A virtual phone number lets you communicate from anywhere to anyone in the world, with almost any device connect to the internet. Between cost, ease of use and maintenance, they’re becoming increasingly common with businesses.
This article will help you understand what it is, its benefits, how to get one and other alternatives to virtual numbers for your digital telephone system.
How a Virtual Phone Number Works
Virtual phone numbers aren’t exactly the same as traditional numbers that are connected to smartphones or landline phones. These numbers are identities in the cloud that can be linked to numbers you already own. It’s also known as cloud telephony (and you can read more about it in our article
Old telephone systems required users to tie numbers to a device, whether it was a cell phone or a landline. Traditional landlines are fixed and cannot be carried around; you have to be close by to use them. Mobile phones are much better and more mobile-friendly, but your number is still directly tied to your device through your SIM or eSIM.
Virtual numbers let you stay connected with clear calls using fast internet, no matter where you are or what device you’re using. This means you can make and receive calls with good quality even if you’re not in the same place as your phone. A convenient way to stay in touch without worrying about poor reception or dropped calls.
Synced Communication Across Multiple Devices
Many employees either have a remote setup with a digital home phone, or in-office desk phones. Virtual numbers simplify contact by connecting one phone number to multiple devices simultaneously. Digital phone systems with virtual numbers can receive calls to the same number on any of them. This also works for using the same phone number across your team or region.
With more people working outside the office, calls need to be more accessible to keep businesses running smoothly. Virtual phone numbers help businessmen stay connected, without being dependent on specific devices. You can still be reached if you have your laptop but not your mobile device.
Virtual Phone Numbers for International Businesses
A small business might need a few lines and not spend more than a hundred dollars every month. Large companies with hundreds, thousands or even more employees have much more inflated bills. Consider the costs of international calling, and the bill can multiply frighteningly.
Virtual phone numbers are a popular standard because without much hardware, it’s cheaper to maintain and use. Since it does not depend on the device, scaling incurs greatly reduced additional costs.
Unique Features of Virtual Phone Numbers
Virtual phone numbers can release you from the obligation of waiting in one location for phone calls or having to hang on to a single device to ensure you don’t miss an important call. Additionally, the virtual nature of the service makes it great for both remote companies and professionals who are frequently traveling.
Phone numbers, coverage and calling plans are usually defined by your provider. If you’re travelling beyond your provider’s covered region and making long distance calls, your bill could skyrocket.
Virtual phone numbers are connected through the internet, not the limitations your provider’s call coverage. The rate you’re charged for is defined by area-code-to-area-code, not where you’re located.
Imagine you’re based in the United States but travelling through Indonesia. You need to contact the bank; you use your +1-area code virtual phone number to make the call. Because you’re connected through the internet, your call is charged at the domestic rate and not international. Even if you’re calling from over 9,000 miles away!
- International Presence. You can get virtual phone numbers with area codes on your caller IDs local to the areas you serve. You won’t have to add more devices, it’s the same line.
- Local Call Rates. With numbers in those area codes, customers can call your business at domestic rates. Even if you’re not physically in that locale.
Regardless of the size of your business, virtual phone numbers could cut down telephone service costs significantly. Domestic calls remain cheap, and it’s affordable to take calls globally.
Remote Work, Regional Teams and Frequent Travelers
Remote work has continued to grow in many business strategies; virtual tools like online phone numbers are perfect for modern business phone systems.
They free users from fixed phone locations, specific devices and sometimes even expensive call rates. They’re great for companies with remote workers, but also for frequently travelling businessmen, diplomats, regional teams, contact centers and more.
Virtual Phone Number as An Option For Smaller Businesses
Personal numbers aren’t always appropriate or comfortable for purposes of business communication. Virtual phone numbers can be linked to private telephone numbers so your business contacts can call you from a number distinct from your personal one.
Setups made possible by virtual numbers such as this are a great option for slim operating models or sole proprietors.
Access to Other Digital Tools, Suites, and Services
Virtual phone numbers offer several features beyond voice calls. These include voicemail, calendar integration, online faxing, team messaging, and virtual reception. They also offer upgrades that non-virtual phone numbers don’t usually provide.
Businesses can integrate their virtual phone numbers to popular digital workspaces like Microsoft365, Zoom, Salesforce, NICE, and Simplify360.
You can connect your phone number to video conferencing features, whiteboards, schedulers, and even cross-integrate it between multiple apps. These integrations can make your phone number and working experience more fluid.
How To Get a Virtual Phone Number
Acquiring a virtual number can be simple. Vendors that offer a Voice over Internet Protocol (VoIP) service often provide online numbers with their services. For example, Google Voice offers a free local number to Google account holders; Zoom Phone offers numbers in 49 countries and more with its partner providers; etc.
When you choose your provider, you will port your existing phone line or choose a new national number. Then, you’re free to browse plans to add toll-free or even vanity numbers. Your options will vary according to your provider, so it’s best to choose one that matches your needs.
Considerations When Getting a Virtual Phone Service
Getting a virtual phone number is a great option for businesses to have. It’s useful for keeping costs down, separating business identities, localizing your market presence and many other factors.
Access and usage. Keeping tabs on business virtual phone number usage and access is often necessary for ensuring that business numbers are used appropriately and by the correct personnel. Service providers usually offer add-ons that help you better monitor phone line usage and ensure everything runs smoothly.
Price and value for features. Some providers offer free virtual numbers with their services, which could be perfect for smaller businesses. Larger companies might want more functionalities with their virtual numbers, for better features and integrations.
Global availability. Not all regions have virtual numbers as a readily available option. If you’re operating in Africa, South America, the Middle East, and parts of Southeast Asia, you might find that popular services won’t offer virtual numbers in those areas.
While the first two considerations will help seekers narrow down their criteria in a service provider, the third is a challenge posed to businesses (and companies expanding into) these markets that want the convenience virtual numbers offer.
