A lot of small businesses start out the same way: the owner's cell phone number becomes the business phone number. It works at first. Then it stops working — you can't tell business calls from personal calls, you can't hand the number off to someone else, and your cell number is now on every invoice and business card you've ever handed out.
A virtual business phone number fixes this. Here's what it actually is and how to get one.
What is a virtual phone number?
A virtual phone number is a real, working phone number — local area code, 10 digits, the whole thing — that isn't tied to a physical phone line or a specific location. Instead of routing calls through copper wires to a device in your office, it routes calls over the internet to wherever you want: your computer, your desk phone, your cell phone, a team member's device, or all of them at once.
From the outside, it looks and works exactly like a regular phone number. From your end, you have complete control over where calls go, how they're handled, and who picks up.
Why businesses get one
Separate business and personal
The most common reason. Your business number is your business number. You can turn it off after hours, forward it to a team member, or send it to voicemail — without touching your personal cell. When you eventually hire someone, you hand them access to the same number. No one has to give out their personal cell.
Look professional from day one
Customers see a local number (or toll-free, if that's what you want), not a cell number. Small detail, but it matters. A local 10-digit number with an auto-attendant saying "Press 1 for sales, 2 for support" reads completely differently than someone's mobile going to a generic voicemail.
Work from anywhere
Virtual numbers aren't tied to a location. Take calls from your laptop at home, your desk phone in the office, or your cell on the road. If you move offices, your number doesn't change. If your team is remote, everyone connects to the same system regardless of where they are.
One number for everything
Modern virtual number providers let you use the same number for calls, texts, and faxes. Your customers reach you however they prefer — you handle it all from one place. No separate SMS line, no separate fax number to manage.
Types of virtual business numbers
- Local numbers. A number with your area code (or any area code you want). Best for businesses that want a local presence. Most common choice.
- Toll-free numbers. 800, 888, 877, etc. Signals that you're an established business. Good for national-facing companies. Customers don't pay to call you.
- Vanity numbers. Numbers that spell something — 1-800-FLOWERS, that kind of thing. Useful if you're doing a lot of radio/TV advertising. Less relevant for most small businesses.
- DIDs (Direct Inward Dial). The technical term for dedicated virtual numbers. If a provider talks about DIDs, they mean individual phone numbers assigned to your account.
How to get a virtual business phone number
You sign up with a cloud phone system provider. The process is usually:
- Choose your plan and create an account
- Pick your number — most providers let you search by area code or city
- Set up call routing (where calls go, what hours, voicemail settings)
- Start taking calls — usually within minutes of signing up
If you already have a business number you want to keep, you can port it over. The number moves to your new provider, calls continue to work, nothing changes for your customers. Porting takes a few days to a couple of weeks depending on your current carrier.
What to look for in a provider
- Calling included. Some providers give you the number but charge per minute. Look for a plan with included minutes.
- SMS on the same number. Business texting is expected now. Make sure SMS works on your number, not just calls.
- No annual contracts. Month-to-month billing means you're not locked in if something doesn't work for you.
- WebRTC / softphone support. You should be able to take calls in a browser or an app, not just on a physical desk phone.
- Voicemail to email. Voicemails should show up in your inbox so you never miss one, even if you don't check the system every day.
- More than one number if you need it. Growing teams often need multiple DIDs — one for main line, one for a specific department, etc.
How much does a virtual business phone number cost?
A virtual number by itself can cost as little as $1–$5/month through some providers, but that's usually just the number — no calling, no SMS, no features. A useful plan that includes calls, SMS, and actual functionality starts around $50/month for a single user at most quality providers.
The right comparison isn't "how much does the number cost" — it's "how much does a complete phone system cost," because the number without the system isn't useful. A full setup with a number, calling, SMS, and voicemail for $50/month is a better deal than a $5 number that needs $40 in add-ons to actually work.
ShoutDial gives you virtual business phone numbers (DIDs) included with every plan — local numbers, call routing, voicemail to email, business SMS, eFax, and AI call transcriptions starting at $50/month. Month-to-month, no contracts. If you're ready to stop using your personal cell for business, reach out and we'll get you set up.