The Ultimate Guide to Getting a Virtual Number for Your Business

That’s where virtual phone numbers come in: they’re flexible, affordable, and incredibly easy to scale, whether you’re a startup founder, a solo freelancer, or managing a growing team. 

Virtual numbers give you the tools to stay connected without the hassle of traditional phone lines. Let’s walk you through everything you need to know about getting a virtual number for your business: how it works, who it’s for, which providers to consider, and the steps to set it all up the right way.

What Is a Virtual Phone Number?

A virtual phone number isn’t tied to a physical phone line or SIM card like traditional ones are. Instead, it runs over the internet, usually through VoIP (Voice over Internet Protocol) or a cloud-based phone system.

You can make and receive calls or texts using a smartphone app, a desktop dashboard, or even a dedicated VoIP phone. The number stays active no matter where you are, as long as you’ve got an internet connection, which means you can take business calls on your laptop at home, respond to messages while traveling, or run a full-blown customer support team without anyone needing a landline.

Benefits over traditional phone numbers

Virtual numbers offer a range of advantages that traditional phone lines just can’t match:

• Work from anywhere: Whether you’re in the office, on the road, or working from a beach in Bali, your number stays with you.
• Scale as you grow: Need to add more team members or phone lines? Virtual systems let you expand without rewiring anything.
• Cut the costs: No expensive hardware, installation fees, or long-distance charges—just one simple subscription.

They’re especially great for modern businesses that value mobility, speed, and the freedom to operate on their own terms.

Who Should Use a Virtual Phone Number?

Virtual numbers aren’t just for big companies or tech startups. In fact, they’re one of the most versatile communication tools out there, suited for teams of all sizes, and even individuals looking for more control over their phone presence.

Ideal use cases

If you’re in any of these groups, a virtual number might be exactly what you need:

• Startups and SMBs looking to build a national or international presence without the overhead of physical offices.
• Freelancers and solopreneurs who want to separate personal and business calls while still using one device.
• Remote support teams or distributed sales teams that need a shared calling platform to stay in sync across locations.

If you’re closing deals, handling support tickets, or expanding into new markets, a virtual number helps you stay professional and reachable.

Personal use benefits

Virtual numbers aren’t just for business, though; they’re also handy for personal scenarios where privacy or flexibility matters:

• Posting on Craigslist or job boards? Use a virtual number to avoid giving out your real one.
• Traveling internationally? Use a local virtual number to stay connected without racking up roaming charges.
• Running side hustles or temporary gigs? Set up a dedicated line that you can easily pause or retire when you’re done.

Bottom line: whether you’re building a brand or just need a smarter way to manage your calls, a virtual number gives you options without the complications.

Types of Virtual Numbers Available

Not all virtual numbers are created equal. Depending on your goals, whether you’re looking to establish local credibility, support global customers, or offer toll-free access, there’s a type of number that fits the bill. Let’s break it down.

Local virtual numbers

Local virtual numbers have local area codes that make you appear as if you’re based in a specific city or region. For example, if your business operates out of New York but wants to target customers in Los Angeles, you can get a 310 or 213 number to give your outreach a hometown feel.

Why it matters: Customers are far more likely to answer calls from numbers they recognize as local. They build instant trust and make your brand feel familiar, even if you’re working remotely or overseas.

Toll-free virtual numbers

Toll-free numbers (like 800, 888, or 877) are free for customers to call, and are widely recognized and commonly used for support lines, order hotlines, or large-scale inbound campaigns.

Why it matters: If your business relies on incoming calls (especially from across multiple regions) a toll-free number removes friction and makes you look more established and service-focused.

International numbers

Want your business to feel “local” in London, Dubai, or Sydney without opening offices there? International virtual numbers let you do exactly that by giving you a local presence in countries where you serve or plan to grow.

Why it matters: They’re perfect for global customer support, international logistics, and cross-border sales teams. Your customers see a familiar number, and you handle everything from your existing setup.

Step-by-Step: How to Get a Virtual Number 

Getting a virtual number is surprisingly quick. With providers like Voiso, the entire process takes just a few minutes. Here’s how it typically works:

{include screenshots from Voiso}

Step 1 – Choose the type of number you need

Start by deciding what kind of number fits your strategy: local, toll-free, or international. Consider where your customers are, what kind of experience you want to create, and how many calls (or texts) you expect to handle.

Step 2 – Select a reliable virtual phone number provider

This is where tools like Voiso, OpenPhone, Dialpad, Aircall, or even Google Voice come into play. Don’t just go by brand, though, look at:

• Pricing (monthly plans, call/text rates).
• Features (like voicemail, analytics, and integrations).
• Uptime and call quality.
• Customer support, especially if you’re new to virtual systems.

Step 3 – Sign up and verify your identity

Depending on where you’re based, you may need to go through identity verification, which is often part of KYC (Know Your Customer) regulations, especially for international or toll-free numbers.

Expect to upload basic documents, like a business registration, utility bill, or ID, to get started.

Step 4 – Choose your number and region

Now comes the fun part: picking your number. Most platforms let you search by area code or country, filter for available lines, and sometimes even choose a “vanity” number that’s easier to remember. That way, you can completely customize your business phone number to suit your brand. 

Step 5 – Set up features and forwarding rules

Once your number’s active, you can customize how calls and texts are handled:

• Set up voicemail greetings.
• Add call routing rules to team members.
• Enable auto-attendants to guide callers.
• Link the number to your mobile phone, desktop app, or VoIP phone.

Everything can usually be managed through a simple dashboard—no tech team required.

Comparing Top Virtual Number Providers

There are a lot of options out there, so how do you choose the one that’s right for you? Here’s what to focus on:

What to look for in a provider

• Features: Look for essentials like call forwarding, voicemail-to-email, IVR, SMS support, and custom greetings.
• Pricing: Understand how they bill, whether monthly flat rates, per-minute charges, or bundled plans.
• Integrations: Make sure it works with the tools you already use, like your CRM, helpdesk, or project management system.
• Support: Responsive customer service is a must, especially if something goes wrong mid-call.

Quick comparison

Here’s a snapshot to help you compare:

Note: Prices and features vary by region and business plan.

Features to Consider Before You Buy

Virtual numbers can come packed with features, but not every feature is essential for every business. It’s worth knowing what’s critical and what’s nice to have before committing.

Must-have capabilities

Start with the core tools that make your virtual number actually useful:

• Call recording: Great for training, compliance, and reviewing customer conversations.
• Analytics: Track call duration, peak hours, and caller behavior.
• Voicemail: Ensure no call goes unanswered, even after hours.
• SMS/MMS support: If your audience prefers texting (and many do), this is non-negotiable.
• Multi-device access: Use the same number across your laptop, phone, and VoIP handset seamlessly.

Optional add-ons

Depending on your business size and workflow, you might also want:

• Virtual receptionist: Auto-attendants or live answering services for a more polished first impression.
• Call queue management: Especially useful for support or sales teams.
• Number porting: Want to bring your old number with you? Not every provider supports it easily, so always check before switching.

Legal and Regulatory Considerations

Virtual numbers are easy to set up, but they still operate within real-world laws, especially when it comes to privacy, identity, and call handling.

Know your country’s rules

Before purchasing, understand:

• KYC requirements: In many countries, you’ll need to verify your identity to get a virtual number. This might include a passport, business license, or utility bill.
• Number porting rules: Some providers or regions may restrict how or when you can transfer a number.
• Emergency access: Most virtual numbers do not support calls to 911 (US), 112 (EU), or local emergency services. Always have a backup line.

Data privacy and call recording Laws

If you’re planning to record calls or store customer data, make sure you’re:

• GDPR compliant (if you’re in or serving the EU).
• HIPAA compliant (for healthcare-related calls in the US).
• Informing users when recording calls, which is a legal requirement in many places.

Always review your provider’s terms and check with legal counsel if you’re unsure.

Setting Up a Virtual Number for Business Use

A virtual number only becomes powerful when it’s woven into your daily operations. Here’s how to do it:

Integrating with existing systems

Look for providers that offer plug-and-play integrations with:

• CRMs like HubSpot, Salesforce, or Zoho.
• Helpdesks like Zendesk or Freshdesk.
• Email and collaboration tools like Slack or Gmail.
• VoIP hardware or mobile apps to let you handle calls from anywhere.

Good integrations = fewer manual steps and faster workflows.

Training your team

Don’t just hand your team a number—help them use it like pros:

• Show them how to access the dashboard, check voicemails, and manage call routing.
• Train them on call etiquette, transfer rules, and how to escalate issues.
• Make sure everyone knows how to use the mobile and desktop apps, so they’re never out of the loop.

Costs Involved in Getting a Virtual Number

Understanding the cost structure of virtual numbers is key to avoiding surprises later. While they’re typically more affordable than traditional phone systems, pricing models and add-ons can vary significantly by provider.

Setup fees vs. subscription models

Some virtual number providers offer a pay-as-you-go pricing model, where you’re billed based on actual usage, which can be ideal for businesses with low call volume or seasonal communication needs. 

On the other hand, many providers use flat-rate subscription models, which include a fixed number of minutes or even unlimited calling. They’re often better suited for businesses with consistent call traffic. 

If you have a growing team, you’ll also want to factor in per-user pricing, which is common in enterprise plans. Always check what features are included in the base plan: some advanced capabilities like call analytics, voicemail transcription, or CRM integration may be locked behind higher-tier packages.

International usage costs

If your business involves international communication, it’s essential to understand how global usage will affect your monthly bill. Outbound and inbound call rates can vary significantly from country to country, and international SMS charges are typically higher than domestic ones. 

Even with a subscription plan, international calls may be billed separately or come with strict limits. Some providers offer bundles of international minutes to help manage costs, while others may charge per minute based on the destination. 

Be sure to review these details carefully, especially if you’re planning to use your virtual number for sales, support, or logistics in multiple countries.

Troubleshooting and Managing Your Virtual Number

Like any tech tool, things can occasionally go sideways. But the good news is that most problems are easy to fix once you know what to look for.

Common issues

• Dropped calls or audio lag (usually tied to internet quality).
• SMS delays or failures.
• Device sync problems, especially if using multiple apps or platforms.

Solutions and support

• Restart the app or device—it sounds simple, but it works more often than not.
• Test internet speed or switch to a wired connection for better call quality.
• Contact support if issues persist (this is where having 24/7 support really pays off).
• Check your provider’s uptime guarantee; the higher, the better (99.9% or above is ideal).

Get Started with Your Virtual Number Today

You’ve got the overview. You’ve seen the benefits. You’ve read the steps. Now it’s time to take action.

Getting a virtual number is one of the simplest, most impactful upgrades you can make to your business communication. It makes you easier to reach, more professional, and more agile, without the hefty price tag of traditional phone systems.

Remember:

• Choose the right number type (local, toll-free, or international).
• Pick a trusted provider like Voiso.
• Set up your features, forward calls, and train your team.
• Start communicating smarter with one number, across every device.

Ready to try it? Check out Voiso’s virtual number plans and see how quickly you can be up and running.

FAQs 

Can I keep my virtual number if I switch providers?

Yes—most numbers can be ported, but check with both your current and new provider first.

Is it possible to use one virtual number on multiple devices simultaneously?

Absolutely. That’s one of the key benefits of virtual numbers—they’re device-agnostic.

How long does it take to activate a virtual number after purchase?

In most cases, activation is instant. Some international or toll-free numbers may take up to 24 hours due to verification.

Can I use a virtual number for SMS verification (2FA)?

Sometimes. Some platforms accept virtual numbers for 2FA, but others block them. It depends on the service.

Are virtual numbers compatible with WhatsApp or other messaging apps?

Often yes, but not always. WhatsApp may not accept VoIP-based numbers for business verification.

Can I get a virtual number without revealing personal identity documents?

That depends on the country. Many jurisdictions require ID verification, especially for international or toll-free lines.

Further Reading

• Cost of virtual numbers
• Are virtual numbers secure?
• Differences between virtual and traditional phone numbers
• VoIP vs virtual numbers
• Types of virtual numbers
• Are virtual numbers legal?