Get a Virtual Phone Number in 2023 The Ultimate Guide - Business Phone System Tips

Get a Virtual Phone Number in 2024 – The Ultimate Guide

With all the remote work and rapid business expansion, maintaining efficient communication is vital for success these days. Virtual phone numbers are revolutionizing the way businesses communicate, providing unparalleled flexibility, cost savings, and a host of advanced features. Ready to discover how to elevate your business communication with a Virtual Phone Number? Let’s get into it!


Key Takeaways

  • Virtual phone numbers provide businesses with increased flexibility and accessibility, allowing for streamlined remote working.


  • Carefully evaluate budget, features, customer service and security measures to select the best provider.


  • Virtual phone numbers offer a range of advanced features that can improve business communication while ensuring security and privacy.


Understanding Virtual Phone Numbers

Get a Virtual Phone Number in 2023 The Ultimate Guide -  Making phone call with virtual phone number

A virtual phone number is a phone number that’s not associated with a specific geographic location, allowing businesses to have a local presence in various areas without the need to establish multiple phone lines. They work using Voice over Internet Protocol (VoIP) technology and the internet, providing increased flexibility and accessibility, making them an ideal choice for a business phone system. Organizations are transitioning to virtual phone numbers to maintain their operations while more and more teams lean towards remote work.

There are various types of virtual phone numbers, including local, toll-free, and international numbers. These numbers can be used on mobile devices, web browsers, and can be installed on computers. Virtual phone numbers allow customers to reach you without calling your personal number, eliminating the need for two phones. Talkroute’s app, for example, allows you to make and receive calls on your virtual business number using your mobile phone. This app also features phone calls, video meetings, and instant + SMS messaging for both desktop and mobile.


How Virtual Phone Numbers Work

Get a Virtual Phone Number in 2023 The Ultimate Guide -  How Virtual Phone Numbers Work

Virtual business phone numbers, also known as virtual business phone number, are enabled by VoIP technology and the internet, and do not require a SIM card or physical address for operation. This means you can make and receive calls on various devices, including:

  • tablets & smartphones

  • laptops & desktop computers

Virtual phone numbers are compatible with any internet connection, including Wi-Fi or cellular (LTE or 5G), making them perfect for use with your cell phone.

The process of purchasing and assigning virtual phone numbers is straightforward. Toll-free, vanity, and local VoIP numbers can be purchased and assigned to agents in a matter of minutes. Employees can obtain their business phone numbers through an extension.

The quality of calls made with virtual phone numbers is comparable to that of a traditional phone call, with the added advantage of more bandwidth available through the internet connection.


Advantages of Virtual Phone Numbers

Virtual phone numbers provide so many benefits, such as cost efficiency, flexibility, and advanced features like high-definition call quality and portability. Compared to physical landlines, they do not necessitate initial fees for equipment, rental fees, maintenance fees, or fees for additional lines.

Virtual phone numbers, a key feature of virtual phone service, are made scalable by features such as call routing, voicemail, and auto attendants. They offer customers a direct and cost-effective way to connect with the appropriate person or department, as well as enhanced features such as HD call quality and mobility.

With these advantages, they can significantly improve business communication and customer satisfaction. Which is always a good thing!


Choosing the Right Virtual Phone Number Provider

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It’s vital to your business communication needs that you select the appropriate virtual phone number provider. In the following sections, we’ll explore:

  • The process of choosing the right provider

  • Compare top virtual phone number providers

  • Tips on selecting the best provider based on your business needs, budget & desired features


Comparing Top Providers

It’s important to compare top providers like Talkroute, Dialpad, and Google Voice when choosing a virtual phone number service, taking into account their features, pricing, and customer support. Some providers offer minimalistic free services, like Google Voice, while others like Talkroute provide paid options to help businesses obtain the more professional phone services they require.

Talkroute offers multiple types of virtual phone numbers, including:

  • Local phone number options

  • Vanity & Toll-free numbers

  • Custom Numbers

When making your decision, you should consider the features, pricing, and customer support offered by the provider. Providers in the market also offer toll-free, local, and vanity virtual phone numbers in their plans, catering to various business requirements.


Tips for Selecting the Best Provider

To choose the best virtual phone number provider for your business, consider the following factors: your budget, desired features, and business needs. Features like call forwarding, voicemail, IVR, and extensions should be taken into consideration when selecting a provider. Most providers offer monthly and annual plans, with discounts for extended commitments.

Consulting customer reviews and ratings can be a helpful indicator of a provider’s level of customer service. It’s also essential to ensure that the provider offers robust security measures, such as encryption, authentication, and authorization, to safeguard your business communication.

A careful evaluation of these factors will enable you to confidently choose the most suitable virtual phone number provider for your exact business needs.


Setting Up Your Virtual Phone Number

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A few key steps are involved in setting up your virtual phone number, such as porting existing numbers, tailoring your system, and configuring call forwarding and recording.

In the following sections, we’ll delve deeper into these steps, providing you with a comprehensive guide on setting up your virtual phone number to suit your business requirements.

Porting Existing Numbers

Porting existing numbers involves transferring an existing phone number to a virtual phone number provider. This process allows you to maintain your existing business line while gaining the benefits and flexibility offered by virtual phone numbers. Following the number porting process provided by your provider is important for a smooth transition.

Some virtual phone number providers, like Talkroute, facilitate porting of local and toll-free numbers, making the process even more seamless and efficient. Porting your existing numbers allows you to maintain your business’s professional image while benefiting from the advanced features and flexibility.

Customizing Your Virtual Phone System

Customizing your virtual phone system allows you to tailor it to meet your business needs. This includes incorporating features such as call routing, voicemail, and auto attendants. Customizable call routing enables you to modify IVR and routing settings quickly and easily within the online dashboard.

Extensions are another valuable customization feature, as they facilitate customers to be routed to specific departments or individuals within your company. By customizing your system, you can create a more efficient and professional communication platform for your business, ensuring seamless customer interactions and streamlined call management.


Advanced Features of Virtual Phone Numbers

Get a Virtual Phone Number in 2023 The Ultimate Guide - Call forwarding and recording on virtual phone number

Virtual phone numbers offer a range of advanced features that can significantly enhance your business communication. These features include:

  • Call queues and ring groups

  • Integration with apps

  • Improved voicemail management & Call monitoring

In the following sections, we’ll explore some of these advanced features in greater detail to help you understand their benefits and how they can elevate your business communication.

Call Forwarding and Recording

Call forwarding and recording are powerful features that enable the redirection of incoming calls to different numbers and the recording of conversations for quality assurance and other objectives. Implementing call forwarding and recording with virtual phone numbers can facilitate improved call management and quality assurance. Additionally, it can enable tracking of customer interactions and enhance customer service.

By leveraging call forwarding and recording, your business can maintain a professional image and ensure that all customer interactions are handled efficiently. These features not only streamline communication but also provide valuable insights into customer needs, helping you to continually improve your customer service and overall business performance.

IVR and Extensions

Interactive Voice Response (IVR), commonly referred to as an auto attendant, simplifies the customer experience by providing a range of menu options. Through IVR customers are able to route themselves to an appropriate agent, department, or leave a message accordingly. IVR systems streamline call routing and provide a professional image for your business.

Extensions, on the other hand, are numbers associated with a main virtual phone number, facilitating customers to be routed to specific departments or individuals within a company.

By implementing IVR systems and extensions, your business can efficiently manage incoming calls and ensure that customers are directed to the appropriate person or department. This not only enhances customer satisfaction but also helps in optimizing the productivity of your team, contributing to the overall success of your business.

Managing Your Virtual Phone Number

Get a Virtual Phone Number in 2023 The Ultimate Guide  - Managing virtual phone number remote workforces

Efficient management of your virtual phone number is imperative to support remote and flexible workforces, while also ensuring security and privacy.

Moving into the next sections, we’ll discuss how virtual phone numbers can be used to support remote and flexible workforces and provide insights into the security and privacy measures in place for virtual phone numbers.

Supporting Remote and Flexible Workforces

Virtual phone numbers offer numerous benefits to remote and flexible workforces, providing seamless communication across devices and locations. They enable:

  • Cost savings & Scalability

  • Increased mobility

  • More efficient communication, as calls can be routed to the relevant person or department quickly and easily.

Employees can maintain a distinction between their business and personal contacts by using a virtual phone number, ensuring their caller ID remains private. As a result, they provide an ideal solution for managing business calls, especially for businesses with remote and flexible workforces, ensuring uninterrupted communication and supporting efficient collaboration among team members. A business phone number can greatly contribute to this professional distinction.

Ensuring Security and Privacy

Security and privacy are critical considerations when managing your system. Virtual phone numbers are safeguarded by the same security protocols as traditional phone numbers, including encryption, authentication, and authorization. Additionally, they are typically hosted on secure cloud-based servers, providing an additional layer of security.

Utilizing a reliable virtual phone number provider that offers robust security measures is crucial for the safety and security of your business communication. Some key security features to look for include:

  • Encryption: Ensures that your calls and messages are protected and cannot be intercepted by unauthorized parties.

  • Authentication: Verifies the identity of users before granting access to the virtual phone number.

  • Authorization: Controls the level of access and permissions granted to different users.

By prioritizing security and privacy, you can confidently manage your virtual phone number and protect your business communication from potential threats.


In conclusion, virtual phone numbers offer numerous benefits for businesses, such as cost savings, flexibility, and advanced features. They provide a powerful solution for supporting remote and flexible workforces, ensuring seamless communication and efficient call management. By selecting the right provider, setting up your virtual phone number, and customizing it to suit your business needs, you can elevate your business communication and provide exceptional customer service. Embrace the power of virtual phone numbers and propel your business to new heights!


Frequently Asked Questions

How do you get a virtual phone number?

Sign up with a VoIP provider to get your virtual phone number in minutes. Providers like Talkroute and Nextiva offer several pricing plans for you to choose from. You can select the plan that best fits your needs and budget. With a virtual phone number, you can make and receive calls from anywhere in the world.


Is there a free virtual phone number?

Yes, a free virtual phone number can be obtained with Talkroute if you are in the U.S. or Canada. Simply reach out to get a custom number.


How much does a virtual number cost?

Virtual phone numbers typically cost around $20 per user per month, with lower-end rates starting at $10 and higher-end rates reaching $50. Talkroute starts at $19 per month and additional users are $5 per month.

Can virtual numbers be traced?

Virtual numbers can be traced, but it requires using other methods than are used for traditional landlines or cell phones. Reverse phone number lookup sites and tools which display CNAM (caller ID name) and IP address can be used to track the owner of a virtual number.


What is a virtual phone number?

Virtual phone numbers are a convenient way for businesses to have a local presence in multiple areas without the need for multiple physical phone lines. This type of number allows businesses to have a local presence in multiple locations without the need to purchase and maintain multiple physical phone lines. It also allows customers to call a local number, which can be more convenient than calling a toll free number.




Stephanie is the Marketing Director at Talkroute and has been featured in Forbes, Inc, and Entrepreneur as a leading authority on business and telecommunications.

Stephanie is also the chief editor and contributing author for the Talkroute blog helping more than 100k entrepreneurs to start, run, and grow their businesses.

StephanieGet a Virtual Phone Number in 2024 – The Ultimate Guide