Get a virtual phone number for your business in 5 mins or less

Curious about virtual phone numbers, but don’t know where to start? 

A virtual phone number is a telephone number that routes calls and texts over the internet. It uses Voice over Internet Protocol, or VoIP, technology to make this happen. Virtual numbers are linked to online accounts with specific providers instead of physical devices. They let you communicate more effectively with your customers compared to traditional mobile phones at a lower cost.

In this post, we’ll go over how virtual phone systems work, how to get a virtual phone number, and why your business may benefit from having one.

What is a virtual phone number?

A virtual phone number is a cloud-based business phone line. It works through your internet connection rather than traditional phone hardware.

You can make and receive business calls and texts on any device without giving out your personal number. Since it’s hosted virtually, you can use it from any location.

With a virtual phone system, you can get any kind of number you need. Here are the types of virtual numbers you can choose from:

• Local numbers. VoIP service providers offer thousands of local numbers in most area codes. Search for any city in the provider’s database to see which numbers are available. This can help you establish a local presence in whatever markets you serve. Most providers offer US and Canadian numbers in their databases. Some providers also offer local numbers outside the US and Canada. 
• Toll-free numbers. Want a classic 800, 877, or 888 toll-free area code to offer nationwide customer support? With virtual toll-free numbers, your North American callers can reach your business without paying long-distance fees.
• Vanity phone numbers. Vanity numbers like 1-800-FLOWERS are great if you’re looking for a number clients will remember. Get a custom vanity prefix that matches your brand. 

All three types of numbers also offer international calling, so you can reach customers anywhere in the world.

How virtual phone numbers work

Virtual numbers transmit voice and text data over the internet. This method of transmission is called Voice over Internet Protocol, or VoIP. Once you dial the number you want to reach, your VoIP provider converts your voice into digital data and sends it to the call recipient instantly.

Virtual numbers operate differently compared to traditional landlines and cell phones. Traditional landline phones use physical phone lines, known as Plain Old Telephone Service, or POTS, lines. These lines are directly connected to your home or office phone number. Since they rely on physical infrastructure, these lines are fixed. You can’t take your landline with you to make calls.

Cell phones convert voice signals into radio waves and transmit them through a network of cell towers. They’re a step up from traditional landlines, but they’re limited because each cell phone has its own SIM card and dedicated mobile number.  

You don’t have to purchase any secondary hardware or change your phone number to get a virtual phone number. Virtual phone providers operate cloud-based communications platforms. You just need to log into a provider’s platform to communicate with your customers at scale.

Since VoIP phones can make calls wherever you have an internet connection, you don’t have to pay for a separate mobile data plan.

Virtual vs traditional phone numbers

When you’re choosing a business phone system, you might be more familiar with traditional landlines. However, virtual phone numbers can offer your team important advantages compared to traditional phones. Here are the ones you should keep in mind:

1. More cost-effective. Virtual numbers are available at a fraction of the cost compared to traditional landlines. You don’t need expensive hardware to set them up. You can access a virtual number with your existing devices. Traditional numbers require custom equipment and constant maintenance, which can cost you thousands of dollars over time.  
2. Easy to set up and maintain. You can set up a virtual number in three simple steps. The best part is you can do it all by yourself. Traditional numbers require a technician to install hardware in your office. Any time you face a technical issue, you’ll have to bring them in to get it fixed. 
3. Built for scalability. Team members can use virtual numbers to take calls at home, in the office, or on the go. Traditional numbers are fixed at a single location, which limits where your team can take calls. Virtual numbers can be quickly added to multiple locations in minutes. With traditional numbers, you have to go through the setup process all over again. See how teams like Hannon De Palma use Quo to expand to new locations faster.

How to get a virtual phone number in 3 steps

You can get a virtual phone number for your business in just a few steps: 

Get a virtual phone number in minutes

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1. Create a Quo account. Sign up and start your free seven-day trial. 
2. Pick your number. Select your city or area code in the US or Canada to get a local phone number. You can also choose a toll-free number.

3. Start calling. After completing the rest of the sign-up process, you can start placing calls in your workspace.

Watch below to get a sneak peek of how to set up an account on Quo:

7 Essential features you should get with a virtual phone number

Not all virtual phone providers are built the same. Some offer a basic second number and not much else. Others, like Quo, give you a full business communication system. Before you commit to any provider, make sure these seven features are included:

1. Shared phone numbers and inboxes

Shared numbers allow teams to split responsibility for incoming calls and texts so that they can cut down on missed calls and reduce customer response times.

A shared team inbox lets you see all your calls, texts, voicemails, and recordings in one place. This helps you keep track of customer relationships and know which team members are communicating with your customers. 

Shared numbers and inboxes are the single biggest reason to sign up for a virtual phone number. They enable your team to move in sync, coordinate customer communications, and reduce any miscommunication. 

2. Customizable call flows

A call flow is a set of rules that determine what happens when a call reaches your virtual phone number. With a call flow, you can decide details like who a call rings first, which menu options callers hear, and where the call goes if no one picks up.

Your virtual phone provider should make it easier to manage your incoming calls. The right provider offers call management capabilities and an easy way to set up and manage your call flows. 

Some important call management features you should look for are:

• Ring groups. Customize how your team receives incoming calls, either all at once or in custom ring batches.
• Phone menus. Give your customers a self-serve auto-attendant option to reach different departments.
• Business hours. Create multiple call flows based on time of day.

Bring all these features together in a visual call flow builder that helps you map out your call flows with ease. For example, Quo’s call flow builder gives you a visual canvas. You can drag and drop each call flow step so that you have complete control over your incoming calls.

3. Support for SMS and MMS

Many businesses use SMS as a customer communication channel. While it hasn’t replaced email and phone calls as the go-to support channel, it’s worth noting the incremental increases in SMS support every year. 

Most traditional desk phones don’t support texting at all, making it harder to meet customers where they are. With a virtual SMS phone number, you can text your customers and clients to support them however they need it.

4. Call recording and transcriptions

Need to record calls to make sure your team is providing a great experience? Or to have a clear communication trail in case a dispute comes up? With a virtual phone number, you can record customer calls, sales calls, and more with just one click. Then, quickly review them with AI call summaries and transcriptions. 

Here’s what automatic call recording and AI call transcriptions unlock for your team:

• Coach your team faster. Review transcripts line by line to give specific, evidence-based feedback to sales and support reps.
• Capture client requests. Keep a clear record of what was promised in every client meeting. You won’t need to debate what was discussed before.
• Improve your product. Listen back to discovery calls to hear what customers say they need, in their own words.

Call recording is important for the overall health of your business because recordings can help you identify what’s working and what can be improved. Just make sure you’re recording phone conversations with appropriate legal consent.

5. Call forwarding during and after business hours

Managing customer expectations is simple with configurable call forwarding and voicemail settings. Let’s say you want to forward calls outside business hours to avoid missed calls. You can easily do this through your virtual number provider’s call flow settings. Enter your business hours, turn on call forwarding, and customize your call forwarding destination. You can route calls to your AI answering service, another phone number, or voicemail.

6. Third-party integrations

Integrations share your call and text data across your tech stack. That way, your customer conversations are available wherever your team works.

The best virtual phones integrate with all your tools, including your CRM and project management tools. Regular phones don’t integrate with your tech stack, which means conversations may get siloed and become harder for your team to access.

For fast-growing teams, their CRM is often their single source of truth. But tracking calls and texts as they happen can be tedious administrative work. With HubSpot, Salesforce, and Jobber virtual phone integrations, your team can automatically log calls and texts in your CRM.

Virtual phone services also have the benefit of integrating with apps like Slack, Gong, email, as well as productivity tools like Zapier. For teams that need more technical integration functionality, you can use API connections to build custom integrations between your tools. 

Another virtual phone integration you should be aware of: AI tools. While this is still fairly new, you can connect your virtual phone to Claude and ChatGPT. These AI tools can analyze your call and text data, share detailed conversation insights, and even send follow-up messages for you. 

7. Desktop, mobile, and web apps

Virtual phones should be available wherever your team likes to work. That includes their softphones, computers, and even their tablets. Your team can make calls wherever they work. Your business communications are synced in real time so everyone on your team can stay aligned. 

Virtual phone numbers are much easier to scale, too. For example, a real estate firm could get new virtual numbers without having to worry about shipping additional desk phones.

Pay attention to providers that offer all three app categories. Some providers may offer web apps and mobile apps, but not desktop apps. Others may offer desktop and mobile apps, but no browser apps.

Benefits of using virtual phone numbers

A basic virtual number gives you a second phone line. A great virtual phone system changes how your whole team communicates. Here’s what the right one actually does for your business:

1. Never miss a customer call

Anyone with shared access to your business phone number can answer incoming calls and messages. This helps prevent customers from falling through the cracks.

With simultaneous ring on a shared phone number, everyone on your team can be notified of an incoming call.

You can also set up a hunt group or specific ring orders for who should receive incoming calls first. This helps callers get what they need more quickly and helps business owners consistently handle high call volumes.

If your team is busy or unavailable, you can set up a 24/7 AI answering service like Sona to handle your calls for you. AI answering services can support you in capturing new leads, answering common questions, and taking down messages for your team to follow up. They offer smarter call answering instead of routing calls to voicemail. Companies that use Sona go from missing 70% of their customers to missing 10% or less.

2. Foster stronger team collaboration 

When you’re moving fast, it’s hard to keep track of every customer conversation. But nobody likes repeating themselves, whether it’s your customer or your colleague. 

Everyone with shared access to a phone number can access call history, voicemails, and text messages by contact. It provides a comprehensive view of customer interactions so that your team can offer better service. 

Here’s how virtual numbers keep your team in sync:

• Shared conversation history. Every call, text, voicemail, and recording is visible to your whole team by contact. Anyone can pick up where someone else left off without asking the customer to start over.
• Internal threads. Tag a teammate directly next to a customer conversation to get quick input. Your customer never sees it. Your team always has the context they need.
• Tasks. Assign follow-up action items right in your workspace. Create a task on its own or link it to a customer interaction. 
• AI call tags. Automatically label calls so your team can prioritize callbacks without listening to every recording.

Modern VoIP platforms also offer contact management tools to save contact information with custom properties and contact notes. Capture customer information that matters to your team right in your business phone.

3. Follow up with customers faster with automated SMS messaging 

Traditional phone service providers offer bare-bones messaging features. With a US business phone number, you can leverage modern features to automate your messaging capabilities and work more efficiently.

Automatically sending texts to contacts matters because it directly impacts your speed to lead. Data from Drift shows the impact of speed to lead on conversion:

• Agents who responded within 10 minutes increased that risk by 100x.
• Live agents who responded within two minutes of a site visitor engaging with a chatbot showed higher conversion rates. 
• Agents who responded within five minutes increased the risk of leads leaving by 10x. 

You can use:

• Auto-replies. Instantly respond to missed calls and texts with a short message letting contacts know you plan to get back to them soon.
• Scheduled messages. Queue up a message to go to your contact at a specific time so you’re not going back and forth over text outside business hours.
• Snippets. If you’re tired of answering the same questions over and over, you can create text message templates of common responses for everyone on your team to use.

You can also create custom text automations and deliver SMS messages for a variety of use cases, like appointment confirmations and reminders, review requests, and customer success follow-ups. Connect a virtual phone provider like Quo with 9,000+ apps using our Zapier and Make integrations.

4. Get data-backed performance insights

A virtual phone number can help you capture the insights that matter to your business. You can track call and text volume, call duration, and more. You may also need audit logs to track when calls are made, as well as data for general record-keeping purposes. 

With Quo, you can track call handle times and unique conversations on a daily or weekly basis. You can also look at busy times during the week, so you know which days require more staff on the phone.

Disadvantages of virtual phone numbers you should know

At this point, you might be wondering: are virtual numbers too good to be true? While they come with perks, it’s important to take a balanced look before making a decision. Here are six drawbacks to keep in mind with virtual phone number providers:

1. Hidden fees. Some providers may advertise low rates but include costs for features, toll-free minutes, or international calls. Similarly, you may have limits for text messaging or storage. Look for a provider that has a transparent pricing page. 
2. Difficulty registering. Registering a virtual phone number for SMS messaging can be complicated if the provider’s process isn’t user-friendly. With Quo, all you have to do is fill out our carrier registration form.
3. Steep learning curve. A poorly designed interface can make it time-consuming to get your team set up and running. It may even deter you from using all the features, such as setting up call flows. Teams on Quo can get set up in minutes.
4. Hard to scale. A provider with limited options may make it difficult to add more numbers or integrate advanced features. Rigid pricing plans could make scaling challenging and expensive. You can add users and change plans for more advanced features right in your Quo workspace.
5. Requires high-bandwidth internet service. Since they run on VoIP technology, virtual numbers require internet access to work. If you’re in a remote location with low bandwidth or have a poor WiFi connection, you might be unable to make calls with your virtual number. Call quality depends on your internet connection. If you have a weak connection, you can try a wired internet connection or moving closer to your router.
6. No emergency calling. Since virtual numbers aren’t tied to a physical location, many providers don’t support emergency services like 911. If your business has a physical location that needs emergency calling, you may want to have a backup landline number or choose a VoIP provider like Quo that offers E911 support.

Best virtual phone number apps compared

Not sure if Quo is right for you? Here’s how the top virtual phone number apps compare:

🔍Want a full breakdown of these providers? Check out our guide to the best US virtual phone services.

How to choose a virtual number provider

There are plenty of virtual number providers to choose from. So how do you find the one best suited to your needs? Here’s a quick checklist you can use to identify the best virtual number service for you:

• Features. Review your preferred providers to see which features are included in their plans. See which providers will make your team more productive. Do they have value-added features like IVR menus and AI receptionists? Or do they just offer basic calling and texting features? 
• Plans and pricing. Analyze each provider against your team size. Calculate how much they’ll actually cost compared to their listed prices. Keep in mind some providers limit what they offer in their base plan to get you to upgrade. 
• Reviews and ratings. See what a provider’s existing customers are saying about the platform. Visit platforms like G2, Capterra, and Trustpilot to collect real user reviews. 
• Reliability and security. Review each provider’s reliability and security features. If a provider has a public status page, that’s a sign that they’re confident in their infrastructure. Take a look at their uptime for the last three months to see if their platform is stable. 
• Free trial. For the top 2–3 options in your list, sign up for their free trial. See how they actually work before committing to a paid plan. If a provider doesn’t offer a free trial, that’s usually a sign that they aren’t willing to let their platform speak for itself.

How much does a virtual number cost? 

With many small businesses and startups embracing remote work, virtual phone numbers can help you save money while providing the business features you need.

The numbers don’t lie: Smaller businesses can save thousands of dollars on business phone system costs with virtual phone systems over traditional phone services. Virtual phone subscriptions typically cost $15-$50 per user per month, while on-premises PBX systems can cost up to $1,000 per user. Plus, you avoid hardware expenses like desk phones, which cost around $150 each.

You can use these savings to invest in more advanced features, like call transferring, AI transcriptions, and analytics and reporting.

As a point of reference, here’s a look at Quo’s pricing:

• Starter: $15 per user per month for voicemail transcription, on-demand call recording, Quo API, unlimited calling and messaging to US and Canadian numbers, and more
• Business: $23 per user per month for call transfers, IVR phone menus, AI call summaries and transcripts, analytics and reporting, CRM integrations with HubSpot, Salesforce, and Pipedrive, and more
• Scale: $35 per user per month for AI call tags, dedicated onboarding, inbound phone support, and priority phone, chat, and email support

Quo: The virtual phone service for modern businesses

Most virtual phone providers fall into two camps. One provides you with a second phone number and basic call and text features. The other has enterprise-grade call center features you don’t need. 

There’s a third option that offers powerful business phone features without enterprise complexity. Quo offers a modern business phone system that helps you manage customer relationships at scale. Shared numbers reduce missed calls and texts. AI call summaries and transcripts help you stay on top of customer context. And Sona answers calls 24/7, even when your team can’t.

See how the #1 rated business phone on G2 can make a difference for your team. Get started with a free trial of Quo today.

Frequently asked questions about virtual phone numbers