But why are more and more businesses ditching traditional telephony in favor of virtual numbers? Because they’re flexible, affordable, and perfect for modern work environments, especially those with remote teams, global customers, or fast-scaling operations. Whether you’re a startup, a local service provider, or an international brand, there’s a virtual number that fits your needs.
In this guide, we’ll break down the different types of virtual phone numbers, explain how each one works, and help you figure out which type makes the most sense for your business model.
Key Takeaways
- Virtual numbers are cloud-based, flexible alternatives to traditional phone lines, accessible across devices with no physical SIM or wiring needed.
- Types include:
- Local numbers – great for regional presence and customer trust.
- Toll-free numbers – ideal for national accessibility and branding.
- International numbers – for expanding into global markets.
- Vanity numbers – boost brand recall (e.g., 1-800-FLOWERS).
- VoIP numbers – suited for voice-heavy operations and integrations.
- SMS-enabled numbers – best for texting, OTPs, and reminders.
- DID numbers – for direct team or department lines.
- Temporary numbers – useful for campaigns or privacy control.
- Hybrid strategies (using multiple number types) help tailor communications for sales, support, marketing, and global operations.
- Choosing the right number depends on business size, customer location, use case, call volume, and communication goals.
What Is a Virtual Phone Number?
A virtual phone number is just like a regular phone number, except it’s not tied to a specific phone line or physical location. Instead, it routes calls over the internet using VoIP (Voice over Internet Protocol), so you can take calls on a laptop, a softphone app, or even forward them to your mobile number. Essentially you’re no longer tied to a desk or a single device.
If you’ve ever used Google Voice, Zoom Phone, or any cloud-based calling tool, you’ve experienced the basics of virtual numbers. They’re easy to manage, scalable, and can be set up in minutes rather than weeks.
Key advantages
One of the biggest benefits of virtual numbers is flexibility: you can have a professional business number that rings on your mobile or desktop without giving out your personal number.
Plus, they’re cost-effective, especially when making long-distance or international calls as they don’t incur massive phone bills from calling customers spread across time zones.
And as your team grows, virtual systems grow with you. Adding new users, numbers, or features is usually just a few clicks away; no need for additional hardware or installations.
Local Virtual Numbers
Local virtual numbers come with an area code tied to a specific city or region—like 212 for New York or 415 for San Francisco. But unlike traditional landlines, they’re not physically based in those locations. You might be taking calls in Texas or Tokyo, but your customers see a familiar local number when they pick up the phone.
Building familiarity can go a long way in establishing trust, especially if you’re trying to connect with regional audiences.
Use cases
Local numbers are great for businesses that want to build a community presence, even if they’re operating from a different city or country.
Let’s say you’re a national brand running separate marketing campaigns in Chicago and Los Angeles: with virtual local numbers, you can give each campaign its own area code, making your outreach feel more personal and relevant.
They’re also a strong fit for businesses with multiple locations or service areas, as they enable you to route all your calls to a central support team while still maintaining local numbers for each region.
Toll-Free Virtual Numbers
Toll-free numbers are the ones that start with prefixes like 800, 888, 877, and so on. They’re designed so that the person making the call doesn’t pay a dime, but the business receiving the call does. They’ve been a staple of customer service for decades, and they’ve transitioned smoothly into the virtual world.
You can now get toll-free numbers without any physical infrastructure, as everything works through your VoIP provider, and callers from anywhere in the country can reach you at no cost to them.
Use cases
Toll-free virtual numbers are perfect if you’re trying to make your business accessible nationwide. Maybe you’re running a customer support center, a sales hotline, or even a donation line—this is the number you want if high call volume and nationwide reach are on your checklist.
They also add a layer of professionalism to your brand. A toll-free number tells people you’re established, you’re accessible, and you’re serious about communication.
International Virtual Numbers
Let’s say your company is based in New York, but you’re building a customer base in London, Berlin, or Sydney: with an international virtual number, you can use a local area code in those countries, even if your team’s operating from a completely different location.
Callers in that country are charged local instead of international rates, which makes them much more likely to reach out. It feels local to them, but it’s global for you—a win-win.
Use cases
International virtual numbers are a smart move for businesses expanding overseas. Whether you’re entering new markets, supporting international customers, or running a multinational sales team, international virtual numbers keep things simple.
They’re also great for customer trust, because when people see a familiar country code, they’re more likely to answer and engage; no second guessing whether it’s a scam or an overseas sales pitch.
Vanity Virtual Numbers
You’ve definitely heard these before—numbers like 1-800-FLOWERS or 1-800-CONTACTS. Vanity virtual numbers use the phone keypad to spell out memorable words that tie directly to your brand or offering.
They work just like regular toll-free numbers but add a layer of marketing and recall value that standard numbers can’t match.
Use cases
Vanity numbers are made for branding: if you’re running national campaigns on TV, radio, or print, a catchy phone number sticks in people’s heads far better than a string of digits.
They’re also useful for separating different lines; for example, one vanity number for customer service, and another for sales.
For companies focused on memorability, reputation, and long-term customer relationships, a vanity number isn’t just a phone number, it’s an asset.
VoIP Numbers
VoIP numbers, or Voice over IP numbers, are assigned through internet-based phone services rather than traditional copper phone lines. You get a number just like any regular phone number, but instead of relying on a landline, everything happens over your internet connection.
They’re typically provided by VoIP services like Voiso, RingCentral, 8×8, or Dialpad, and can be used with softphones, IP desk phones, or even mobile devices.
Use cases
If your business is moving away from landlines (or never had one to begin with) VoIP numbers are your go-to. They’re ideal for:
- Teams spread out across multiple locations or working remotely.
- Companies looking to integrate their phone system with CRMs or helpdesk platforms.
- Startups wanting a scalable and modern communication solution without the legacy phone system headaches.
VoIP numbers are essentially the backbone of most modern virtual phone systems.
Virtual Fax Numbers
Believe it or not, faxing still exists, especially in sectors like legal, healthcare, and finance. But virtual fax numbers eliminate the bulky machine. They facilitate sending and receiving faxes digitally, typically via email or a secure online dashboard.
It’s faxing, just smarter.
Use cases
You’ll see virtual fax numbers used by:
- Law firms and legal professionals needing secure document exchange
- Medical practices sharing patient forms or insurance documents
- Financial service providers processing paperwork that still requires fax compliance
And the bonus? You can archive everything digitally, which is great for compliance and record-keeping.
SMS-Enabled Virtual Numbers
SMS-enabled virtual numbers let you send and receive text messages using the same virtual infrastructure as your calls. You don’t need a mobile phone plan, just a provider that supports SMS functionality.
Why use them?
Texting isn’t just for friends. Businesses use SMS for:
- Appointment reminders
- Two-way customer support chats
- Sales outreach
- Security messages like two-factor authentication (2FA)
Who’s it for?
If you want faster response times and a more personal connection with clients, SMS-enabled numbers are a smart add-on to your voice system.
DID Numbers (Direct Inward Dialing)
DID numbers assign a direct line to an individual user, team, or department, without needing to go through a receptionist or main line. They’re typically used in conjunction with PBX or VoIP systems, and enable each employee to have their own number while still being part of a larger system.
Use cases
DIDs are great for:
- Giving sales reps or account managers their own dedicated line.
- Allowing customers to reach specific departments directly (billing, tech support, etc.).
- Tracking call metrics at a more granular level.
In short, they bring personalization to your phone system without adding complexity.
Temporary or Disposable Virtual Numbers
Temporary or disposable virtual numbers are exactly what they sound like—numbers created for short-term use. Unlike permanent business lines, disposables are meant to be used for a limited time, often tied to a specific campaign, event, or task. Once the need passes, the number can be deactivated without any long-term commitment or clutter in your phone system.
They’re commonly available through VoIP providers or specialized apps that offer quick number generation and easy disposal.
Use cases
These numbers are a practical choice when privacy or flexibility is a top priority. Businesses and professionals use them for:
- Short-term marketing efforts: a limited-time promotion or flash sale.
- Event management: conferences, pop-ups, or temporary hotlines.
- Online listings or lead forms: for when you don’t want your main business number exposed.
- User sign-ups or app testing: to avoid spam or keeping things separate from your primary line.
Temporary numbers give you control. You decide when to activate them, when to shut them off, and what they’re used for, without tying up your main communication infrastructure.
Choosing the Right Type of Virtual Number for Your Business
Key considerations
Before you pick a virtual number, it’s worth pausing to think about how your business actually communicates. Ask yourself:
- Who are your customers? If you’re working with local communities, a local number builds trust. For broader audiences, toll-free or international numbers may be a better fit.
- How many calls are you handling? High call volumes might require more advanced routing and support features.
- Do you have a regional focus or are you expanding globally?
- What image do you want to project? A toll-free number can sound national and established, while a vanity number might be more memorable and brand-forward.
- And of course, what’s your budget, and how easily can your setup scale?
Matching your number type to your business goals ensures you’re not just reachable, you’re also resonating with your audience.
Hybrid solutions
You don’t have to choose just one type of number. In fact, many businesses thrive with a hybrid approach. Imagine this:
- A local number for each branch office.
- A toll-free number for national support.
- An SMS-enabled number for customer reminders or support chats.
- And a vanity number for your big advertising campaign.
This kind of setup lets you route calls smartly, create personalized experiences, and keep your operations flexible. Hybrid virtual number strategies are especially useful in marketing, customer service, and sales-heavy environments.
How to Get a Virtual Number
Getting started is easier than most people think. Here’s a basic roadmap:
- Choose a provider: Look at options like Voiso, RingCentral, Grasshopper, or any provider that fits your business size and needs.
- Pick your number type and plan: Decide whether you need a local, toll-free, SMS, or international number, or a mix.
- Complete registration: This usually includes some basic ID verification and business info.
- Set up your call routing: Decide where calls go, whether it’s to a team, department, mobile app, or voicemail.
In most cases, you can go from sign-up to active number in a matter of minutes.
Setup and integration
Once your number is live, it’s time to plug it into the rest of your tech stack:
- Sync it with your CRM or helpdesk so customer info is at your fingertips
- Use softphone apps on mobile and desktop to stay connected anywhere
- Set up custom voicemail, call queues, auto-attendants (IVRs), and more
The more integrated your number is, the smoother your team’s communication will be.
Empowering Business Communication Through Virtual Numbers
Virtual numbers aren’t just a tech upgrade, they’re a strategic advantage. Whether you’re a solo founder, a growing team, or a multinational brand, the right type of number helps you connect better, scale smarter, and present a polished image.
The takeaway? Don’t pick a number at random. Align it with your goals, your customers, and how you want to show up in the market.
With the right mix of technology and strategy, virtual numbers can help transform how your business communicates—today and into the future.
FAQs
Can I use a virtual number on multiple devices at once?
Yes! Most virtual numbers can be accessed from desktop, mobile, or tablet apps simultaneously.
Are virtual numbers secure and encrypted for business use?
Reputable providers offer encryption and security features to protect your communication. Just make sure to choose a trusted provider.
What’s the difference between a VoIP number and a virtual number?
VoIP numbers are a type of virtual number that specifically use internet-based calling. All VoIP numbers are virtual, but not all virtual numbers are VoIP-based.
Can I port my existing landline number to a virtual format?
In most cases, yes. Many providers offer number porting services so you can keep your business number when switching to virtual.
Are virtual numbers affected by country-specific telecom laws?
Yes. Local regulations may apply, especially for international or toll-free numbers. Always check with your provider for country-specific requirements.
How quickly can I activate a virtual number after signup?
Usually within minutes! Some types may take longer depending on verification, but most are instant or same-day.
Further Reading
