How to Set Up a Business Phone Number in 3 Easy Steps

A business phone number makes your company look more professional, keeps personal and work calls separate, and helps with customer service. Whether you run a small business or a growing company, having a dedicated phone number improves communication and customer trust.

This guide breaks it all down for you—what kinds of business phone numbers exist, how to set one up, and where you can get your own business phone number. Let’s start.

How to Set Up A Business Phone Number with Talkroute in 3 Quick Steps

Getting a business phone number with Talkroute is easy. Just follow these three steps:

Step 1: Sign Up

Create your Talkroute account using your email and a password. Signing up is completely free!

Step 2: Choose Your Business Number

After signing up, you will be directed to this page, where you can select your business number.

If you click “Get Your Toll-Free Number,” you can choose a suggested number or create a vanity number.

If you choose “Get Your Local Number,” you can search local numbers by area code, city name, or ZIP code.

Step 3: Choose Your Preferred Plan

Select which plan you want to try out with us. You can try out each of our plans for free.

After selecting a plan, the Summary section in the dashboard will show your business number, plan, and price.

Once your account is set up, congrats! Your Talkroute Dashboard will display your number, allow edits, and more.

Want a business phone number without the hassle? Let us walk you through the setup in a live demo.

Recommended reading:

Get a Toll Free Number for Business with Talkroute: A Quick Guide

What Kinds of Business Phone Numbers Exist?

Choosing the right business phone number depends on your company’s needs. Some businesses want a local presence, while others need a national reach.

Some prefer a flexible internet-based system instead of traditional phone lines. Below are the most common types of business phone numbers.

Local Phone Numbers

A local phone number has the same area code as the region where your business is based. It’s a great choice if you serve a local community or want to build trust with nearby customers.

One big advantage of a local number is that it makes your business feel familiar. People are more likely to pick up when they see a number from their area.

Local numbers also tend to be cheaper than toll-free options, which makes them a budget-friendly choice for small businesses and service providers.

The downside? If your business grows and starts serving customers in other regions, a local number might not work as well. You may need a more flexible option.

Toll-Free Numbers

A toll-free number (like 800, 888, or 877) lets customers call your business without paying long-distance fees. These are common for customer support teams and businesses with a nationwide presence.

Toll-free numbers can make your business look bigger and more professional. Plus, customers are more likely to call when they know it won’t cost them anything.

They’re great for companies that serve customers across different locations.

On the flip side, toll-free numbers cost more than local numbers. And some people hesitate to answer calls from them, thinking they might be telemarketers or spam.

Vanity Phone Numbers

A vanity number is a custom number that spells out a word related to your business, like 1-800-FLOWERS. These are great for branding and marketing since they’re easy to remember.

The biggest perk? A vanity number makes your business stand out. It helps with advertising and makes it easier for customers to recall your company when they need your service.

But there are downsides. These numbers can be pricey, especially if they include a popular word. Finding an available one can also be tricky since many of the best ones are already taken.

VoIP Business Phone Numbers

A VoIP (Voice over Internet Protocol) number lets businesses make and receive calls over the Internet. It works on computers, mobile devices, or VoIP phones, making it a flexible option for modern businesses.

The best part? VoIP is affordable. It usually costs less than traditional phone lines and comes with features like call forwarding, voicemail-to-email, and video conferencing.

Another big plus is mobility. As long as you have internet, you can use your VoIP number from anywhere—perfect for remote teams or businesses with multiple locations.

The main drawback is that call quality depends on your internet connection. If your Wi-Fi is slow or unstable, calls might drop or sound bad. Also, since VoIP relies entirely on the internet, you’ll need a backup plan for outages.

Mobile Business Numbers

A mobile business number is linked to a cell phone instead of a landline. Many small business owners start by using their personal mobile numbers, but you can also get a separate business number for your phone.

The biggest advantage? Flexibility. You can take business calls from anywhere without being stuck at a desk. Plus, there’s no need to install expensive equipment—it’s a simple and affordable option for startups and freelancers.

The downside is that mobile business numbers don’t always come with advanced features like call routing or extensions. If you don’t use a second phone or business phone app, it can also be hard to separate work and personal calls.

Virtual Phone Numbers

A virtual phone number isn’t tied to a specific phone line or location. You can forward calls to any device, including a landline, VoIP system, or mobile phone.

Virtual numbers are great for remote teams and businesses without a physical office. Employees can take calls from anywhere, and businesses can easily route calls to different departments.

They’re also handy for marketing campaigns since they help track call performance.

One drawback is that some customers prefer calling a local or toll-free number they recognize. Also, to avoid call delays or missed calls, businesses need a reliable service provider.

Your business phone number shouldn’t cost a fortune. See Talkroute’s simple, transparent pricing.

Things To Keep In Mind When Setting Up Your Business Number

Setting up a business phone number doesn’t have to be complicated. Here’s how to get your business phone up and running.

Choose the Right Phone System

Before picking a number, you need to decide what type of phone system works best for your business.

Each option has pros and cons. If you need something simple and flexible, a VoIP or virtual phone number is a great choice.

Choosing the right system depends on how your business operates. Ask yourself these questions to help decide:

Do You Serve a Local Area or a Wider Region?

If your business mainly serves customers in one city or town, a local number is the best choice. It helps build trust and makes your business feel like part of the community.

If you operate nationwide, a toll-free number is better since customers from anywhere can call without paying long-distance fees.

Is Branding Important to Your Business?

If you want a number that is easy to remember and can be used in marketing, a vanity number is the best option.

Numbers like 1-800-FLOWERS or 1-888-PLUMBER help customers recall your business name without searching for it.

Do You or Your Team Work Remotely?

If you or your employees work from different locations, a virtual number is ideal. It allows you to forward calls to any phone or device, making it perfect for remote teams and mobile work.

Do You Expect a High Volume of Customer Calls?

Businesses that get many customer inquiries benefit from a toll-free number because it encourages people to call. Since customers don’t have to worry about long-distance charges, they are more likely to reach out.

Are You Looking for a Budget-Friendly Option?

A local number is usually the cheapest option. Most VoIP providers offer local numbers at low monthly rates. A toll-free or vanity number can be more expensive, especially if it’s in high demand.

Do You Plan to Expand in the Future?

If you expand to new locations, a toll-free number can make it easier to scale since you won’t be tied to a specific area code.

A virtual number also works well for growing businesses because it allows you to forward calls to new team members as the company grows.

Want to know more about business phone numbers? Our team is here to help! Chat, email, or call us at 1.800.747.2140 today.

Pick a Service Provider

Once you know the type of phone system you need, it’s time to choose a provider. Prices and features vary, so compare a few options before deciding.

• Pricing – Some charge a flat monthly fee, while others bill per minute or by the number of users.
• Features – Need call recording, voicemail, or an auto-attendant? Check if they offer what you need.
• Customer support – Reliable support matters if issues come up. Look for good reviews.
• Integration – If you use a CRM, check if the phone system connects with it for smoother work.

Set Up Call Handling Features

Once you have your business phone number, it’s time to configure how calls will be managed. Modern phone systems come with many useful features to improve customer communication.

• Call forwarding – Redirect calls to different team members or departments to make sure customers reach the right person.
• Voicemail – Set up a professional voicemail greeting so customers know they’ve called the right place.
• Auto-attendant – A virtual receptionist that directs callers with menu options (e.g., “Press 1 for sales, Press 2 for support”). This helps businesses handle calls efficiently.
• Call routing – Send calls to specific numbers based on business hours, location, or availability.

Most VoIP and virtual phone systems let you manage these settings through an app or online dashboard.

Integrate With Business Tools

If you use CRM software, email, or collaboration tools, check if your phone system can integrate with them. Many VoIP providers offer integrations with platforms like HubSpot, Salesforce, and Slack.

Here are some benefits integration offers your business:

• Easier customer tracking – Link call history to customer profiles for better record-keeping.
• Voicemail transcripts – Get voicemails sent to your email so you can read messages instead of listening to them.
• Automated call logging – Save time by automatically recording call details in your CRM.

Integrations help businesses stay organized and improve customer service.

Train Your Team and Test the System

Before you start using your new business phone number, test it to make sure everything works correctly. Call from different devices to check call quality, voicemail, and call routing settings.

If you have a team, train them on how to handle business calls professionally. A little preparation goes a long way in making a good impression on customers.

Answer Calls With a Clear, Professional Greeting

The first few seconds of a call set the tone for the entire conversation. A simple, professional greeting helps callers feel welcome and confident they’ve reached the right place.

• Keep it short and friendly: “Thank you for calling [Business Name], this is [Your Name]. How can I help you today?”
• If your business has multiple departments, include a mention: “Thank you for calling [Business Name] Support. This is [Your Name]. How can I assist you?”
• Avoid answering with just “Hello?” or sounding rushed: A professional yet warm greeting makes a strong first impression.

Once everything is set up, your business phone number is ready to use!

Keep Hold Times Short and Update Callers if They Need to Wait

Nobody likes being left on hold without knowing what’s going on. If you need to place someone on hold:

• Ask for permission: “Would you mind holding for a moment while I check that for you?”
• Give an estimated wait time: “This should take about a minute. If you prefer, I can call you back instead.”
• Check in if it takes longer: If a hold lasts more than a minute or two, return to the line with an update.

If you have frequent call traffic, consider using a call queue system or on-hold messaging to keep callers engaged instead of leaving them in silence.

Check and Respond to Voicemails Regularly

Missed calls happen, but ignoring voicemails can lead to lost business. Make it a habit to check messages throughout the day and respond promptly.

• Set up a professional voicemail greeting – Make sure customers know they’ve reached the right business. Here’s a sample: “You’ve reached [Business Name]. We’re unavailable right now, but please leave a message with your name and number, and we’ll get back to you as soon as possible.”
• Return voicemails promptly – Aim to return voicemails within one business day or sooner if the matter is urgent. A fast response shows customers you value their time.
• Use voicemail-to-email transcription – If you use VoIP or virtual phone systems, enable voicemail-to-email transcription to make checking messages easier.

Speak Clearly and Maintain a Friendly Tone

Your voice represents your business. Whether you’re answering calls or leaving messages:

• Speak clearly and maintain a friendly tone – Your voice represents your business. Whether you’re answering calls or leaving messages, speak at a steady pace and enunciate clearly.
• Smile while talking – Even though customers can’t see you, smiling makes a noticeable difference in your tone and helps create a positive impression.
• Minimize background noise – Avoid distractions and background noise, especially in customer-facing conversations, to keep calls clear and professional.

If handling difficult or frustrated customers, stay calm and professional. A polite and patient approach can help defuse tension.

Get your business phone number up and running today! Watch our demo to see how easy it is.

Why Your Business Needs a Dedicated Phone Number

Many businesses start by using a personal phone number for customer calls. While this may work at first, it can cause problems as the business grows. A dedicated phone number offers benefits that help a company operate more smoothly.

More Professionalism

Customers are more likely to trust a business with a professional phone number. A local, toll-free, or VoIP number shows that the company is serious and reliable.

Better Work-Life Balance

Using a personal number for business means you may get calls at all hours. A separate number lets you set business hours and avoid interruptions during personal time.

Improved Customer Service

A business phone number often comes with features like call forwarding, voicemail, and auto-attendants. These help manage customer inquiries more efficiently.

Easier Scalability

As a company grows, it needs a phone system that can handle more calls and employees. Business phone services allow companies to add extensions, forward calls, and connect multiple locations easily.

Get Your Very Own Professional Business Phone Number With Talkroute

Getting a business phone number is one of the best ways to keep your work and personal calls separate. With Talkroute, you can set up a professional number in minutes and start making calls, sending texts, and hosting meetings—all from one easy-to-use platform.

Whether you’re a small business owner or running a growing team, Talkroute gives you the tools to manage your business calls from anywhere.

Keep Your Personal Number Private

With Talkroute, you don’t have to give out your personal number to customers. Your business phone number appears on every call, keeping your personal calls separate. This helps you look more professional and stay organized.

Use Your Existing Devices

No need to buy new hardware. Talkroute works on your desktop, web browser, and smartphone. You can take business calls from anywhere, whether you’re in the office, at home, or on the go.

Make And Receive Calls With Ease

Talkroute gives you unlimited calling with toll-free and local numbers. You can forward calls, set up extensions, and route calls to team members so no customer is left waiting.

Text Customers From Your Business Number

Most customers prefer texting over calling. Talkroute lets you send and receive text messages using your business number, keeping all your customer conversations in one place. You’ll also get text-to-email notifications so you never miss an important message.

Customize Your Business Phone System

Talkroute gives you full control over your phone system. You can adjust call routing, set up custom greetings, and schedule business hours—all in a few clicks. Whether you’re a solo business owner or managing a team, Talkroute makes it simple.

Setting up a business phone number doesn’t have to be complicated. Sign up today and take control of your business communication!

FAQs About Setting Up A Bussiness Phone Number

How to establish a business phone number?

Setting up a business phone line is simple, and there are different options depending on your needs. If you want a local business phone number with a local area code, you can get one through business phone number providers or your local telecom company.

Many small business owners prefer using virtual phone numbers because they don’t need extra hardware and can route business calls to their existing devices.

If you need multiple business phone numbers, a business phone system can help manage them all in one place. This is useful if you want a separate business phone line for different departments or locations.

You can also choose between local phone numbers, toll-free numbers, or even international business phone numbers if you work with customers in different countries.

How can I get a business phone number for free?

You can get a free business phone number by signing up with certain business phone number providers that offer free plans. These usually come with virtual phone numbers, allowing you to take business calls on your personal cell phone without sharing your personal phone number.

Some providers also offer free trials for local business phone numbers, toll-free numbers, or international business phone numbers, so you can test them out before committing.

A free option is great for new small business owners who want to establish a local business presence without spending money upfront.

However, free plans often come with limits, like a small number of calls or fewer features compared to paid options.

How much does it cost to set up a business phone number?

The cost of setting up a business phone line depends on what you need. If you go with a basic local business phone number, it can cost as little as $10 to $30 per month. Virtual phone numbers and cloud-based business phone systems can range from $20 to $50 per month, depending on the provider and features.

If you need multiple business phone numbers or advanced features like call routing, voicemail-to-email, or integrations with other tools, the price can go up. Toll-free numbers and international business phone numbers also cost more, especially if you expect a high volume of business calls.

Some business phone number providers offer pay-as-you-go options, while others have flat monthly rates.

Do I need a business phone number for my LLC?

It’s not required, but a business phone number helps a lot in growing your business communications. Using a dedicated phone line instead of your personal cell phone makes your business look more professional and helps you keep work and personal calls separate.