Virtual Phone Number – What Benefits Does It Bring to a Business? 

When you decide to implement a VoIP virtual telephone exchange in your company, you also receive a virtual phone number or virtual phone numbers. A virtual phone number can look like a landline number or a toll-free number starting with 80x. Customers call this number and the call is transferred to any internal number. Discover the benefits of using virtual phone numbers in your company in the fourth article of our new blog series “Useful Features of a Virtual Exchange.” 

How does a virtual phone number work and what advantages does this type of phone number have for a company?  

What is a Virtual Phone Number? 

A virtual phone number is a number you receive when you purchase a virtual telephone exchange service. Its operating principle differs from that of a landline number. It is not physically assigned to a telephone line but to a specific SIP account. A virtual number can be any number and resemble a local number or start with 0-800 as a universal company toll-free number. 

A company that introduces VOIP telephony does not also have to give up its existing landline number. It can be transferred to any SIP account for free. 

What definitely distinguishes a VOIP number from a landline is its multi-channel capability. A virtual number can be called from any landline phone but also from a mobile phone, desktop computer, laptop or tablet. In short, from any device with internet access.  

Mobile Phone vs. Virtual Phone – Differences 

Although both mobile phone numbers and virtual numbers serve to identify the caller, there are fundamental differences between them. A traditional mobile number is assigned to a specific SIM card and device, meaning its operation is dependent on the physical card inside the phone. On the other hand, a virtual phone operates based on VoIP technology and does not require a SIM card. Its operation is based on an internet connection, allowing for receiving and making calls from any device with network access, regardless of location. Thus, users can use one number on multiple devices simultaneously, which is impossible with traditional phones. In short, VoIP offers greater flexibility and mobility.  

History of VoIP Telephony 

VoIP telephony, also known as internet telephony, has revolutionized the way we communicate worldwide. Its beginnings date back to the 1970s when scientists on ARPANET conducted the first experiments with voice transmission over computer networks. However, it was not until the 1990s, thanks to advances in data compression technology and rapidly expanding access to broadband internet, that VoIP began to gain popularity. In 1995, the company VocalTec released the first commercial product enabling voice conversations over the internet. Over the next years, with increasing internet speed and better compression algorithms, the quality of VoIP calls significantly improved. Modern VoIP telephony not only enables making calls but also offers features such as video conferencing, message transmission and integration with other business applications. Today, more and more companies use virtual phone numbers. Now, thanks to VoIP technology, geographical boundaries have become less significant and communication has become more accessible and economical than ever before.  

What Advantages Does a Virtual Phone Number Have for a Business? 

VoIP phone numbers, for the caller, are indistinguishable from landline numbers. However, their IP-based operating principle means they bring many benefits to a company that decides to introduce a VPBX. Here are the most important ones. 

Company Mobility 

Thanks to the virtual number, a company is not tied to its location. Virtual number services are used via a web browser, not a telephone line. Thanks to cloud technology, a company’s office can be located anywhere without changing its phone number. If the company decides to change its headquarters, it retains its existing telephone number. Company Credibility 

A virtual number can look like a landline number of a specific region or city. Even though the physical headquarters of the company is located elsewhere, clients will have the impression they are contacting a local company. This strategy increases trust from potential customers, who are more likely to use services from companies with a landline number.  

High Reachability 

An agent can answer incoming calls to a specified virtual number from any place and device connected to the network. Incoming calls can also connect to multiple devices simultaneously or one after another depending on the implemented call queuing and forwarding scheme. Thanks to these features, a greater number of customers can make contact with our company.  

Low Call Costs 

Virtual numbers can start with any area code regardless of where the company’s office is actually located. Thus, calls bypass local fees, even if the caller does not use VOIP telephony. This saves money not only for customers, who pay as if for a local call, but also for company employees, e.g., during business trips abroad. Many VOIP operators offer completely free calls within the company from virtual numbers.  

Low Infrastructure Costs 

Maintaining virtual numbers is also cheaper in terms of telephone infrastructure. A virtual phone number does not require complex implementation – just an internet connection. There is no need for cable pulling, additional software or maintenance service because the entire service operates in the provider’s cloud. This significantly reduces the communication infrastructure costs of the company.  

Virtual Number for Small and Large Businesses 

The virtual phone becomes an essential tool for companies of various sizes, offering a range of benefits unattainable for traditional telecommunications. For small businesses, which often operate in a dynamically changing environment, VoIP numbers offer flexibility and scalability. Without the need to invest in expensive infrastructure, small companies can quickly adapt to growing needs, adding new lines or features as the business develops. Moreover, a virtual number allows building a professional image in the eyes of customers, even if the company operates from a home office. 

For large corporations, VoIP brings benefits in terms of integration and efficiency. International companies can easily connect teams from different parts of the world using a unified telecommunications system. Features such as video conferencing and integration with other business tools facilitate communication and collaboration between branches. Additionally, thanks to centralization, companies can achieve significant savings, eliminating the need to maintain multiple local telecommunications contracts. 

Regardless of the company size, virtual numbers in VoIP technology offer modern solutions that contribute to increased productivity, cost savings and improved customer service quality.  

Tips for Companies Switching to VoIP Telephony 

Deciding to switch to VoIP telephony is an important step for any company, which can bring significant benefits in communication and savings. However, before making this decision, it is worth considering a few key aspects. First, a thorough analysis of the company’s needs will allow choosing the appropriate solution tailored to the business’s specifics. Do you need advanced features, such as video conferencing or integration with other systems? Or perhaps simplicity of use and low costs are your priority? 

Another important element is the network infrastructure. Make sure your network is ready to handle increased traffic and provide high-quality connections. Don’t forget to train your team. Even the best system will not bring the expected benefits if employees do not know how to use the number. 

Collaborating with an experienced provider, such as EasyCall, can significantly ease this process, ensuring a smooth transition to modern VoIP telephony and full use of its potential.  

How to Set Up a Virtual Number? 

The service is available in EasyCall’s business tariff plans along with the Virtual Exchange. Configuring a virtual number is available after logging into the exchange interface accessible online. To create your first IVR tree, select the IVR option in the upper left corner, then Add, enter the tree name and click Save. On the left is a list of functions that can be used in the tree. 

On the left side, there is a list of functions that can be used in the IVR tree. Arranging functions works on a drag&drop basis, so to use a particular function in the tree, click on it, hold, drag it onto the gray background and drop it at the desired location. A list describing each function is below. Descriptions of individual functions along with visualization of the IVR tree creation process can be found on the page: 

Virtual Exchange and on the Help subpage 

The main number of the virtual exchange initiates the entire call tree scheme we want to create for it. Starting the creation of the scheme, as the first function from the menu, we choose Telephone Number. 

 Within the element, we indicate the phone number, which, after a call is made to it, will start the execution of the defined process. 

For more information on useful features of the virtual exchange, please see the upcoming articles of the new series. 

We invite you to try our virtual exchange during a 14-day free trial without any obligations!  

Challenges Associated with Implementing a Virtual Number 

Firstly, hardware and network requirements may be more complex than for traditional telephone lines. Optimal call quality requires a stable and fast internet connection and properly configured equipment. Additionally, training staff on how to use the new system is key to fully leveraging the capabilities of VoIP technology and avoiding potential problems. Fortunately, the implementation process with EasyCall goes smoothly. Step by step, you will adjust your exchange, receiving support at every stage—from choosing the right equipment, through configuration to ongoing service. This makes the challenges associated with implementing a VoIP system easier to overcome and companies can enjoy all the benefits of modern communication.  

Cost Comparison: Traditional Phone Line vs VoIP 

The contemporary market offers a variety of communication solutions that differ not only in functionality but also in costs. A traditional phone line, though proven and reliable, usually involves higher monthly fees and additional costs for international calls or roaming fees during foreign trips. A virtual phone brings significant savings in these areas. By using a virtual number, calls become much cheaper and in many cases even free, if both parties use the same VoIP platform. Moreover, users do not have to worry about high roaming fees, as they can make calls from anywhere in the world with internet access. Additionally, the initial costs associated with implementing a VoIP system are often lower than installing a traditional phone line and monthly fees can be flexibly adjusted to the needs of the company. In short, while both technologies have their place in the market, VoIP numbers offer significant financial benefits, especially for businesses operating internationally.  

Security in VoIP Telephony 

A virtual phone, although offering many benefits in terms of flexibility and costs, brings with it certain challenges related to data protection. One of the main threats is so-called “eavesdropping,” or listening in on conversations. Attackers can intercept data transmitted over the network, gaining access to confidential information. Another problem is spoofing or pretending to be another virtual number, which can lead to fraud and abuse. To counter these threats, companies should use encrypted connections, regularly update software and use advanced authentication mechanisms. It is also worth educating employees about potential threats and best practices in security. Contemporary VoIP solutions offer many tools for monitoring and securing connections, but the key is awareness and the right approach to security issues in the world of virtual phone numbers.  

Additional Features in VoIP Technology 

VoIP telephony offers much more than traditional telephone lines. One of the key advantages is the rich palette of additional options that enhance professionalism and efficiency in company communication. Voice prompts are one of these features, allowing companies to create a professional greeting for each incoming call. This lets customers know immediately that they have reached the right company and they can also receive basic information or instructions even before talking to an operator. Call queuing is another important feature of a virtual phone number, allowing for the management of a large number of calls simultaneously. If all lines are busy, the customer is not rejected but placed in a queue where they can listen to music or information until connected to an available consultant. Modern VoIP telephony also allows for sending and receiving faxes digitally, eliminating the need for a traditional fax machine. This not only saves time and money but also contributes to environmental protection by reducing paper usage. These are just some of the many possibilities of a virtual telephone exchange.  

Integration of Virtual Number with Other Business Tools 

Contemporary business requires efficient communication management and integration of various tools to ensure smooth operations and effectiveness. In this context, VoIP technology, through the possibility of integrating a virtual phone number with other systems, becomes an invaluable tool. By connecting with CRM systems, e-commerce platforms or project management tools, companies can automatically log the history of incoming calls, assign them to the appropriate customers or projects and analyze data to optimize operations. Making calls directly from the interface of business applications, such as ERP systems or sales platforms, eliminates the need to enter the same data multiple times and speeds up business processes. Moreover, thanks to the integration of phone numbers with data analysis tools, managers can monitor the effectiveness of telephone activities, measure conversions and adjust communication strategies. In the digital age, where data plays a key role, the ability to integrate VoIP with other business tools becomes not just an asset, but a necessity for modern enterprises.

Application of Virtual Numbers in Different Industries 

Virtual phone numbers have found application in many market sectors, providing valuable solutions for diverse business needs. In the e-commerce industry, where customer service plays a key role, a virtual phone number ensures that incoming calls are properly managed and also offers the possibility of adding an additional number for handling specific markets or promotional campaigns. For consulting firms and marketing agencies, a virtual number enables the management of multiple projects simultaneously with clear assignment of calls to specific clients or campaigns. In the hospitality sector, an additional phone number can be used for handling reservations, inquiries or special offers. In the medical industry, a virtual phone number can be used for online consultations, scheduling appointments or providing information to patients. In the real estate sector, agents can use such phone numbers to promote specific offers, enabling potential clients to make direct contact with the appropriate specialist. These examples show the versatility and flexibility of VoIP. It is a technology that adapts to the specifics and requirements of different industries, contributing to their success.

Future of VoIP Telephony 

The VoIP telephony system continues to evolve, adapting to the changing needs of users and new opportunities. The virtual phone, once a novelty, is becoming a standard in many companies around the world. One of the directions in which VoIP is developing is deeper integration with applications. The contemporary worker, especially in the era of remote work, expects the ability to use the office number regardless of where they are. Thanks to the mobile application, the virtual number becomes accessible from any place in the world, ensuring both quality and security of the connection. Moreover, with the development of 5G technology, we can expect even better call quality and shorter latency times. In the future, we can also expect that VoIP will increasingly integrate with artificial intelligence, automating processes and providing more personalized solutions for users. VoIP telephony has a bright future ahead, adapting to the needs of the modern world and setting new standards in communication. Now is the time to take advantage of the opportunities it offers!