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Virtual Business Phone Number
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What is a virtual business phone number?
A virtual business phone number is a cloud-based number that lets you manage calls without a physical landline. It works over the internet, so you can answer on any device and present a professional business presence wherever you work.
Cloud-based number
A virtual number runs through the internet rather than fixed-line hardware.
Answer on any device
Make and receive calls on your mobile, laptop or desk phone with no on-site installation.
Professional business presence
Customers see a standard business phone number while you manage everything online.
Why use a virtual business phone number
A virtual business phone number gives you a simple way to stay reachable without relying on a fixed line or on site equipment. It helps your team handle calls smoothly, stay connected when working in different locations and keep a consistent point of contact for customers.
Many companies choose a virtual number because it supports modern ways of working and offers features that traditional phone lines cannot match. Below are the key reasons businesses use a virtual business phone number.
Flexibility
Route calls to your mobile, laptop or office handset and stay connected wherever you work.
Number porting
Migrate your existing business landline number to a virtual service, allowing customers to continue using the number they already have.
Cost-effective
Avoid the expense of physical lines and traditional systems. A virtual business phone number offers an affordable and scalable way to manage calls as your business expands.
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.
DID numbers
Direct Inward Dialling numbers let you assign individual direct numbers to different team members or departments without separate physical lines. This supports advanced routing, time of day rules, queue management and large multi-user phone systems.
03 business numbers
Numbers that are not tied to any location, often starting with 03. They give a national presence and are charged at standard rates for callers.
Cost of a virtual business phone number
The cost of a virtual business phone number depends on how many numbers you need, the features you choose, and the amount of calling your team does each month. Providers charge different rates for the number itself, the call plan and any advanced tools you add.
Below are the main factors that shape the cost of a virtual business phone number.
Number type
Standard local or national numbers are usually the most affordable option. Freephone and international numbers often have higher monthly fees because of the way calls are routed.
Call rates
Calls made through your virtual number are billed by the minute or bundled into a monthly allowance. Prices vary by destination, for example, mobile calls, landline calls and international calls.
Features and add-ons
Extra tools such as call recording, call queues, auto attendants, voicemail to email, and analytics increase the monthly cost.
Number porting
Bringing your current business number into the service can be free or charged as a one-off fee, depending on the provider.
Outbound call usage
Heavy calling teams, such as sales or support lines, usually choose higher-tier plans with larger allowances to keep monthly costs predictable.
Scale of your setup
Costs rise as you add more users, more devices or multiple virtual numbers. Larger organisations often benefit from discounted multi-user plans.
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 virtual business phone numbers work
A virtual business phone number uses the internet to route calls instead of relying on a physical landline. Everything is managed through an online platform, so your team can make and receive calls from anywhere. Here is a simple overview of how it works.
Choose your number
Pick a local, national, mobile or international number. You can also port your existing business number into the service.
Connect your devices
Download an app or use a web-based softphone on your mobile, laptop or office handset. No on-site installation is needed.
Set your call routing
Decide where calls should go. You can send them to one person, a small team or a larger support queue.
Add call handling tools
Use features such as voicemail to email, auto attendants, call recording or time of day routing to manage calls efficiently.
Make and receive calls
Once set up, all calls flow through your virtual number and reach your chosen devices. Outbound calls also show your business number to customers.
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 VoIP providers offering competitive virtual phone number plans. Consider providers offering VoIP for business 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, business VoIP integrations 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
Log in to your provider’s online portal or app to manage your new virtual number.
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, the call quality is high, 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.
Integrate your virtual business phone number with tools you use
A virtual business phone number can connect directly with the CRM and communication tools your team already relies on. This helps you manage calls, track conversations and keep customer records up to date without switching between systems.
CRM integration
Most virtual phone services integrate easily with platforms like Pipedrive, HubSpot, Zoho and Salesforce. Calls automatically log against customer records, and your team can click to call from inside the CRM.
Call tracking and analytics
Integrations with analytics tools show call volumes, missed calls and customer interactions in one place. This supports better reporting and faster follow-up.
Team collaboration tools
Virtual numbers can connect with platforms such as Microsoft Teams and Slack so staff can answer calls, send messages and share updates in the tools they use every day.
Workflow automation
Use integrations to trigger tasks, follow ups or notifications when a call comes in. This helps maintain a smooth customer journey without extra admin.
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: Virtual phone numbers help small business VoIP customers maintain a professional image and stay reachable on the go.
- Startups: Affordable, scalable communication for growing teams. Ideal when paired with a small 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 when paired with a cheap business broadband deal.
- 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 business 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 work phone 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 SoGEA business broadband, full fibre business broadband, or dedicated leased line broadband.
💡 We can help you find a better broadband service. Talk to our connectivity experts to find the best business broadband provider today.