Virtual Business Phone Number

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Benefits of virtual business phone numbers

A virtual business phone number is an ideal solution for businesses that need a professional contact point without being tied to a physical phone line. It allows you to manage calls and stay connected seamlessly wherever you are.

Whether you’re a small or large business, a virtual number offers the flexibility to keep your communication running smoothly. Here are three key benefits of using a virtual business phone number:

Flexibility

Route calls to any device, anywhere in the world, so you can stay connected no matter where you work.

Call management

Take advantage of call forwarding, voicemail-to-email, and auto-attendants to handle customer calls efficiently.

Cost-effective

Save money with affordable, scalable solutions compared to traditional phone systems.

Types of virtual phone numbers

Virtual phone numbers come in various types to suit different business needs, whether you want to establish a local presence, offer free calls to customers, or expand internationally. Here’s a quick overview of the main types available:

Local numbers

Establish a local presence with a number that uses the area code of your target region. This will help you build trust with customers in specific locations.

Freephone numbers

Provide customers with a free-to-call number, create a professional image, and encourage enquiries without cost to the caller.

International numbers

Expand globally with virtual numbers that allow customers abroad to contact you quickly without high international calling charges.

Mobile numbers

Use a virtual mobile number starting with 07 to give your business a more personal and accessible feel, ideal for customer interactions on the go.

Key features of virtual phone numbers for your business

Virtual phone numbers make it easy to manage calls and stay connected. Here are the key features:

Call forwarding

Easily direct calls to your mobile, landline, or other devices so you’re always reachable.

Voicemail

Capture missed calls with voicemail, ensuring you never lose an important message.

Custom greetings

Set up professional greetings to provide your callers with a professional and welcoming experience.

No hardware needed

You can use your virtual number directly from a PC, tablet, or smartphone via the provider’s software, making it easy and convenient.

Quick setup

No hardware is needed, so you can set up your number quickly and use it immediately.

How to get a virtual business phone number

Getting started with a virtual business phone number is quick and simple. Here, we outline the steps to set up a number that suits your business needs:

Research providers

Look for trusted virtual phone number providers offering competitive plans. Consider providers offering business VoIP services if you need additional features like video calls or messaging.

Choose a plan

Select a package that aligns with your budget and business requirements. Choose the virtual telephone number you want, whether local, freephone, or international.

Sign up

Sign your virtual telephone number contract with your chosen provider. Set up essential features like call routing, voicemail, and greetings.

How to set up a virtual business phone number

Setting up your virtual business phone number is easy once you’ve signed a contract with your provider. Follow these simple steps:

Access your account

Configure call settings

Set up call forwarding to your preferred devices, such as mobiles, landlines, or computers. If available, adjust settings like call screening or simultaneous ringing.

Set up voicemail

Personalise your voicemail message and enable voicemail-to-email if your provider supports it.

Customise features

Add additional features like automated greetings or call routing menus to customise the service to your business needs.

Test Your Number

Make a test call to ensure the number works as expected and all features are correctly configured.

Best practices for using virtual phone numbers

Using virtual phone numbers can enhance your business communication and customer experience. Here are some best practices to get the most out of your setup:

Choose the right number

Select a business phone line type that aligns with your business needs. Use local numbers to build trust with customers in specific regions, freephone numbers to encourage calls without cost to the customer, or international numbers to expand your reach globally.

Implement professional greetings

Set up custom greetings and menu systems to give callers a great first impression and direct them to the right department.

Train your team

Ensure your team understands how to use the virtual number system effectively. Provide training on call handling, voicemail management, and system features.

Keep voicemail up to date

Regularly update your voicemail greeting to reflect your availability or any important announcements.

Use call forwarding

Set up call forwarding to ensure calls are always answered, whether in the office, working remotely, or on the go – keeping your business always responsive.

Use multiple virtual numbers

If your business serves different regions or departments, consider using multiple virtual numbers to streamline communication and provide customers with a localised or specialised experience.

Who can benefit from a virtual business phone number

Here, we look at some of the key business types that can benefit from the flexibility and efficiency of virtual phone numbers:

Small businesses: Maintain a professional image and stay reachable on the go.
Startups: Affordable, scalable communication for growing teams. Ideal when paired with a startup business broadband connection.
Remote teams: Seamless call routing for simple connectivity.
Customer support centres: Efficiently handle high call volumes with advanced VoIP features.
Enterprises: Manage multiple departments or locations easily.

Comparing virtual business phone numbers with traditional systems

When choosing a phone system for your business, it’s essential to weigh the differences between the two.

Traditional phone systems in the UK rely on physical hardware like desk phones and landlines, with calls routed through the Public Switched Telephone Network (PSTN) and telephone exchanges.

Virtual business phone numbers are cloud-based, offering greater flexibility, lower costs, and modern features.

The table below highlights key differences:

Category	Virtual business phone numbers	Traditional systems
Cost	Lower upfront and ongoing costs, no physical hardware needed	Higher setup costs due to hardware and installation, plus maintenance fees
Flexibility	Easily scalable as the business grows	Limited scalability, more complex to expand
Accessibility	Accessible anywhere with an internet connection	Restricted to physical locations
Features	Advanced features like call routing and integrations	Basic features; additional capabilities require expensive upgrades
Maintenance	Minimal maintenance handled by the service provider	Regular maintenance is required, often involving downtime

💡In January 2027 the landline system will be retired in the UK. Visit our guide to the PSTN switch off for more information.

Virtual business telephone line FAQs

Our experts address the most commonly asked questions regarding virtual business phone lines.

Can I get a free virtual number for my business?

While some providers may offer free trials, truly free virtual numbers for businesses are rare. Free options often have high call charges and limitations, such as restricted features, ads, or time-bound usage.

Investing in a paid plan is the best option for a professional setup with essential features like call forwarding and voicemail.

What is the cost of a virtual business phone number in the UK?

The cost of a virtual business phone number in the UK depends on the provider, features, and the number of users or extensions required.

Per telephone number: Prices typically start at £5–£10 per month for a single virtual number, ideal for small business broadband customers.
Extension Numbers: Many providers offer additional extensions for £2–£5 per month each, allowing businesses to set up dedicated lines for departments or team members.

Virtual phone systems are a cost-effective solution, especially compared to traditional systems that require physical hardware and maintenance.

For more information read our guide to VoIP phone system costs.

Can I use a virtual business phone number on my mobile?

Yes, a virtual business phone number can be easily used on your mobile. Providers allow you to divert calls from your virtual number directly to your mobile phone, ensuring you can stay connected without using a separate device.

With features like call forwarding and mobile apps, you can seamlessly answer business calls wherever you are.

For more information read our guide on remote VoIP solutions.

How does call forwarding work with virtual numbers for business?

Call forwarding with virtual numbers allows incoming calls to be redirected to any device or location, such as a mobile phone, landline, or another virtual number. Here’s how it usually works:

Configuration: You set forwarding rules through your provider’s app or web portal. For example, you can forward all calls to a mobile during non-office hours or route them to a specific team member.
Flexibility: Calls can be forwarded to multiple devices simultaneously or in sequence. This ensures that calls are always answered, no matter where you or your team are located.
Advanced features: Many virtual systems offer smart forwarding, allowing calls to be routed based on caller ID, time of day, or availability.

Are virtual business phone numbers secure?

Yes, virtual business phone numbers are secure when provided by reputable service providers. They typically include encryption to protect voice calls and data, secure logins with two-factor authentication, and fraud detection systems to block suspicious activity.

Visit our guide to VoIP security for more information.

Do you need broadband for virtual phone numbers?

Not necessarily. Virtual phone numbers can be routed to mobile phones, so a broadband connection isn’t always required. However, most businesses use them in customer service centres or office environments via PCs or VoIP systems, where a reliable broadband connection is crucial.

To ensure seamless operation, consider options like business fibre optic broadband, full fibre business broadband, or dedicated leased line broadband.

💡 We can help you find a better broadband service. Compare business broadband deals to discover the best options for your needs.