From the iconic rotary dial to the sleek smartphones in our pockets, phone numbers have been key to communication for over a century. When starting or expanding a business, a dedicated business phone number is a must to build customer trust and professionalism and drive business growth.
But what’s the big deal about a business phone number? We’ll walk you through phone numbers, their benefits, types, costs, essential features, and how to get one for your business.
What Is a Business Phone Number?
A business phone number is a dedicated phone line specifically registered and used for professional communication. It’s the official contact point for customers, clients, and partners to reach your business.
Unlike a personal phone number, a business phone number offers features and benefits tailored to enhance your company’s image and operations.
Business Phone Number Benefits
Why use a business phone number? A dedicated business phone number offers several advantages forbusinesses of all sizes, but if you’re a small business owner, you’ll particularly benefit from its growth-driven nature.
- Building trust and professionalism: A business phone number instantly sets you apart from hobbyists, conveying a sense of legitimacy and seriousness. It’s a small investment with a big impact on how customers perceive your brand.
- Privacy and work-life balance: Keep your personal and professional lives separate. A business line lets you answer calls professionally without revealing your personal number, ensuring that work doesn’t intrude on your personal time.
- Call management and efficiency: Modern business phone systems offer features like call forwarding, auto attendants, caller ID, and voicemail transcription, empowering you to handle calls seamlessly, even when you’re on the go.
- Marketing and brand building: A vanity number like 1-800-GOT-JUNK can be a powerful marketing tool, enhancing brand recall and making it easier for customers to remember and contact you.
- Data-driven insights: Track call volumes, analyze customer interactions, and gain valuable insights into your communication patterns to optimize your sales and customer service strategies.
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Types of Business Phone Numbers
There are a handful of business phone numbers for different needs. Popular numbers include local, toll-free, vanity, virtual, and international numbers.
1. Local Phone Numbers
Local phone numbers are specific to a particular geographic location, making it easy for customers in the area to recognize and trust the number. These numbers help establish a local presence and may be more affordable than other options.
However, the drawback is that local numbers may not suit businesses targeting a nationwide audience. Also, people reject calls from unfamiliar locations, so choosing popular metropolitan areas for your business is wise.
Does the area code of my phone number have to match my business address?
No, your area code doesn’t have to match your physical location. This flexibility allows you to choose an area code that resonates with your target audience, even if you’re operating from a different region.
For instance, if you’re a virtual assistant targeting clients in New York City, you could opt for a 212 area code to establish a local presence, even if you’re based elsewhere.
2. Toll-Free Phone Numbers
Toll-free phone numbers allow customers to call your business without being charged. These numbers are an excellent option for companies aiming to build a trustworthy national brand.
Fact:Toll-free phone numbers start with 800, 833, 844, 855, 866, 877, and 888, per theFCC.
The downside is that they can be more expensive than local numbers and may be harder to secure due to their popularity. While the number could be free, you are charged a reverse toll per minute. Nextiva includes1,500+ toll-free minutesper month with its business phone plans.
3. Vanity Phone Numbers
Vanity phone numbers might be the perfect solution for those looking to make a lasting impression on their customers. These personalized and easy-to-remember numbers allow businesses to stand out and strengthen their brand identity.
Examples:
- 1-877-KARS4KIDS
- 1-877-CASH-NOW
- 1-800-GOT-JUNK
- 1-800-LAWYERS
A study by NumberBarn discovered that 85% of people remember a vanity number when mentioned in an ad. I bet you heard the jingle for these numbers playback in your head.
4. Virtual Phone Numbers
Virtual phone numbersoperate entirely online using internet instead of physical wires and operate on Voice over Internet Protocol (VoIP), making them a flexible and cost-effective option for businesses of all sizes. They can be set up to forward calls to any device, providing increased mobility and accessibility for employees.
Virtual business phone numbers are not tied to a physical location, so businesses can have a presence in multiple areas without needing a physical office. They also offer additional features like call routing, voicemail-to-email, and automated attendants and can be used on multiple devices via softphones or mobile apps.
On the downside, virtual numbers will likely be reassigned to someone else if you don’t pay for them (like from a VoIP provider). Some customers may also perceive businesses without a physical number as less established or trustworthy.
5. International Phone Numbers
International phone numbers allow your business to establish a presence in global markets by providing customers with a local number to call. This builds trust and credibility with international customers while saving them money on international long-distance calls.
These numbers can be set up to route calls to your main office, regardless of location. They’re particularly useful for large businesses with a significant international customer base or those looking to expand into new markets.
The main drawback is the potential for higher costs associated with additional resources to manage international calls. There may also be regulatory challenges in some countries to using international numbers for local business operations.
Psychology of phone numbers: Easy-to-remember or pattern-based numbers are more likely to stick in people’s minds. A vanity number can further strengthen the brand association, while local numbers can evoke feelings of familiarity and trust.
Signs You’re Ready for a Business Phone Number
Not sure if you need a business line? As a small business owner, here are nine signs you’re ready for a dedicated telephone number for your company:
- Send business calls to your mobile phone’s voicemail
- Worry about the purpose of an incoming call
- Missed calls when your free business phone number was reassigned
- Answer incoming customer calls unexpectedly
- Need more integrations than what Google Voice (and other free phone number services) offer
- Unable to exchange text messages over your business landline
- Want to route calls to your business line to other team members
- No longer a solopreneur and now operate a small business
- Don’t want customers to know your personal cell phone
The good news is you don’t need to change your small business phone number. Our guide totransferring your business numberexplainseverythingyou should know about porting your number to a new provider.
To get a new phone number, follow the steps below.
How To Get a Business Phone Number
Let’s break down how to get a phone number for your business in three simple steps:
- Choose a business phone number provider
- Purchase your telephone number for your company
- Assign your phone extension and set up optional features
1) Choose a Business Phone Provider
First and foremost, it’s crucial to find aVoIP phone service providerthat understands the unique needs of small businesses.
When choosing a phone number provider, you also need to factor in reliability and uptime, call quality, available features, scalability options, customer support, and pricing and contract terms, so you know exactly what you’re getting out of the service.
For a reliable, hassle-free setup, choose Nextiva — one of the top business VoIP providers since 2006, trusted by over 100,000 companies.
With Nextiva, you’ll receive a dedicated business phone number and reliable service powered by VoIP. In simpler terms, you can make calls using your internet connection, anytime anywhere!
Tip:When you sign up for a line of service with Nextiva, you’ll get a free local phone number. Plus, each account comes with a complimentarytoll-free phone numberas well.
2) Pick Your Phone Number
After choosing a provider, you can select a local area code, toll-free number, or a vanity phone number for your business.(We’ll describe these in detail below!)
A good place to start is to obtain a local phone number where your company operates. You can port your existing numbers to the new provider without interruption if you already have business phone numbers. If your small business is growing, purchasing multiple phone numbers with the same prefix is helpful.
Also, factor in your target audience location, the image you want to project (local vs. national), memorability (especially for vanity numbers), and future expansion plans when picking a phone number.
What are some popular area codes to choose from for your business phone number?
Some sought-after area codes include major metropolitan areas like 212 (New York City), 310 (Los Angeles), 312 (Chicago), and 415 (San Francisco). These area codes can lend an air of prestige and credibility to your business.
However, it’s always wise to consider your target audience and choose an area code that aligns with your business goals.
Tip:If you’re already using a free business phone number from the likes ofGoogle Voiceor another service provider, you’re entitled to transfer the number to your new business phone system.
3) Assign Phone Extensions
Withphone extensions, you can direct where incoming phone calls go. In most cases, phone extensions are for other users, such as employees —but not always.
For instance, a solopreneur could set up different departments like sales teams or support in their virtual phone system. This way, they’ll know the intent behind incoming calls and can serve them better.
Add or change extensions for different team members or departments when your business scales. This helps route incoming calls efficiently and ensures customers can quickly reach the right person or department.
When setting up extensions, consider:
- Creating a logical numbering system (e.g., 100s for management, 200s for sales, etc.)
- Setting up an auto-attendant to guide callers
- Configuring call routing rules (e.g., ring groups, hunt groups)
- Implementing voicemail-to-email for missed calls
Tip:Didyou know that an individual phone number that can be dialed is known as aDirect Inward Dialing(DID) number? These DIDs are how people can call employees on their direct line without going through a receptionist or auto-attendant.
Setting Up Your Phone Number
Now that you’ve got your new business phone number, it’s time to bring it to life. Setting up your phone system might sound daunting, but it’s easier than you think, especially with modern VoIP systems.
Configure your VoIP system
Start with configuring your VoIP system. This is the foundation of your new phone setup and allows you to make calls over the internet. You’ll need to:
- Set up IP phones (phones that work using internet protocol) or softphones (apps to make calls) on computers and mobile devices
- Configure your internet connection to prioritize voice traffic
- Set up any necessary network equipment like routers or switches
Customize your greeting
Once your system is up and running, add a personal touch. Your greeting is often the first thing callers hear, so make it count. A well-crafted greeting can set the tone for the entire call.
Consider including a warm welcome message, options for reaching different departments, and information about your business hours.
Set up call routing
It’s how you ensure that calls reach the right person or department. You might want to set up ring groups for departments, configure call queues for busy periods, or establish rules for after-hours calls. The goal is to create a smooth experience for your callers while making life easier for your team.
Implement additional features
VoIP phone systems offer a wealth of tools to enhance your business communications:
- Call recording: Great for training and quality assurance
- CRM integration: Access caller information instantly
- Video conferencing: Seamlessly switch from voice to video calls
- Analytics and reporting: Gain insights to optimize your operations
Other useful features include voicemail-to-email transcription, auto-attendants, and mobile apps for on-the-go access. Implement these gradually based on your business needs.
Test your system & train your team
Before going live, thoroughly test your new phone system, so everything is working correctly:
- Make test calls to and from different extensions
- Try out all the features you’ve set up
- Check call quality and connection stability
- Ensure voicemail and messaging systems are functioning properly
Don’t forget about training. Even the best phone number won’t be effective if your employees don’t know how to use it.
Schedule some time to provide hands-on training with the new phones or softphones. Also, explain key features like call transferring and voicemail setup and create a quick reference guide for common tasks. Just a few things you could do to keep your team up to date.
Update your business information
Setting up your phone system isn’t just about the technical stuff. Make your new number out there so customers can easily find you. Update your website, social media profiles, and business listings with your new phone number.
If you’re switching from an old phone number, set up a recorded message to redirect callers to your new line.
Top Phone Features for Your Business
The best part of using a business phone service is the impressive number of features that come with it. Here are the top phone features Nextiva customers use for their businesses.
1. Call forwarding
Not in the office? No problem. Nextiva’scall forwardingmakes it possible to receive your calls from the comfort of your home or cell phone.
Forward calls based on your business needs. Direct calls to any destination, including an extension, group, answering service, or simply a voicemail box. And do so automatically based on team availability, business hours, or holidays.
2. Custom greetings
Create your personalized greeting or ask Nextiva to set you up with a pre-recorded message. No need to hire additional voiceover talent — Nextiva has it.
A custom greeting on a VoIP phone system can enhance your business’s professional image, allowing you to establish a brand identity and provide essential information to callers before directing them to the appropriate department or individual.
3. Auto attendants
Let your customers choose an auto attendant who they want to speak to. This business phone system feature provides incoming callers with a menu of departments or instructions.
Businesses useauto attendantsto level up their customer experience from when they call. And you can even connect them together, known as a multi-level auto attendant.
4. Desktop and mobile apps
One major feature is the free softphone to use your business phone number. Your team can place calls from any location, offering unparalleled flexibility and mobility for your business.
NextivaONEprovides a wealth of advanced business features, such as team messaging, text messages, and video calls, that can significantly improve your company’s efficiency and productivity. It’s free on iOS and Android — and you can also download its desktop app!
5. Business text messaging
Connect with customers and partners with the convenience of SMS text messaging. Send and receive messages and pictures to communicate what words can’t. Send a quick reminder to appointments, order updates, and answer customer questions in mere seconds.
Yes, you can exchange text messages using your VoIP number with Nextiva.
Unlike traditional phone service, you can do more than phone calls with Nextiva. Communicate with customers on your terms rather than your technology’s. And you won’t need a separate third-party texting app to do it.
6. Video conferencing
In addition to your business phone number, you get access to a robustvideo meetingplatform. Your team can collaborate with HD video quality along with seamless screen sharing.
Not feeling video-ready? No problem. Hop on a quick audio conference call with your team, partners, and customers.
7. Call recording
Did you know you can record phone calls with your business phone number?Call recordinglets you track conversations, monitor customer interactions, and ensure compliance with industry regulations.
With Nextiva, you can trigger automatic call recording or let your team start and stop a recorded call based on demand, depending on the nature of your business and customer conversations.There’s no extra equipment to worry about since it’s included with your cloud phone system.
8. Voicemail transcription
Voicemail transcription lets you receive voicemail messages in youremailor SMStext message. This way, you can check messages without having to listen to them.
This feature saves time, improves efficiency, and better manages messages. In addition, Nextiva attaches the audio message so you can listen to them without dialing into a voicemail box.
9. Free online faxing
Online faxingeliminates the need for a physical fax machine, reducing costs and saving space. Many industries still rely on faxing — but you don’t need a costly analog phone line to send and receive faxes.
Nextiva provides a free online faxing service, allowing businesses to send and receive faxes without hardware or special equipment. This perk saves local businesses at least $20 monthly.
10. Virtual business phone numbers
A virtual business number allows businesses to establish a local or toll-free presence without a physical phone line. TheseVoIP numberscan be routed to any existing phone line, providing flexibility and cost savings.
Virtual business phone numbers can be easily changed or reassigned, making them a practical solution for growing businesses or those with a remote workforce. Expanding your local business in a new area? Setting up local phone numbers takes just minutes with Nextiva.
11. Anonymous call rejection
Anonymous call rejection allows businesses to block incoming calls from unknown or hidden numbers. This reduces unwanted phone calls and potential scams, increasing productivity and providing a more secure communication environment.
Screening anonymous callsalso ensures you can focus on legitimate customers and uphold your brand. Plus, you won’t get annoying telemarketers ringing your desk phone or mobile phone.
12. Business call routing
Call routingstreamlines the handling of incoming calls by directing them to the appropriate department or individual based on predefined criteria. This ensures that calls are answered promptly and efficiently, improving customer satisfaction.
Advanced call routing options can also be set up depending on your VoIP provider to handle after-hours or high-call volume situations, ensuring no call goes unanswered. You can also ring multiple team members at once.
13. International dialing
International dialing functionality is essential to serve a global audience. You can place outbound calls to anyone worldwide, and you’ll just pay for nominal usage.
Business VoIP service provider Nextiva offers exceptionally lowpricing for international calls, reducing calling costs to a fraction of traditional phone providers. You get unlimited calling between the United States and Canada included. But you can limit international calling if it doesn’t fit your business needs.
How To Choose the Right Phone Number for Your Business
Selecting the right phone number is crucial to setting the tone of your business communications and allowing customers to communicate easily. It impacts your brand’s perception.
Here are detailed considerations and steps to ensure you get the right phone number for your business needs.
1. Assess your business needs
Start by understanding your business size, scope, industry, and type of customer interactions.
If you’re a local business, a local number helps you connect with your community. But if you’re expanding nationally or even globally, a toll-free or international number might be a better fit to show your broader reach.
If you’re in a customer support-heavy industry, a toll-free number encourages customers to call without worrying about the cost. Professional services, on the other hand, might prefer a local number to emphasize their community presence.
2. Understand your customer base location
Who are your ideal customers?
If you’re a local bakery or plumber, a local phone number reinforces your ties to the community. If you’re an e-commerce store shipping nationwide, a toll-free number makes it easy for customers across the country to reach you.
Consider your target audience and brand identity when selecting a phone number type.
3. Analyze your marketing needs
Want a number that’s easy to remember and reinforces your brand? A vanity number can be a great marketing tool. Use different phone numbers for different marketing campaigns. This way, you can track which campaigns drive the most calls and adjust your strategy accordingly.
4. Check for features & functionality
What features are essential for your day-to-day operations? Do you need call recording for quality assurance or legal purposes? Would voicemail transcription save you time? Do you need to forward calls to multiple devices or integrate your phone system with your CRM?
Make a list of your must-haves and choose a provider that offers the features you need.
5. Consider long-term flexibility
Choose a phone number that can grow with your business. If you start with a local number, make sure you can easily add toll-free or international numbers as you expand. Also, check if you can keep your number if you switch providers or move locations. VoIP numbers are often more portable than traditional landlines.
6. Cost implications
Factor in setup fees, the cost of purchasing specific numbers (especially vanity numbers), and any equipment you might need. Also, consider monthly fees, per-minute charges (especially for toll-free numbers), and the cost of additional features like call forwarding and voicemail.
Virtual phone systems are often a cost-effective starting point, especially for small businesses or startups. As your business grows, you might need more advanced features or better call quality, which traditional landlines may offer. Think about where your business is headed and choose a solution that can scale with you.
7. Legal and compliance considerations
Make sure you understand the telecommunications regulations in your area, as well as any international regulations if you’re doing business across borders. It’s important to handle customer data responsibly and get consent when necessary, especially for call recording.
Be aware of any additional industry-specific regulations, like HIPAA for healthcare or PCI DSS for financial services. Keep good records of how you use and manage your business phone numbers to stay compliant.
Best Practices for Using Business Phone Numbers
Getting your business phone number right is an important decision, but it doesn’t have to be overwhelming. A few best practices should set you up for success.
- Professional voicemail greeting: Your voicemail greeting is your company’s first impression, even when you can’t pick up the phone. Keep it short, sweet, and professional. Include your company name, a brief message like “We’re currently unavailable, but we’ll get back to you as soon as possible,” and an invitation to leave a message. A warm and welcoming tone goes a long way.
- Prompt response: Nobody likes being left hanging on the line. Try to answer calls within three rings. If you’re swamped, a well-crafted voicemail message can reassure callers that their inquiry is important. Provide an estimated callback time or let them know when they can expect to hear back. It shows that you value their time and are committed to providing excellent service.
- Phone etiquette: Your staff represents your business on every call. Make sure they’re trained in proper phone etiquette. This means answering politely, speaking clearly, actively listening to the caller’s concerns, and using positive language. A friendly and helpful attitude can turn a routine call into a positive experience that leaves a lasting impression.
- Call tracking & analysis: Call data is a repository of information. Use call tracking and analytics tools to understand your call volume, peak call times, and caller demographics. This knowledge helps you optimize your staffing, identify training opportunities, and tailor your marketing efforts to reach the right people at the right time.
Get the Phone System That Works As Hard As You Do
Choosing the rightphone serviceis as important as getting a business phone number. A reliable and feature-rich phone system can make all the difference in your workflow, keeping employees and customers happy and getting you a phone number that works.
We recommend you get both a local and a toll-free business phone number. Why? Use your local one for everyday sales and customer calls. And the toll-free phone number is what to add to your website and business cards. When you scale, add phone extensions that share the same prefix.
Nextiva is the perfectVoIP phone systemfor startups, entrepreneurs, and businesses of all sizes, offering various benefits and features that cater to their unique needs.
Get a business phone line that works as hard as you.
Pick the perfect phone number for your business. Keep work and personal calls separate. Local and toll-free numbers.
Get your digits
Business Phone Number FAQs
How to get a business phone number for free?
You can get a free business phone number through VoIP providers like Google Voice, TextFree, and LINE, offering free trials or basic plans, or by setting up an open-source PBX system if you’re tech-savvy.
Pros: It’s free. This can be a great way to test out a service or get started if you’re on a tight budget.
Cons: Free options usually come with limitations. Expect fewer features, less reliable call quality, and potentially no customer support. You might also have to deal with ads or interruptions during calls, which isn’t very professional.
Free business phone numbers can work for some, but if you need a reliable, feature-rich system with a polished image, consider investing in a paid VoIP service. They often offer affordable plans with all the essentials you need to run your business smoothly.
What is the difference between a local and a toll-free number?
A local number is tied to a specific geographic area, while a toll-free number allows customers to call you from anywhere in the country without incurring long-distance charges. Local numbers are great for establishing a local presence, while toll-free numbers are ideal for businesses with a national reach.
Can I use my existing personal phone number for my business?
While technically possible, it’s not recommended to use your personal phone number for business. It can blur the lines between your professional and personal life, making it difficult to maintain a work-life balance. A dedicated business phone number adds a layer of professionalism and allows you to track business calls separately.
How much does a business phone number cost?
The cost of a business phone number varies depending on the type of number (local, toll-free, vanity), your chosen provider, and the features you need. Generally, you can expect to pay a monthly fee, which can range from a few dollars to several hundred, depending on your plan.
Local and toll-free numbers cost between $10 and $30 monthly, while vanity numbers cost around $50 or more. Some providers also charge setup fees or per-minute charges for toll-free numbers.
Nextiva offers a free business phone number with every line. Plus, you can get a coveted toll-free phone number at no extra cost, with thousands of incoming minutes free.
Can I keep my business phone number if I switch providers?
Yes, in most cases, you can port your existing business phone number to a new provider. This process, called number porting, allows you to keep your number even if you change phone systems or providers. It’s always a good idea to check with your new provider to confirm their porting policies and any associated fees.
What features should I look for in a business phone system?
Essential features to consider include call forwarding, voicemail, auto attendants, call recording, and integrations with other business tools like your CRM. Depending on your needs, you might also want features like video conferencing, text messaging, and call analytics.
Can I use a business phone number for text messages?
Yes, many business phone numbers, especially those set up through VoIP services, can handle both voice calls and SMS text messages. This can be particularly useful for marketing and customer service, allowing customers to choose their preferred method of communication.
