How do Virtual Phone Numbers Work

How do Virtual Phone Numbers Work

Communicating with people worldwide at any time and from practically any internet-connected device is possible with a virtual phone number. Thanks to advancements in VoIP technology, businesses of all sizes can effortlessly connect over the internet using just a phone number. 


Virtual phone numbers are not bound to any physical location. This technology lets you use any local phone number or area code enabling local calls.


In this article, we will break down what a virtual phone number is, its multiple benefits, and how to obtain one for your business.

How Virtual Phone Numbers Work

How Virtual Phone Numbers Work

Virtual phone numbers keep you connected from anywhere in the world without the hassle of physical equipment. You don’t need any type of setup, not even a SIM card, to operate. 

All thanks to the revolutionary Voice over Internet Protocol (VoIP) technology. It makes apps like iMessage, WhatsApp, and Google Voice work, letting us send voice and text messages online.

Have you ever wondered how this internet communication system works? Well, the answer is simple. To connect calls, a virtual phone number leverages any available internet connection—whether Wi-Fi or mobile data (LTE, 5G).

To be more specific, VoIP technology transforms your voice into digital signals or data packets. These packets travel across the internet to reach the intended recipient, which is converted back into sound.

This incredible process happens in real-time, ensuring clear and efficient communication. Advances in VoIP technology have significantly enhanced call quality, requiring minimal data bandwidth.

Service providers often offer a versatile mobile app compatible with iOS and Android devices for seamless voice and text messaging. This means that regardless of where you are, your virtual number keeps you connected as long as you have internet access.

Now, the question is, how can we transfer our regular number to a virtual phone number? Well, the process is pretty easy. To continue using your current number, you must go through the number porting process to transfer it into a virtual number.


Features and Functionality of Virtual Phone Numbers

Features and Functionality of Virtual Phone Numbers

Virtual phone numbers offer all the features you can get from a traditional phone system. It offers much more, providing a range of advanced functionalities beyond landline numbers. 

Virtual phone numbers offer some of the renowned features of voicemail, call forwarding, business phone systems, and auto attendants. 


With virtual phone numbers, voicemails have become more accessible than ever. Almost all virtual providers offer this feature. It ensures you can easily attend to your customer queries even if unavailable. 

Call forwarding-

Virtual phone numbers allow users to set up call-forwarding rules easily. With a cloud PBX control panel, they can easily forward the call to other persons and departments. You can even set up a personalized call forwarding rule, allowing you to forward calls even when you are out of the office. 

Business phone system- 

Virtual phone numbers have made communication easy for businesses of all sizes. With the technology, businesses can seamlessly communicate with team members, clients, and customers. Another advantage of this system is maintaining a professional presence with a unique caller ID. 

This will prevent revealing your staff’s phone number to callers. Additionally, this communication system is best for remote teams. Since this system doesn’t need any physical setup, your team members won’t have to maintain any desktop-based call system. Rather, they can easily communicate with their phone number only. 


Some differences between the features of Virtual phone numbers and traditional phone systems are: 


Features Traditional Phone System Virtual Phone Number
Location Dependency Assigned to a specific street address Location-independent works anywhere with an internet connection. 
Installation It requires physical phone lines to run through the building.  Operate over cloud PBX; no physical installation needed. 
Flexibility Limited to where physical lines can be installed and accessed Highly flexible. Accessible in and out of the office, at home, or on the go. 
Hardware Requirement Require desk phones connected to telecom lines. No desk phone is required; you can use existing devices like smartphones or computers. 
Employee Caller ID Privacy Reveal the assigned number.  Protect employee’s privacy by using the business’s virtual number. 
Operational Hours Fixed to the physical location’s operating hours Customizable business hours are available for call acceptance or voicemail diversion. 
Cost and Setup It can be high due to physical installation.  Lower cost due to lack of physical setup; often offers more features at no extra charge. 
Remote work compatibility Challenging without additional setup for remote access.  Naturally suited for remote work. No extra setup is required. 


Who Can Benefit from Virtual Phone Numbers

Who Can Benefit from Virtual Phone Numbers

Virtual phone numbers aren’t just a technological upgrade but a game-changer for businesses and professionals across various sectors. Here’s a look at who stands to gain the most from adopting virtual phone systems:

1. Remote and Distributed Teams

Virtual phone numbers ensure team members from around the world can connect easily. Since it does not require any physical setup, they can easily communicate with a phone number and internet connection. 

2. Small Business Owners

For small business owners, communicating from any location is a blessing. Virtual numbers allow these entrepreneurs to present a professional image to clients and customers, with features like call forwarding, voicemail to email, and auto attendants enhancing customer experience.

3. Freelancers and Consultants

Individuals who operate freelance or consultancy can significantly benefit from virtual phone numbers. They provide a distinct line for business communications, ensuring personal numbers remain private. This separation helps maintain a professional appearance and work-life balance.

4. Companies with High Call Volumes

Businesses that handle large phone calls, such as customer service centers, can greatly improve efficiency with virtual phone numbers. Features like auto attendants and call routing help manage incoming calls more effectively, reducing wait times and improving caller satisfaction.

6. International Businesses

Virtual phone numbers can establish a local presence for companies operating in multiple countries without needing a physical office in each location. encourages customers from different regions to call, by reducing operational costs of international calls.  


Getting Started with Virtual Phone Numbers

Getting Started with Virtual Phone Numbers

Starting the journey of integrating virtual phone numbers into your business communication strategy is a simple process that promises to revolutionize how you connect with clients, colleagues, and customers. The following steps are-


  • Select a reputable VoIP service provider that aligns with your business’s needs. 


Pro Tip: VoIPElements is one of the best Australian virtual phone number providers, providing all types of phone numbers including vanity numbers, local numbers, and toll free numbers in Australia. Contact the Support Team to know more. 


  • Sign Up and choose your number, it’s as simple as signing up online. 


  • Configure your settings by configuring voicemail settings, call forwarding paths, and any auto attendant or IVR menu to ensure calls are routed according to business workflow. 


  • Customize your features. 


  • Test your new system before going live. 



In the digital age, virtual phone numbers stand out as a transformative solution for businesses and professionals seeking to enhance their communication strategies. 

Offering unparalleled flexibility, cost savings, and a host of advanced features, virtual numbers break down geographical barriers and adapt to the dynamic needs of modern workplaces. 

Embracing this technology means not just keeping up with the times but staying ahead, ensuring your business communications are seamless, professional, and effective. 

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