A VoIP phone service is a feature-packed phone service that allows businesses to make and receive phone calls over the internet. This robust system allows companies to present a professional image with enterprise-grade features such as IVR, ACD queues, ring groups, conferencing, voicemail, instant messaging and more. Even better, all these features cost a mere fraction of the price of a conventional phone system. Getting a VoIP number will bring many benefits to your business.
Once you have a better understanding of VoIP phone numbers, you’ll be ready to get started with VoIP phone service. Here, we explore the basics of a VoIP small business phone service then describe how to get a VoIP phone number with a step-by-step process.
What is a VoIP phone number?
A VoIP phone number looks and functions exactly like a normal phone number but identifies a user on the IP network, rather than the PSTN. It is a combination of a regular phone number and a virtual phone number, getting the best of each. At present, the most widely used protocol to implement VoIP is SIP (Session Initiation Protocol).
Nevertheless, there are many differences between VoIP phone service and a regular phone number, such as:
VoIP phone numbers are location independent
VoIP numbers are not restricted to a specific geographical location. Businesses generally use this capability to have a local number in certain markets, so that customers do not have to pay long-distance charges. You will only need the area code to position yourself where you want.
Use it from any device
Virtual numbers are not tied to a specific device. Instead, they are associated with the user. As a result, the number can be used to make or receive calls on multiple devices such as softphones, PCs, phones, tablets and even regular analog landlines (with an adapter).
Mobility is allowed with your VoIP number
VoIP phone service is mobile by nature. A user can make a call even if they are travelling internationally or do not have access to their regular phone. It works for receiving calls as well so that callers can reach a user on any device that is using the same VoIP number. You can use a landline number, a cell phone or your own laptop.
What features can I get with VoIP number?
VoIP phone service comes packed with a host of features that allow businesses of all sizes to establish a professional phone image.
IVR Menu – Allow customers to locate the appropriate party with custom IVR prompts quickly.
ACD Queues –Route calls to pre-configured queues based on specified rules.
Ring Groups – Ensure the correct party can be reached by creating custom ring groups.
Voice Mail – Assign voicemail boxes for each employee.
Call Recording – Record and save phone calls for future reference.
Music on Hold – Customize musical interludes for guests to enjoy during hold times.
Integrations – You can connect your phone system with other business apps, like Zoho CRM, Salesforce, HubSpot, etc.
Modern VoIP services like VoIPstudio also include advanced communication features, such as videoconferencing and screen sharing.
Obtaining a virtual number from your VoIP vendor
There are many ways of getting a virtual number and not all of them require payment. Many of the free services work very well for personal use but are often not flexible or powerful enough for companies. In some cases, the providers explicitly state that the numbers cannot be used for commercial or business purposes in the terms of service.
There is also no requirement that the virtual numbers have to be from the same vendor with whom your company has regular VoIP service. By their very definition, virtual numbers are not attached to any hardware. This means you can purchase a virtual number from any provider and use it with your regular lines or hardware.
However, most vendors will provide virtual numbers for their clients – as part of their regular plans or for a small fee. It is much less hassle if you do it this way but being able to purchase from anyone means that companies without business phone systems can also use virtual numbers should the need arise.
Getting a new virtual number is relatively easy with any VoIP vendor. Generally, companies can use the online dashboard to order or purchase virtual numbers. These numbers can have any area code or country code depending on the business requirements. However, your vendor may not be able to provision a virtual number immediately.
It can take anywhere from a few hours to even a month to get a virtual number depending on the regulations governing the use of such numbers in each country. Some countries require the business to have a physical address that has to be verified before they can get a virtual number. For instance, European privacy regulations related to VoIP and virtual numbers make it so that businesses usually need to budget some extra time to get a virtual number. You should not wait until the last minute (especially for time sensitive requirements) to purchase a number because you can’t be sure that the number will be available immediately.
How to get a VoIP number step by step
Different VoIP providers have their own methods to make the process of obtaining a VoIP number as easy as possible. At VoIPstudio we are concerned with making this process as simple as possible so that the user feels comfortable and confident from the start.
The way to get a virtual number for a small business should be a relatively simple process in a few minutes. We make it easy for anyone to get a free VoIP number to start making/receiving calls over the Internet. VoIPstudio is a hosted VoIP service that offers numbers in over four thousand cities worldwide and is a great option to demonstrate the process of obtaining and setting up a VoIP number.
1. Create an account at VoIPstudio
Before you can get a VoIP number and start making calls, you need to create an account at VoIPstudio. Our VoIP phone service offers a 30-day free trial.
Signing up for a VoIP phone service account requires nothing more than your first and last name, a unique password, and your email address.
The free trial comes with all the features that are included in the paid version; it is not a restricted plan. The best part is there is no need to provide a credit card to try the service.
Important information that you will need later includes the email address you registered with, as well as the password. You can choose any price plan at step 3 since the first 30 days are free and don’t require you to pay for anything.
An email will be sent to your account for confirmation, after which you can log in to VoIPstudio’s website.
2. Use the “Set up Wizard”
Once you have registered with VoIPstudio you will need to set up your account to start using it.
It is often very tedious to start the process of using VoIP numbers, that’s why VoIPstudio has simplified the steps and added a wizard to help you.
3. Enter your personal details (Step 1 of 5)
It is a very simple step in which you only have to enter your personal account identification data.
If we look at the image, we can see that you will have to enter an email address with your name at the top.
In the bottom section, you will see the billing area, where for the moment you do not have to enter any credit card or bank account. You will only have to indicate data such as the currency used, country, postcode, etc.
4. Activate free Trial (Step 2 of 5)
In this second step, you simply need to get the application to verify your number.
To do this, you must have a phone number at hand. In the first field, you will need to add the country code for the country of this number. For example, to dial the London dialling code, you would dial 44.
In the second field, you only have to introduce your phone number. It’s as simple as that.
Once you have done this, click on the “Call me now” button to verify it.
5. Call handing setup (Step 3 of 5)
In this step, we have the options for using VoIPstudio services.
The first one is the use of VoIPstudio Softphone for the computer. This option is the one we recommend the most. You have the possibility to download the Softphone for Windows Linux and Apple Mac. By default, the system will choose which one is right for you.
The other options we are given are:
Use an IP Phone with our VoIPstudio account. You can see some models of terminals in our online shop.
Finally, if all we want is for VoIPstudio calls to be forwarded to an external number, we can do this in the last option.
6. Inbound numbers (Step 4 of 5)
In this step, we will finally configure our VoIP numbers. On the next screen, you will find the information you need to purchase a number.
We only have to select the city, the type of number, the area code and the amount of numbers you want. Then click “Add number” and we are almost at the end of the process. Remember that you can choose where you want your number to be from and how many numbers you want.
7. Verification (Step 5 of 5)
In this last step, the aim is simply to check that everything is working correctly. To do so, it asks us to:
Let’s make an outgoing call from the softphone or an IP phone.
Receive an incoming call to our number.
Once we have done the following steps, click on the blue buttons to verify that we have done both. Click on the Next button and finish the process.
As you can see, getting a small business VoIP number and making calls is a very quick process and takes no more than five steps.
VoIP number portability
Upgrading to new technology or switching to a new provider is a difficult decision for a business.
One of the most common questions organisations ask is: what happens to all my numbers, what happens if you switch to VoIP, can you take your number with you or not?
Your phone number is visible everywhere, from your advertising to your company letterhead. Your customers are familiar with it and many have even memorised it. In the following, we explain how porting is done and what consequences it will have for your company.
Will I need to change my number?
One of the reasons that people and businesses hesitate to switch carriers is the thought of having to use a new number. Thanks to various laws on number portability, users can take their phone number with them. But some restrictions can impact some transactions. Limitations in technology, service area, coverage, and geography can make it difficult for some businesses to keep their numbers. For the most part, you can keep your number when you switch service providers.
The ability to keep your number varies by country as well. For instance, some countries do not allow porting numbers from landlines to mobile phones and vice versa. Others allow for complete portability – you can take your number from a landline to a mobile phone to a VoIP service without issues.
VoIP is set to become the dominant communication platform for the future. Therefore, it’s not surprising that VoIP service providers are subject to the number portability rules.
How long does it take?
The reporting process does not take long and most requests are completed within a few days. Telecommunications regulators usually indicate that number portability should be completed within one day. Even so, it is always a good idea to ask your new service provider about the estimated time for the porting process so that you do not lose your company’s telephone service, however short the interval may be.
Below, we explain how to proceed if you have any problems with your portability:
Check Your Reporting Request for Mistakes: The biggest reason is mistakes and errors in the written request.
Call the Vendor: Talk to a person who can clarify the problem and verify that it’s not because of a mistake you made.
File a Complaint: A vendor may not have numbers in the specific area code you need but in most other circumstances, you should be able to take your VoIP number with you
What can a VoIP service do for you?
The communication needs of companies are becoming more and more demanding and require more powerful functionalities to satisfy their customers.
Apart from the customers, communication between the members of the company is also one of the most important parts of the company. That is why we need tools that allow us to have fast, effective and adaptable communication.
The following video expresses some of the ideas summarised below:
Place yourself in any location
You don’t have to worry about the location, you don’t have a physical location. You can use it anywhere you have an internet connection
Be local to your customers, wherever you are. Virtual numbers allow your business to create an instant presence in any location.
You will save money
VoIP technology makes your business more efficient. Communication is much smoother, simpler and more accessible to everyone in the company.
Integrating a VoIP solution is a constant saving and apart from money, you will also save time. This will allow you to serve a larger number of customers and give them a better service. On the other hand, you can also better distribute the work of your employees.
Better organisation
Through the configuration panel, you will be able to have full control of the actions that take place within your company. This directory will keep your work well organised and your incoming calls will not go unanswered or forgotten.
It will give you a professional customer service
Hand in hand with the above, being able to organise yourself better can lead to more individual customer service. Through the organisation you can keep track of who is calling you, even if they are a regular customer, treat them more closely or remember their name.
Also, call management will be more agile and efficient, as you will be able to transfer calls to specific departments without wasting the customer’s time.
Ready to get started with VoIPstudio?
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Thousands of businesses across the world trust VoIPstudio for all of their most vital business communications. Why not be the next?
Thousands of businesses across the world trust VoIPstudio for all of their most vital business communications. Why not be the next?
