Are you looking for a way to call your customers and clients without using your personal phone number? You might be looking for a virtual phone number. A virtual phone number is a cloud-based phone number that doesn't use a physical device, such as a cell phone or landline. They are typically used to mask your physical location and maintain privacy.
Businesses would want to invest in this technology if they wish to protect their call representatives or gain a local presence in a specific area. But what should you look for when seeking a virtual phone number? We'll let you know the most important features, the types of numbers you can get, and which businesses typically use a virtual phone number.
If you're looking for the most efficient way to integrate a virtual phone number with your other calling tools, consider Hooked CRM. At Hooked, we've combined a dialer, CRM, and AI assistance into a seamless integration, eliminating the need to juggle services. Book a demo with us today to upgrade your calls.
How a Virtual Phone Number Works
Virtual phone numbers utilize Voice over Internet Protocol (VoIP), which converts your voice into data that is sent to devices, such as phones, tablets, or computers. From the call representative or agent's end, all they need is a stable internet connection, a device, and a microphone.
This makes virtual phone numbers a convenient option for call representatives and agents who don't want to use their personal phones for business purposes. Because using a business number is more professional than giving your personal number, we recommend investing in a service that provides a virtual phone number.
Types of Virtual Numbers
There are a few different types of virtual phone numbers for business. The one you choose will depend on the type of business you are running and what you are trying to achieve. Here are a few of the virtual phone numbers you can find:
| Type | Description |
|---|---|
| Local Virtual Numbers | These virtual numbers will provide area code-specific numbers. You'd want this kind of number if you're looking to build trust in a local area. Especially if you're only serving a local area, having a local phone number creates a sense that you have already been a part of the community. |
| Toll-Free Virtual Numbers | The toll-free virtual numbers generally begin with 800, 888, 877, or something similar. These numbers imply professionalism, making it a popular choice for customer support lines. |
| International Virtual Numbers | International virtual numbers are primarily used by global teams who want to mask their appearance and give the illusion that they are in the desired country. |
| Vanity Numbers | Much like vanity plates, vanity numbers use the letters associated with the numpad to spell out a word. For example, if your business sells gum, you can use the vanity number 1-800-CHEWGUM (or 1-800-243-9486). These are niche but memorable numbers. |
Benefits of a Virtual Phone Number for Your Business
So, why would you want to invest in a virtual phone number for business? Virtual phone numbers boast several benefits that can not only enhance your business but also protect your employees. Here are a few reasons why you should consider a virtual phone number:
- Work From Any Device: With a virtual phone number, you're giving your team the flexibility to work from any device. No longer will you be restricted to your phone; as long as you have an internet-capable device and a microphone, you can take your calls from anywhere.
- Keep Your Personal Number Private: As a safety precaution, it's not good business for your call representatives and agents to provide their personal numbers when contacting customers. Virtual phone numbers provide a sense of security for your employees.
- Look More Professional as a Small Business: If you're a small business looking to upgrade, a virtual phone number is an easy way to give your company a sense of legitimacy.
- Scale Easily Without New Hardware: With a virtual phone number, you won't have to invest in any new hardware for your team.
- Cheaper Costs Than Traditional Phone Systems: A traditional phone system requires you to purchase several landline phones. However, with a virtual phone number, you can use the existing hardware you already have. No additional purchases necessary.
What to Look for in a Virtual Phone Number Provider
Not all virtual phone number providers are made equal. Before you purchase one, always make sure it can provide these essential features:
Core Calling Features
At a base, your virtual phone number should have the base calling features you'd expect from a traditional phone, mixed with a few features that will benefit your CRM. This includes inbound and outbound calls, call recording, voicemail transcriptions, IVRs, and hold music.
These are all features you shouldn't compromise on for a successful call workflow. Each feature works in tandem to enhance the customer journey.
SMS & Messaging Support
Your virtual phone number should support SMS and messaging. Even if you primarily correspond with your customers via phone, some may prefer text messaging. Ultimately, you want to cater to your clientele and ensure they get the care they need.
Especially if you're making appointments, confirming them through SMS can expedite the experience and ensure they know when their appointment is.
CRM & Software Integrations
When you're purchasing a new virtual phone number, ensure it easily integrates with your existing CRM and software. By itself, a virtual phone number can only provide basic calling and SMS capabilities. However, when you integrate it with a CRM, you'll start to unlock your call's potential.
With CRM and software integrations, you will receive valuable data on your calls, including:
- Call Length
- Call Disposition
- Recordings
- Call Transcript
- Personal Notes
- Call History
Depending on your CRM, you may even receive AI-generated summaries, which provide deeper insight into your customer behavior. These integrations are crucial not only for individual performance but also for gaining a comprehensive understanding of your customer persona.
Pricing & Contract Terms
Before purchasing a virtual phone number, check whether it's within your price range and how long you'll be locked in. Here are a few questions you should consider when looking at the cost of a virtual phone number:
- Can we afford a virtual phone number?
- Are our agents/call representatives currently protected with the system we have in place?
- How will this number integrate with our current system (CRM, programs, workflows)?
- What is included in the phone number purchase? Are there any additional features available?
Most importantly, you should request a demo or walk through the workflows you expect to use with the new number.
Who Uses a Virtual Phone Number?
Several teams use virtual phone numbers daily. How they use it will differ depending on the type and size of their team, so here are a few of the use cases we've seen:
Sales Teams & Outbound Calling
Sales teams use outbound calling features of a virtual phone number to mask their personal phone numbers and create a sense of security. With the number of calls sales teams can make, giving them the tools needed to contact clients safely is important.
Virtual phone numbers, when paired with a CRM, can give you caller ID and call recordings. These can give your sales representatives confidence to respond to the caller before they answer the phone.
Remote & Distributed Teams
Teams that aren't working in the same office can benefit from a virtual phone number as an automatic call distribution (ACD) system to distribute calls to your team. If your virtual phone number is connected to your CRM, it will use an ACD to send the call to the appropriate agent, even if they aren't in the office.
This is beneficial for those who are looking to cut down on office expenses or teams who are spread apart by distance.
Small Businesses
Small businesses use virtual phone numbers because they're cheaper than purchasing a traditional phone system. It also separates a representative's work and personal lines to ensure security for your employees.
Depending on the size of your business, you may not need a virtual phone number, but we still recommend using one if you plan to increase your book of business or number of employees.
Call Centers & Customer Support Teams
If you run a larger call center, virtual phone numbers become a necessity. Without virtual numbers, calls become muddled, and customers can get confused about who they are calling. With the number of calls made through call centers, virtual phone numbers can keep your clients organized and eliminate the confusion that comes with personal numbers.
How Hooked Can Be Your Virtual Phone Number
Hooked CRM has a native dialer, which gives you a virtual phone number for your business. Because the systems are combined into one program, there is seamless integration between the two tools, so your call representatives or agents won't have to spend time switching from tool to tool.
Our team at Hooked CRM has also created Tacklebox AI, an AI virtual assistant that provides Live AI Assist and instant reports. It can even provide live transcriptions of your calls, so you'll never miss a single detail of the conversation between you and your customers.
Book a demo with us today, and we'll show you how Hooked CRM can fit within your workflow.
