What Is A Softphone and Does Your Business Need One?
As more businesses move away from traditional business phone systems, softphones have become a popular alternative. But what is a softphone, and does your business need one? Softphones are software-based applications that let you use the internet to make calls.
For small businesses, remote teams, and growing companies especially, softphones offer a flexible way to communicate, with advanced calling features and lower costs than traditional phone systems. In this guide, we’ll explain what a softphone is and how it works so you can decide whether your business would benefit.
What Is a Softphone?
Softphones have been transforming the way businesses communicate, providing flexible business phone solutions. But what is a softphone? In the simplest terms, a softphone is a software-based phone that runs on a computer, smartphone, or tablet. It lets users make business calls over the internet rather than on a traditional desk phone that relies on copper wires.
Softphones use VoIP (Voice over Internet Protocol) technology to convert voice into digital data and transmit it over an internet connection. Instead of dialing from a physical handset, users place calls through an app installed on their device. Softphones are typically used on smartphones, computers, or tablets. They provide companies a flexible, cost-effective phone system that can be used anywhere they have an internet connection.
The main difference between a softphone and a traditional desk phone–also called a hard phone–is hardware. Softphones are software-based. You can install them on any device, and take them anywhere you have the internet. Desk phones, on the other hand, are physical pieces of hardware that are fixed to a location, tying you down to one place. Many businesses use a combination of both, but softphones are especially popular for remote and hybrid teams.
How Does a Softphone Work?
A softphone works by using the internet rather than traditional phone lines to make and receive calls. It relies on VoIP technology to connect calls between users. To the person on the other end of the line, the call appears the same as a typical call from a landline. Behind the scenes, however, the process is quite different. Here’s a quick look at how a softphone works:
- You place a call in the softphone app, dialing a number or selecting a contact.
- The call is routed to your VoIP provider before heading over to the recipient to establish a connection.
- Once the person answers, you can begin talking. Your voice is converted into digital data packets that are compressed and sent over the internet to the recipient’s device.
- The data packets are converted back into audio, allowing you to have a real-time conversation.
Softphones can call other softphones but they can also make calls to traditional phones. The entire process happens in milliseconds, making softphone calls feel just like traditional phone calls.
Because softphones depend on the internet, call quality is affected by bandwidth, latency, and network stability. You can ensure good call quality by using a wired connection and a properly configured network.
What Does a Softphone Look Like?
A softphone looks like a digital version of a traditional desk phone, displayed as an application on your computer, smartphone, or tablet. Instead of physical buttons, everything is controlled through an on-screen interface. Because softphones are software based, they usually have more functionality that a desk phone. For example, depending on your VoIP provider, you may be able to switch a voice call to a video call within the softphone app.
While designs vary by provider, softphones usually share a similar layout with core features. Most softphone apps include the following:
- Dial pad: An on-screen keypad for dialing phone numbers
- Contact list: Saved contacts and a company directory
- Call controls: Buttons for mute, hold, transfer, and hang up
- Active call window: Displays caller ID, call timer, and call status
- Voicemail access: Visual voicemail with playback controls
- Messaging panel: Chat or SMS, depending on the platform
On a desktop, the softphone is usually a small window that stays open while you work. On mobile devices, it looks similar to a standard phone app, but with added business features. Desktop softphones run on Windows, macOS, and Linux, while most mobile softphones work with both iOS and Android.
Many softphones allow you to customize your interface, with features like availability or presence status, dark mode, or compact views.
How to Set Up a Softphone
Setting up a softphone is a simple process, especially compared to installing traditional phone hardware. In most cases, you can be up and running in just a few minutes.
Most softphones come with a VoIP service or phone system that supports softphones. To set up a softphone, you need to pick a provider that has the business phone system features you need. After you sign up for service, you can install the provider’s softphone application on your device, whether it’s a computer, tablet, or smartphone.
Once downloaded, you’ll log in using your provider credentials and configure your preferred settings. From there, you can test your connection and start making calls with the softphone.
Tips for best performance:
- Use a wired internet connection when possible. Wired connections are faster and more reliable, which means your softphone will have better call quality.
- Close bandwidth-heavy apps during calls to avoid jitter, dropped calls, and other call quality issues.
- Keep the softphone app updated so it performs optimally.
- Use QoS settings on your network to prioritize VoIP calls.
Benefits of Softphones
Softphones offer flexibility, cost savings, and powerful communications features beyond what a traditional phone system can do. Here are some of the top benefits of softphones:
- Lower costs: Softphones eliminate the need to purchase desk phones and reduce installation and maintenance expenses. Since calls run over the internet, long-distance and international calling costs are often much lower than with traditional phone systems.
- Work from anywhere: Traditional desk phones tie you down to the office, but softphones can be used wherever you have access to the internet. This enables remote, hybrid, and field teams to communicate from anywhere.
- Scalability: Adding new users is fast and simple. There’s no need to install new phone lines or equipment when you onboard employees, making softphones perfect for growing teams.
- Privacy: With softphones, you can use your business phone number on your personal mobile device. This helps you keep business calls separate from personal calls, protecting your privacy while maintaining a professional image.
- Advanced call features: Most softphones include advanced features like call forwarding, call transfers, voicemail-to-email, call recording, call queues, auto attendants, and more.
- Integrations: Many softphones integrate with third-party applications like CRM systems, help desks, and productivity tools. This allows call data, notes, and customer information to pop up automatically.
- Improved productivity: With calling, messaging, and video conferencing on one app, softphones reduce the need to switch between platforms so your team can work more efficiently.
- Quick setup: Softphones can usually be installed and configured in minutes. Software updates quickly provide new features and bug fixes without any hardware changes necessary.
Top Softphone Features
One reason businesses are switching to softphones is for their powerful features that go far beyond basic calling. Whether your business is large or small, these softphone capabilities can take your team to the next level.
- Dial pad and call controls: Just like a physical phone, softphones include an on-screen dial pad as well as call controls like answer/end call, mute, hold, call transfer, and redial. Additionally, you may be able to turn the call into a video call, access your messages or calendar, and other advanced features that aren’t possible on a desk phone.
- Shared contacts: Softphones store your contacts and can sync with business directories or CRMs. This makes it fast and easy to find client contact information and place calls without memorizing tons of phone numbers.
- Voicemail: Softphones usually include access to voicemail, with features like voicemail transcription, voicemail-to-email, and playback controls. This makes managing voice messages easy, even when you’re away from the office.
- Call forwarding and call routing: Advanced routing lets you forward calls to another user or device, set business hours, and route based on availability. This ensures that calls always reach the right person at the right time.
- Call history and logs: Most softphones let you view recent inbound, outbound, and missed calls. Some softphones also show duration, timestamps, and caller ID details.
- Presence and availability: Presence indicators show whether a teammate is available, away, busy, or offline, so you know when they’re ready to take a call or message.
- Instant messaging: Most modern softphones include built-in messaging so teams can exchange quick texts, share files, and create group chats all within the app.
- Conference calling: Setting up conference calls is simple and intuitive within the softphone app.
- Customizable settings: Users can personalize settings like ringtones, call rules, and audio devices to tailor the experience to individual workflows.
- Cross-device syncing: Softphones sync settings and call history across desktop and mobile apps, so your communication stays consistent whether you’re at your desk or on the go.
How to Get the Right Softphone for Your Business
With so many providers on the market, choosing the right softphone solution can be difficult. You want to find something that fits into your budget while also offering the features you need most. Here are some tips for getting the right softphone for your business:
- Before you commit to a provider, you need to understand your communication needs. Start by asking what your team actually needs from a softphone. Will most users be remote or in the office? Do you need unified communications features like video, voice, and messaging or just voice? Understanding your use cases can help you narrow down options and avoid paying for features you won’t use.
- Make sure the softphone works with your devices. For example, if your business only uses Apple products, look for providers that have macOS and iOS apps.
- How easy is the application to use? Look for a softphone with an intuitive interface. A simple, easy-to-use app reduces onboarding time and support requests. Many providers offer free trials so you can test drive the system before you commit.
- Choose a softphone that will grow with your business. How easy is it to add and remove users? Does pricing increase predictably with growth? Scalable solutions save time and money as your team expands.
- If you use tools like CRM or help desk software, look for softphones that will easily integrate. This allows you to automatically log calls, access customer data on inbound calls, or sync contacts across systems.
- Does the softphone provider offer security and compliance features? Look for encryption for calls and messages, security authentication like single sign-on or multi-factor authentication, and compliance with relevant regulations.
- Turn to 1Call Technologies for more help. We’ll do the work of auditing your setup, evaluating your needs, and searching for providers that fit!
What Is a Softphone? Conclusion
Businesses of all sizes are switching to softphones today, but what is a softphone? It’s a software-based phone that provides you with powerful features for internet-based calling. Whether you’re looking to save on hardware costs or enable remote teams, softphones offer tons of benefits.
Need help finding a softphone provider? 1Call Technologies helps businesses like yours evaluate technology needs and make better buying decisions. We work with top providers, offering tailored recommendations based on what you need, and help you save money in the long run. Contact us today to transform your business communications with expert help you can trust!
What Is A VoIP Number & Do You Need One?
What is a VoIP number? VoIP, or Voice over Internet Protocol, offers advanced business phone features for organizations looking to upgrade their phone systems. A VoIP number allows you to make and receive calls without physical lines. Instead of relying on copper wires, VoIP numbers use the internet to make phone calls, send text messages, and access powerful calling features.
Businesses of all sizes can benefit from VoIP numbers, but does your organization need one? In this guide, we’ll cover everything you need to know, from how VoIP numbers work to what types are available so you can decide if a VoIP number is right for you.
What Is a VoIP Number?
A VoIP number is a virtual phone number that lets you make and receive phone calls over the internet. There’s no need for traditional phone lines or expensive equipment, and you can access your business phone number on any internet-capable device. To callers, it works just like a regular phone number, but behind the scenes, the call is transmitted as digital data through a VoIP service provider.
VoIP numbers aren’t tied to a single phone or location, which means you can use the same number on desk phones, smartphones, tablets, and computers. VoIP numbers are ideal for businesses that need flexibility paired with advanced calling features like auto-attendants, call routing, call forwarding, and more.
How VoIP Numbers Work
VoIP numbers work by converting your voice into digital data packets and sending them over the internet, all in the blink of an eye. Because they aren’t tied to one location, you can log into any device to make and receive phone calls.
Here’s a quick look at how it works:
- Someone dials your VoIP number. To the caller, it looks like a normal phone number.
- The call is routed through a VoIP provider rather than through a physical phone network.
- The call reaches your device. A VoIP number can ring on a desk phone, a smartphone app, or a computer, depending on where you are logged in. It can ring on multiple devices at once, letting you answer any one.
- When you speak, your voice is converted into small digital packets. The data is compressed to travel quickly over the internet. This happens in real time, with almost no delay.
- The data packets travel over your internet connection, similar to how emails or video calls are transmitted.
- The person on the other end hears your voice after the data is converted back into audio on their end.
Benefits of VoIP Numbers
Tons of businesses today are switching from traditional phone service to VoIP. But what’s the big deal? VoIP numbers offer powerful features that help businesses thrive. Here are some of the benefits of VoIP numbers:
- Lower costs: VoIP numbers use the internet instead of traditional phone lines. You can drop your expensive phone bill, pay lower monthly fees, and save on both long-distance and international calling costs.
- Work from anywhere: All you need to use your VoIP number is an internet connection. This gives you the flexibility to communicate with your team, even when working from different locations.
- Use on multiple devices: A single VoIP number can ring on your desk phone, smartphone, or computer, so you never miss a call, even when you’re out of the office.
- Easy to scale: With traditional phone numbers, adding more lines or extensions is time-consuming and expensive. VoIP numbers scale up easily, without any need for new hardware or complex installations as your business grows.
- Advanced calling features: Most VoIP numbers include powerful features like call forwarding, call routing, auto-attendants, call recording, and more without any added cost.
- Professional business presence: VoIP numbers allow you to use local, toll-free, or vanity numbers, helping your business look more established and trustworthy, regardless of where you’re actually located.
- Simple setup: VoIP systems are cloud-based, meaning setup is fast and ongoing maintenance is handled by your provider.
- Integrates with business tools: VoIP numbers often integrate with CRM systems, helpdesk software, and other business tools your company relies on, helping you improve customer service and team productivity.
Different Types of VoIP Numbers
One of the biggest advantages of VoIP numbers is the flexibility they provide. With multiple types to choose from, you can select your VoIP number based on your customer base, location, and needs.
- Local numbers: Local VoIP numbers use a specific area code tied to a city or region. They help you establish a local presence, even if you’re operating remotely. Local numbers are typically best for small businesses and local services.
- Toll-free numbers: Toll-free VoIP numbers (beginning with 800, 888, 877, etc.) allow customers to contact your business at no charge to them, even if the call is long-distance. Toll-free numbers are commonly used by sales teams, customer support lines, and businesses with a nationwide customer base.
- Vanity numbers: Vanity VoIP numbers spell out a word or brand name, such as 1-800-CONTACTS. They’re easy to remember, which makes them effective for advertising and marketing.
- International numbers: International VoIP numbers allow businesses to have phone numbers in other countries without opening a physical office there. Calls are routed over the internet to your team, and customers can call that number without getting charged international rates.
- Direct Inward Dialing (DID) numbers: DID numbers are individual VoIP numbers assigned to specific users, departments, or extensions within your business phone system. They allow callers to bypass the menu and directly reach the person they are calling.
You can use a mix of VoIP numbers to handle all your needs. Many businesses start off with one number and add more as their needs change and grow.
VoIP Number vs Landline
Now that we’ve answered, “What is a VoIP Number?”, let’s see how it compares to traditional landline phone numbers. The main difference is how calls are transmitted. VoIP numbers use the internet, while landlines use physical copper phone lines.
Here’s a quick comparison of the two types of numbers:
- Costs: Landline service is expensive. Phone bills are high, and setup often involves a large capital expenditure. VoIP numbers typically cost less per month and don’t require any large expenses up front.
- Installation: Setting up a landline phone number entails physically installing copper wiring throughout your business. With VoIP numbers, setup is fast with no technical expertise necessary.
- Mobility: VoIP numbers offer you the flexibility to make and receive calls from anywhere. All you need is an internet connection and an internet-capable device to start communicating. On the other hand, landline service ties you down to one location.
- Devices: VoIP numbers work on deskphones, computers, smartphones, tablets, and just about anything that can connect to the internet. Landline numbers only work on hard phones.
For most modern businesses, VoIP numbers are the better choice. You can save money and often keep your existing phone numbers through number porting.
VoIP Number vs Mobile
Both mobile phones and VoIP numbers provide a large degree of flexibility, so how do they compare? VoIP numbers aren’t tied to any device. You login through an app or web browser and can make calls from any device. Mobile numbers, on the other hand, are tied to a cellular carrier and a single device. You can switch devices by moving your SIM card from one phone to another, but your mobile number cannot be used on non-mobile devices.
Mobile numbers can be a great start for a small business, but they lack the advanced calling features of VoIP numbers. Plus, scaling up is difficult with mobile numbers. Adding multiple users gets expensive pretty quickly. If you have a team, you can often save more by purchasing a VoIP plan.
Top Features of VoIP Numbers
VoIP numbers offer tons of advanced features at a fraction of the cost of traditional phone systems. Here are some of the top features of VoIP numbers:
- Call forwarding: Route incoming calls to any device or phone number so you never miss an important call.
- Auto-attendant/IVR: An automated menu greets callers and routes them to the right person, depending on the caller’s input. For example, the auto-attendant might prompt, “Press 1 for billing. Press 2 for sales. Press 3 to hear your balance.”
- Voicemail-to-email: Voicemail messages are sent to your email inbox as audio files or transcriptions so you can handle missed calls from anywhere.
- Call routing: Distributes incoming callers to specific users, teams, or departments based on predefined rules.
- Call queues: When call volume is high, incoming calls are placed in a queue so that calls are answered in the order they were received.
- Integrations: Integrate business tools you rely on every day into your phone system.
- Call recording: Record calls automatically or on demand for quality assurance, compliance, and training purposes.
- Business texting: Send and receive text messages using your VoIP number.
- Call analytics and reporting: Track call volume, wait times, missed calls, and other metrics to improve customer service.
- Hard phone and softphone support: Use your VoIP number on deskphones, computers, tablets, and smartphones.
- International calling: Make international calls at lower rates than traditional phone service.
- Business hours and do-not-disturb controls: Automatically manage when calls ring, go to voicemail, or route somewhere else based on your schedule.
Are There Any Negatives of VoIP Numbers?
While VoIP numbers offer tons of advantages, there are some potential downsides. Luckily, most of them are easy to avoid or minimize with the right setup and provider:
- Call quality: Sometimes, VoIP calls experience latency, delays, and dropped calls. The best way to ensure your calls are always crystal clear is to use a reliable, high-speed internet connection. Prioritize VoIP traffic with Quality of Service (QoS) settings, and avoid heavy internet usage during peak call times.
- Power outages: Unlike traditional landlines, VoIP systems need power to work. If the power goes out, your VoIP phones may stop working. You can avoid this by using an uninterruptible power supply for routers and phones, and enabling call forwarding to mobile devices during outages. Additionally, some providers offer built-in failover options to ensure business continuity.
- Emergency calling limitations: Because VoIP numbers aren’t tied to a specific location, VoIP emergency calls may not automatically transmit your exact physical location like traditional landlines. You should choose a provider with E911 and regularly update your address with your provider to ensure you get help during an emergency.
- Security risks: Like any internet-based service, VoIP can be vulnerable to hacking and spam calls. You can avoid these by choosing a provider with encryption and security monitoring. Use strong passwords and two-factor authentication, and regularly review call logs and account activity. It’s also important to train employees on best safety practices to keep your data safe.
How to Get a VoIP Number
Ready to take advantage of everything VoIP offers? Here’s a step-by-step guide to getting a VoIP number:
- Choose a VoIP provider. Start by selecting a plan that offers the features your business needs. Look for reliable call quality, business features you need, and good customer support.
- Check your internet connection. VoIP numbers rely on high-speed internet. You may need to switch internet providers or purchase better routers to ensure high-quality calls.
- Decide what type of VoIP number you need. A local number is great for establishing trust in a community, while toll-free numbers are a good choice if you serve customers across the country.
- Choose a new number or port your existing business number. Number porting usually takes a few days to a couple of weekends, depending on your carrier.
- Select your devices. If you already have analog desk phones, you can purchase Analog Telephone Adapters (ATAs) to connect them to your VoIP service. You can also purchase VoIP phones or use computers, smartphones, or tablets.
- Set up calling features like call forwarding, auto attendants, and call queues when your VoIP number is active. Most setups take less than an hour.
- With everything configured, you’re ready to use your new VoIP number.
Finding the Right VoIP Number Provider
What is a VoIP number? It’s a virtual phone number that lets you make calls from any internet-capable device. You get access to advanced features and can save money in the process.
If you’re ready to make the switch, 1Call Technologies can help. We work with the best providers in the country, negotiating on your behalf so you get the best deal for your VoIP service. We take our time to understand what you need to optimize your business telecommunications. Contact us today to upgrade your business phone number!
How To Get A Business Phone Number: The Top Providers
Whether you’re a solopreneur or a large enterprise, you need a business phone number. In this guide, we’ll explain how to get a business phone number so you can maintain a professional image while staying organized.
With so many options available, knowing where to start can feel overwhelming. We’ll make it simple for you, walking you through everything you need to know to get a business number that works for your business and sets you up for growth.
How to Get a Business Phone Number
Here’s a quick look at how to get a business phone number:
- Consider what type of business number you need. For example, local numbers build trust with customers in a specific area, while toll-free numbers are ideal for nationwide businesses.
- Decide what kind of phone service you need. Most businesses today get their phone numbers through a VoIP (Voice over Internet Protocol) provider. VoIP works over the internet and is usually more affordable and flexible than traditional landline services.
- Select your phone number. Once you sign up, your provider will let you pick a new local, toll-free, or vanity number or port an existing number to the new service.
- Set up your system. Configure how calls are routed, such as ringing multiple employees or devices, setting business hours, creating a greeting or auto-attendant, and sending missed calls to voicemail. Most providers offer easy online dashboards for setup.
With setup complete, you’re ready to make and receive calls with your new number!
What Is A Business Phone Number?
A business phone number is a number that’s used specifically for business communications, separate from your personal phone number. It allows clients, customers, and partners to contact your company directly while helping you maintain a professional image.
Unlike a personal number, a business phone number often comes with features designed to improve your communication with customers, such as call routing, voicemail, auto-attendants, and business texting.
Benefits of Having a Business Phone Number
A business phone number does more than just make and receive calls. It offers a number of benefits that can help your business stay organized and look professional. Here are some of the key benefits of having a business phone number:
- Looks more professional: A dedicated business phone number shows potential customers that you are a legitimate business that they can trust.
- Keeps work and personal calls separate: Using a business number prevents customer calls from interrupting your personal life, especially after hours.
- Improves customer experience: Because business phone numbers usually include professional features, using one can improve the customer experience. With features like auto-attendants and call routing, customers can more easily reach the right person or department.
- Supports growth: As your business grows, you can add users, extensions, or departments without changing your main number.
- Works anywhere: With a VoIP-based business phone number, you can receive business calls anywhere you have internet access, which is perfect for remote teams and field workers alike.
- Protects privacy: You don’t need to share your personal number with customers on social media, ads, or websites. Calls and texts stay tied to the business, not an individual, and your personal number stays out of the hands of spammers and robo-callers.
- Enables call tracking: With a business phone number, you often get access to call logs, recordings, and analytics to track performance and improve customer service.
How to Know You Need A Business Phone Number
If you’re wondering whether it’s time to get a business phone number, there are a few clear signs. Many small businesses and solopreneurs reach this point sooner than they expect.
- You’re missing or losing track of calls.
- You want to look more professional.
- Your business is growing.
- You need to be able to set business hours so you can protect your time after hours and on weekends.
- You’re using your voicemail to screen calls so you know which ones are from customers.
- You want to separate work from personal life.
- You’re unsure when to answer as your business and when to answer as yourself.
- You need to route or forward business calls, but have no way to do that with your personal phone.
Business Phone Service vs Personal Cell Phone
When starting out, many business owners use their personal cell phone as their business phone. While this can work short-term, a business phone service offers clear advantages as your company grows.
Using your personal cell phone is usually best for side hustles or very early-stage businesses. There are no additional costs and no setup required. However, this method mixes personal calls and business calls. There’s no separation between the two, no way to route calls, and no way to scale as your business grows. Publishing your personal number on websites and social media can also put you at risk of receiving spam calls. In general, using your personal number simply provides a less professional appearance.
When you switch to a business phone number, however, you can easily keep track of which calls are for your business and which are for your personal number. You get access to professional features like auto-attendants and call routing so you can better manage incoming calls. When your business takes off, it’s easy to add users to your phone system.
Different Types of Business Phone Numbers
There are a number of different types of business phone numbers to choose from. The right one for your organization will depend on your customer base, where you’re located, and how you handle calls. Here are the most common types of business phone numbers:
- Local business phone numbers: Local numbers use area codes tied to a specific city or region. Choosing a local number helps you build trust with local customers. Local business numbers are ideal for local restaurants and shops and service-based businesses.
- Toll-free phone numbers: Toll-free numbers allow customers to call without being charged long-distance rates. They typically start with 800, 888, 877, 866, etc. Toll-free numbers are best for nationwide businesses or those focused on customer support.
- Vanity phone numbers: Vanity numbers spell out a word or a brand name, such as 1-800-FLOWERS. They are easy to remember and help your business create strong branding. Vanity numbers are a great choice if you rely heavily on ads, billboards, and other types of marketing.
- Virtual phone numbers: Virtual numbers work over the internet and can forward calls to any device. They are not tied to any specific location, and no physical phone line is required to use them. Virtual numbers work on mobile phones and computers, making them a great choice for remote teams, startups, and small businesses.
- Direct Inward Dial (DID) numbers: DID numbers are individual phone numbers assigned to a specific employee or department. They allow calls to bypass the auto-attendant, reducing call transfers and providing direct access to employees. DID numbers can be added after you establish your main business number. They’re best for growing teams and larger organizations.
- International phone numbers: International numbers are tied to specific countries or regions outside your home country. They allow you to establish a local presence in international markets without a physical branch. International numbers also lower calling costs for overseas customers, making them best for businesses with a global reach.
Important Business Phone System Features
The right business phone system enables your team to work efficiently and provides a superior customer experience. Here are some of the most important features to look for when choosing a business phone system (and number):
- Auto attendant: Automatically answers calls, presenting incoming callers with a menu, and routes callers to the right person or department based on the caller’s input.
- Call routing: Directs calls based on rules like time of day, department, skills, or availability so that fewer calls are missed.
- Voicemail and voicemail-to-email: Captures missed calls and sends voicemails to email so messages are never lost, even when out of the office.
- Business texting: Allows your business number to send and receive texts, making it easier for customers to communicate.
- Call forwarding: Route calls to any device so you never miss important calls.
- Call queues: Places callers in line during busy periods so that customers are helped in the order their call was received. Call queues reduce hang-ups and improve call handling.
- Call recording: Records calls for training, quality assurance, and compliance purposes.
- Call analytics and reporting: Provides insights into call volume, missed calls, peak times, and team performance.
- Business hours and after-hours rules: Automatically handles calls differently outside of business hours, with custom greetings or voicemail.
- Integrations: Connects your phone system with CRM tools, help desks, and other business software.
How To Choose A Business Phone Number
Your business phone number affects how customers perceive your company and how easily they can reach you, which is why it’s essential to choose your business number well. Here are some tips to help:
- What is your customer base? If you mainly serve local customers, a local number builds trust. On the other hand, nationwide customers respond better to a toll-free number, which makes calling easier.
- Will you be using your number for marketing? A vanity number helps with branding so customers easily remember how to reach you. Using different numbers for different ads can help you track which ads are more effective.
- What’s the size of your team? For a small team, a single main number works well. If your organization has multiple departments, DIDs or extensions help with routing and organizing incoming calls.
- What features does your business need? Look for a phone system that will provide the type of phone number you’re looking for as well as all the essential features you need to communicate.
Top Providers
Now that you know how to get a business phone number, you’re probably wondering which provider you should choose. There are a number of providers on the market, but not all of them are the same. Here are some of the top business phone number providers to consider:
- Nextiva: Our top pick is Nextiva, which is widely regarded as one of the best all-in-one business phone solutions. Nextiva offers local, toll-free, and vanity numbers with tons of advanced features in a user-friendly platform.
- RingCentral: If you need unified communications–think voice, video, messaging, and team collaboration features–RingCentral is a great choice. They offer robust tools with advanced call management features and a large app marketplace for integrations.
- 8×8: With free international calling in up to 48 countries, 8×8 is a great investment for organizations with a global presence. It comes with voice, video, and contact center options as well as tons of features.
- Google Voice: If you need a simple phone system, Google Voice can be a good option. While the free plan only has very basic features for one user only, the paid plans let you add multiple users and provide more features. Google Voice is an especially good choice if you’re already using Google Workspace.
- Dialpad: Dialpad is a user-friendly solution that comes with powerful, built-in AI features, like live call sentiment analysis, real-time transcription, and post-call summaries. It offers both local and international phone numbers and toll-free number support.
- Grasshopper: Grasshopper is a virtual business phone system that’s designed primarily for small businesses and solopreneurs. It works by forwarding calls from a business number to your existing cell phone, so there’s no new hardware or complex setup required. Grasshopper offers local, toll-free, and vanity phone numbers, along with features to help you manage customer calls and messages.
Examples of Business Phone Numbers
Business phone numbers look different depending on the type of number and location. Here are some examples:
- Local: (512) 555-0110 (Austin, TX)
- Vanity: (800) GOT JUNK
- Toll-free: (888) 555-0101
- DID: (888) 555-0101 ext 201 (Sales)
- International: +44 20 550 1234 (UK)
How To Get A Free Business Phone Number
If you’re just starting out and looking to save money, you can get a free business number from VoIP providers like Google Voice, TextaNow, and 2ndLine. These providers offer free plans with basic features.
Another option for a free number is utilizing free trials from paid providers. Many business phone services let you start with a free trial period, often 14 to 30 days. This lets you test out of the features before committing and paying.
Why You Should Pay for a Business Phone Number
While free options can work at first, paying for a dedicated business phone number often pays for itself. A paid business number looks more legitimate than a free app or personal number, which means that customers are more likely to trust you. Paid business numbers also usually come with features that help you better manage calls.
Can You Use a Business Phone Number on Your Cell Phone?
One of the biggest advantages of modern business phone systems is that your phone number can ring directly on your cell phone. This allows you to stay connected to customers without carrying multiple devices. Most providers offer mobile apps that let you make and receive calls with your business phone number.
How Much Does a Business Phone Number Cost?
The cost of a business phone number can vary widely, depending on the type of number, the provider, and the features you need. A small business might pay between $20 to $35 per user per month for a local number, while a larger business will usually pay $30 to $50+ per user per month. Toll-free, vanity, and international phone numbers typically cost a bit more, and some providers charge porting fees, set-up fees, or extra fees for using toll-free minutes.
Can You Keep It If You Switch Providers?
Most business phone numbers can be transferred to a new provider through a process called number porting. This lets you keep the same number even if you change providers.
How to Get a Business Phone Number
When it comes to your business, choosing the right provider is just as important as choosing the right business phone number. With so many business phone systems to choose from, it can be difficult to even know where to start.
That’s where 1Call Technologies comes in. We help businesses like yours find the right provider based on what you need. We take our time to understand your unique business so we can partner you with providers that will help you grow while staying within your budget. Contact us today to see how we can elevate your business telecommunication!