What Is a Virtual Phone Number and How to Get One?

# **What Is a Virtual Phone Number and How to Get One?** In today’s fast-paced, digital-first world, communication has gone beyond traditional landlines and mobile phones. Whether you're a startup founder, remote worker, freelancer, or customer support manager, having a flexible, professional, and cost-effective communication solution is essential—and that's exactly where virtual phone numbers come in. A **virtual phone number** is not tied to any specific phone line or device. Instead, it operates through the internet, allowing you to make and receive calls, texts, and even voicemails on multiple devices from anywhere in the world. In this guide, we’ll explain what virtual phone numbers are, how they work, and the simple steps to get one in 2025. --- ### **What Is a Virtual Phone Number?** A **[virtual phone number]((https://www.openphone.com/blog/how-to-get-virtual-phone-number/))** is a cloud-based number that isn’t bound to a fixed location or physical phone line. Unlike traditional numbers issued by mobile carriers or landline providers, virtual numbers run over the internet using VoIP (Voice over Internet Protocol) technology. This means you can use the same number on multiple devices—including smartphones, tablets, laptops, and desktop computers—and operate it from anywhere, as long as you have internet access. --- ### **How Does a Virtual Phone Number Work?** Virtual phone numbers function through VoIP or [cloud telephony systems](https://getvoip.com/blog/cloud-phone-system/). Here's how the process typically works: 1. **Call Routing**: When someone dials your virtual number, the call is routed over the internet to your chosen device or call forwarding destination. 2. **Device Flexibility**: You can choose to answer calls on your smartphone, desktop softphone, or any device connected to your account. 3. **Multiple Features**: You also gain access to advanced features like call recording, voicemail to email, [call forwarding](https://www.dialpad.com/features/call-forwarding/), IVR (Interactive Voice Response), and SMS messaging. Whether you're traveling internationally, working remotely, or managing teams across different time zones, virtual phone numbers provide a centralized and professional communication system without being tied to a specific SIM card or location. --- ### **Types of Virtual Phone Numbers** Depending on your needs, you can choose from several types of virtual numbers: * **Local Virtual Numbers**: Resemble regular geographic numbers (e.g., a +1 number in the US), perfect for creating a local presence in different cities or countries. * **Toll-Free Numbers**: Start with prefixes like 800, 888, or 877 and are free for callers. Ideal for customer support or helplines. * **International Numbers**: Let you operate in foreign countries with local numbers, helping global businesses build trust in target markets. * **Vanity Numbers**: Easy-to-remember numbers like 1-800-FLOWERS. Great for branding and marketing. --- ### **Benefits of Using a Virtual Phone Number** Virtual phone numbers are packed with advantages for individuals and businesses alike: #### ✅ **Professional Image** Using a dedicated business number instead of a personal cell phone improves your brand's credibility and professionalism. #### ✅ **Global Reach** Virtual numbers allow you to establish a presence in multiple regions without setting up physical offices. #### ✅ **Mobility & Flexibility** Work from anywhere—your living room, café, or another country—while maintaining seamless communication with your team or clients. #### ✅ **Cost-Effective** No hardware installation, long-distance charges, or additional SIM cards. You only pay for what you need. #### ✅ **Scalability** Whether you're a solo entrepreneur or scaling a large support team, you can easily add or remove numbers and users as needed. #### ✅ **Advanced Features** Virtual numbers offer features like **call forwarding**, **voicemail**, **SMS**, **IVR**, and **call recording**—tools that empower better customer service and internal collaboration. --- ### **Who Should Use a Virtual Phone Number?** Virtual numbers are incredibly versatile. Here’s who benefits most: * **Startups & SMBs**: Establish credibility without investing in costly hardware or office setups. * **Remote Teams**: Stay connected across cities, states, or countries with tools like messaging apps, video conferencing, and field employee tracking software for monitoring on-the-go staff effectively. * **Freelancers and [SEO angencies](https://acdtechs.com/)**: Separate personal and business calls without carrying two phones. * **Customer Support Centers**: Use [call routing](https://www.nextiva.com/blog/what-is-call-routing.html), IVR, and voicemail to streamline service delivery. * **Sales Professionals**: Use virtual numbers to track calls and follow up with leads more efficiently. --- ### **How to Get a Virtual Phone Number in 2025 (Step-by-Step Guide)** Getting a virtual number is easier than ever. Follow these simple steps: #### 1. **Choose a Trusted Provider** There are several VoIP and virtual phone system providers. Look for one that offers reliable uptime, excellent customer support, and flexible pricing. Some top providers include: * **KrispCall** * **Google Voice** * **Grasshopper** * **RingCentral** * **Nextiva** KrispCall is especially popular among startups and global teams for its affordable pricing, user-friendly dashboard, and robust feature set. #### 2. **Select Your Country and Number Type** Decide whether you need a **local**, **toll-free**, or **international** number. This depends on your target audience or operational needs. > *Example:* A U.S.-based company expanding into the UK may get a +44 local number to build trust with British customers. #### 3. **Sign Up and Verify Your Account** Create your account and complete the verification process, which may include ID verification or business documents depending on your region and number type. #### 4. **Pick Your Plan** Most providers offer monthly or annual plans with different features such as: * Unlimited calling/texting * Voicemail transcription * IVR menus * Call recording * Analytics and CRM integration Choose the plan that aligns with your business needs and scale. #### 5. **Set Up Call Routing & Features** Once you have your number, configure how calls and texts should be routed. You can forward calls to multiple team members, set business hours, enable voicemail, or activate SMS notifications. #### 6. **Start Calling & Texting!** Download the app (if available), sync your contacts, and start using your virtual phone number on the go—from desktop or mobile. --- ### **Top Features to Look for in a Virtual Phone Number Provider** When comparing providers, make sure they offer: * **Virtual Number Portability** (keep your number even if you switch services) * **HD Voice Quality** * **Multi-device Support** * **Call Forwarding & Call Logs** * **SMS & Voicemail Features** * **Integration with CRM, Helpdesk, or Slack tools** * **Global Coverage** * **Real-time Analytics & Reporting** Providers like **KrispCall** go even further with options like **smart call routing**, **shared team inbox**, and **unified call history**, making it a perfect fit for both solopreneurs and remote teams. --- ### **Common Use Cases for Virtual Phone Numbers** Here are some real-world examples of how virtual numbers are used: * 📞 **Sales Teams**: Assign dedicated numbers to each agent to track performance and streamline follow-ups. * 🌍 **Global Business Expansion**: Use local numbers in multiple countries to build trust and avoid international calling costs. * 💬 **Customer Support**: Route calls by department using IVR and manage inquiries 24/7 using voicemail and SMS. * 🧳 **Traveling Professionals**: Stay reachable with a cloud phone system that works wherever you are. --- ### **Conclusion** Virtual phone numbers have become essential tools for modern communication—especially in a world that’s rapidly embracing remote work, global outreach, and mobile-first interactions. They allow individuals and businesses to manage calls and messages professionally, flexibly, and affordably. Whether you're looking to expand your business to a new market, streamline internal communication, or simply separate work from personal life, a virtual phone number is your gateway to smarter, cloud-based communication. Getting started is quick and easy. And with feature-rich providers like **KrispCall**, you’ll be equipped with everything you need to communicate effectively—wherever your work takes you.