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Home - Tips - How to Integrate Virtual Numbers with Your CRM System?
Reviewed by : Prasanta Raut
Picture this: You run a growing business, and your team is juggling multiple communication tools—📞 calls, 📧emails, 💬messages, and more. But how do you keep track of every conversation and ensure your customer service stays top-notch?🤔
Enter the magic of virtual numbers and their seamless integration with your CRM system. It’s like upgrading from a basic calculator to a super-smart smartphone—it makes managing customer interactions simpler, faster, and more effective.
If you’re curious about how to integrate virtual numbers with your CRM? you’ve come to the right place! 🎯
In this guide, we’ll break down the process, show you the benefits, and even give you a step-by-step roadmap to make your CRM system even smarter.
Let’s dive in!!🚀
Table of Content
To understand the integration process, let’s first define virtual numbers and CRM systems.
Virtual numbers are telephone numbers not attached to any particular device or location. Instead, it operates over the internet.
The provided numbers may serve for voice calls, SMS, and even WhatsApp messages for communication purposes. They are cloud-based and do not require any traditional hardware or infrastructure.
On the other hand, CRM means Customer Relationship Management, and it’s a system where organizations can track and manage interactions with their present or potential customers.
It collates information about customers, monitors their interaction, and automates most processes, such as sales, marketing, and customer service.
Here are the following benefits of integrating virtual numbers with CRM:
Integrating the virtual number system with CRM can track all customer conversations on one dashboard. Whether your customer reaches out via call, SMS, or voicemail, every communication is logged and tied to their profile in your CRM.
These not only present you with a greater whole of their customer journey but also ensure no lost communications.
Features such as call recording, voicemail, automated follow-up messages, and real-time notifications enable you to respond to customers in a timely manner for improved customer experience and retention.
Most businesses can spend a great deal of time performing these tasks manually, including dialing business phones, inputting customer information, and tracking calls.
With the virtual numbers you are able to link into your CRM, many of these tasks are automated. Call logs and texts, along with customer interactions, will automatically be saved to the correct customer profile and free up your team for more important work.
It enables the automation of workflows to perform other actions based on customer interactions, such as sending follow-up messages after a call or updating customer details after a conversation.
CRM systems are designed to enable businesses in data collection and analysis, and virtual number integration will only enhance that capability.
By linking your CRM to virtual phone numbers, all communications, like calls and messages, get recorded in the system, maintaining an end-to-end record of every interaction.
Moreover, this data can be utilized for analyzing the trend of the customers, the efficiency of communications, and ways in which a particular customer could be better targeted.
You are also able to track call volume, response time, and customer satisfaction for different insights into driving decisions.
The cost of communication will be much less when using virtual numbers compared to traditional phone lines. Virtual numbers come with lower costs associated, especially when dealing with international customers.
More importantly, integrating virtual numbers with your CRM can help minimize manual data entry, which takes a lot of time and reduces the possibility of human error.
This will lead to better effectiveness and cost economy in your call center or contact center operations.
There are several virtual number providers that offer CRM integration. Choosing the right one depends on your business needs, budget, and the CRM system you’re using.
Here are some top virtual number providers that are well-known for their integration capabilities:
Vonage is a leading cloud-based communication provider that offers both VoIP services and virtual phone number solutions. It integrates with popular CRM platforms, like Salesforce and Hubspot, to provide businesses with a unified communication system.
Key features
Pros
Cons
Pricing
8×8 is a VoIP provider offering virtual numbers and CRM integrations for businesses of all sizes. Known for its affordable pricing and feature-rich offerings, 8×8 integrates well with major CRM platforms such as Salesforce and Zendesk.
Nextiva is a VoIP provider that offers virtual phone numbers, CRM integration, and unified communication tools. Nextiva’s powerful CRM integrations help businesses track customer interactions seamlessly.
RingCentral is a leading VoIP provider that offers virtual numbers along with comprehensive communication tools, including video conferencing and team messaging. Their platform integrates with a variety of CRMs, including Salesforce, Zoho, and Microsoft Dynamics.
Dialpad is a modern communication platform that offers cloud-based telephony and integrates with CRM systems. It supports virtual numbers, voice calls, and video conferencing.
Integrating a virtual number into your CRM system can significantly improve your business communication strategy, streamline customer interactions, and enhance overall business efficiency. Virtual numbers can be used for both inbound and outbound calls, providing flexibility for teams, marketing campaigns, and call center or contact center operations.
Steps to Integrate Virtual Numbers with Your CRM System
Here are the following steps to successfully integrate virtual numbers with the CRM system:
To maximize the benefits of your virtual number and CRM integration, follow these best practices:
Integrating virtual numbers with your CRM system streamlines communication, boosts productivity, and enhances customer experience, and engagement. It automates workflows, reduces costs, and allows your team to focus on service excellence.💼
With the right provider and integration process, you can unlock CRM’s full potential, responding quickly to customer needs and tracking interactions effortlessly.
Start your integration today to improve operations and strengthen customer relationships!✨
VoIP CRM integration is the process of connecting your VoIP phone system with your CRM software. It allows customer calls, messages, and data to be automatically logged into the CRM, making it easier to track interactions and enhance customer service.
CRM phone integration connects your phone system with your CRM software, allowing you to make and receive calls directly from the CRM. It automatically logs call details, helping you manage customer interactions more efficiently and providing quick access to relevant customer information.
Here are some best practices for integrating your CRM with an IVR system while adopting a CX-first strategy:
Yes, you can integrate multiple CRMs with your VoIP system. Many VoIP providers offer flexible integrations, allowing you to connect several CRM platforms. This way, you can manage communications across different systems without losing any important customer data.
Yes, setting up VoIP CRM integration often requires some level of technical expertise. This is because it involves configuring settings, mapping data fields, and potentially working with APIs or middleware solutions.
Yes, you can get a virtual mobile number in the UK. Several providers offer UK virtual numbers, allowing you to make and receive calls and texts using a UK number without a physical SIM card.
To integrate a website with your CRM, using a plugin or extension is one of the simplest solutions. These tools can seamlessly connect your website to your CRM, allowing you to capture leads, track customer behavior, and manage your sales pipeline with ease.
The best CRM integration for VoIP depends on your needs, but popular choices include HubSpot, Salesforce, and Zoho. These CRMs offer seamless integration with VoIP systems like RingCentral or Aircall, enabling features such as click-to-call, automatic call logging, and detailed customer interaction histories.
Here are some common challenges when integrating virtual numbers with CRM systems:
Prasanta, founder and CEO of Dialaxy, is redefining SaaS with creativity and dedication. Focused on simplifying sales and support, he drives innovation to deliver exceptional value and shape a new era of business excellence.
Prasanta Raut