Introduction
Are you a business owner or a remote worker looking for a cost-effective and efficient way to communicate with your customers and team members? Well, switching to a VoIP number may just be the right thing for you. In this guide, you will see what is a VoIP number and how does it work. Additionally, you will also see the different kinds of VoIP numbers that you can choose from, the best VoIP software for the same, and much more.
What is a VoIP Number?
A VoIP (Voice over Internet Protocol) number is nothing but a virtual phone number that allows you to make and receive calls via the Internet. A VoIP number, unlike a traditional phone number, is not assigned to a device; rather, it is assigned to the “user.” This key difference makes it possible for you to make and receive calls from anywhere in the world and from any device, be it your laptop, cell phone, desktop, tablet, etc.
How Do VoIP Numbers Work?
Now that you know what is a VoIP phone number, you may be curious to find out how VoIP numbers work. A VoIP number works through a VoIP system that places a call via the Internet. It works by converting analog phone audio into small digital data packets, which reach their destination via the Internet.
This is very different compared to traditional telephones that use copper wires via the public switched telephone network (PSTN).
To get started, you need to sign up for a VoIP service provider and get the VoIP phone number. Additionally, you will need a reliable internet connection, and when both things are set up, you can then start making calls.
What is a VoIP Phone System?
Types of VoIP Numbers
Toll-free VoIP numbers
Toll-free numbers allow people to call you without incurring charges and can be recognized by area codes like 888 or 800. Such numbers are ideal for customer service, sales-related businesses, or businesses that are required to make a lot of calls.
Local VoIP numbers
Local VoIP numbers are dependent on a specific geographical area, such as a region or a city. Such VoIP numbers help in creating a local presence, even if the business is not present there, and help in building trust and credibility among local people.
Virtual VoIP numbers
Virtual phone numbers are not bound by any location or device and can be forwarded to any phone. These numbers are perfect for remote workers or businesses with people working from around the globe. Professionals who use virtual numbers can use and maintain a single number irrespective of their location.
International VoIP numbers
International VoIP numbers allow you to create a virtual presence abroad. When you use an international VoIP number, customers are charged at local rates, allowing them to reach out to you easily. Also, it helps you in building trust with your international customers and in creating a global business network.
Direct inward dialing (DID) VoIP numbers
DID VoIP numbers allow callers to connect to a specific extension without having to go through the reception always. This kind of number is ideal to streamline communication in large businesses as it helps in reducing reception work load and reduce caller wait times.
Vanity VoIP numbers
Vanity VoIP numbers are a combination of numbers and customized spellings, for example: (1-800-Roses). These numbers can be customized as per your business, making it easy to remember and advertise. However, because of the customization, these numbers cost a lot.
Ported VoIP numbers
Ported numbers are nothing but your existing number that is transferred from your traditional phone to a VoIP phone provider. You can use this if you want to switch to a VoIP phone system but do not want to lose your existing phone number.
Key Features of VoIP Numbers
VoIP phone system comes with plenty of features, some of which are:
- Call routing: Distribute calls automatically based on preset rules or call paths.
- Call forwarding: Automatically forward an incoming call to another agent if the call is not answered.
- Automatic call distribution: Automatically connects the caller to the best available representative.
- Ring Groups: This simultaneously rings a group of agents based on their roles, and the first person who answers gets the call.
- Call Queuing: This puts the caller in a queue if all agents are busy and connects them to the next best available agent.
- IVR: A pre-recorded menu prompt that callers interact with to get answers to basic queries or problems without needing to talk with an agent.
- Conference calling: Allow more than two people to get on a call and communicate with each other.
- Voicemail to text: Converts & summarizes voicemail messages to texts so that a person can review a message without needing to hear the entire voicemail.
- Integration with CRM: Many VoIP phone systems integrate with CRM/EHR/PMS tools such as AthenaHealth, HubSpot, Mailchimp, etc., to optimize workflow and simplify communication.
- CRM Call Pops: Display the caller’s details such as name, email, calling history, agent notes, etc., during a live call.
- Analytics & dashboard: Allows you to access performance metrics such as call duration, average handle time, incoming calls, etc.
Use Cases of a VoIP Number
A VoIP number can be used by individuals, businesses, and freelancers, among others, and have plenty of use cases including but not limited to the:
Use VoIP for team collaboration
For businesses, such as real estate, where team collaboration is key, VoIP can be quite useful. VoIP comes with plenty of team collaboration features such as conference calls, call routing, call forwarding, SMS, file sharing, etc., which makes communication with your team a cakewalk.
Manage call centers with VoIP number
VoIP can be a game changer for call centers, especially if they are built in a remote setting. VoIP can be scaled as your company grows; it can integrate with your CRM and allow agents to access caller information with call pops. With toll-free numbers, customers can call you without incurring any charges. And with features like auto attendants, IVR, call forwarding, etc. it can help agents in delivering a good customer service experience.
Ensure smooth business communication with VoIP number
VoIP can help businesses in holistic communication with their teams, customers, vendors, etc. Whether it’s making local or international calls or even sending SMS and files, all of it is possible with a VoIP system that too in the most cost-effective manner.
Improve patient communication with VoIP number
VoIP can also be quite useful in the healthcare industry, and many healthcare providers are making a switch to it. VoIP for healthcare can be utilized for managing patient appointments. Since VoIP can integrate with the EHR/PMS system, your staff can access patient history and information automatically during a live call with the call pop feature. They can reduce their AHT, track bookings, route patients to the right person, and much more.
Use VoIP to simplify remote work
Remote teams can utilize VoIP and work from anywhere in the world. Using it, they can easily communicate with other team members, text them if needed, or even video call them. The best part is that using a VoIP number, you can add users very easily and expand your remote team without any hassle.
Difference Between a VoIP Number and a Landline
VoIP can be a much better option, have a look at this comparison between VoIP vs landline to know more.
| Comparison metrics | VoIP phone numbers | Landlines |
| Features | Comes with a wide range of features | – Voice Calling – Voicemail – Caller ID – Call Hold/Transfer |
| Scalability | Purchase higher plans to add more people to the phone line | Set-up process is time consuming and requires physica installation |
| Device compatibility | Can be used on: – Phones – Desktop, laptops & computers – VoIP-enabled desk phones – Tablets | A hard phone or traditional office desk phone that ties you to your desk |
| Required hardware | – Internet connection – Ethernet cable – Preferred devices – Router | – Onsite PBX system – Headphones/deskphones – Office space/PBX hardware space – Cabling – Phone Jacks – Power outlets |
| Communication channels offered | – Voice calls – Video calls – SMS texting – MMS texting – Instant Chat Messaging | Voice calls only |
| Calling is made via | Internet | Wired PSTN |
| Cost | – Average cost: $15 – $40 per user/per month – Hardware purchasing not required – Maintenance handled by the provider – You can set it up yourself | – $15 – $50 per month/per line – Installation and setup fees required – Onsite IT staff is needed – Monthly maintenance and hardware cost is required |
How to Get a VoIP Number?
Getting a VoIP number is pretty easy and straightforward. Here’s a step-by-step guide on how to get a VoIP number:
Understand your business needs
Start by accessing your business needs, determine what’s your budget, what features are you looking for, the number of users you have, etc. Once you have figured this out, you can now move on to finding a good VoIP service provider.
Look for a VoIP number provider
There are plenty of VoIP providers to choose from. Start looking for the best options and compare their features, pricing, etc., to determine which VoIP provider suits you best. We recommend you to check Emitrr, which is one of the best options in this industry.
Choose a VoIP number
Next, select a relevant VoIP number for your business. As shared in the section above, there are plenty of VoIP numbers that you can select. If you want a local VoIP number, then select the area code; if you want a vanity number, then come up with different options, and so on.
Choose a plan
Different VoIP providers have different pricing plans; consider the pricing options and inclusions of different plans of your VoIP provider, and choose the one that suits you the best. Ideally, the more features and users you choose, the higher the price you’d have to pay.
Set up your VoIP phone system
Once you have selected the VoIP software and the plan, now it’s time to get it set up. For this, select the number of users and extensions you want, customize your IVR menu, create call paths, etc., to get started. At this stage, your VoIP provider should be able to help you best.
Install the VoIP software
Once you have configured your VoIP phone system and finalized call paths, custom call rules, set up extensions, etc., now is time to get the software installed. Thankfully, VoIP phone systems or software are pretty easy to install and manage, and the VoIP company takes care of this aspect.
Start using your new VoIP number
Finally, start making calls using your VoIP phone system and VoIP telephone number. Test the call quality and other metrics. Continuously monitor performance and see to see if everything is working as per your expectations.
Why Should You Get a VoIP Number?
There are many benefits of ditching your traditional telephone and getting a VoIP number instead. Let’s have a look at them:
Streamline business processes with VoIP number
Even the most basic VoIP software offers features that a traditional phone never can. VoIP can integrate with your CRM and give you caller information on a live call; it can convert voicemails to texts, it can route callers to the right person, and whatnot! Using VoIP, you can streamline your business process and communicate better.
Better flexibility & accessibility
Since VoIP numbers are not bound to a location or a system, they offer greater flexibility and accessibility to the users. Users can easily make or receive calls from anywhere in the world as long as they have an internet connection, and they can do so from any device that supports an internet connection. This makes VoIP a great choice for remote workers or businesses that require remote communication.
Good voice quality
VoIP uses advanced sound compression (codecs) to remove static and deliver HD voice quality. In fact, the G.722 codec offers two times the bandwidth of analog calls, ensuring the calls are clear. However, it is important to note that this also largely depends on the stability of your internet connection. In case the internet connection is unstable, the call quality adjusts automatically.
Multi-device use
The best part of using a VoIP number is that you do not have to be bound to a specific spot. VoIP number allows you to make calls using any of your devices, be it your cell phone, laptop, desktop, etc. All you need to do is login and start making calls.
Choice of area codes
With a VoIP number, you do not have to compromise the way you present your business. Businesses can easily choose an area code to create credibility and build trust with customers in a different location. And the best part is that you can even route multiple local numbers to a certain location. This can be very useful for businesses with multiple branches.
Cost-effective
Since VoIP uses an internet connection, it eliminates the need for a dedicated phone line. Even though you have to pay a monthly fee for a VoIP number, it costs way less than a traditional phone system. Additionally, VoIP costs less for even international calls and includes valuable features such as auto-attendant, IVR, call queues, etc., for no additional cost. And you even get a toll-free number included in the price.
Why Choose Emitrr as Your VoIP Provider?
If you have reached here, then it’s safe to assume that you are pretty much convinced of getting a VoIP number. However, for this, you are required to choose a VoIP provider, and Emitrr is one of the best options that you can possibly find. Here’s why:
Reliable network and call quality
Emitrr offers great call quality and 99.8% uptime, and it comes with features like HD voice quality, background noise suppression, and more to ensure that you are able to communicate flawlessly.
Easy configuration process
Installing and setting up Emitrr’s VoIP phone system is pretty easy and straightforward. Emitrr offers free training and onboarding to customers who purchase their VoIP system. Additionally, they also take care of the migration process and get your number ported if that is something that you need.
Strong suite of features
Emitrr offers a full suite of VoIP features that you may need to including features like:
- Call queue groups
- Call transfer
- Call pop
- Call routing
- Missed call text
- User & extensions
- IVR menu
- Auto responses
- Reporting & analytics
- Call forwarding
- Edit extensions
- Voicemail transcription
- Call recording
- Call disposition
- Conference call
- Activity dashboard
- Mobile & Desktop apps
- Text messaging
- And more..
Seamless integration
Emitrr seamlessly integrates with over 1000 CRM/EHR/PMS software and tools such as Mailchimp, HubSpot, Athenahealth, Dentrix, Salesforce, among others.
Excellent customer support
Emitrr is one of the very few VoIP phone systems that has a customer service rating of 5/5 stars on Capterra. Users can reach out to Emitrr’s customer support team 24×7 via different support channels such as chat, email, call, etc.
Affordable pricing & fees
Lastly, Emitrr offers the best value for money with its affordable pricing starting at just $30 per user per month for VoIP.
So, if you are looking for a comprehensive VoIP solution, then Emitrr is the best choice for you. To learn more, book a demo with us!
FAQs
A VoIP number can cost you anywhere from $15 -$40 per user per month depending on the plan you choose, the provider you choose, and the features you require.
VoIP threats are not uncommon, and so, to protect yourself against VoIP threats, you should keep a strong password, do two-factor authentication, avoid sharing sensitive information on calls, and never open unsolicited emails or SMS you may receive.
VoIP numbers are certainly reliable for business communication given that you have a stable internet connection and a VoIP service provider with good uptime and call quality.
Yes, porting allows you to keep your existing phone number when switching to a VoIP number. So when choosing a VoIP service provider, simply ask them that you want to port your phone number, and you are sorted.
Yes, you can text a VoIP number, and in order to do so you need an internet connection and a VoIP app that supports SMS or MMS. Additionally, the recipient’s VoIP app should also support SMS and MMS messages.
A VoIP caller is someone who makes a call using a VoIP phone system instead of using a traditional telephone.
Conclusion
Switching to a VoIP number could be one of the best decisions for your business because of the several benefits it comes with. All you need is a stable internet connection and reliable VoIP software such as Emitrr, and you are all set to simplify and improve communication with your team and customers. We hope you found this guide on “what is a VoIP number and how does it work” useful.
Leave a Reply