Having a business phone number is a key part of running a professional company. Whether you’re a small business owner, a freelancer, or managing a large company, having a dedicated phone number for business calls helps keep personal and work communications separate.
In this post, we’ll be going into detail about how getting a business phone number can help manage your business and assist you towards success. Let’s start!
Setting Up Your Business Phone Number
Once you’ve chosen the right phone system, the next step is to set up your business phone number. Below, we’ll go through how to get your number, configure call settings, and connect it with other tools.
Getting a Business Phone Number
Setting up a business phone number takes just a few steps:
- Choose a provider – Pick a phone service that fits your needs (VoIP, local, toll-free).
- Select your number – Decide if you want a local, toll-free, vanity, or virtual number.
- Set up call forwarding – Choose where calls should be sent (mobile, landline, or VoIP).
- Customize voicemail – Record a professional voicemail greeting or set up voicemail-to-email.
- Configure business hours – Set when calls go through and when they go to voicemail.
- Test your setup – Make test calls to check that everything works properly.
Most VoIP and virtual numbers can be set up in minutes. Toll-free and local numbers may take a bit longer, especially if you’re transferring an existing number.
Configuring Call Management Features
A business phone system comes with many features that help you manage calls efficiently. Here’s how to set them up:
- Call forwarding – Send calls to your cell phone, office phone, or another team member.
- Auto-attendant – Set up a virtual receptionist to greet callers and direct them.
- Voicemail-to-email – Get voicemail transcriptions sent to your inbox for easy access.
- Call screening – See who’s calling before you answer to avoid spam.
- Hold music or messages – Keep customers engaged while they wait.
Integrating Your Phone System with CRM Software
If your business tracks customer interactions, connecting your phone system with a CRM (Customer Relationship Management) tool can be helpful.
Here are some benefits of smooth integration:
- Logs customer calls automatically – No need to manually enter call details.
- Improves customer service – See past conversations before answering a call.
- Saves time – Reduces the need for back-and-forth emails or call notes.
Popular CRM tools that work with business phone systems:
- Salesforce – Tracks customer interactions and automates workflows.
- HubSpot – Logs calls, records conversations, and tracks follow-ups.
- Zoho CRM – Offers call analytics and customer history tracking.
Recommended reading:
How to Optimize Call Routing for Small Businesses
Business Phone System Comparison: Best Options for 2025
Get Your Business Phone Number with Talkroute Today!
You need a phone system that works wherever you are! So, create your very own business phone number with Talkroute, a business phone system that lets you make and receive business calls from anywhere.
With Talkroute, you can call, text, and meet with your customers from one easy-to-use app. You don’t need special equipment, and you can use your existing phones, computers, or even a browser to manage calls.
Personal vs. Business Phone Number: What’s the Difference?
A business phone number is a dedicated contact number used for business purposes. It allows customers, clients, and partners to reach a company without using a personal phone number.
A business phone number is different from a personal number in several ways:
- Looks more professional – Customers take your business more seriously when you have a real business number.
- Keeps work and personal life separate – No more getting business calls on your personal phone at odd hours.
- Comes with helpful features – Many business phone services include voicemail, call forwarding, and auto-attendants.
- Grows with your business – You can add more lines, extensions, or features as your company grows.
A business phone number is not tied to a physical location like traditional landlines. Most businesses today use cloud-based or VoIP systems, which work over the Internet and provide more flexibility.
Types of Business Phone Numbers
Not all business phone numbers work the same way. The best one for you depends on who you serve, where you’re located, and how you want to handle calls.
Below are the main types of business phone numbers:
Local Business Phone Numbers
A local business phone number has an area code that matches the city or region where the business operates. When someone dials the number, the call connects through the regular phone network.
These numbers make a business feel like part of the community, which is why many small businesses, like restaurants and service providers, use them.
Local numbers only work in specific areas. If a business expands to a different city, it might need a new number with a different area code to match that location.
Toll-Free Business Phone Numbers
A toll-free number lets customers call a business without paying long-distance charges. These numbers start with 800, 888, 877, 866, 855, or 844.
Unlike local numbers, toll-free numbers aren’t tied to a specific city, so businesses can use the same number across the country.
When someone calls a toll-free number, the business covers the cost instead of the caller. Because of this, companies that serve a national audience, like customer support centers or large retail brands, often use them.
Vanity Phone Numbers
A vanity phone number is a custom number designed to be easy to remember. It often spells out a word or uses a simple number pattern, like 1-800-FLOWERS or 1-888-BEST-CARS.
These numbers work just like toll-free or local numbers, but they stand out because they help with branding.
Since people remember words more easily than random numbers, businesses use vanity numbers in advertising to increase calls. A real estate agency, for example, might use 1-800-HOME-BUY to attract clients.
VoIP Business Phone Numbers
A VoIP (Voice over Internet Protocol) number works over the Internet instead of a traditional phone line. Instead of using phone cables, VoIP turns voice signals into data and sends them online. This means businesses can answer calls from anywhere using a computer, mobile phone, or VoIP desk phone.
VoIP numbers are flexible and not tied to a physical location. Businesses can add or remove lines easily, and many VoIP systems include extra features like call forwarding, voicemail-to-email, and video conferencing.
Because of this, they are a popular choice for remote teams and businesses that want a modern phone system without the cost of traditional phone lines.
What A Business Phone Number Offers Your Business
Whether you run a small business, work as a freelancer, or have a growing company, a business phone number can make a big difference such as:
Keeps Your Business Looking Professional
When customers see a real business number, they take you more seriously. Using your personal phone for work can make your business seem small or unorganized. A business number makes you look established and reliable.
The key benefits are:
- Builds trust – Customers feel more comfortable calling a business number.
- Improves branding – A professional number on your website, business cards, and ads makes your company stand out.
- Gives a polished image – Auto-attendants and professional greetings make a strong first impression.
Separates Work and Personal Calls
Using your personal number for business can get messy. A business phone number keeps your personal life private and makes it easy to manage work calls.
How this helps:
- No more work calls on weekends or late at night – Set business hours so calls go to voicemail when you’re off duty.
- Avoid mixing contacts – Keep customer numbers separate from personal contacts.
- Stay focused – When your phone rings, you’ll know if it’s a personal or work call.
Comes with Advanced Call Features
A business number isn’t just a phone number. It comes with smart tools that make handling calls easier.
Common features:
- Call forwarding – Route calls to another phone or team member.
- Auto-attendant – Answers calls and directs them to the right person.
- Voicemail-to-email – Get voicemail transcriptions in your inbox.
- Call recording – Keep track of important conversations.
- Hold music or messages – Keep customers engaged while waiting.
Helps You Scale as Your Business Grows
A personal phone number can’t grow with your business, but a business phone system can.
Why this is important:
- Easily add more lines – As you hire more employees, you can give them their own extensions.
- Use the same number across locations – If you open new offices, you don’t need a new number.
- Manage remote teams – Employees can take business calls from anywhere.
Saves Time and Improves Customer Service
Customers don’t like being put on hold or waiting for someone to return their call. A business phone number helps you respond faster and manage calls better.
How it makes a difference:
- Auto-attendants answer basic questions – No need to pick up for common inquiries like hours or directions.
- Call routing sends customers to the right person – No wasted time transferring calls.
- Voicemail-to-email lets you follow up quickly – Read messages instead of listening to voicemails.
Protects Your Personal Privacy
Sharing your personal number with customers can lead to unwanted calls, spam, and privacy concerns. A business phone number protects you from that.
How it helps:
- No more personal calls from customers – They only have access to your work number.
- You control business hours – After-hours calls go to voicemail.
- You can block spam – Many business phone services filter out robocalls and telemarketers.
Questions to Ask When Choosing a Business Phone System
Not all business phone systems work the same way. The right choice depends on how your business operates and what you need from a phone system. Here are some key things to think about before making a decision:
How Many People Will Use It?
Are you a solo business owner who only needs one number, or do you have a team that needs multiple lines?
If you have several employees, you might need a system that offers extensions, call forwarding, or even a virtual receptionist to direct calls. The more people using the system, the more important it is to have features that keep everything organized.
Do You Need a Local, Toll-Free, or VoIP Number?
The best phone number for your business depends on how and where you operate. Here’s when each type makes the most sense:
Choose a local number if…
- You run a business that mainly serves one city or region, like a restaurant, law firm, or repair service.
- You want customers to see a familiar area code and feel like they’re calling a nearby business.
- Your marketing is focused on attracting local customers rather than a national audience.
Choose a toll-free number if…
- Your business serves customers across the country, and you don’t want to be tied to a single location.
- You want to make it easy for people to call you without paying long-distance charges.
- You want to create a more professional or established image, especially for customer service lines.
Choose a VoIP number if…
- You or your team need to answer calls from anywhere, not just from an office.
- You want an internet-based system that can work on computers, mobile phones, and VoIP desk phones.
- You need advanced features like voicemail-to-email, video conferencing, or easy call forwarding.
- Your business is growing, and you want a system that can scale without needing new hardware.
Each option has its strengths, so the right choice depends on how your business operates and how you want to connect with customers.
What Features Do You Need?
Modern business phone systems come with extra features that can make communication easier. Some popular ones include:
- Voicemail-to-email – Sends voicemails to your inbox so you can listen to them anytime.
- Call routing – Directs calls to the right person or department.
- Auto-attendant – Acts as a virtual receptionist, giving callers menu options to reach different departments or people.
- Call recording – Useful for training and keeping track of important conversations.
Think about what features will actually help your business run smoothly. Some systems include these by default, while others charge extra.
Do You Need a Mobile Option?
If you or your team need to take business calls on the go, choose a system with a mobile app. Some VoIP and virtual phone services let you answer calls from your smartphone or laptop, so you don’t have to be tied to a desk.
This is especially helpful for businesses with remote employees or frequent travelers.
What’s Your Budget?
Business phone systems come at different price points, depending on the type of service and features included. Traditional landline systems often require hardware and installation costs, while VoIP systems are usually more affordable and flexible.
If you need advanced features, check if they come with the base plan or if you’ll have to pay extra.
What About Security?
Business calls can include sensitive information, so security matters. Some security features to look for include:
- Encryption – Protects calls and messages from being intercepted.
- Multi-factor authentication (MFA) – Adds extra security when logging into your phone system.
- Call logs and monitoring – Helps track call history and prevent fraud.
VoIP systems are generally secure, but they rely on an internet connection, so strong cybersecurity measures are important.
How Reliable is the System?
Your phone system needs to be reliable so you don’t miss important calls. Look for:
- Uptime guarantees – Many providers offer 99.9% uptime, which means minimal downtime.
- Call quality – VoIP calls need a strong internet connection to sound clear.
- Customer support – If something goes wrong, is support available quickly?
If your internet goes down often, a VoIP system may not be the best choice unless you have a backup connection.
Let’s talk! Contact our support team via chat, email, or phone 1.800.747.2140
Keep your personal number private
Get a professional business number while keeping your personal number separate. This helps you look more professional and stay organized without giving out your personal phone number. It also keeps work and personal calls separate, so you stay in control.
Answer calls from anywhere
Whether you’re at the office, at home, or on the go, you’ll never miss an important call. Talkroute works on your mobile phone, computer, or desk phone, so you’re always reachable. You can switch between devices without interrupting your workflow.
Text your customers from your business number
Most businesses don’t take advantage of SMS, but customers prefer texting over calling or email. With Talkroute’s business texting, you can send and receive SMS and MMS messages from your business number to improve customer communication.
This makes it easy to answer questions and schedule appointments quickly.
Custom call routing
Decide how and where calls go. Route calls to a single phone, multiple team members, or even set schedules to control when and where calls are answered. This helps make sure every call reaches the right person at the right time.
Video meetings and team chat
Stay connected with video conferencing and team chat. Meet with up to 100 participants, share screens, and collaborate easily—no extra software needed. Your team and clients will stay engaged no matter where they are.
Make and receive business calls from anywhere
Talkroute’s app lets you handle client calls effortlessly using a desktop, web browser, or smartphone. No extra equipment is needed—just use your existing devices to stay connected. This means you can take business calls from anywhere without changing your setup.
Host video meetings with your team and customers
Whether you need a quick check-in with your team or a full presentation for a client, Talkroute’s video conferencing makes it easy to meet face-to-face from any device. You get clear video and audio, so every conversation feels like an in-person meeting.
Affordable and scalable for growing businesses
Whether you’re a solo entrepreneur, building a team, or managing multiple locations, Talkroute adapts to your needs. You can add team members, adjust call routing, and update settings as your business grows—without hidden fees or complicated contracts.
FAQs About Creating A Business Phone Number
How to create a phone number for a business?
Getting a business phone number is easy, and you have several options. You can get a local business phone number through a business phone system, a virtual phone system, or a traditional phone provider.
Many small business owners choose a virtual phone system because it allows them to separate business calls from personal calls while still using their personal cell phones.
Some business phone number providers also offer call management features like call forwarding, voicemail, and automated greetings.
How to get a free business phone number?
Some business phone number providers offer free options, but they usually come with limited features. Services like Google Voice give you a free local phone number that you can use for business calls on your personal phone.
If you need toll-free numbers or multiple business phone numbers, you might have to pay for a plan. Free options work well for startups or small business owners who want a separate business number without extra costs.
Do I need a business phone number for my LLC?
You don’t have to get a business phone number for your LLC, but it’s a smart move. Using your personal phone number for business calls can blur the line between work and personal life.
A dedicated business number makes you look more professional and gives you better control over incoming calls. With a local business phone number or a toll-free option, you can set business hours and manage calls more effectively.
How much does a business phone number cost?
The cost of a business phone number depends on the provider and features you need. Some virtual phone systems offer basic plans for free, while paid options start at around $10 per month.
If you want multiple business phone numbers, toll-free numbers, or advanced call management features, prices can go up to $50 or more per month. Local phone numbers tend to be cheaper, while toll-free numbers often come with extra fees.
Stephanie
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 200k entrepreneurs to start, run, and grow their businesses.
