What is a virtual phone number?
A virtual phone number is a telephone number that isn’t tied to a specific phone system. It’s easy to set up, as all you have to do is download the provider’s app, select your phone number and plan, and pay monthly. The entire process takes less than an hour for many providers.
When someone calls this number, they’ll be connected with your company. You can choose any area code you want for your business phone number-you’re not limited to the ones in your city or state.
Some businesses give their customers free phone services to get more customers and build their brand. In addition to being able to make and receive calls, many providers also offer features like voicemail-to-text transcription, conference calling, and call forwarding so you can stay connected with clients no matter where you are.
The best accessible business phone number providers offer completely anonymous calling, with no credit card required to sign up. You won’t have to give out your personal information just to get a dedicated line for your business. Plus, it’s easy to keep track of expenses when everything is billed every month.
With a customized business phone number, you can sound more professional to your clients. You can also keep your personal and work life separate with a dedicated business phone number. Use the desktop and mobile apps to access your business phone system from anywhere – you don’t have to be tied down to your desk at the office.
Virtual phone numbers types
Toll-free phone numbers
There are many benefits of having a toll-free number for your business.
Some of these include:
- Your customers can call you free of charge from anywhere in the country
- They provide an affordable way to give your business a professional image
- They can help increase sales and customer loyalty
Toll-free numbers can be set up through service providers or by having them forwarded from existing lines. The average cost is $10 per month, but many plans are available to fit any budget.
Regional phone numbers
A local phone number is tied to an area code rather than a specific location like a cell phone number with international toll-free access. When you have a business, it’s essential to have a local presence.
This means that potential customers can find you easily on the map, and they trust that your company is legitimate because it has a local phone number.
Vanity phone numbers
Your personal number may have been enough to handle daily communications when you started your business. However, as your company grows, you may need a more professional way for customers and clients to contact you, and this is where vanity phone numbers can come in handy.
Vanity phone numbers are customizable personalized toll-free phone numbers that spell out relevant words or phrases. For example, a vanity number could be “1-800-DENTIST” instead of the standard “1-800- number”. Vanity phone numbers help boost name recognition and memory because they are easy to remember and stand out from other businesses’ phone numbers.
The only downside to vanity phone numbers is that another business may already take them. If this is the case, don’t worry! You can still get a custom vanity number through many providers such as RingCentral or Grasshopper.
VoIP phone numbers
When signing up for a VoIP service, VoIP phone numbers are assigned to business users. These numbers cost between $20-$50/per user per month but come with additional features not available on all types of numbers.
Some of these features include:
- Call forwarding
- Simultaneous ring
- Do not disturb
You won’t need to pay extra fees if you want your VoIP number tied to your phone line, unlike other types of numbers such as mobile and international numbers. Always check out our guide to VoIP phone features before deciding which type of number is right for you!
Do you need a virtual phone number?
Advanced features
Screening calls are an important part of any business’s operations and can be done quickly with a virtual number. This feature allows you to set up specific rules for handling calls. For example, you can choose to have all calls forwarded to voicemail or only answer certain types of calls (such as those from your clients). You can also set up a greeting that plays when someone rings your number.
Another great feature offered by many call management platforms is the transcription of voicemails. This can save time by allowing you to read instead of listening to messages. It also makes it easier to prioritize which messages need a response first since you’ll have a written record of the content of the message.
Many platforms also offer integrations with CRM software. This allows businesses to manage their customer relationships more effectively and track interactions between customers and employees.
Finally, speech analytics is becoming an increasingly popular tool among businesses looking to improve customer service practices.
Supplementary contact channels
You can use many additional communication channels to optimize business communications. Virtual faxing, for example, allows you to send important files without the bulky equipment. SMS and MMS texting are used as an alternative to phone calls when a person is in a meeting or otherwise unavailable.
Multi-device access
VoIP numbers are available on multiple devices, allowing for excellent portability. You can have your business phone number ring on your personal cell phone, and this way, you’ll never miss a call from a customer again. Additionally, VoIP numbers offer excellent flexibility and convenience because they’re available on multiple devices or phone lines, such as desk phones, laptops or desktop computers, smartphones, and tablets.
What features should you look for in virtual phone number options?
Here are some of the must-have features you should look forward to with virtual phone numbers:
- A mobile app is a must-have for any business. It’s the perfect way to stay connected with your customers and keep them updated on your latest products and services. Not to mention, it’s a great way to show that you’re a modern, tech-savvy company.
- Auto attendants are automated menus that navigate your calls to the correct department. This feature is crucial for businesses with more than one phone line. You can also use auto attendants to provide callers with information about your company or hours of operation.
- Voicemail transcription: If you use a VoIP service, you can automatically have voicemail transcribed into notes that you can review later. This is a great way to make sure that you never miss an important message-even if you’re out of the office.
- Call recording: Keep track of all your calls and follow applicable laws regarding recording phone calls. This is a great way to protect yourself in any legal disputes.
- The call parking feature will allow employees to pick up the call when they’re not busy. This is perfect for companies with multiple locations or employees who work remotely.
- Analytics will give you all the information you need to ensure your employees are as effective as possible on their calls and that your customers aren’t waiting for too long on hold. With this feature, you can track how many calls are being made to each department, how long people are spending on hold, and more.
Best virtual phone number apps in 2022
1. Nextiva
Nextiva is the market leader in virtual business phone numbers. They make managing your virtual phone number incredibly simple by allowing you to use their app on your desktop or laptop computer, cell phone, tablet, or desk phone.
Additionally, you can keep your existing local phone number with Nextiva to receive HD voice calling over VoIP. Additionally, they enable you to obtain virtual business phone numbers for various geographic locations.
In other words, you can obtain local area code phone numbers for various US states to communicate more effectively with local business owners and potential customers.
Each Nextiva plan includes a robust set of features such as receptionist, call forwarding/routing, voicemail transcription, auto-attendant, voicemail to email, call queuing, and unlimited calls.
Their virtual phone system application is compatible with both iPhone (iOS) and Android devices, allowing you to receive all incoming business calls on your mobile device. Nextiva also offers vanity phone numbers for your business line and an autodialer to save you time.
2. Grasshopper
Grasshopper is a simple virtual phone number service designed specifically for startups and small businesses. It includes a mobile application that enables you to oversee your business telephone line from any device and location.
They provide virtual business numbers, vanity numbers, regional numbers for specific regions, and toll-free 800 and 833 numbers.
You can hold business and personal calls separately and never miss a call with the same device. Grasshopper bundles all necessary features into one package, including business texting, voice mail, call forwarding, business VoIP and WiFi calling, and an automated greeting.
Many small business owners use Grasshopper to receive calls and texts on their private phone plans.
3. Vonage
Vonage enables more adaptable, intelligent, and personalized communications in addition to helping their 100,000+ clients stay ahead. They count several well-known companies among their customers, including Allstate, Domino’s, and The Princeton Review.
Vonage’s customers can choose from three different packages. Calls are the primary focus of their mobile plan, and users can take their interactions to a higher standard with voice, text, and video with the Premium plan.
The Advanced plan includes additional features and is compatible with IP phones. Each Vonage plan consists of a business number, and you’ll be asked to select a local or toll-free number when you choose your plan.
4. RingCentral
RingCentral is a popular virtual phone number app that offers many features for businesses. RingCentral MVP (Message, Phone, Video) is a market-leading business phone system that integrates messaging, video, and voice communications into a single VoIP software application.
Along with RingCentral’s impressive functionality, each plan includes a company phone number. When you sign up for a plan, you’ll be asked to choose between international, toll-free, local, or vanity business numbers.
RingCentral encrypts all of your calls. The provider delivers call management features such as call routing, call forwarding, caller ID, and call screening.
5. Ooma
Ooma is a well-known business VOIP phone service that provides affordable 1-800 toll-free phone numbers. Any Ooma workplace plan includes the option to add a toll-free number. They will assign you a toll-free phone number by default, but you can also select a new free business phone number.
The Ooma office platform includes all of the advanced features you’d expect from a VOIP service, including extension dialing, virtual receptionist, music-on-hold, and intelligent mobile phone apps.
Best of all, the setup is simple and takes only a few minutes.
6. 8×8
When it comes to finding the best virtual phone number for your business, 8×8 is an excellent option. 8×8 is designed to enable you to work from any location. They offer a variety of plans to ensure that companies of all sizes can meet their needs in the most budget manner possible.
Three different plans are available from the business phone provider, each with its distinct focus. Each of the three plans includes business numbers and features that maximize the effectiveness of your business communications.
Plus, 8×8 offers business numbers with local area codes so that clients and customers can reach you easily. And if they ever have a question or need help with something, they can contact your business’s support team 24/7. With 8×8, you’ll be able to take your business communications to the next level!
7. Google Voice (free)
Google Voice is a popular virtual phone number service that offers many features for businesses. Google Voice is your best bet if you’re looking for a completely free virtual business phone app. If you already use Google Workspace, you can connect it with all other Google Apps for business.
Individuals and solopreneurs could use a personal plan to obtain a virtual phone number and make unlimited calls within the United States and Canada.
On the other hand, the personal plan does not include most of the business phone features listed in their business plan, such as auto-attendant, desk phone support, and so on.
Final thoughts
When it comes to business phone number apps, the best option for you depends on your personal preference. Keeping expenses to a minimum is ideal for any business, regardless of its size.
By using the business phone number apps mentioned on our list, you will be able to save money while also adding a sense of prestige to your business via an unmatched top-notch communication channel.
Improved business communication means increased customer satisfaction. If the communication channel is inadequate, the company’s performance in terms of services is likely to suffer.
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