In today’s fast running and remote-first business world, communication is everything. Virtual phone numbers have become essential for small businesses looking to scale without being tied to physical locations or traditional phone systems.
Whether you’re targeting international markets, supporting a remote team, or just want a more professional way to handle calls, a virtual number gives you flexibility, control, and cost-efficiency.
In this guide, we’ll break down what a virtual number is, why it matters for your business, how it works, benefits and also about the 9 best virtual phone number providers for small businesses in 2025—and why they stand out.
What is a Virtual Phone Number?
A virtual phone number is a telephone number that isn’t linked to a specific physical phone line or location. Instead, it operates over the internet (VoIP), allowing you to make and receive calls from anywhere—on any device.
These numbers can be:
- Local – tied to a specific city or region
- Toll-Free – allowing customers to call you without incurring charges
- Mobile or DID Numbers – offering more routing flexibility
They look just like regular numbers but are far more flexible behind the scenes.
Why Are Virtual Numbers Important for Small Businesses?
For small businesses, especially those on a budget or working remotely, virtual phone numbers can be a game-changer. Here’s why:
- Professional Presence: Instantly elevate your business credibility with a dedicated business number.
- Geographic Flexibility: Appear local to customers no matter where you’re actually located.
- Remote Team Support: Route calls to your team members, even if they’re spread across different locations.
- Cost-Efficient: Avoid investing in expensive hardware or traditional phone systems.
- Scalable: Add or remove numbers as your team grows—no long-term contracts required.
How Does a Virtual Phone Number Work?
Virtual numbers rely on Voice over IP (VoIP) technology to transmit calls over the internet instead of traditional landlines. Here’s how it works:
- Sign Up with a Provider – Choose your number (local, toll-free, etc.) and country/area code.
- Set Call Routing Rules – Decide how and where incoming calls should be forwarded (to a mobile, laptop, or team member).
- Manage Everything Online – Use a cloud-based dashboard to manage calls, voicemail, analytics, and integrations.
- Start Communicating – Make and receive calls just like you would with a regular phone number—only smarter.
Benefits of Virtual Numbers for Small Businesses
- Instant Activation – Get started in minutes with no complex setup.
- Global Reach – Connect with customers worldwide using local or toll-free numbers.
- Advanced Call Routing – Forward calls to any team member, device, or department based on time, location, or availability.
- Real-Time Analytics – Track call performance, duration, and caller location for smarter business decisions.
- CRM Integration – Link call activity directly with your sales or support tools for better customer tracking.
- Custom Number Options – Choose memorable or vanity numbers that reflect your brand.
Which Businesses Should Use Virtual Numbers?
Virtual numbers are ideal for:
Global Service Providers – Offer customer support across multiple countries.
Freelancers & Solopreneurs – Separate business and personal calls while maintaining professionalism.
Remote Teams – Keep everyone connected with one central number.
Startups & Small Businesses – Scale communications without investing in traditional infrastructure.
Here is the list of top 9 best virtual phone number providers for small businesses
1. CallAtlas
CallAtlas offers an intuitive platform designed to simplify business telephony. With instant number activation, advanced call routing, CRM integration, and real-time analytics, it’s a powerful option for growing teams and agencies. Whether you need a local presence in the US, UK, UAE, or Australia, CallAtlas has you covered.
Key Features:
- Virtual numbers in 40+ countries
- Instant activation
- DID, toll-free, and custom numbers
- Real-time call analytics
- Advanced call routing
- 24/7 support
Best for: Businesses needing local, toll-free, or DID numbers in 40+ countries
2. Grasshopper
Grasshopper makes it easy for solo founders and startups to create a professional phone system with voicemail, extensions, and texting—all managed from your smartphone.
Key Features:
- Virtual business numbers
- Mobile and desktop apps
- Custom greetings and call handling
Best for: Entrepreneurs and startups
3. Google Voice
Google Voice integrates seamlessly with Gmail, Google Calendar, and other Google apps. It’s a low-cost solution for US-based businesses and teams.
Key Features:
- Free and paid plans
- Integration with Google Workspace
- Voicemail transcription
Best for: Businesses already using Google Workspace
4. RingCentral
RingCentral offers an all-in-one cloud phone system for teams with high communication needs. Its platform includes video conferencing, SMS, and team messaging.
Key Features:
- HD voice and video
- Multi-device support
- Call management and reporting
Best for: Growing teams and call-heavy businesses
5. Nextiva
Nextiva combines voice, video, CRM, and helpdesk tools. It’s ideal for businesses looking to streamline customer communications and sales.
Key Features:
- Unified communication tools
- Built-in CRM
- Call tracking and analytics
Best for: Teams needing CRM and call analytics in one place
6. Phone.com
Phone.com is a flexible VoIP provider with competitive pricing and plenty of features for small businesses.
Key Features:
- Local, toll-free, and international numbers
- Call screening and voicemail
- API access
Best for: Customizable phone systems on a budget
7. OpenPhone
OpenPhone is tailored for teams working remotely or managing shared business numbers. It offers a modern interface and team-based messaging.
Key Features:
- Shared phone numbers
- Slack integration
- Team collaboration features
Best for: Startups needing collaborative inbox features
8. TollFreeForwarding
TollFreeForwarding provides virtual numbers in over 120 countries. It’s a good choice if you want to build an international presence quickly.
Key Features:
- International coverage
- Time-based call routing
- Voicemail to email
Best for: Businesses expanding globally
9. MightyCall
MightyCall is user-friendly and great for small businesses or freelancers. It supports toll-free and local numbers with basic VoIP features.
Key Features:
- Easy setup
- Visual call flow editor
- Web and mobile apps
Best for: Simple setup and ease of use
Conclusion
A virtual phone number is more than just a way to receive calls—it’s a smart communication solution for modern businesses. Whether you’re expanding to new markets, supporting remote work, or just trying to sound more professional, virtual numbers make it easier to connect and grow.
As 2025 continues to shape a mobile-first business landscape, having the right communication tools—like virtual phone numbers—can give you the edge you need to compete.
If you want global coverage, real-time tracking, and seamless CRM integration all in one place, CallAtlas is a strong choice to consider in 2025.
Frequently Asked Questions
A virtual phone number is a number that isn’t tied to a physical phone line. It works over the internet (VoIP), allowing businesses to make and receive calls from any device—mobile, desktop, or softphone—regardless of location.
Virtual numbers help small businesses appear professional, manage calls efficiently, and expand into new regions without setting up physical offices. They’re also cost-effective and perfect for remote or hybrid teams.
Yes. Most providers offer both local and toll-free virtual numbers. Local numbers help you build trust with regional customers, while toll-free numbers allow clients to reach you without paying for the call.
There’s typically no limit. You can purchase a single number or multiple numbers based on your business needs—like different numbers for departments, teams, or regions.
Yes. Reputable providers offer secure VoIP platforms with encryption, access control, and call logs to ensure safe and reliable business communication.
