VoIP Phone Number: Everything You Need to Know

Effective communication is the foundation of any successful business, and modern technologies are reshaping how businesses connect with their customers and teams. One of the most transformative innovations in recent years is VoIP technology (Voice over Internet Protocol), which allows calls to be made using VoIP phone numbers over the Internet rather than traditional phone lines.

Businesses are rapidly adopting VoIP phone numbers to replace outdated systems, driven by their unmatched cost efficiency, flexibility, and advanced features. According to a report by Global Market Insights, the global VoIP market is projected to exceed $100 billion by 2032, highlighting the rapid shift toward internet-based communication solutions.

This article serves as a comprehensive guide to understanding VoIP phone numbers—what does VoIP mean, the benefits of using a VoIP system, and how to get an internet phone number. By the end, you’ll also discover why Emitrr is the perfect partner to help your business leverage VoIP technology effectively.

What is a VoIP Number?

A VoIP (Voice over Internet Protocol) phone number is a telephone number that operates over the Internet rather than through traditional phone lines. VoIP technology enables voice communication by converting analog voice signals into digital data and transmitting them over the Internet.

Here’s how VoIP is used

• In Businesses: VoIP systems help companies cut down on communication costs, especially for international calls. They also enable features like cloud-based call management, integration with other communication tools, and the flexibility to use one number across multiple devices.
• In Daily Life: VoIP technology powers everyday communication through apps like Skype, WhatsApp, and Zoom, offering free or low-cost voice and video calls over the internet. VoIP phone numbers also provide the ability to have a local presence in various regions with virtual numbers.

For a deeper understanding, check out this video:

How Does a VoIP Phone Number Work?

A VoIP phone number functions by converting voice signals into digital data and transmitting them over the internet instead of traditional phone lines. Here’s a brief overview of how it works:

• Technical Overview: VoIP converts analog voice signals into packets of data, which are sent over the internet and reassembled at the other end. It uses protocols like SIP (Session Initiation Protocol) to establish and manage calls, ensuring that voice quality is maintained throughout the conversation.
• Compatible Devices: VoIP phone numbers can be used with various devices, including smartphones, tablets, computers (via software applications), and specialized VoIP phones designed for internet-based calling.
• Requirements to Use VoIP: To use a VoIP phone number, you’ll need:
  • A stable internet connection (Wi-Fi or wired broadband)
  • A VoIP-compatible device (smartphone, laptop, or VoIP desk phone)
  • VoIP service provider (like Skype, Zoom, or Google Voice)
  • A microphone and speaker (or headset) for voice communication
• Process Flow: When a call is made, the voice data is digitized, compressed, and transmitted over the internet in data packets. These packets travel to the recipient’s VoIP device, where they are decoded and converted back into voice signals. This allows real-time communication without the need for traditional phone lines.
• Common Tools and Integrations: VoIP systems integrate seamlessly with a range of tools like CRM systems (e.g., Salesforce), helpdesk software (e.g., Zendesk), and unified communication platforms (e.g., Microsoft Teams), enhancing business productivity by combining voice, video, and messaging services.

Why is a VoIP Phone Number Essential for Your Business?

A VoIP phone number offers numerous advantages that can significantly enhance your business operations. Here’s why it’s essential to have business VoIP services:

• Cost Efficiency: VoIP eliminates the need for physical phone lines and infrastructure, which can be expensive to maintain. With VoIP, businesses can make calls over the Internet, reducing international calling rates and eliminating costly equipment and installation fees.
• Flexibility: VoIP systems are highly flexible, allowing employees to make and receive calls from anywhere with an internet connection. This is ideal for remote work, travel, or having a distributed team, as there’s no need to be tied to a specific location.
• Advanced Features: VoIP phone services for businesses offers a wide range of advanced features that traditional phone systems can’t match. These include call forwarding, voicemail-to-email, auto-attendants, video conferencing, and integration with other communication tools, all of which can help streamline business operations.
• Improved Customer Service: VoIP systems can improve customer service by offering features like call routing, queuing, and CRM integration. These tools help businesses respond to customer inquiries more efficiently and provide personalized service, leading to higher customer satisfaction.

Use Cases of VoIP Phone Number in Different Industries

• Healthcare: VoIP enables telemedicine services, allowing doctors to consult with patients remotely. VoIP helps healthcare providers coordinate appointments, manage patient calls, and ensure secure communication.
• Real Estate: VoIP allows real estate agents to stay connected with clients and colleagues without the need for multiple phone lines. It also supports features like virtual numbers, enabling agents to maintain a local presence in different regions.
• E-Commerce: VoIP for e-commerce businesses, helps manage customer service calls, support inquiries, and order updates. It integrates well with CRM systems, improving order tracking and customer engagement.

By leveraging VoIP, businesses can enhance their communication capabilities, improve customer experiences, and reduce costs, making it an essential tool for modern business operations.

VoIP Phone Number vs. Traditional Phone Number

A VoIP phone number offers distinct advantages over traditional phone numbers, making it a highly effective communication solution for businesses and individuals alike. Let’s understand why virtual phone systems are better than traditional ones:

• Cost: VoIP phone numbers are generally much more cost-effective than traditional phone numbers, especially for international calls, as they rely on the Internet instead of physical telephone lines.
• Infrastructure: Traditional phone numbers require a physical phone line and hardware, which can incur high setup and maintenance costs. VoIP, on the other hand, eliminates the need for physical infrastructure by using the internet to route calls.
• Mobility: With VoIP, calls can be made and received from any device connected to the internet, offering greater mobility compared to traditional phone systems, which are often fixed to specific locations.
• Scalability: Scaling VoIP systems is easier and more affordable. Adding more lines or users simply requires a software update or additional bandwidth, while traditional systems often need new physical installations.
• Features: VoIP systems provide a range of advanced features, such as call forwarding, voicemail-to-email, video conferencing, and integration with other communication tools. These features are often costly or unavailable with traditional phone systems.
• Call Quality: While call quality can be excellent with VoIP, it depends on the internet connection. Traditional phone lines are more reliable in areas with poor internet connectivity, but VoIP call quality has improved significantly with high-speed internet.
• Global Reach: VoIP enables global communication without the high cost of international calls, allowing businesses and individuals to have local numbers in multiple countries. Traditional systems often charge expensive fees for international calls and require separate numbers for each country.
• Integration with Tools: VoIP systems can easily integrate with other business tools like CRM software, email, and cloud-based platforms, streamlining communication. Traditional phone systems usually lack this level of integration.
• Maintenance: VoIP systems require minimal maintenance, as most updates and fixes are handled remotely. In contrast, traditional systems require regular maintenance and updates to hardware, which can be costly.
• Portability: VoIP numbers are highly portable; they can be used anywhere as long as there is an internet connection. Traditional phone numbers are typically tied to a physical location or hardware.

Here’s a tabular comparison of the two:

How to Get a VoIP Number?

Getting a VoIP phone number is a simple and efficient process that can be done in just a few steps. Here’s a detailed guide on how to get a VoIP phone number:

Step 1: Choose the Right VoIP Service Provider

The first step is to select a VoIP provider that fits your specific needs. There are many VoIP service providers catering to different business sizes, from small businesses to large enterprises. Some of the popular providers include:

• Emitrr: A great choice for small businesses, Emitrr provides a user-friendly VoIP platform designed to streamline communication, offering features like automated call tracking, analytics, and customer engagement tools.
• RingCentral: A robust VoIP solution designed for businesses of all sizes, offering advanced features like video conferencing, team messaging, and integrations with popular business tools like Salesforce.
• Grasshopper: An easy-to-use VoIP service that’s specifically designed for small businesses. It provides features like call forwarding, voicemail management, and a virtual receptionist.
• Nextiva: A VoIP provider that caters to businesses, offering enterprise-level features such as VoIP phone systems, team collaboration tools, and CRM integration.

Step 2: Sign Up and Create an Account

Once you’ve chosen a provider, go to their website and sign up for an account. This will typically require basic information like your name, email address, and payment details (if applicable).

With providers like Emitrr, you may also be asked about the nature of your business and your specific needs to recommend the best VoIP plan personalised for you.

Step 3: Select Your VoIP Plan

Most VoIP providers offer various plans depending on the features you need. For example:

• Personal plans might offer basic calling and voicemail services at a low cost or even for free.
• Business plans typically include more advanced features like call routing, auto-attendants, integrations with CRM systems, analytics, and more. Providers like Emitrr offer plans specifically designed to support customer service teams, including analytics and live chat integrations.

Consider your specific needs—do you need international calling? Integration with other tools? A toll-free or local number? Ensure the plan you choose aligns with your communication requirements.

Step 4: Pick a Phone Number

After selecting your plan, you’ll be prompted to pick a phone number. The options generally include:

• Local Numbers: You can choose a number from a specific city or area code, which is ideal for businesses or individuals who want to appear local to a particular region.
• Toll-Free Numbers: These numbers start with area codes like 800, 888, etc., and can be beneficial for businesses that want to provide a free-to-call number for customers.
• International Numbers: If you want to establish a presence in a specific country, some providers allow you to choose a number from different international locations.

If you already have a phone number, some services like Emitrr allow you to port your existing number to their VoIP system. This means you can continue using your current number while enjoying the benefits of VoIP.

Step 5: Set Up Your VoIP Device

VoIP phone numbers are compatible with a variety of devices. You can use them on:

• Smartphones: Most providers have apps that allow you to make calls from your mobile device over the internet.
• Computers: Download the provider’s software to make calls via your computer’s microphone and speakers.
• VoIP Phones: Some businesses prefer dedicated VoIP desk phones, which connect directly to the internet. These phones offer better call quality and additional features, such as multiple-line management.

Once you’ve chosen your device, follow the setup instructions provided by the VoIP provider to connect it to your VoIP phone number.

Step 6: Configure VoIP Settings

After setting up your VoIP device, it’s time to configure the settings. Most VoIP providers offer user-friendly dashboards to customize your call features. Common configurations include:

• Voicemail Setup: Set up voicemail and voicemail-to-email features so you never miss an important message.
• Call Forwarding: Forward calls to other numbers or devices (ideal for business owners who want to receive calls on their cell phones).
• Auto-Attendant: Set up an automated system to greet callers and direct them to the appropriate department.
• Call Routing: Customize call routing rules based on business hours, locations, or specific departments.
• Integrations: If using a business VoIP solution like Emitrr or RingCentral, integrate the VoIP system with other tools such as CRM, helpdesk software, or email marketing platforms to streamline operations.

Step 7: Test Your VoIP Number

Before fully deploying your VoIP number, it’s important to test it to ensure everything is working as expected. Make a few test calls, check the audio quality, and verify that features like call forwarding and voicemail are functioning properly.

Step 8: Start Using Your VoIP Phone Number

Once you’ve tested and configured everything, you’re ready to start using your VoIP number. Whether you’re making personal calls, communicating with clients, or running your business, VoIP provides the flexibility, affordability, and advanced features that traditional phone systems can’t match.

Key Features to Look for in VoIP Phone Providers

When choosing a VoIP number provider, it’s important to select a service that aligns with your needs, whether for personal use or for your business. Here are the key features to consider:

Call Management

Effective call management is essential for smooth communication. Look for a VoIP provider that offers:

• Call Forwarding: Redirect calls to your mobile or another device if you’re unavailable.
• Call Routing: Set up rules to route calls based on time of day, caller ID, or department.
• Voicemail-to-Email: Receive voicemail messages in your email inbox for easy access.
• Interactive Voice Response (IVR): Automate call greetings and menu options to improve customer experience.
• Call Recording: Record calls for quality control, training, or compliance purposes.

Reliability

Reliability is crucial, especially for businesses that depend on uninterrupted communication. Look for:

• High Uptime: Choose a provider that guarantees high uptime (99.9% or higher), ensuring that your VoIP system stays up and running.
• Call Quality: Ensure the provider offers high-quality voice calls with minimal lag or dropouts. Look for providers with high-quality codecs and low latency.
• Redundancy: A good VoIP service will have backup systems in place to prevent downtime in case of network issues.

Integrations

VoIP numbers should easily integrate with your existing business tools and applications to streamline operations. Some key integrations include:

• CRM Integration: Sync your VoIP system with customer relationship management (CRM) tools (e.g., Salesforce, HubSpot) to automatically log calls, track customer interactions, and streamline workflows.
• Helpdesk and Ticketing: Integration with helpdesk software like Zendesk or Freshdesk can automatically create support tickets from calls.
• Unified Communications (UC): Look for a provider that integrates with UC platforms like Microsoft Teams or Slack, enabling seamless communication across various channels (voice, chat, video).
• Cloud Storage: Integration with cloud storage systems (e.g., Google Drive or Dropbox) for storing call recordings or documents shared during calls.

Scalability

As your business grows, your VoIP system should be able to scale with you. Choose a provider that offers:

• Easy Expansion: Look for services that allow you to add more lines, users, or features as needed without major hassle.
• Flexible Plans: VoIP providers should offer pricing plans that are adaptable to the size and needs of your team, making it easy to scale up or down based on your requirements.

Security

Given the sensitivity of communication data, security is a top priority. A good VoIP provider should offer:

• Encryption: Look for a provider that offers end-to-end encryption for both voice and data to protect against eavesdropping.
• Secure Connections: Ensure the provider uses secure protocols like TLS (Transport Layer Security) and SRTP (Secure Real-Time Protocol) for voice communication.
• Two-Factor Authentication (2FA): Protect your account from unauthorized access by requiring two-factor authentication for login.
• Firewalls and Anti-DDoS: Ensure the provider has adequate protection against cyber-attacks and distributed denial-of-service (DDoS) threats.

Support

Customer support is essential, especially when issues arise. Look for a VoIP provider that offers:

• 24/7 Support: Ensure the provider offers round-the-clock support to assist with any technical issues that may arise.
• Multiple Support Channels: Look for providers that offer support through multiple channels, including phone, email, and live chat.
• Self-Service Resources: Comprehensive knowledge bases, guides, and FAQs can help you troubleshoot and resolve issues without needing to contact support.

Why is Emitrr the Best VoIP Phone Number Provider?

Emitrr is an innovative and highly reliable VoIP service provider designed specifically for small businesses. Offering cost-effective solutions for communication, Emitrr offers a feature-rich platform that makes it easier to stay connected with clients and streamline communication processes. 

Let’s dive into the unique selling points that make Emitrr the best virtual phone system for small business:

Great Uptime

One of Emitrr’s standout features is its exceptional uptime. VoIP services are highly dependent on network reliability, and Emitrr excels in this area by guaranteeing 99.9% uptime. This ensures that your communication system will remain operational most of the time, minimizing the chances of missed calls or disruptions in service. This is particularly important for small businesses, where downtime can lead to missed opportunities or a reduction in customer trust.

Range of Features

Emitrr provides a wide array of features that are crucial for both small businesses and individual users. Some of the standout features include:

• Call Forwarding: Redirect calls to mobile devices or other phones when needed.
• Voicemail-to-Email: Receive your voicemails in your email inbox for quick access.
• Auto-Attendant: Automate call answering with personalized greetings and menu options.
• Call Recording: Record calls for training or compliance purposes.
• Business Hours Routing: Set call routing rules based on your business hours or after-hours.

These features allow you to manage your calls professionally, offering customers a seamless experience.

Reliable Network and Call Quality

Emitrr ensures high-quality voice calls with minimal disruptions. The company’s reliable network supports crisp and clear communication, even in busy or high-demand environments. With optimized bandwidth management, Emitrr guarantees superior call quality, ensuring that your business calls are free from lag, echoes, or dropped connections. This is essential for businesses that rely on clear communication for customer service and sales calls.

Integration with Existing Tools

Emitrr goes above and beyond to make communication easier by providing integrations with existing tools that businesses are already using. For example, it integrates with:

• CRM Systems like Salesforce or HubSpot, so your communication logs are synced with customer data.
• Helpdesk Platforms such as Zendesk and Freshdesk, which enable smooth transitions between customer service calls and ticketing systems.
• Email Marketing Tools like Mailchimp, to streamline customer outreach and communication. These integrations help create a more unified workflow, saving time and increasing productivity.

Affordable Pricing

Emitrr offers affordable pricing plans that cater to businesses of all sizes, especially small businesses with limited budgets. Unlike traditional phone systems, which often require significant investments in hardware and setup, Emitrr allows businesses to get started with minimal upfront costs. 

The pricing is flexible, offering tiered packages that can scale with your business as it grows. Emitrr ensures that you can afford the services that meet your communication needs without breaking the bank. Thus, it is one of the cheapest VoIP phone services available.

24/7 Support

Emitrr is known for its exceptional customer support. With 24/7 availability, you can get assistance whenever you need it, whether it’s a simple question or a more complex technical issue. The support team is accessible through multiple channels, including live chat, phone, and email. This ensures that you will never be left in the dark when encountering any issues with your VoIP system.

Easy Configuration Process

Getting started with Emitrr is straightforward. The configuration process is designed to be simple and user-friendly, so even businesses without dedicated IT staff can easily set up and manage their VoIP system. You don’t need to be a tech expert to get your phone lines running. The easy-to-follow setup process makes it a seamless experience.

Easy Accessibility from Any Desktop

Emitrr offers full desktop accessibility, meaning you can access and manage your phone system from any desktop device. This is particularly helpful for businesses with remote employees or distributed teams, as you don’t need to be physically at the office to access your communication tools. You can easily make and receive calls, manage your voicemail, or configure settings through Emitrr’s online portal.

Manage All Phone Needs on a Single Platform

Emitrr provides an all-in-one solution for managing your phone communication needs. Whether you need a local or toll-free number, call forwarding, voicemail services, or advanced features like call recording, Emitrr allows you to manage everything from a single platform. This consolidation helps streamline operations and ensures that all of your communication tools are in one place, reducing complexity and improving efficiency.

VoIP Phone Number FAQs

Conclusion

A VoIP phone number isn’t just a smart upgrade—it’s a game-changer for businesses looking to simplify communication, cut costs, and stay competitive. Switching from outdated landline business phone systems to modern internet phone systems means your team can work smarter and communicate seamlessly, no matter where they are.

At Emitrr, we get it—choosing the right VoIP service provider can feel overwhelming. That’s why we’ve made it our mission to offer reliable, affordable, and feature-packed business VoIP services that fit your unique needs. 

Sign up for Emitrr’s VoIP services today! Start with a free trial or schedule a consultation with our experts to find the perfect plan for your business.