How to Get a Business Phone Number? A Comprehensive Guide

Phone numbers have become an integral part of our identity and still remain a preferred method of communication among people despite the rise of mediums such as email, online video conferencing, chatbots, and so on. 

Having a dedicated business phone number is important in establishing a professional image in the market, gaining customer trust, and boosting future growth.

If you are new to business or are looking to get a dedicated business phone number, look no further. This article has all the information you need to know on how to get a business phone number.

Now, let’s get started.

What Is a Business Phone Number?

A business phone number is a dedicated phone number specifically used for business. It allows companies to maintain a professional image, or brands and separate their private and personal communications.

Business phone numbers can be of various types, such as local, international, vanity, toll-free, etc., each tailored to specific business needs and operations. The advanced features associated with these numbers make it easy to manage calls, support customer service, and facilitate remote working environments.

You can get a free business phone number through VoIP providers like Google Voice, TextFree, and LINE, which offer free trials and basic plans. Or, you can also get budget-friendly numbers using services like Dialaxy, Nextiva, RingCentral, and so on.

Types of Business Phone Numbers

Business phone numbers can be of different types depending on business needs. Some commonly used business phone numbers are:

1. Local phone numbers

Local phone numbers have area codes specific to a particular geographical area, making it easy for customers to recognize and trust the business phone numbers. It also enables businesses to service a local or regional customer base and create and develop a loyal customer base.

2. Toll-free phone numbers

Toll-free numbers allow customers to call businesses free of charge. Although these numbers are more expensive to acquire than the local numbers and harder to secure, they provide businesses with a professional image and allow them to serve customers globally.

Toll-free numbers typically begin with 800, 888, 877, 855, 844, etc. Calling these numbers is usually free but may cost depending upon the service provider.

3. Vanity phone numbers

Vanity phone numbers are custom toll-free numbers that spell out a specific word or a brand name. For example, 1-800-FLOWERS is a vanity number.

It is particularly used by brands in marketing campaigns to attract customers and increase brand visibility.

4. Virtual phone numbers

Virtual phone numbers are phone numbers that are not tied to any specific geographical location or device and operate entirely online on Voice over Internet Protocol (VoIP) instead of traditional cellular networks.

It allows businesses to maintain a professional presence worldwide and enables employees to work remotely.

5. International phone numbers

International phone numbers, like VoIP numbers, are used by businesses to establish a local presence in the global market by providing customers with a local number to call. It saves customers money on international long-distance calls and makes it easy for international clients to contact businesses.

Since these numbers have country-specific area codes in their dialing format, it avoids issues and confusion regarding dialing country codes.

Key Indicators Your Business Needs a Dedicated Phone Line

If you are a proud business owner and are looking to improve your business phone system, here are key indicators for you to establish a dedicated phone line.

1. You want to keep your personal and private communication separate.
2. By using a regular phone number, you are struggling to keep up with the flow of inbound calls and miss multiple business opportunities.
3. You are looking to establish a dedicated phone line for customer support and inquiries, ensuring a prompt and smooth customer experience.
4. You have employees working at various locations and want to unify all remote communication.
5. You want to establish a professional and trustworthy image in front of all existing and potential customers.
6. You want to integrate and fully exploit advanced features, such as call tracking, call recording, call analytics, etc., into your existing business communication systems.
7. You want a more secure communication system.
8. You want to globally expand your business.

How To Get a Business Phone Number?

An individual or a business can get an authentic business phone number by following these steps:

1. Select a business phone service provider

When selecting a service provider, businesses must consider the following factors:

• Their business goals, needs, and objectives
• Trustworthiness and reliability
• Call quality
• Available features
• Scalability and flexibility options
• Pricing and cost
• Terms of contract

Some trustworthy VoIP providers in the market are Dialaxy, RingCentral, Nextiva, etc.

2. Select the type of business phone number

Depending on your business needs, you must select the type of business phone number. It can be of the following types:

• Local Number
• Toll-free number
• Vanity number
• International VoIP number
• Virtual number
• DID (Direct Inward Dialing) number
• Short code number
• Dedicated fax number

3. Pick your phone plan

Once you have anticipated all your needs, select a plan that serves you well. Most VoIP providers offer you scalable plans that allow you to add more users and lines as your business grows.

Once you have selected a phone plan, choose a phone number. Some providers allow you to port an existing number to keep your established contact details. 

Or, you can choose a new number based on your area code preference. For vanity phone numbers, businesses can have the numbers customized to their needs.

4. Set up the features you need

Most business phone services provide advanced call features such as call routing, call forwarding, voicemail-to-email, auto-attendant, call analytics, call recording, and so on. All these features must be integrated into the existing business phone systems.

Further, any additional hardware for infrastructural changes, such as adding phone extensions, IP Phones, etc, must be carried out quickly and effectively.

5. Test and advertise your number 

Once you have set up and configured all the necessary infrastructure for your phone system, you must test it out to ensure call quality, accurate routing, and other features before going public.

Finally, update your websites, business cards, email signatures, social media profiles, and any advertisements to include your new business phone number.

Setting Up Your Business Phone Number: Simple Steps

Now that you have a dedicated business phone number take these steps to configure it into your system.

Step 1: Check compatibility with your current system

Check if your current system is a traditional phone system, PBX (Private branch exchange), or a VoIP (Voice-based internet protocol) system. Identifying your present system will help you determine the next steps.

If you are using a traditional phone system, you might have to update to cloud-based systems. But if you are using a VoIP system, check whether your newly selected features are compatible with the existing system.

Step 2: Port your business number

If you are switching your service providers, contact your new provider to request number porting in order to keep your existing business phone number. This process might take a few days as it may require verification from your old provider.

Step 3: Set up call forwarding and SIP trunking

If your new business number isn’t directly compatible with your existing phone system, set up call forwarding to route calls to your existing number.

If you are integrating with a PBX system, configure SIP (Session Initiation Protocol) trunking. SIP trunking connects your VoIP number to the PBX, allowing inbound and outbound calls through the PBX.

Step 4: Integrate required hardware and software

Ensure your desk phones are VoIP compatible and other hardware components support third-party VoIP phones.

Install software that integrates with your existing phone system.

Step 5: Configure call routing and extensions

Set up call routing features and extensions into your systems. 

Step 6: Test and troubleshoot setup

Verify that calls are routed correctly and that all the integrated features and extensions are working as expected. 

Step 7: Train new staff

Introduce your team to new functions and ensure that everyone can use the new set up effectively to enhance communication and call management.

Top Phone Features for Your Business

Now, let’s look at the various features that can significantly improve your business communications, customer service, and overall efficiency.

1. Call forwarding and routing

This feature helps direct incoming calls to specific individuals and departments based on time, location, and availability of employees present. It ensures that no calls go unanswered and that the right people answer the right calls.

2. Auto-attendant

Hiring multiple people to answer calls may cost you a lot of money. However, installing an automated system might ease some workload. An auto attendant system greets callers and automatically directs them to an appropriate department or extension.

3. Call analytics

Call recording enables agents to record calls and conversations for training, quality assurance, and record-keeping purposes. 

Analyzing the recorded data, call volume, call duration, peak time, etc., helps monitor customer interaction and improve customer service.

4. Interactive Voice Response (IVR)

An Interactive Voice Response (IVR) is an automated calling system that allows customers to use voice commands and keypad inputs to navigate through a phone menu.

5. Do Not Disturb Mode

It silences all or particular incoming calls temporarily to minimize any unwanted interruptions.

This helps users personalize customer interactions and focus on important tasks, thus maintaining a healthy work-life balance.

How To Choose the Right Phone Number for Your Business

Choosing a business phone number is an important business decision that will have a huge impact on your brand perception and marketing efforts. Here are some factors you should consider while choosing the right phone number for your business.

1. Define your business needs

First, you must analyze your business needs and how you want to appear in the market.  If your business primarily serves a local area, a local phone number with a familiar area code can increase trust.

However, if you serve a broader market, a toll-free number would allow customers globally to call free of charge.

2. Consider your call volume and type of communication

If you expect a high call volume then you might want to get a specific number to serve your customer needs.

Further, all the features that come with the type of phone number you choose must be compatible with the existing business system.

3. Check for customization options

Each type of business phone number comes with its own unique features and limitations. Many of these numbers can be customized and selected based on business needs. 

4. Budget and cost structure

Different types of numbers come with varying costs. Among all types of business phone numbers in the market, toll-free and vanity numbers are generally more expensive. 

Virtual phone numbers and VoIP numbers are more cost-effective and flexible for small businesses.

5. Test for quality and reliability

Many phone service providers offer free trials and demo versions. So make sure you try these out before making a commitment. Further, ensure that your service providers provide you with excellent call quality, offer 24/7 customer support, and a robust system to minimize downtime.

Final Words

A business phone number helps businesses portray a professional image and maintain secure business communication all while adapting to the growing needs. Businesses who fail to acknowledge the need of a dedicated business phone system are prone to hacking and other cyber security threats. 

Furthermore, they are unable to scale their operations smoothly, miss out on major opportunities, and accumulate more dissatisfied customers over time, leading to a negative brand image.

Thus, acquiring and using business phone numbers wisely is one of the key factors in running a successful business.

FAQs

Can I keep my existing number?

Yes, you can keep your existing phone numbers, business and personal, while switching providers. This process is known as phone number porting or mobile number portability (MNP). It allows businesses to get additional services from the new provider while retaining the customer familiarity and marketing benefits of the current number. 

How long does it take to get a business phone number?

The time it takes to get a business phone number usually depends on the type of number you want and your service provider. Let’s look at some general timelines:

• Traditional phone network setup: 1 to 3 business days
• Number porting: 7 to 10 days
• Vanity number: 1 to 5 days
• VoIP phone numbers: 1 to 7 days
• Phone number changes: up to 4 hours

Are business phone numbers secure?

Yes, business phone numbers are highly secure compared to regular phone numbers, but they are still at risk of being hacked. Business phone numbers use advanced encryption technologies, such as two-factor authentication (2FA), and regularly update their security measures to ensure secure communication. 

Furthermore, it safeguards against caller ID spoofing and getting scammed by frauds and scammers. 

Can I get a business number without a contract?

Yes, you can absolutely get a business phone number without a contract. This is mainly beneficial for businesses that require flexibility, are still scaling, or want to avoid long-term commitments.

Let us look at some ways to obtain business phone numbers without a contract:

• VoIP service providers offer month-to-month billing options.
• Google Voice and Skype offer prepaid and pay-as-you-go options.
• Some providers offer free trials with easy cancellation.
• Some virtual number services provide no-contract business numbers for a short period of time.

How to get a US business number?

Here are a few ways to get a US business phone number:

• You can contact a VoIP service provider to provide you with a virtual number that enables users to make and receive calls with an internet connection, irrespective of region.
•  Services such as Google Voice and Skype can provide business phone numbers with specific area codes temporarily.
• Other platforms, such as Dialaxy, Zoom, and Microsoft Teams, also offer business phone numbers, which are convenient for international calls and internal collaboration.

How much does a phone number cost?

The cost of a business phone number varies based on the service provided, type of number, and additional features. Here’s a brief breakdown:

• Virtual phone number: $10 to $30 per month
• Toll-free number: $10 to $15 per month
• Vanity number: $30 to $50 as a one-time set-up fee
• Traditional landline setup: $ 50 per month
• Options like Google Voice: Free or pay-as-you-go, depending on the usage.