What Is a VoIP Number?

What is a VoIP number?

A VoIP number is a dedicated phone number assigned to a user or customer. Unlike a traditional phone number, it’s not tied to a physical line. If you’re placing a call with a VoIP number, your recipients won’t know the call isn’t coming from a landline.

Many VoIP providers offer additional features along with their VoIP business phone numbers, including voicemail services and text messaging.

Some VoIP services are co-branded as cloud phone systems. In these setups, the provider owns or manages the hardware that powers the service.

As hybrid work remains dominant — with Gallup reporting that 51 percent of remote-capable employees are hybrid and 29 percent are fully remote — businesses increasingly rely on VoIP services to maintain seamless communication. With a VoIP system, an employer can assign a number to each remote team member, even if they work in multiple states or on several continents.

How does a VoIP number work?

VoIP calls run over an active broadband internet connection, unlike regular phone numbers, which rely on copper wire infrastructure managed by local phone companies. Each traditional phone number corresponds to a specific physical line in the area.

VoIP numbers eliminate the need for phone companies to link them to local infrastructure. A VoIP system converts analog audio signals into digital data packets and transmits them over the internet.

What are the different options for making VoIP calls?

You can make VoIP calls in three main ways:

1. Analog telephone adapter (ATA)

One option is to use an ATA, which connects a conventional phone to your computer or directly to your internet connection.

The adapter converts your phone’s analog audio into digital data that’s sent over the internet using standard VoIP protocols: Session Initiation Protocol (SIP) to set up the call and Real-time Transport Protocol (RTP) to carry the voice signal.

2. IP phone

Alternatively, you can invest in an IP phone, which looks like a standard desk phone with a handset, cord and cradle.

The key difference is that these devices include Ethernet ports for direct internet connectivity, eliminating the need for traditional phone lines.

IP phones connect directly to your router and come with built-in hardware and software to handle VoIP calls out of the box. These devices plug right into most cloud PBX or VoIP systems, so businesses can handle routing, voicemail and analytics without extra hardware.

3. Special software

The most cost-effective and accessible way to use VoIP calling is through specialized software or mobile apps. This method requires downloading a softphone application on your computer, smartphone or tablet. You’ll also need a stable broadband connection with internet speeds of at least 100 kilobits per second (Kbps) for both upload and download to maintain standard call quality (though high-definition voice typically needs about 90 Kbps per concurrent call).

For growing businesses that need multi-line phone systems, you can connect your VoIP provider to cloud-based call center software or a hosted PBX system. Along with business calling, you’ll also gain access to features like call routing, voicemail management and video conferencing.

How do you get a VoIP number?

To get a VoIP number, start by choosing a VoIP provider. You may already use a business phone system that offers VoIP service, or your company might be exploring cloud-based communications for the first time.

In either case, follow these steps:

1. Sign up. Choose a provider and select a plan that fits your business needs. Plans typically range from $10 to $60 per user per month, depending on how many lines you need, the included features such as video conferencing and call analytics, and whether you require international calling. Businesses with 10 or more users may qualify for volume discounts of 10 to 25 percent.
2. Choose a number. Many VoIP providers let you pick a local, toll-free or international number, or even port over your existing business line.
3. Set up your account. Most providers let you activate new lines and configure system features from an online dashboard, either in your browser or through a mobile app. You can route calls to another handset or number, enable voicemail or create an auto-attendant (the automated menu that lets callers press a number to reach a department).
4. Test your setup. A VoIP number requires a stable internet connection with consistent bandwidth. It’s important to run test calls during peak business hours to check for clarity and latency. For best results, keep latency under 150 milliseconds and packet loss below 1 percent. If call quality is strong, enable HD audio for clearer sound.

What are the benefits of using a VoIP number?

Here are some of the top benefits of using VoIP numbers:

• Low costs: VoIP can be highly cost-effective because it runs over the internet instead of traditional phone lines. In fact, Nextiva reports that businesses can save up to 60 percent on telecommunications costs by switching to VoIP. Eliminating maintenance costs for physical infrastructure can also save companies thousands of dollars each year.
• Accessibility and flexibility: VoIP’s accessibility and flexibility make it a valuable tool for growing businesses. Whether employees are in the office or working abroad, they can use the same number to make and receive calls as long as they have a stable internet connection.
• Superior quality: When it comes to VoIP vs. landlines, VoIP wins in the audio quality category. Many providers offer HD voice using wideband audio codecs that transmit twice the frequency range of traditional calls, creating clearer, more natural-sounding conversations.
• Scalability: VoIP technology scales easily as your business grows. You can add new users or lines through your provider’s dashboard instead of investing in expensive hardware or dedicated lines.
• Efficiency with mobile apps: Many VoIP services let users switch between communication methods — like calling, texting and video conferencing — without leaving the app. This convenience keeps productivity high and ensures employees can stay connected wherever they work.

What to consider before getting a VoIP number

When you choose a VoIP number, you’re also choosing a VoIP provider to rent the number from. This can be a major decision for your business, especially if you’re migrating from a traditional phone system to a cloud-based PBX.

When evaluating providers, consider the following:

• Your business needs: Assess your current communication requirements and your goals for implementing VoIP. Review your call volume patterns and identify which communication channels you need — voice, video, SMS or social media integrations. Also, determine which features matter most, such as call forwarding, auto-attendants and call analytics, and confirm that the system integrates with your CRM and other business tools.
• Scalability: Think about the medium term. Make sure your provider’s system can scale easily to support new users, lines and features as your company grows.
• Cost considerations: Like cell phone plans, VoIP providers typically offer several pricing tiers with different features. Some charge extra for premium functionality. To reduce monthly costs, avoid paying for features your team won’t use.
• Employee opinions: Get input from the employees who will use the system most. For example, your call center staff can share insights about daily challenges and whether the timing is right to switch systems.
• Technical infrastructure: A VoIP system only works as well as your internet connection. Make sure your network is fast and steady — at least 100 Kbps per active call for standard audio or around 500 Kbps if you want HD voice. Check that your latency stays under 150 milliseconds and packet loss is below 1 percent to avoid choppy sound. It also helps to turn on Quality of Service (QoS) settings so your network gives priority to voice traffic.

By weighing each of these factors before you decide, you’ll be better equipped to choose the right VoIP number and provider for both your current and future communication needs.

Best business phone systems with VoIP numbers

All of the best business phone system providers give their customers access to a variety of VoIP numbers to fit different needs. Below is a quick overview of the VoIP options available from some of the country’s leading providers. 

Dialpad

Every Dialpad plan includes a local business number and AI-powered features such as real-time transcription and call summaries. Additional local numbers cost from $5 per number per month, and international or toll-free numbers start at $15 per number per month. The entry-level plan begins at $15 per user per month (when billed annually), and the next tier is priced at $25 per user per month, offering more advanced tools and integrations. Fax lines and other add-ons are available, but their pricing varies.

Read our full Dialpad review to explore the platform’s complete feature set.

Ooma Office

Ooma Office’s Essentials plan starts at $19.95 per user per month and includes one toll-free number with 500 inbound minutes, plus unlimited calling within the U.S., Canada, Mexico and Puerto Rico. The platform offers more than 50 business features, including a virtual receptionist, mobile and desktop apps, and integrations with some of the best CRM software systems. You can port your existing numbers for free and scale easily as your team grows.

Read our full Ooma Office review to see if it’s the right fit for your business.

8×8

8×8 offers virtual phone numbers in more than 120 countries, making it a strong choice for international businesses. Pricing is available by custom quote only, so you’ll need to contact the company to discuss your specific needs. The platform supports local and toll-free numbers and offers number porting across many countries. 8×8’s business communication plans combine unified communications and contact-center tools, including omnichannel routing and workforce-management capabilities.

Read our full 8×8 review for a closer look at its features and functionality.

RingEx

RingEX (formerly RingCentral MVP) offers a Core plan starting at $20 per user per month (when billed annually), which includes a business number and unlimited calling in the U.S. and Canada. Add-ons like international toll-free numbers begin at $14.99 per user per month, U.S. toll-free numbers from $4.99 per month, and additional international numbers from $5.99 per user per month. Vanity numbers require a one-time setup fee of $30 plus a monthly charge. Higher-tier plans and add-ons bring in AI-powered meeting insights and advanced analytics.

Read our full RingEx review for a complete look at this popular service.

Zoom

Zoom Phone offers competitive pricing starting at $10 per user per month for metered outbound calling with 3,000 included minutes and a U.S. or Canadian number. The $15 plan adds unlimited domestic calling, while the Global Select plan costs $20 per user per month and includes a direct dial-in number in one of 48 countries with free domestic calling within that country. Additional local or toll-free numbers in North America start at $5 per month. The platform integrates seamlessly with Zoom Meetings and Zoom Webinar.

Read our in-depth review of Zoom and find out what more you can do with the platform.

Nextiva

Nextiva’s Essential plan starts at $15 per user per month (billed annually) and includes a local number with unlimited calling in the U.S. and Canada. Toll-free numbers and minutes are available as add-ons. The platform combines voice, video, messaging and customer experience tools in one unified solution, with advanced features like conversation analytics and customer journey mapping available on higher-tier plans such as Engage and Power Suite CX.

Read our full Nextiva review to learn more about the platform’s business features and capabilities.

GoTo Connect

GoTo Connect offers three plans — Phone System, Connect CX and Contact Center — with custom pricing available by quote only. Interested businesses can contact sales or request a demo for details. All plans include unlimited local, toll-free and vanity numbers, plus 1,000 shared toll-free minutes per month. The platform is ideal for growing companies, with volume discounts typically available for 10 or more users, and it integrates seamlessly with GoTo Meeting and GoTo Webinar.

Read our full GoTo Connect review to learn more about the platform’s strengths and weaknesses.

Vonage

Vonage’s Mobile plan starts at $19.99 per line per month and includes unlimited domestic calling and SMS in the U.S. and Canada. Its Premium plan is priced at $29.99 per line per month and adds desk-phone support, team messaging, video conferencing and more. Toll-free and vanity numbers, advanced call-handling tools and AI-enhanced features are available as add-ons. The platform features more than 40 unified-communications tools and integrates with popular CRMs and productivity apps.

Read our full Vonage review to decide whether this might be the right VoIP provider for your company.