Virtual Phone Number for Business: First Steps [2025]

Missing client calls, whether local or international, can cost your business.

As businesses grow with hybrid and remote teams, finding the best way to communicate and collaborate is more important than ever.

Traditional landlines and mobile phones are outdated because they limit flexibility. That’s why a virtual phone number is a great choice for your business.

A virtual phone is an online number that uses VoIP (Voice over Internet Protocol) technology. VoIP is one of the fastest-growing technologies, making up nearly 15% of the telecom market. You can make and receive calls and texts from anywhere with a virtual number.

In this article, we’ll show you how to get a virtual phone number, the types of numbers you can choose, and answer common questions.

Let’s get started.

How does a virtual phone number for business work?

Virtual phone numbers are more like email. Instead of a physical SIM card, phone tied to one device, or a specific location to work, you have a number that works over the internet (like email).

Here's how it works:

1. Internet connection: Virtual numbers use the internet (Wi-Fi or cell data) to make and receive calls and text, just like apps like WhatsApp or iMessage.
2. Making calls and texts: When you want to make a call or send a text, you simply open the app provided by your VoIP service on your phone, tablet, or computer. Dial the number or select a contact, just like on your smartphone. The VoIP provider sends your voice or text data over the internet to the person you're contacting in real-time. It's very similar to using your regular phone.
3. Routing calls: When someone calls your virtual number, the call goes to your VoIP provider's computers first. Then, the provider sends the call wherever you want it to go: your cell phone, computer, or even multiple devices.
4. Flexible call handling: With some services, you can set up rules for handling calls. For example, calls during work hours can go to your office phone, and after hours, they can go to your cell phone or voicemail. Depending on your staff availability, you can select who receives incoming calls from the virtual phone number.
5. Using the number: You don't need a new phone. You use an app from your VoIP provider on your existing devices (phone, tablet, or computer) to make and receive calls and texts. It's like using any other messaging app.

What are the prerequisites for getting a virtual number?

Getting a virtual phone number is usually quite straightforward, but there are a few prerequisites:

• Internet access: Since virtual phone numbers operate over the internet (using VoIP technology), you'll need a stable internet connection. This could be Wi-Fi or a wired connection.
• A device: You'll need a device to use the virtual phone number. This could be:
  1. A smartphone (iOS or Android)
  2. A computer (desktop or laptop)
  3. A tablet
  4. A VoIP desk phone (a physical phone designed for VoIP calls)
• An account with a provider: You'll need to sign up with a virtual phone number provider like Mobile Text Alerts. This usually involves:
  1. Providing some basic personal or business information (name, email address, etc.)
  2. Choosing a plan and payment method (if it's a paid service)
• A valid email address: You'll need a working email address to create an account and receive important information from the provider.

In some cases, depending on the provider and the type of number you want (especially for toll-free or certain local numbers), you might need to provide:

• A government-issued ID or a business registration document.
• A utility bill or a bank statement.

These extra requirements are usually for security and regulatory purposes.

gnidne## How do you get a virtual phone number for your business?

Getting a virtual phone number for your business is simple. Here’s how to get started:

1. Choose a virtual phone number provider. First, find a provider that suits your needs. With Mobile Text Alerts, you’ll get a virtual local or toll-free phone number included with any plan, allowing you to send texts from a separate number instead of using your personal cell phone or landline.
2. Create an account and select a plan. Once you’ve chosen a provider, create an account and select the plan that matches your requirements. Many providers, like Mobile Text Alerts, offer free trials (14 days in their case) so you can test the platform without risk. During your free 14-day trial, you can send up to 50 text messages and receive unlimited messages.
3. Decide on the type of number. Choose between local, toll-free, or short code numbers. Local and toll-free numbers are affordable and great for most businesses, while short codes work best for mass texting. If you already have a number, some providers let you port it to their platform. Mobile Text Alerts assigns you a free phone number that you can start using right away, or you can port in an existing landline phone.
4. Set up your account and add subscribers. Once your account is ready, start adding contacts, also called subscribers. Mobile Text Alerts provides multiple ways to do this:
   • Manual entry: Add individual subscribers by typing their details directly into the platform.
   • Import contacts: Upload a spreadsheet with your subscriber list for bulk additions.
   • Text-to-join: Let customers join by texting your account number. You can even set up keywords for auto-responses.
5. Start using your virtual phone number. To start using your virtual phone number, you must set it up based on your needs. For example, you can create an auto-reply message for anyone who texts your number. Once it’s set up, you’re ready to go. With Mobile Text Alerts, you can send and receive texts anytime using their online portal or mobile app. If someone texts your virtual number, you can easily read and reply to their message from the same portal or app.

What virtual phone number service should you use?

Choosing the right virtual phone service provider is a big decision for your business. Here’s what to look for—and why Mobile Text Alerts could be the perfect fit:

• Multi-device support

  Smooth communication across devices is key. Choose providers offering multi-device access. Mobile Text Alerts provides a web dashboard and mobile app, making it easy to send messages and manage your account from anywhere.

• Global and local number options

  Having the option for local or toll-free numbers is important for brand recognition. Look for a company that provides both. Mobile Text Alerts include a dedicated texting phone number with every plan, improving your brand’s visibility and professionalism.

• Advanced call and message routing

  Many providers offer call routing like time-based or skill-based options and IVR systems. When it comes to text messages, Mobile Text Alerts takes it further with message scheduling and automation, so you can save time and stay organized.

• Customizable call and message flows

  Adjustability is key to meeting unique business needs. Select providers that allow adjustments for unique needs, like setting call flows or creating automated messages. Mobile Text Alerts excels here with flexible automation, text-to-join options, web sign-up forms, and automatic QR codes to help you build and manage your audience.

• Call and message analytics

  Consider providers that offer detailed analytics to help track performance, improve strategies, and monitor call or message quality. With Mobile Text Alerts, you can analyze your campaigns and adjust as needed.

• Good customer support

  Responsive support is a must. Opt for providers with the best customer support. Mobile Text Alerts offer personal demos and convenient support, so you’ll have help every step of the way.

• Reliability

  Look for providers with high uptime. Mobile Text Alerts guarantee dependable service, so you can communicate with confidence.

• Free perks to get started

  Find providers that allow you free test trials. Mobile Text Alerts provides a 14-day free trial with no credit card required, 50 free messages to try out the system, and a personal demo to answer all your questions. With a free trial, you will see how well it fits your needs.

What are the different types of virtual phone numbers for businesses?

There are various types of virtual phone numbers. Let’s take a look at the most common ones below.

1. Local numbers

Local virtual phone numbers are linked to specific locations, like a city or state, and not to other areas in the country. These numbers have area codes, usually the first three digits, that show where they belong.

For example, a virtual local number for Chicago is +1 (312) 555-1234. Using a local number can increase the chances of people answering your call. Customers are more likely to pick up if the number looks familiar or local.

2. Mobile phone numbers

A virtual mobile number looks like a regular mobile number but operates over the cloud. For example, a Florida virtual mobile number looks like this: +1 (305) 555-6789.

Businesses use virtual mobile numbers for various purposes, including customer service, sales, and marketing campaigns. These numbers provide flexibility and mobility.

For example, these numbers are often assigned to field agents, allowing them to securely contact customers while keeping personal and work communications separate. Agents can use their mobile devices for work, with features like special ringtones or caller ID tags (e.g., "Business Call") to differentiate between personal and business calls.

3. Toll-free numbers

Toll-free virtual phone numbers, like traditional 1-800 numbers in the U.S., start with specific three-digit codes such as 800, 833, 844, 855, 866, 877, or 888. For example, Pepsi Beverages’ toll-free number is 1-800-433-2652.

These numbers allow customers to call your business for free, making them a popular choice for customer service hotlines and support centers.

Businesses also benefit from lower costs because the calls work online, avoiding high long-distance fees.

Toll-free numbers are easy to remember and can connect to multiple agents or channels, reducing customer wait times. Since they aren’t tied to a specific location, they help businesses attract customers from anywhere in the country or even internationally.

4. Vanity numbers

Vanity numbers are customized phone numbers that include words or patterns, making them easy to remember and ideal for advertising. These numbers, such as 1-800-CONTACTS (for an eye care company) or 1-800-PLUMBING (for a plumbing service), creatively represent your business and stand out from standard numbers.

Vanity numbers are especially effective in promotional campaigns, helping customers instantly recognize and recall your company. They work well for mediums like radio, TV, billboards, and social media, as their catchy format grabs attention and sticks in people’s minds.

For example, a memorable vanity number on a billboard can leave a lasting impression on potential customers. Although setting up a vanity number can be more expensive and may have limited scalability due to its format. However, it is a worthwhile investment for businesses looking to improve brand recognition and boost customer inquiries.

5. International numbers

International virtual phone numbers are designed to help businesses communicate globally. These numbers are ideal for companies with international customers, a presence in multiple countries, or plans to expand into global markets. By using international numbers, businesses can expand their reach without the need for physical offices in every country.

For example, if a US-based company wants to expand to China and Korea, it can try to obtain local or toll-free numbers for these countries. Customers in these countries can call these numbers for free or at local calling rates, and the calls will be routed to the company’s main office in the US via call forwarding.

These numbers follow a standard format, typically including the following components:

• A (+) sign
• The country calling code
• A local area code or toll-free prefix
• A local subscriber number

For example, a US toll-free number format looks like: +1-800-xxx-xxxx, while a New York City local number looks like: +1-718-xxx-xxxx.

6. Virtual landline numbers

Virtual landline numbers look like regular local landline numbers, with an area code and an eight-digit number. They are great for businesses to stay connected, especially for internal communication or forwarding calls to other devices when working remotely.

For example, a business in New York might use a virtual landline number like +1 (212) 555-6789 to take customer calls and forward them to employees’ mobile phones, even if they’re working from different locations.

How can you use virtual phone numbers for your business?

Virtual phone numbers are a powerful tool that can help your business grow by improving communication and efficiency. Here’s how you can use them:

1. To make calls: Use virtual phone numbers to call customers while keeping your number private. This adds a layer of professionalism and security to your communication.
2. To receive calls: Customers can call your business on a virtual number, whether it’s a local, toll-free, or international number. These calls can be forwarded to any device, making sure you’re always reachable.
3. To send and receive text messages: You can send and receive text messages with a virtual number. With providers like Mobile Text Alerts, you can manage and organize your SMS communication. Send appointment reminders, promotions, and updates. Automate your SMS processes by scheduling messages, setting up auto-responses, and creating drip campaigns to save time.
4. To add extensions: Easily create extensions for departments or team members (e.g., Sales, Support) to direct calls to the right person without confusion.
5. To add a menu: Set up an interactive voice menu (e.g., "Press 1 for Sales, Press 2 for Support") to give customers a smooth and organized calling experience.
6. To create a custom SMS system Create a custom SMS system tailored to your business needs. Mobile Text Alerts’s API gives you complete control to design a text message system that fits your business needs perfectly.
7. To be confident in message delivery: Monitor your text messages with ease. Mobile Text Alerts provides compliance guidance and delivery tracking, so you can rest assured that your messages are reaching your customers effectively.
8. To transfer numbers to any carrier: Virtual numbers are flexible and can be moved to different carriers as your business grows or changes.
9. To automate SMS processes: Automate your SMS communication to boost productivity and save time. With Mobile Text Alerts you can integrate with over 5,000 systems.

How do you set up a virtual phone number for business?

After getting your virtual phone number, follow these steps to set it up and start using it:

1. Log in to your platform. Access the dashboard of your chosen provider. Mobile Text Alerts offers a user-friendly web portal and mobile app for sending text messages.
2. Configure call and text settings. Set up features like auto-responses, keywords for text-to-join, and call routing to fit your business needs. For example, you can enable message scheduling or automation to save time.
3. Integrate with business tools. Sync your virtual number with CRM software, email platforms, or other tools to improve workflows. Mobile Text Alerts supports integrations with Zapier and even provides API documentation for advanced setups.
4. Add subscribers. Use methods like manual entry, spreadsheet imports, or text-to-join to grow your subscriber list. You can also use QR codes or web sign-up form.
5. Test your setup. Send a test message to confirm everything is working properly. Mobile Text Alerts allows you to preview messages before sending them.
6. Start communicating. In the Mobile Text Alerts dashboard, use the Send a Message tab to create and send texts. For quick one-on-one communication, navigate to the Inbox tab, compose a message, and send. You can send text messages to groups of people as well.
7. Explore more features. Check your provider's help center to discover advanced functionalities, from detailed analytics to personalized customer support options.

You can watch this video to set up your phone number for sending text messages with Mobile text Alerts.

Ready to get your virtual phone number?

Interested in getting started with a virtual phone number to send text messages for your own business?

Get a Mobile Text Alerts free trial account now.

FAQ

What is a virtual phone number for business?

A virtual phone number is a phone number that works through the internet rather than traditional phone lines. Instead of needing a physical SIM card or a specific device, it uses Voice over Internet Protocol (VoIP) technology to handle calls and texts.

Why use a virtual phone number for your business?

You should use virtual numbers for your business for flexibility & accessibility, security & privacy. It creates a professional image and has modern telephone features and no additional hardware requirements.

Author bio

Amna is an electrical engineer turned freelance writer & data analyst. She creates engaging content that connects businesses with their customers. When not working, she enjoys watching K-Dramas.