How to Get a Business Phone Number: A Step-by-Step Guide
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If you’ve just started a new business or plan to expand yours, one of the first steps you’ll take is to get a business phone number.
Those 10 digits help you close sales, talk to customers, and chat with your team. As you read on, you’ll discover everything about getting a business phone number, its types, and the top features for your small business.
But first, why even get a business phone number?
Business Phone Number Benefits
A dedicated business phone number offers several advantages for small business owners.
- Build a professional image – Maintain your brand’s trusted, professional appearance. You can provide a big business look without the complexity of one.
- Increase privacy – Using a business phone number keeps your personal phone number private and separate from work-related phone calls.
- Anticipate who’s calling – Answer the phone professionally instead of sending callers to your voicemail for incoming business calls. (“Hey, it’s Bob. You know what to do at the beep … [beep]”)
- Enhance work-life balance – Keep your personal and business communications separate. This ultimately helps you prevent burnout in your personal and professional lives.
- Improve brand recall – Some phone numbers are just easier to recognize. Look for repeating digits or numbers. A simple number is best if you advertise on TV, radio, or outdoor advertising.
- Customize your caller ID – Project a consistent brand when you place calls. Instead of just your name that appears (or Unknown Caller), you can have your business name appear instead.
Types of Business Phone Numbers
There are a handful of business phone numbers for different needs. Popular numbers include local, toll-free, vanity, and international numbers.
Local Area Phone Numbers
Local phone numbers are specific to a particular geographic location, making it easy for customers in the area to recognize and trust the number. These numbers help establish a local presence and may be more affordable than other options.
However, the drawback is that local numbers may not suit businesses targeting a nationwide audience. Also, people reject calls from unfamiliar locations, so choosing popular metropolitan areas for your business is wise.
Toll-Free Phone Numbers
Toll-free phone numbers allow customers to call your business without being charged. These numbers are an excellent option for companies aiming to build a trustworthy national brand.
Fact: Toll-free phone numbers start with 800, 833, 844, 855, 866, 877, and 888, per the FCC.
The downside is that they can be more expensive than local numbers and may be harder to secure due to their popularity. While the number could be free, you are charged a reverse toll per minute. Nextiva includes 1,500+ toll-free minutes per month with its business phone plans.
Vanity Phone Numbers
Vanity phone numbers might be the perfect solution for those looking to make a lasting impression on their customers. These personalized and easy-to-remember numbers allow businesses to stand out and strengthen their brand identity.
Examples: 1-877-KARS4KIDS, 1-877-CASH-NOW, 1-800-GOT-JUNK
A study by NumberBarn discovered that 85% of people remember a vanity number when mentioned in an ad. I bet you heard the jingle for these numbers playback in your head.
Virtual Phone Numbers
Virtual phone numbers operate entirely online, making them a flexible and cost-effective option for businesses of all sizes. They can be set up to forward calls to any device, providing increased mobility and accessibility for employees.
On the downside, virtual numbers will likely be reassigned to someone else if you don’t pay for them (like from a VoIP provider).
International Phone Numbers
International phone numbers allow your business to establish a presence in global markets by providing customers with a local number to call. This builds trust and credibility with international customers while saving them money on international long-distance calls.
The main drawback is the potential for higher costs associated with additional resources to manage international calls.
Signs You Need a Business Phone Number
Not sure if you need a business line? As a small business owner, here are nine signs you’re ready for a dedicated telephone number for your company:
- Send business calls to your mobile phone’s voicemail
- Worry about the purpose of an incoming call
- Missed calls when your free business phone number was reassigned
- Answer incoming customer calls unexpectedly
- Need more integrations than what Google Voice offers
- Unable to exchange text messages over your business landline
- Want to route calls to your business line to other team members
- No longer a solopreneur and now operate a small business
- Don’t want customers to know your personal cell phone
The good news is you don’t need a new phone number. Our guide to transferring your business number explains everything you should know about porting your number to a new provider.
To get a new phone number, follow the steps below.
How to Get a Business Phone Number (3 Steps)
Let’s break down how to get a phone number for your business in three simple steps:
- Choose a business phone number provider
- Purchase your telephone number for your company
- Assign your phone extension and set up optional features
1) Choose a Business Phone Provider
First and foremost, it’s crucial to find a phone service provider that understands the unique needs of small businesses. Look no further than Nextiva, the top business VoIP service provider since 2006, trusted by over 100,000 companies.
With Nextiva, you’ll receive a dedicated business phone number and reliable service powered by Voice over Internet Protocol (VoIP). In simpler terms, you can make calls using your internet connection!
Tip: When you sign up for a line of service with Nextiva, you’ll get a free local phone number. Plus, each account comes with a complimentary toll-free phone number as well.
2) Pick Your Phone Number
After choosing a provider, you can select a local area code, toll-free number, or a vanity phone number for your business. (We’ll describe these in detail below!)
A good place to start is to obtain a local phone number where your company operates. You can port your existing numbers to the new provider without interruption if you already have business phone numbers. If your small business is growing, purchasing multiple phone numbers with the same prefix is helpful.
Tip: If you’re already using a free business phone number from the likes of Google Voice or another service provider, you’re entitled to transfer the number to your new business phone system.
3) Assign Phone Extensions
With phone extensions, you can direct where incoming phone calls go. In most cases, phone extensions are for other users, such as employees — but not always.
For instance, a solopreneur could set up different departments like sales or support in their virtual phone system. This way, they’ll know the intent behind incoming calls and can serve them better.
Add or change extensions for different team members or departments when your business scales. This helps route incoming calls efficiently and ensures customers can quickly reach the right person or department.
Tip: Did you know that an individual phone number that can be dialed is known as a Direct Inward Dialing (DID) number? These DIDs are how people can call employees on their office phone lines.
Top Phone Features for Your Business
The best part of using a business phone service is the impressive number of features that come with it. Here are the top phone features Nextiva customers use for their businesses.
Call forwarding
Not in the office? No problem. Nextiva’s call forwarding makes it possible to receive your calls from the comfort of your home or cell phone.
Forward calls based on your business needs. Direct calls to any destination, including an extension, group, answering service, or simply a voicemail box. And do so automatically based on team availability, business hours, or holidays.
Custom greetings
Create your personalized greeting or ask Nextiva to set you up with a pre-recorded message. No need to hire additional voiceover talent — Nextiva has it.
A custom greeting on a VoIP phone system can enhance your business’s professional image, allowing you to establish a brand identity and provide essential information to callers before directing them to the appropriate department or individual.
Auto attendants
Let your customers choose an auto attendant who they want to speak to. This business phone system feature provides incoming callers with a menu of departments or instructions.
Businesses use auto attendants to level up their customer experience from when they call. And you can even connect them together, known as a multi-level auto attendant.
Desktop and mobile apps
One major feature is the free business phone app to use your business phone number. Your team can place calls from any location, offering unparalleled flexibility and mobility for your business.
NextivaONE provides a wealth of advanced business features, such as team messaging, text messages, and video calls, that can significantly improve your company’s efficiency and productivity. It’s free on iOS and Android — and you can also download its desktop app!
Business text messaging
Connect with customers and partners with the convenience of SMS text messaging. Send and receive messages and pictures to communicate what words can’t. Send a quick reminder to appointments, order updates, and answer customer questions in mere seconds.
Unlike traditional phone service, you can do more than phone calls with Nextiva. Communicate with customers on your terms rather than your technology’s. And you won’t need a separate third-party texting app to do it.
Video conferencing
In addition to your business phone number, you get access to a robust video conferencing platform. Your team can collaborate with HD video quality along with seamless screen sharing.
Not feeling video ready? No problem. Hop on a quick audio conference call with your team, partners, and customers.
Call recording
Did you know you can record phone calls with your business phone number? Call recording lets you track conversations, monitor customer interactions, and ensure compliance with industry regulations.
With Nextiva, you can trigger automatic call recording or let your team start and stop a recorded call based on demand, depending on the nature of your business and customer conversations. There’s no extra equipment to worry about since it’s included with your cloud phone system.
Free online faxing
Online faxing eliminates the need for a physical fax machine, reducing costs and saving space. Many industries still rely on faxing — but you don’t need a costly analog phone line to send and receive faxes.
Nextiva provides a free online faxing service, allowing businesses to send and receive faxes without hardware or special equipment. This perk saves local businesses at least $20 monthly.
Voicemail transcription
Voicemail transcription lets you receive voicemail messages in your email or SMS text message. This way, you can check messages without having to listen to them.
This feature saves time, improves efficiency, and better manages messages. In addition, Nextiva attaches the audio message so you can listen to them without dialing into a voicemail box.
Virtual business phone numbers
A virtual business number allows businesses to establish a local or toll-free presence without a physical phone line. These VoIP numbers can be routed to any existing phone line, providing flexibility and cost savings.
Virtual business phone numbers can be easily changed or reassigned, making them a practical solution for growing businesses or those with a remote workforce. Expanding your local business in a new area? Setting up local phone numbers takes just minutes with Nextiva.
Anonymous call rejection
Anonymous call rejection allows businesses to block incoming calls from unknown or hidden numbers. This reduces unwanted phone calls and potential scams, increasing productivity and providing a more secure communication environment.
Screening anonymous calls also ensures you can focus on legitimate customers and uphold your brand. Plus, you won’t get annoying telemarketers ringing your desk phone or mobile phone.
Business call routing
Call routing streamlines the handling of incoming calls by directing them to the appropriate department or individual based on predefined criteria. This ensures that calls are answered promptly and efficiently, improving customer satisfaction.
Advanced call routing options can also be set up depending on your VoIP provider to handle after-hours or high-call volume situations, ensuring no call goes unanswered. You can also ring multiple team members at once.
International dialing
International dialing functionality is essential to serve a global audience. You can place outbound calls to anyone worldwide, and you’ll just pay for nominal usage.
Business VoIP service provider Nextiva offers exceptionally low pricing for international calls, reducing calling costs to a fraction of traditional phone providers. You get unlimited calling between the United States and Canada included. But you can limit international calling if it doesn’t fit your business needs.
Get the Phone System That Works As Hard As You Do
Choosing the right phone service is as important as getting a business phone number. A reliable and feature-rich phone system can make all the difference in your workflow, keeping employees and customers happy.
We recommend you get both a local and a toll-free business phone number. Why? Use your local one for everyday sales and customer calls. And the toll-free phone number is what to add to your website and business cards. And when you scale, add phone extensions that share the same prefix.
Nextiva is the perfect VoIP phone system for startups, entrepreneurs, and businesses of all sizes, offering various benefits and features that cater to their unique needs.
Business Phone Number FAQs
Primarily, there are three types of business phone numbers: local numbers, toll-free numbers, and vanity numbers. Local numbers have a specific area code, toll-free numbers allow callers to reach you without incurring charges, and vanity numbers spell out a word or phrase related to your business.
The price for a business phone number depends on the type of number and the provider. Generally, local and toll-free numbers cost between $10 and $30 monthly, while vanity numbers cost around $50 or more. Additional features, services, and taxes, such as call recording or a virtual receptionist, increase the overall cost.
A local number has a specific area code. It’s associated with a particular geographic region, while a toll-free number allows callers to reach your business without incurring any charges.
Toll-free numbers are often associated with larger, established businesses and can help increase customer trust.
Setting up a virtual phone system involves choosing a provider, selecting a business phone number, and configuring your needed features. Popular providers include Nextiva, Grasshopper, and RingCentral.
According to GetVoIP, 61% of businesses have switched to a cloud-based phone system, making it an increasingly popular choice for solopreneurs, startups, and small businesses.
