Ever wondered how businesses manage customer calls from different cities or even countries without opening offices everywhere?
This is because of virtual phone numbers.
These numbers let you make and receive calls from anywhere, without needing a SIM card or landline. They are affordable, flexible, and perfect for businesses that want to grow without extra costs.
Let’s explore what a virtual phone number is, how it works, and how to get one.
What is a Virtual Phone Number?
A virtual phone number is not tied to a specific phone, SIM card, or location. Instead, it works through the internet using VoIP (Voice over Internet Protocol) technology.
This means you can use it to make and receive calls from any device—a mobile phone, laptop, or tablet.
For Example:
A business in Delhi wants to serve customers in Mumbai. Instead of opening a new office, they get a Mumbai virtual phone number. Now, Mumbai customers can call a local number, even though the team is in Delhi.
How Does a Virtual Phone Number Work?
A virtual phone number work through internet-based technology (VoIP), allowing users to make and receive calls from anywhere without relying on a traditional phone line or SIM card. Here’s how it works:
1. Get a Virtual Phone Number
The first step is to choose a virtual phone number from a trusted virtual phone number provider. Businesses can select from different types, such as:
- Local virtual numbers (specific to a city or region)
- Toll-free numbers (for customer support and branding)
- International numbers (for global business expansion)
2. Call Routing via the Internet
Unlike traditional phone systems, virtual phone numbers transmit calls over the internet instead of using a physical phone line. This ensures:
- Seamless call connectivity regardless of location
- Reduced costs for international and long-distance calls
- Flexibility to operate remotely or from multiple locations
3. Answer Calls on Any Device
A virtual phone number allows users to answer calls on multiple devices, including:
- Smartphones (via an app)
- Laptops or desktops (using web-based softphones)
- VoIP desk phones (for office setups)
This means businesses can stay connected anytime, anywhere without being tied to a physical office.
4. Advanced Features for Business Efficiency
Virtual phone numbers come with a range of advanced communication tools, including:
- Call Forwarding – Redirect calls to another number or device
- Voicemail & Voicemail-to-Email – Ensure you never miss important messages
- IVR (Interactive Voice Response) – Set up automated call menus (e.g., “Press 1 for Sales, Press 2 for Support”)
- Call Analytics & Tracking – Monitor call performance and customer interactions
These features make virtual phone numbers an ideal choice for businesses, improving customer experience, operational flexibility, and overall communication efficiency.
Types of Virtual Phone Numbers
1. Local Phone Numbers
These have area codes of specific cities. They help businesses look local even if they aren’t physically there.
Its is best for: Small businesses, local customer service.
Example: A Bangalore-based company can get a Delhi virtual number so Delhi customers feel like they are calling a local office.
2. Toll-Free Numbers
Toll-Free Numbers start with 800, 888, 1800, etc., and customers can call for free.
Its is best for: Customer support, helplines, large businesses.
Example: A bank using 1800-XYZ-BANK allows customers to call them without any call charges
3. Vanity Phone Numbers
These numbers spell out a word, making them easy to remember.
It is best for: Branding and marketing campaigns.
Example: 1-800-FLOWERS (a flower delivery company) uses a vanity number for better recall.
4. International Numbers
These numbers let businesses get phone numbers from different countries so customers can call at local rates.
It is best for: Global businesses, remote teams, international support.
Example: A company in India gets a UK virtual phone number so UK customers can call them without international fees.
How to Get a Virtual Phone Number (Step by Step)
Getting a virtual phone number is quick and easy. Whether you need a local, toll-free, or international number, the process is simple and can be completed in a few steps. Here’s how:
Step 1: Choose a Virtual Phone Number Provider
Not all virtual phone number providers offer the same level of service. When selecting a provider, consider:
- Good call quality
- Affordable pricing
- 24/7 customer support
- Features like call forwarding, IVR, voicemail
Step 2: Sign Up & Create an Account
Go to the provider’s website and sign up using your email. Some providers like CallerDesk even offer free trials.
Step 3: Select Your Virtual Phone Number
Depending on your business needs, you can choose from different types of virtual phone numbers:
- Local Virtual Phone Number – Ideal for businesses that want to establish a local presence in a specific city or region.
- Toll-Free Virtual Number – Perfect for customer support, allowing customers to call for free.
- Vanity Number – A customized number that helps with branding and marketing (e.g., 1-800-CAKES).
- International Virtual Phone Number – Helps businesses expand globally by providing local numbers in different countries.
Step 4: Choose a Plan & Pay
Most virtual phone number providers offer flexible monthly or yearly plans. When selecting a plan, consider:
- Call minutes included – Some plans offer unlimited calling, while others are pay-as-you-go.
- Additional features – IVR, call recording, and analytics may come at an extra cost.
- Number of users/extensions – Businesses with large teams may need multiple lines.
Step 5: Set Up Call Routing & Features
Once your number is activated, you can:
- Forward calls to your mobile or landline.
- Set up voicemail for missed calls.
- Enable IVR menus (Press 1 for sales, Press 2 for support).
- Integrate with WhatsApp Business or CRM software.
Considerations When Selecting a Virtual Phone Number Provider
- Security and Privacy Features: Ensure the provider offers robust security measures.
- Pricing and Value for Money: Compare the costs and features of different providers to find the best deal.
- Ease of Use and Setup: Choose a provider with an easy setup process and user-friendly interface.
- Customer Support and Service Reliability: Look for providers with good customer reviews and reliable service.
- Available Integrations and Add-Ons: Check if the provider offers integrations with other tools and additional features that can benefit your business.
Best Virtual Phone Number Providers in India
There are many providers, but some of the best options include:
- CallerDesk – Feature-rich and business-friendly.
- Exotel
- MyOperator
- Knowlarity
Conclusion
Virtual phone numbers are a smart, affordable, and flexible way to manage business calls.
You can get a local, toll-free, or international number within minutes and start handling calls professionally, from anywhere.
If you’re looking for a trusted provider, check out CallerDesk to set up your virtual phone number hassle-free.
