What Is a VoIP Number & How Does It Work?

If you are also using a traditional phone system with a physical SIM card and hassling between multiple devices with multiple numbers, all you need to know is about VoIP numbers. VoIP numbers remove all the barriers and hassle further providing you with numerous advanced features. 

With your regular phone number, you can receive and make calls and text others. But with a VoIP number, you can utilize advanced features such as call recording, call forwarding, call monitoring, CRM integrations, auto attendant, and many more. 

So, what exactly is a VoIP number?

In this blog, we will discuss VoIP numbers, how they work, their types, guidelines on how to get one, and why getting one is necessary. So, let’s get into it. 

What is a VoIP Number?

A VoIP(Voice over Internet Protocol) number is similar to a regular phone number, except you don’t have to have a real physical SIM card and number. You can get a phone number with VoIP, which is basically a virtual phone number that uses the internet to connect with people regardless of geographical location. 

Business call centers mostly use VoIP numbers to provide their clients with quality service. VoIP numbers give the flexibility and mobility that traditional phones cannot provide. It is just a regular business phone number with lots of additional features to offer seamless communication that works over an Internet connection. 

If you own a VoIP phone number, you don’t have to worry about carrying the same SIM card and mobile to every place. You can just use your VoIP number any time, anywhere, on your desired device and location. Also, you can use a single number on multiple devices, which helps a lot when you are busy. 

How does VoIP Number work?

A VoIP phone number works much like a regular phone number, but it is connected to a VoIP network instead of a conventional landline or mobile network. VoIP uses the Internet to connect calls to your business phone system when someone calls it, compared to the more conventional Public Switched Telephone Network (PSTN) design. VoIP transforms analog voice signals into digital data packets suitable for IP network transmission.

Here’s a quick step-by-step process for how your VoIP number works when someone tries to contact you with it. 

1. The caller uses their device to contact your specific VoIP phone number.
2. A media gateway is used to transfer the call from the ordinary phone network to the VoIP provider’s data center.
3. Your VoIP provider converts analog voice signals into compressed digital packets.
4. Digital packets travel over the VoIP provider’s SIP trunk and reach your business’s system over the Internet.
5. Your VoIP phone system converts packets back into analog signals.
6. The call connects by ringing the appropriate office or cell phone number.

Advantages and Disadvantages of VoIP Number

Advantages 

Cost-effective: The traditional system requires extensive upfront, ongoing, and maintenance investment. It also requires expensive hardware and separate phone lines. 

Whereas, switching to VoIP calls helps reduce international telephony costs. It also saves installation, maintenance, and operational costs, as the VoIP service provider performs all these tasks. 

The manageable monthly fee is also based on a subscription model, which allows us to scale according to your business needs. 

Advanced features and integration: A VoIP system offers strong, unique functionality beyond just receiving and making calls. Call queuing, voicemail drop, call forwarding, SMS filtering, global calling, virtual meetings inside a single system, and interactive voice response are some of the advanced functions.

The VoIP solution integrates seamlessly with the helpdesk and other CRM programs. It saves a lot of time and increases the agent’s productivity by doing away with the necessity for repetitive manual data entry.

Scalability and Flexibility: Call center agents can make VoIP calls using any device, including desktop computers, laptops, desk phones, and mobile phones. Additionally, agents with an Internet connection can place and receive calls from any location.

With virtual phone numbers, you can also maintain the same phone number wherever you go. VoIP systems, therefore, give you more flexibility.

Similar to this, you can easily upgrade your VoIP package as your company expands. You only pay for the phone lines you actually use, and you can add or remove lines as needed. It is not necessary to place an order for new hardware.

Therefore, you save on the expense of growing your program. You save money by doing this.

Improved call quality and reliability: VoIP phone systems cannot operate without an internet connection. Thus, if there is a reliable and quick internet connection, call quality won’t be a problem. VoIP calls are indeed clear and seamless, without any pauses or dropouts.

Using a VoIP phone is seen as necessary to solve small issues since it eliminates disruptions and ensures a smooth connection during the call, allowing us to communicate with the other party without any obstacles or disturbances. 

VoIP phones have sophisticated noise-cancelling microphones and advanced audio quality.

Enhanced productivity: IP telephony systems include a wide range of technologies to allow for the implementation of several call features. 

Business call recording, auto attendance, call forwarding, and routing are some of these call services. Each contributes to increased client satisfaction and better corporate communication. 

These are typically essential qualities that will give small and medium-sized enterprises a competitive advantage over larger corporations by allowing them to provide excellent client experiences.

Disadvantages

A Stable Internet Connection is required Every Time: To use a VoIP Number, you need to have a stable Internet connection every time you use it. So when the connection goes down, your phone lines go down, too. Furthermore, poor call quality is probably the result of limited bandwidth. Some common challenges that VoIP systems can experience are noise, latency, and echoes.

Security Risks: VoIP has a number of security flaws that may impact the level of service. Because VoIP relies so heavily on the Internet, hackers may intercept calls and listen in on discussions, giving them access to private information. Due to its heavy reliance on software infrastructure, VoIP is vulnerable to viruses.

Types of VoIP Number

VoIP offers different types of phone numbers for its users. Every phone number has its own specialty and is made for various sectors. Here are some of the types of VoIP numbers. 

I. Local Numbers

Local VoIP numbers are connected to certain geographical locations, typically a city or area. By using well-known area codes, they provide a sense that the company is local even though it isn’t. This increases credibility and confidence, especially in areas where consumers favor doing business with local businesses, and also benefits small enterprises.

II. Toll-free Numbers 

Toll-free numbers, easily identified by area codes like 212 or 415, let consumers make free phone calls. They are perfect for national businesses, sales, and customer service. Additionally, toll-free lines express professionalism and accessibility.

III. Vanity Number

Vanity numbers are modified numbers frequently associated with a business, such as 1-800-1111111. These memorable numerals work well for marketing, especially in TV or radio commercials. Even though they might cost more, their unique qualities can greatly improve brand reputation.

How can I get a VoIP Number?

You can buy a virtual VoIP number in a few simple steps. Here’s a step-by-step guide on how to get a VoIP number. 

Step 1: Consider your Business Needs and Requirement

Establish a clear budget first, then describe the features, lines of communication, and number types that your company requires. Consider the capabilities you need both immediately and in the future, as well as any hardware compatibility requirements.

Step 2: Choose the best VoIP service provider that meets your business needs

After you have determined your business needs and requirements, search for the service provider that is capable of providing everything that you need. Some service provider offers great service quality at a minimum rate, whereas some provide limited features and may also cost you high. 

Look for the unique features and functions that your business needs. Overall, select the provider that offers the features, channels, number types, pricing, scalability, and flexibility. 

Step 3: Select a VoIP number 

Once you have selected the best service provider, find the VoIP number type that best fits your company’s needs. You can choose a local, toll-free, or Virtual VoIP number. Based on your location, customer base, and method of communication, select the option that seems like the best fit. 

Step 4: Choose the plan that Best Suite your Business

Once you decide on a VoIP number, choose the suitable plan for your business. You can compare the costs and features of each service, including call forwarding and voicemail, as well as international rates and unlimited calling. 

Select an affordable plan that offers a proper balance of features, channels, and flexibility to ensure smooth communication. 

Step 5: Configure your VoIP Number with the Existing System

After choosing a plan, the next step is to configure your VoIP number in the current communication system. Most VoIP service providers provide simple integration. 

Make sure that all of the VoIP features and functionalities you desire are compatible with your system. Configure devices, forward calls, and link the VoIP number to the network to enable smooth team and location-based communication.

Step 6: Test and Monitor your VoIP Number 

It is important to evaluate the VoIP number’s functioning, connectivity, and call quality after setup. All features, including voicemail, call forwarding, and auto-attendants, need to be tested to ensure smooth operation. 

Regular testing and monitoring ensure that the VoIP system functions well and provides high-quality communications, allowing possible problems to be addressed before they arise.

Why is getting VoIP Necessary?

Getting VoIP is necessary for your business to operate effectively and foster growth. It is an effective way of communication that offers flexible, cost-effective, and scalable solutions. Traditional phone numbers are often high-cost and come with limited features. But with VoIP, you can use advanced features such as call forwarding, Voicemail-to-email, video conferencing, and integration with CRM software at a low rate. 

Let’s explore some of the reasons why getting a VoIP is necessary for your business. 

1. To Improve Call Quality

VoIP service providers ensure great call quality, which is more audible and clearer than traditional phone lines. With a stable internet connection, you can expect crystal-clear audio transmission. Also, the chances of dropped calls echoing and static are less. Improvement in the quality of calls enhances communication. 

2. To Reduce Operational Cost 

With VoIP, you can cut the cost of high-rate communication. It solely depends on the Internet, so you do not have to worry about the additional cost of hardware and devices. With reduced operation costs, a business can use its resources more wisely while sustaining high-intensity communications.

3. Enhance Client Satisfaction 

With additional VoIP features like call forwarding and voicemail-to-email, no customer calls are left unanswered, further enhancing customer satisfaction. When seamless communication with high-quality calls and response rates exists, satisfied consumers transform into long-term partnerships and meet customer expectations.

4. Earn Customer Trust and Loyalty

A reliable VoIP system’s audio contributes to professional and seamless communication. Customers will continue to trust you, and features like local or toll-free lines help you establish credibility by giving your company a local presence. Consumer loyalty improves when they have trust in communication systems, and this results in increased repeat business and improved client retention. 

5. Supports Multiple Devices 

The VoIP number is compatible with many kinds of gadgets, such as tablets, laptops, desktop computers, and smartphones, to provide flexibility for employees who work remotely or travel. Multi-device compatibility ensures seamless communication without letting one important call get missed, no matter where your team is situated, which helps to improve overall business efficiency.

6. Advanced Feature

Advanced VoIP features include call routing, auto-attendant, call forwarding, and CRM integrations. These will smooth communication and enhance workflow and productivity. 

Things to consider before choosing a VoIP number

Before choosing a VoIP number, a few things need to be considered. Let’s explore what needs to be considered. 

A. Customer support

Analyze the level of customer service offered by the service provider. Check whether it provides 24/7 customer support or not. Also, look for multiple channels for support options such as email, live chat, phone calls, and messages. Examine the response time of customer support, such as wait times. 

B. Network reliability and call quality

Look out for a VoIP provider that offers worldwide points of presence, round-the-clock network monitoring, and a least 99.9% guaranteed uptime. To ensure great call quality, your supplier should also provide HD voice calling, real-time Quality of Service (QoS) monitoring, and features like echo cancellation and background noise reduction.

C. Pricing and additional costs

When comparing VoIP number providers, give equal weight to affordability and scalability. The perfect provider offers different tier-based plans, combined monthly toll-free calling minutes, and individual add-ons that allow you to avoid paying for items you don’t need. Inquire about foreign calling rates, VoIP taxes, early termination fees, and the price of extra toll-free minutes or SMS messages.

D. Compatibility of your hardware and software

Verify that possible VoIP service providers are compatible with your equipment if you want to keep using your current hardware, desk phones, headsets, conference phones, etc., with your new VoIP phone system. Also, consider whether you have to install new software or buy additional hardware. 

E. VoIP number type

Choose whether you require a vanity, international, local, or toll-free phone number. Also, make sure the company you want to use offers the number type you want. In addition to number porting, which allows you to convert to VoIP while maintaining your current business phone number, we advise selecting a provider that offers all of the above number kinds.

Conclusion

VoIP numbers are the future of communication in the modern world. They offer an enhanced level of communication for business and individual use. VoIP allows users to transfer crystal-clear audio quality and utilize every advanced business tool required for your company. 

VoIP gives companies reliable and crystal-clear call quality, which helps them provide far better customer service and gain customers’ trust and loyalty. Its cost-effectiveness, scalability, and sophisticated features make it a desirable alternative for companies of all sizes.

FAQs

Can I use my existing number for VoIP?

Yes, you can use your existing phone number for VoIP. With the feature called Number Porting, you can easily use the same number you are currently using in the VoIP system. 

Can I trace the owner of a VoIP number?

Yes, you can trace the owner of a VoIP number using the Caller ID and the time of the call. You can easily send the details, such as caller ID, to the service provider, and they will provide you with the result. 

How reliable is the call quality with VoIP numbers?

You can fully rely on the quality of the VoIP number if the internet connection is stable and the service provider offers great service. 

Can I use the same VoIP number for multiple devices?

Yes, you can use the same VoIP number on multiple devices, including desktops, laptops, and mobile phones.