5 minute read |

What is a VoIP number and how is it used?

VoIP phone service background

You may have heard the term VoIP but may not have fully realized the full potential behind the technology. Those four letters represent a technology that has drastically changed the way businesses and consumers make phone calls.

In this post we will try to explain what is a VoIP number in a simple way, how it works, its benefits and how it differs from other traditional phone numbers.

What is a VoIP number?

Traditionally, voice calls require a landline and hard phones tied to a specific location, thus, creating a specific area code. VoIP technology makes it possible to get voice phone service from any location using an Internet connection and common devices like a smartphone or tablet. These virtual calls can also be made using laptops, desktop computers and even landlines (using an appropriate converter).

Voice Over Internet Protocol (VoIP) refers to the technology used to make phone calls through a standard Internet connection. In other words, we are no longer dependent on traditional terrestrial connections.

The final component required for voice calling over the Internet is a virtual phone number, also known as a VoIP number. A VoIP number is simply a conventional telephone number but is assigned to a user, not to a specific telephone line.

Virtual telephone numbers look and work the same as any other number. It is a string of digits that can be entered on the dial pad to connect a call. There is no learning curve or technical knowledge required to use a VoIP number, making the software accessible to all.  

The use of VoIP in small and medium-sized businesses has even more advantages, as this technology allows the implementation of PBX functions in the cloud at a very affordable cost.

How is a VoIP number used?

To make a phone call using this technology, all that is needed is a suitable Internet connection and a device capable of making Internet calls.

To get started with VoIP, companies simply need to get a VoIP number and install the software on their devices. When they are ready to make a call, they would use the software to make the VoIP call as if making any other call. Also, they could use a special VoIP phone that looks like a traditional landline phone.

Setting up a VoIP number is quite straight. You can see an example from VoIPstudio in this video:

While a conventional calling service needs specific routing for your calls, with VoIP numbers you simply need to use a broadband connection.

Difference between VoIP numbers and regular phone numbers

While there are some similarities between regular numbers and virtual numbers, there are some key differences worth noting.

Area codes

Perhaps the most important difference is that the area code has no actual relevance to VoIP phone systems. Virtual phone numbers work independently of location, and there isn’t much of a difference between local, national or international numbers. With voice calling over the Internet, users can choose a phone number with any area code.

Multiple devices

Landline numbers (also known as hard phone lines) are typically tied to a specific device like a home phone, office phone or any other landline instrument. 

VoIP numbers can be attached to multiple devices which makes it possible to use them in unique ways. Accordingly, users can make a voice call from a hard phone, their smartphone or computer using the same number. 

Such a system allows for great flexibility for users, especially in a business context. A VoIP phone number is more suited to how we work and live in today’s world. 

The advantages of a VoIP number

The way landline numbers are used hasn’t changed much over the last several decades. People make calls, send and receive voicemail and maybe use a few extra features like caller ID. A VoIP number, however, has many advantages for users and for companies, as they are designed through their software to make the processes easier.

Having the right usability will save the consumer a lot of time in their actions. Some advantages are listed below:

1. Great flexibility

This is one of the biggest advantages of a VoIP number. Since we have many devices on which to use it, it will offer us a mobility and usability unthinkable with other fixed devices.

Businesses looking for an enterprise-class phone system will find that the many features offered by VoIP service fully meet their needs. Virtual phone systems offer features such as conferencing, instant messaging, music on hold, ACD queues and a host of others at an affordable cost. Additionally, because VoIP is location independent, businesses can take advantage of virtual calling to establish a local presence without the need for a physical location.

In addition, with VoIP you can easily add new numbers in a matter of minutes and use them for personalized campaigns only for as long as you need.

2. Low initial investment

The great thing about Internet calling is that it supports a wide variety of devices. As a result, companies can begin using the technology without a significant upfront investment in equipment. They can simply use any of the following devices they may already own:

  • Laptop
  • Desktop computer
  • Tablet
  • Smartphone
  • A landline telephone (hard phone)

3. Enterprise-class phone service features

VoIP phone service allows businesses of all sizes to take advantage of enterprise-class VoIP phone features at an affordable cost. These are some of the most common features:

  • ACD Queues – Directs inbound traffic to the appropriate queues by creating customized ACD queues.
  • Conferencing – Making conference calls using VoIP is as simple as creating any number of virtual conference rooms. In addition, each conference call supports an unlimited number of participants.
  • Instant Messaging – Virtual phone service providers support free instant messaging between devices.
  • Music on Hold – Create a better customer experience by customizing musical interludes for their hold time.
  • Call Recording – Record and store company phone calls for future reference.

4. Make voice calls using any device

VoIP number devicesVoIP phone numbers operate on networks that rely on IP technology – the same networks that are used to deliver Internet access.

VoIP numbers can be used to make voice calls from a range of devices such as an IP desk phone, analog landline instrument (with a converter) or an app on a smartphone or tablet. The experience is consistent across all devices, and the person on the other end of the line sees the same number on their caller ID.

5. Incoming calls can ring to multiple devices

Most VoIP phone systems include a feature wherein incoming calls can ring multiple devices simultaneously or one after the other depending on how the service is configured. 

The feature may have different names on different services but is commonly referred to as ‘multi-device ring’ and ‘find me follow me’ respectively. 

Thus, any person can be reached through a phone call even if the caller has no idea where they are or which device they might be calling from.  

Businesses can significantly improve customer service by making sure calls are answered regardless of where employees may be located. With traditional phone lines, callers would end up in voicemail if they couldn’t reach someone. With virtual numbers, voicemail becomes the last resort as the user will be reached sooner or later.  

6. Virtual numbers are location independent

Traditional phone lines require companies to use a local area code. VoIP phone numbers, however, are not tied to a specific location. Thus, users can choose a phone number with any area code. As a result, businesses can establish a local presence by adopting a local area code. 

7. Number mobility

Transferring phone service to a new location is hassle-free with a virtual phone number. There is no need to change phone numbers or suffer through moving a hard phone number to a new address.   

Is it difficult to switch to a VoIP number?

Sometimes you must make tough decisions. Upgrading to a new technology or switching suppliers are good examples. These decisions need a lot of planning and preparation. Switching over to VoIP doesn’t have to be a tough decision. After all, the new technology offers many benefits at a fraction of the cost of older systems.

One of the most common queries is – what happens to all my numbers? If a person decides to change their phone number, they must update all their friends and contacts. You must change it on every website and with every business you’ve ever worked with.

Now imagine a business having to go through the same thing. Your phone number is visible everywhere – from your advertising to the company letterhead. Your customers are familiar with it and many have even memorized it. It is the first point of contact between your business and the world. So, what happens if you change to VoIP? Can you take your number with you or not?

VoIP number portability

VoIP is set to become the dominant communication platform for the future. Therefore, it’s not surprising that VoIP service providers are subject to number portability rules. If a user cancels service, the provider has to port out their number. A vendor cannot refuse the request even if the user has an outstanding balance or other fees on their account.

Porting can get more complicated for business organizations. You might have a separate agreement with the carrier for early termination fees and other charges. Even under those circumstances, the service provider cannot hold your number hostage. They are still required to approve your porting request.

VoIP numbers offer portability, meaning they can go with the user no matter where they move. The number can be used through a standard Internet connection regardless of the location.

This level of portability is especially beneficial to businesses not wanting to lose loyal customers who are used to dialing the old number.

There will be no need to update marketing materials, the company website or other communication to reflect new numbers. The old number will continue to function as usual.

What can a VoIP service do for you?

Companies’ communication needs are becoming increasingly demanding and require more powerful functionalities to satisfy their customers.

Apart from the customers, communication between the company members is also one of the most critical parts of the company. That is why we need tools that allow 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.


VoIP numbers brings a wealth of enterprise-class features to businesses of all sizes. There is no need for a significant upfront investment to get started. Companies can get started with virtual calling using their Internet connection and existing equipment.

Learn more about how you can get started with VoIP for your business and take advantage of a 30-day free trial.

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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?

Start a free 30 day trial now, no credit card details are needed!