextOS’ platform – a unified communications tool accessible via a desktop or mobile application that works alongside major commercial cloud platforms such as Google Workspace, DropBox and ZenDesk. Pricing is available here.

3. GoToConnect

Best for: Those wanting extra features

GoToConnect sells itself on being a feature rich UCaaS (unified communications as a service) platform with 100+ calling and communication tools, and video conferencing services. GoToConnect’s cloud-based platform is accessible via a web browser and requires no additional software to take advantage of the platform’s numerous features. Pricing is available here.

4. Dialpad

Best for: Softphone functionality

Dialpad boasts numerous high-ranking former Google VoIP engineers and tech figureheads who have come together to build one of the most efficient, cost-effective softphone platforms available anywhere in the world. Dialpad’s VoIP product – Dialpad Talk – makes use of cutting-edge AI technology to gauge customer reactions during a call and automate the note-taking process to ensure maximum productivity. Pricing is available here.

5. Ooma Office

Best for: No additional hardware required

Founded in Silicon Valley in 2003, Ooma quickly became one of the fastest growing VOiP providers in the US. More recently, Ooma has made the transition to cloud-based VoIP services through its Ooma Office platform, and associated smartphone application. The platform is less versatile than most other VoIP providers, given its reliance on bespoke base stations to deliver a telephony service instead of a basic Internet connection. Its saving grace, however, is that Ooma’s mobile application doesn’t require any additional hardware to access its VoIP platform. Pricing is available here.

Choosing the Right Provider

Choosing the right VoIP provider for your business can seem like a daunting task. Providers offer the same underlying set of features and it can be difficult to differentiate prospective partners in what is a perpetually crowded marketplace.

Before you start to shop around, think about what it is that you need from a prospective VoIP platform, based on the following:

Budget

Work out how many people will need to use the platform within your organization, what numbers they need to call (local, national, international) and how far your budget can stretch within a per user, per month pricing model.

Features

Consider what features your staff need in order to carry out their roles to the best of their ability. Do they require call recording? What are their video conferencing requirements? What kind of collaboration tools do your internal teams need?

Hardware requirements

The first step will be to decide whether or not to opt for physical handsets, or to operate via a softphone platform that takes the form of a desktop/smartphone application. Study what the switching/routing requirements are of different platforms, and whether you’ve got the expertise to be able to configure VoIP equipment yourself or if that job needs to be outsourced.

A Whole New World of Integrated Telephony

VoIP services have fundamentally changed the way that businesses and their employees interact with one another and the outside world.

Hopefully, this guide has familiarized you with the core functionality of VoIP as a technology and helped you to identify what to look for when going to market for a VoIP provider.