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The Best Virtual Business Phone Number Apps (Free & Paid Options)

By Naveed Ahmed | Reviewed by Syed Balkhi | August 14, 2024 | Reader Disclosure

As a seasoned business professional with over 15 years of experience, I’ve witnessed firsthand the evolution of communication technology and the impact it has on business success. In today’s digital age, having a professional phone number for your business is no longer optional – it’s essential. But who wants to be tied to a physical desk phone when the world is at your fingertips? That’s where virtual business phone number apps come in.

These apps offer a flexible and cost-effective way to establish a professional phone presence, whether you’re a solopreneur, a small business, or a large corporation. Imagine answering calls from anywhere in the world, forwarding calls to different team members, and even recording voice messages – all from your smartphone or computer.

In this comprehensive guide, I’ll delve into the world of virtual business phone numbers, exploring the benefits they offer, the key features to look for, and my top picks for the best virtual business phone number apps on the market. We’ll also cover free options, so you can find a solution that fits your budget. Get ready to discover how a virtual phone number can transform the way you communicate and level up your business game!

Why Choose a Virtual Business Phone Number App?

Before diving into specific apps, let’s understand why a virtual business phone number is a smart move for any business, big or small. Here are some compelling reasons:

Professional Image: A dedicated business phone number instantly gives your company a more professional and established feel, building trust with customers and partners.
Scalability: As your business grows, you can easily add more users, extensions, and features without the hassle of traditional phone systems.
Flexibility and Mobility: Access your business phone lines from any device with an internet connection, whether it’s your smartphone, laptop, or desk phone. Work from anywhere, anytime.
Cost Savings: Virtual phone numbers eliminate the need for expensive hardware, installation, and ongoing maintenance costs associated with traditional phone lines.
Enhanced Productivity: Features like call forwarding, auto-attendants, and voicemail transcription streamline your communication workflow, freeing up your time for more important tasks.
Seamless Integration: Many virtual phone apps integrate with popular CRM and productivity tools, allowing you to manage customer interactions more efficiently.

Features to Look For in Virtual Phone Number Apps

Now that we’ve established the benefits, let’s explore the features that make a virtual phone number app truly valuable for your business:

Multiple Phone Numbers: Choose from a wide selection of local, toll-free, and vanity numbers to suit your business needs and target audience.
Call Forwarding and Routing: Effortlessly forward calls to different phones, extensions, or even voicemail depending on your availability.
Auto Attendant: Create a professional greeting and routing system for your callers, ensuring they reach the right person or department.
Call Recording: Record calls for training purposes, quality assurance, or legal documentation. This feature is crucial for many industries.
Voicemail Transcription: Get your voicemails transcribed into text, saving you valuable time and allowing you to quickly review important messages.
Text Messaging: Communicate with customers and colleagues through text messaging, enhancing engagement and providing another communication channel.
Call Analytics: Track call volume, duration, missed calls, and other metrics to gain insights into your communication performance.
Conference Calling: Host conference calls with multiple participants, facilitating team meetings and client interactions.
Integration with Other Tools: Look for apps that integrate with your CRM, email marketing platform, and other business tools to streamline your workflow.
Mobile App: Ensure the app is available on both iOS and Android devices for maximum flexibility.
Customer Support: Choose a provider with reliable customer support to assist you with setup, troubleshooting, and any other inquiries.

7 Best Virtual Business Phone Number Apps (Free & Paid Options)

With these features in mind, let’s dive into my recommendations for the best virtual business phone number apps. I’ve categorized them by price point to help you find the right solution for your budget:

1. Nextiva: The Best Overall Virtual Phone System

Nextiva consistently ranks at the top of the virtual phone system market for good reason. Their platform boasts a robust set of features, exceptional reliability, and user-friendly interfaces. We use Nextiva at WPBeginner for our own business phone service, and I can personally attest to its quality and ease of use. Here’s why Nextiva stands out:

Comprehensive Feature Set: Call forwarding, auto-attendant, voicemail transcription, call recording, call analytics, conference calling, and integration with popular CRM and productivity tools – you name it, Nextiva has it.
Excellent Voice Quality: Nextiva delivers crystal-clear voice quality, ensuring smooth and professional communication with your clients and colleagues.
Mobile and Desktop Apps: Manage your phone system from anywhere with the Nextiva mobile and desktop apps, available on iOS and Android.
Affordable Pricing: Nextiva offers a wide range of plans to suit different business sizes and needs, making it an attractive option for startups and established companies alike.
Excellent Customer Support: Nextiva’s customer support is consistently rated highly, providing responsive and helpful assistance whenever you need it.

Pricing: Starting from $21 per user each month with our Nextiva coupon.

2. Zoom Phone: Great for Businesses of All Sizes

Zoom Phone is a powerful and versatile virtual phone system that seamlessly integrates with the popular Zoom video conferencing platform. If you already use Zoom for meetings, Zoom Phone is a natural extension that can streamline your communication workflow. Here’s why Zoom Phone is a strong contender:

Built-in Video Conferencing: Easily switch from a phone call to a video conference within the same platform, adding visual communication to your interactions.
Team Chat: Communicate with colleagues through instant messaging within the Zoom Phone platform, eliminating the need for separate messaging apps.
Robust Feature Set: Call forwarding, auto-attendant, call recording, voicemail transcription, call queuing, and a wide range of call management tools are included.
Easy Setup: Zoom Phone is incredibly easy to set up, allowing you to start making calls within minutes of signing up.
Affordable Pricing: Their plans are competitively priced, making Zoom Phone a budget-friendly option for businesses of all sizes.

Pricing: Starts from $10 per user per month for unlimited internal calling. For unlimited outbound calling, plans start at $15 per user per month.

3. Grasshopper: Ideal for Startups and Small Businesses

Grasshopper is a popular choice for startups and small businesses seeking an easy-to-use and affordable virtual phone system. Their focus on simplicity and user-friendliness makes it a great option for those new to virtual phone systems. Here’s what makes Grasshopper stand out:

User-Friendly Interface: Grasshopper’s interface is designed for ease of use, making it simple to set up and manage your phone system even if you’re not tech-savvy.
Mobile-First Approach: Grasshopper prioritizes mobile accessibility, allowing you to manage your phone system on your smartphone from anywhere.
Essential Features: Call forwarding, call transfer, voicemail, business texting, and automated greetings are included in all plans.
Affordable Pricing: Grasshopper offers a range of plans starting at just $14 per month, making it one of the most budget-friendly options available.
Great Customer Support: Grasshopper provides excellent customer support, offering assistance with setup, troubleshooting, and any other questions you may have.

Pricing: Starting from $14 per month for 1 number and 1 extension.

4. Ooma Office Phone: Affordable and Feature-Rich

Ooma Office Phone is a popular business VoIP phone provider that stands out for its affordability and robust feature set. They offer a wide range of plans, including those with free toll-free numbers, making it a great value for your investment. Here’s what makes Ooma Office Phone a compelling option:

Free Toll-Free Number: Most Ooma Office Phone plans include a free toll-free number, saving you the cost of purchasing one separately.
Advanced Features: Virtual receptionist, extension dialing, on-hold music, ring groups, call forwarding, and other business-grade features are included.
User-Friendly Mobile and Desktop Apps: Ooma’s apps are intuitive and easy to use, allowing you to manage your phone system from any device.
Easy Setup: Getting started with Ooma Office Phone is a breeze, taking just minutes to set up and start using your virtual phone numbers.
Competitive Pricing: Ooma Office Phone’s plans are competitively priced, offering a good balance of features and affordability.

Pricing: Their plan starts at $19.95 per month, which comes with a free toll-free number and 35+ business phone features.

5. Google Voice: The Best Free Option

If you’re on a tight budget and need a basic virtual phone number for personal use or a small business, Google Voice is an excellent free option. It’s easy to set up, offers free calling within the US and Canada, and integrates seamlessly with other Google services. Here’s what you need to know about Google Voice:

Free for Personal Use: Google Voice is completely free for individuals and solopreneurs, providing a virtual phone number and free calling to US and Canadian numbers.
Text Messaging: Send and receive text messages using your Google Voice number, adding another communication channel.
Easy Integration: Google Voice integrates seamlessly with other Google services like Gmail, Google Calendar, and Google Contacts.
Limited Business Features: The free Google Voice plan lacks advanced business features like auto-attendant, call recording, or voicemail transcription.
Paid Options: Google Voice offers paid plans starting at $10 per user/per month, providing additional features like call recording and auto-attendant.

Pricing: Free for personal use. Pro plans start from $10 per user/per month.

6. Phone.com: Affordable and Feature-Rich for Small Businesses

Phone.com is a solid choice for small businesses seeking an affordable and feature-rich virtual phone system. They offer a range of plans to suit different budgets, and their focus on customer service makes them a popular option. Here’s what makes Phone.com stand out:

Affordable Plans: Phone.com offers plans starting at $12.74 per month, making it a budget-friendly alternative to other providers.
Strong Mobile Apps: Phone.com provides user-friendly mobile apps for both iOS and Android, allowing you to manage your phone system from anywhere.
Feature-Rich: Call forwarding, call routing, virtual assistant, IVR menus, text messaging, online fax, and other features are included in their plans.
HIPAA Compliance: Phone.com offers HIPAA-compliant plans, making it a suitable option for businesses in the healthcare industry.
Competitive Call Rates: Phone.com offers competitive call rates to Canada, Puerto Rico, and some European countries, making it cost-effective for international communication.

Pricing: The Basic plan starts at $12.74 per month for 500 pooled minutes. Unlimited plans start from $18.69 / month per user.

7. Freshdesk Contact Center: Easy-to-Use for Small and Growing Businesses

Freshdesk Contact Center (formerly Freshcaller) is a popular choice for small and growing businesses looking for a straightforward virtual phone system. They offer flexible plans to fit various budgets, including a pay-per-minute option. Here’s what makes Freshdesk Contact Center a great option:

Flexible Plans: Choose from a range of plans, including a pay-per-minute option for businesses with unpredictable call volume.
International and Toll-Free Numbers: Get international numbers, toll-free numbers, or choose a vanity number to suit your business needs.
Essential Features: Call management tools, business hours, mobile apps, shared lines, call waiting, and SIP connections are included.
Local Number Masking: Mask your local number with a virtual number, enhancing privacy and professionalism.
Option to Use Existing Carrier: Some plans allow you to keep using your local carrier, providing flexibility for businesses with existing contracts.

Pricing: Pay Per Minute or $19 per agent per month.

What is the Best Virtual Phone Number App?

Choosing the best virtual phone number app ultimately depends on your specific needs and budget. However, based on my experience and industry insights, Nextiva consistently stands out as the top choice for businesses of all sizes.

Nextiva offers a comprehensive feature set, exceptional voice quality, user-friendly apps, and competitive pricing. Their customer support is also highly rated, ensuring you’re never left in the dark. If you’re looking for a top-notch virtual phone system, Nextiva is my go-to recommendation.

Zoom Phone is another excellent option, especially if you already use Zoom for video conferencing. Its integration with the Zoom platform makes it a streamlined solution for businesses that rely heavily on video communication.

For startups and small businesses with limited budgets, Grasshopper and Ooma Office Phone are both excellent choices. Grasshopper’s user-friendliness and affordable pricing make it a popular option for those new to virtual phone systems, while Ooma Office Phone offers a good balance of features and affordability.

For free users, Google Voice is a solid option for basic virtual phone numbers, but keep in mind that it lacks advanced business features. If you need a simple and free solution, Google Voice is a good starting point.

Phone.com and Freshdesk Contact Center are also worth considering, especially for their affordability and flexibility. Phone.com’s competitive call rates and HIPAA compliance make it a good choice for businesses in the healthcare industry, while Freshdesk Contact Center’s pay-per-minute option is a good fit for businesses with unpredictable call volume.

Ultimately, the best virtual phone number app for your business is the one that best meets your specific needs, budget, and communication style. Be sure to try out a few free trials and compare features before making a decision.

Conclusion

Adopting a virtual business phone number app is a smart move for any business seeking to establish a professional phone presence, enhance communication efficiency, and increase productivity. These apps offer a wide range of features, flexibility, and affordability, making them an essential tool for businesses of all sizes.

By carefully evaluating your business needs, budget, and communication preferences, you can choose the virtual phone number app that best suits your specific requirements. Don’t hesitate to explore free trials, compare features, and read reviews to find the perfect solution for your business.

FAQs

What is a virtual business phone number?

A virtual business phone number is a phone number that doesn’t rely on a physical phone line. It’s a software-based solution that allows you to receive and make calls using your smartphone, computer, or even a traditional desk phone, all with the same number. It’s like having a traditional phone line, but without the limitations and costs.

How do virtual phone numbers work?

Virtual phone numbers use Voice over Internet Protocol (VoIP) technology. VoIP allows you to make and receive calls over the internet instead of traditional phone lines. When you use a virtual phone number app, your calls are routed through the app’s servers, connecting you to the person you’re calling.

Can I use a virtual phone number on my personal phone?

Yes, you can use a virtual phone number app on your personal phone. Most virtual phone number apps offer mobile apps for both iOS and Android devices. You can receive business calls directly on your personal phone while keeping your personal calls separate.

Can I have multiple virtual phone numbers?

Yes, most virtual phone number apps allow you to have multiple phone numbers. This is useful if you need separate numbers for different departments, locations, or business lines.

Can I choose a vanity phone number?

Yes, many virtual phone number apps offer vanity numbers. Vanity numbers are memorable and easy to remember, which can be helpful for branding and marketing purposes.

Are virtual phone numbers secure?

Yes, virtual phone numbers can be very secure. Reputable virtual phone number providers use encryption and other security measures to protect your calls and data. It’s important to choose a provider with a strong security track record.

What are the benefits of using a virtual business phone number app?

The benefits of using a virtual business phone number app include: a professional image, scalability, flexibility, cost savings, enhanced productivity, and seamless integration with other tools.

What are the limitations of using a virtual business phone number app?

The limitations of using a virtual business phone number app include: the need for a reliable internet connection to make and receive calls, potential for call quality issues if your internet connection is unstable, and limited support for some traditional phone features.

How much do virtual phone number apps cost?

Virtual phone number apps offer a range of pricing plans. You can find free options like Google Voice, affordable plans starting at $14 per month, and more comprehensive plans starting at $21 per user per month. The best option for you will depend on your specific needs and budget.

What features should I look for in a virtual phone number app?

When choosing a virtual phone number app, look for features like: multiple phone numbers, call forwarding and routing, auto attendant, call recording, voicemail transcription, text messaging, call analytics, conference calling, integration with other tools, mobile apps, and customer support.

If you’re interested in learning more about tech news, feel free to visit my website: www.naveedahmed.me.

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