How To Get a Virtual Phone Number For Your Small Business

Businesses everywhere embrace the benefits of implementing a digital small business phone system.

One advantage of modern communications solutions is utilising virtual phone numbers.

These numbers empower users to make and receive calls from any internet-connected device, allowing businesses to operate more efficiently and flexibly.

In this article, we take a look at what exactly is involved in getting a virtual phone number for your small business. You might be surprised at how simple it is!

What Is a Virtual Phone Number?

A virtual phone number works just like a regular phone number but it lives in the cloud, so it isn’t tied to a landline.

These numbers are configured so that users can make and receive calls on any internet-connected device, including through a softphone on a laptop, a mobile app, or with a VoIP phone.

When you sign up for a VoIP small business phone system, you will be able to assign and manage virtual phone numbers for your team from the system dashboard. Typically, it takes just a few minutes to set up.

There are plenty of benefits of having a virtual phone number, including:

• Cost savings on long-distance calls
• Enabling you to establish a local business presence and expand your business globally
• Flexibility to handle calls from anywhere in the world
• Access to advanced calling features such as call recording and voicemail to email

How To Get a Virtual Phone Number in 5 Steps

Getting a virtual phone number is easy and can be done in just five easy steps: choosing your VoIP provider, picking your virtual phone number type, choosing a new number or port, setting up call handling and finally, downloading the app. 

Step 1: Choose a Cloud Telephony (VoIP) Provider

Compare providers on price, call quality, UK coverage, support and the features you actually need. Check for contract lengths and exit fees before you commit.

Step 2: Pick Your Number Type

Decide whether you need a geographic number (e.g. 020 for London), a non-geographic 03 number, or a freephone number. Each one affects how customers perceive your business.

Step 3: Choose a New Number or Port Your Existing One

You can take a brand-new number or transfer the number you already use, so customers never notice a change. Porting usually takes a few days, so start before you need it.

Step 4: Set up Your Call Handling

Add your business hours, greeting, call divert, voicemail-to-email and call flows so calls reach the right person or device.

Step 5: Download the App and Make a Test Call

Install the mobile or desktop app, then call your new number from another phone to check audio quality and routing.

Types of Virtual Phone Numbers

There are a range of different virtual phone numbers and all with a specific use, from a landline-style number to a local number to give your business a larger presence:

Geographic (landline-style) Numbers

These show a local area code (e.g. 0161 Manchester, 0121 Birmingham). They build local trust and suit businesses serving a specific area.

Non-geographic 03 Numbers

These are UK-wide and cost the same as calling a geographic number. They suit businesses that want a national presence without a local identity.

Freephone (0800/0808) numbers

Callers pay nothing. They suit sales lines and customer service, but the business pays the inbound call costs.

Mobile-style (07) numbers

These suit sole traders who want a separate business line on their own phone.

How Much Does a Virtual Phone Number Cost in the UK?

Typical cost breakdown

• Monthly plan or number rental
• One-off setup or porting fee (if any)
• Call charges (inclusive minutes vs pay-as-you-go)
• Optional extras (call recording, AI receptionist, extra users)

Virtual Phone Number vs Landline vs Mobile Number