How to Get a Business Phone Number (Everything You Need to Know)

A business phone number strengthens brand credibility, improves customer communication, increases trust, and keeps business and personal calls separate. Having a dedicated phone number for your business means establishing a professional presence, setting the stage for growth, and taking your business operations seriously.

In this guide, we’ll cover everything about how to get a business phone number, the different types available, the costs involved, key features and benefits, and the top providers to get the ideal phone number for your business needs.

What Is a Business Phone Number?

A business phone number is a dedicated communication line used exclusively for work purposes. It’s your company’s official point of contact and offers customers, clients, partners, and other stakeholders a reliable and consistent way to get in touch with your business.

Unlike a personal phone number, typically tied to an individual, a business phone number is an asset of the company itself. These specialized communication tools come in various types — local numbers, toll-free numbers, virtual phone numbers, and Voice over Internet Protocol (VoIP) solutions, each meeting specific business communication needs.

While a personal number might suffice for small startups, as your business grows, you’ll need business communication tools and a dedicated business number to drive efficient operations, a professional brand image, and effective customer communication.

Advanced call management capabilities, geographic flexibility, and the ability to separate personal and business calls make getting a business phone number worthwhile.

How to Get a Business Phone Number

Getting a business phone number involves the following four key steps:

Step 1. Consider your industry and budget

Understand your industry’s communication norms and your audience’s preferences to determine the most appropriate type of phone number and features. For example, a business that targets a local clientele might prefer a local business phone number, while a nationwide business might benefit more from a toll-free option.

Also, evaluate your budget. Narrow your provider options and choose a business phone system that offers the necessary features without having to spend too much on the bells and whistles you won’t use.

Step 2. Pick the right business phone number provider

The next practical step is to choose a business phone service provider. When choosing a provider, conduct a needs analysis and determine whether you need basic calling features or advanced features such as voicemail-to-text, call analytics, or CRM integrations.

Reliability and availability are also crucial. Look for a phone number provider with a strong track record of uninterrupted phone calls. Compare the features offered, focusing on the essentials like call forwarding, business voicemail, auto-attendant, and scalability.

At the same time, consider customer support and compare pricing structures and contract lengths to find a plan that fits your budget and needs. Exploring different business phone number providers helps find the best solution for your business.

Step 3. Select your phone number

After choosing a provider, purchase your business number. You have several options (more on these in the next section), each with distinct advantages:

• Local phone numbers for a community and local presence
• Toll-free numbers for nationwide reach and free phone calls for customers
• Memorable vanity numbers for branding
• Flexible VoIP phone or virtual numbers for operating over your internet connection
• International numbers for a global presence

Consider your target audience, brand goals (local, national, or international), and future expansion plans to pick the most suitable option. Many providers offer free local and toll-free numbers in their tariffs, so make sure to inquire about the different options.

Step 4. Set up your system

Finally, you’ll need to set up phone extensions and other optional features. Telephone extensions route phone calls to specific departments or employees, organize communications, and connect customers to the right person.

When setting up extensions, implement a logical numbering system, such as assigning the “200” numbers to Sales and the “300” numbers to Support to make identification easier. Use auto-attendants and automated greetings to direct callers to the appropriate extension.

You can also set up call forwarding rules, implement ring groups for multiple recipients, and voicemail-to-email for easy message management. Your business phone service should make it easy to add or change features and extensions as your business grows.

Types of Business Phone Numbers 

You need the right type of business number for effective communication and branding. Let’s go through the options and explain which ones cater to different needs.

Local phone numbers 

Local phone numbers are assigned to a specific geographical area and are easily recognizable to local customers. They build a local presence and are more affordable than other options. However, they may not work for companies targeting a national or international audience.

While some worry about unfamiliar area codes, your local area code doesn’t necessarily have to match your physical business address. This flexibility allows you to choose an area code that fits your target market, even if you operate from a different location. For example, a virtual advisor based in another state might use the New York City area code (212) to attract clients in that market.

The number one question that comes up is: Will I lose my existing number? No. At Nextiva, we will work with you to successfully transfer your existing phone number, no matter what it’s using. Cellular, virtual, VoIP, or landlines — we’ve got you covered. Plus, free porting service is included with every account.

Local phone numbers are best for: small businesses, local shops, restaurants, and service providers focusing on a specific geographic area

Toll-free phone numbers 

Toll-free phone numbers allow customers to call your business without incurring any fees. (Keep in mind, however, that many customers are more likely to answer calls from local numbers than from toll-free numbers.) They’re excellent for building a national brand and driving customer inquiries.

These business numbers begin with prefixes such as 800, 833, 844, 855, 866, 877, and 888 as determined by the FCC. While they improve accessibility, toll-free numbers are more expensive than local numbers because the company incurs per-minute charges (reverse toll). However, many business phone plans include a set number of toll-free minutes.

Toll-free numbers are best for: businesses with national or large regional customer bases, customer service hotlines, and those that want to project a professional and approachable image

Vanity phone numbers 

Vanity phone numbers work well for businesses looking for a memorable and impactful brand presence. These personalized numbers use letter combinations to spell company-related words and phrases (e.g. 1-800-FLOWERS, 1-800-GOT-JUNK). They improve recall in advertising, making them a powerful marketing tool.

Vanity numbers are best for: businesses that rely heavily on advertising and branding, companies with catchy slogans or names, and companies that want to stand out in a competitive market

Virtual phone numbers 

Virtual phone numbers or VoIP numbers operate over your internet connection using VoIP technology and are more flexible, cost-effective, and scalable than traditional landlines. They’re not tied to a physical location and route incoming calls to any device, increasing employee mobility.

Virtual phone service enables businesses to have a global presence without physical offices and include features such as call forwarding, voicemail-to-email, and auto attendants that can be accessed via softphones or Android & iOS mobile apps.

The downside is that virtual numbers may be reassigned if the service is discontinued. Some customers may also perceive companies without a physical presence as less established.

Virtual phone numbers are best for: startups, small businesses with remote teams, online businesses, and entrepreneurs who need flexibility and mobility

International phone numbers 

Companies operating or expanding in global markets benefit from international phone numbers. These business numbers give international customers a local number to call, providing confidence of a local presence and saving them international long-distance charges.

You can route incoming calls to your main office regardless of location. However, depending on the country, managing international calls can involve higher costs, language barriers, and regulatory challenges.

Research your target markets’ needs, consider time zone differences when setting up call routing and availability, and have staff or services available to handle calls in different languages to avoid some of the pitfalls.

International phone numbers are best for: companies with a large international customer base, businesses looking to expand into new markets, and multinational corporations

Direct Inward Dialing (DID) numbers

DID numbers provide a direct line to a specific individual or department within a company, bypassing the need for a receptionist or an automated attendant’s menu. A block of numbers is allocated, and each employee or department receives a unique DID.

These numbers improve efficiency, enhance professionalism, and increase productivity by allowing direct contact. While there might be a small cost per number, direct inward dialing saves on staffing or complex routing systems.

DID numbers are best for: businesses with multiple departments and many employees, businesses prioritizing customer service, and remote teams needing direct lines

Top Business Phone System Features

The best part of using a business phone service is the impressive number of features that come with it. Here are some of the most valuable features to look for:

• Auto-attendants (virtual receptionists): Essential for efficient call handling, providing a professional first impression, and routing calls effectively.
• Call forwarding: Ensures that business continuity by allowing calls to be redirected to any device, preventing missed opportunities.
• Business text messaging (SMS/MMS): A key communication channel for quick updates, reminders, and direct customer interaction.
• Desktop and mobile apps (softphones): Enable remote work, enhance mobility, and unify communication across devices, improving productivity.
• Automatic call recording: Essential for quality assurance, training, compliance, and dispute resolution.
• Voicemail transcription: Saves time and improves efficiency by providing text versions of voicemail messages and quick scanning and prioritization.
• Business call routing: Directs calls to the right person or department, improving customer satisfaction and call handling efficiency.
• Custom greetings: Project professionalism, reinforce branding, and set a positive tone for customer interactions.
• Virtual phone numbers (as a feature): Provide flexibility and help businesses establish a presence in multiple locations without physical offices.
• Video conferencing: Facilitates remote meetings, enhances collaboration, and reduces travel costs — quite important in a modern workplace.

Other advanced features such as online fax, international calling, and anonymous call rejection are valuable to certain businesses. But the features discussed above are the core features that offer the most far-reaching benefits across different industries and company sizes.

Benefits of Having a Business Phone Number  

Why use a business phone number instead of your personal one? A dedicated business number offers more than just convenience — it’s a foundational tool for growth, credibility, and efficient communication. Whether you’re a solo entrepreneur or scaling a small business, separating your business and personal communications is not just smart, it’s essential. Here’s why.

1. Professionalism that builds trust

Using a dedicated business number signals that your business is legitimate, established, and trustworthy. Customers, partners, and vendors are more likely to take you seriously when your contact information reflects a real business — not just a personal cell phone. It sets the tone for professional communication and builds immediate credibility.

Compared to using a personal number: A personal number can appear unprofessional, raise doubts about your legitimacy, and make customers hesitate to engage.

2. Privacy and protection for you

When you use your personal phone for business, you risk exposing your number on websites, social media, marketing materials, or public databases — leaving you vulnerable to spam calls, robocalls, and privacy breaches.

Having a business phone number means your personal number stays private, shielding your personal contact information. It gives you control over who can reach you and how, helping you maintain your privacy and reduce interruptions outside business hours.

Bonus: It also minimizes the risk of your number being scraped from public directories or falling into the hands of data brokers.

3. Work-life balance with clear boundaries

One of the biggest challenges for small business owners is unplugging from work. A business number helps establish clear working hours by allowing you to silence or auto-redirect business calls after hours — without affecting personal communications.

This boundary is vital for your mental health, focus, and long-term productivity.

4. Organized and efficient communication

Modern business phone systems go far beyond just making and receiving calls. They include tools that streamline how you handle customer inquiries, team coordination, and lead management.

Key features include:

• Call routing and management: Features like call forwarding, auto-attendants, and call queuing ensure efficient call handling and routing to the appropriate person or department.
• Caller ID and screening: Caller ID identifies incoming callers before answering, so you can prioritize important calls and block spam.
• Voicemail and transcription: Never miss a message plus you can conveniently read voice messages.

Compared to personal phones: A personal cell means you lose out on smart routing, team collaboration tools, and professional call handling that customers expect from a serious business.

5. Stronger branding and better marketing

A business phone number — especially a local number with a recognizable area code or a memorable vanity number — becomes part of your brand identity. It’s easier for customers to recall, reinforces your local presence, and can even improve response rates in marketing campaigns.

6. Actionable analytics and customer insights

Business phone systems often include dashboards that track metrics like:

• Call volume
• Response times
• Call duration
• Peak call hours

These call analytics can inform hiring decisions, customer service improvements, and campaign effectiveness — giving you a competitive edge.

Compared to personal phones: With a personal number, you’re blind to these insights and can’t measure how well your communication strategies are working.

7. Built to scale

As your business grows, so do your communication needs. Business phone systems make it easy to:

• Add lines or extensions for new team members
• Set up regional numbers for new locations
• Scale up support without losing quality or consistency

You won’t need to juggle multiple personal phones or lose control over customer interactions — everything stays centralized and professional.

📞 Business number vs. personal number comparison chart

Business Phone Number Best Practices

A well-planned phone strategy drives effective business communication. Consider these five best practices to maximize your business numbers’ value:

1. Optimize reach with diverse number options

Go beyond standard local numbers and diversify your portfolio. Incorporate vanity numbers for better branding, toll-free numbers for national or broader reach, and international numbers for global clients. Tailor your number choices to your target audience and marketing strategy. For example, for vanity numbers, choose relevant words or phrases that are easy to remember and align with your brand identity.

2. Use dedicated phone numbers

Use multiple business numbers to organize internal and external communication. Assign dedicated numbers to specific departments (sales, support, billing), teams, product lines, or marketing campaigns. Direct routing improves efficiency, reduces call transfers, and gives data on performance and customer inquiries for each area. You’ll have specialized greetings and call handling for each department.

3. Grow with scalable communication solutions

When choosing a business phone system provider, scalability should be a top priority. Choose a platform that can easily accommodate growing number of lines, features (e.g. call recording, analytics, CRM integrations), and communication channels (SMS, chat, video conferencing). This avoids future costly and disruptive migrations.

4. Implement intelligent call management

Not only have multiple numbers but also implement a robust call management system. Use features such as automated attendants (IVR), call routing rules, voicemail-to-email transcription, call queuing, and after business hours call handling to efficiently handle business calls, minimize missed calls, and provide a professional customer experience.

5. Gain customer insights via call analytics

Monitor and analyze call data to identify trends, optimize staffing levels, and enhance customer service. Track key metrics such as call volume, call duration, peak call times, call origin, and call outcomes. Use this data to inform business decisions, improve marketing campaigns, and enrich the customer experience.

How to Choose a Business Phone Number

Besides following the other best practices, an important aspect is to choose the right business number. Here’s how:

• Know your audience and reach: Determine your target market’s location. Local businesses should prioritize local numbers. Businesses with regional, national, or international reach should consider toll-free or international options, so customers can easily contact you without incurring extra costs.
• Match your business style: Consider how customers interact with your business. Customer support-heavy businesses benefit from toll-free numbers, while professional services might prefer local numbers for a personal touch. Also, think about your internal communication needs (multiple lines, departments).
• Use your number for marketing: Use your phone number as a marketing tool. Vanity numbers boost brand recall. Using different numbers for campaigns helps track their effectiveness and make data-driven marketing decisions.
• Prioritize essential features: Don’t just focus on the number itself. Ensure your phone system offers essential features like call routing, forwarding, voicemail-to-email, recording, analytics, and CRM integrations. Choose a scalable system that grows with your business.

Note: You can transfer or port your existing toll-free number or local numbers to many providers.

Top Business Phone Number Providers

Here’s a quick summary and an at a glance overview of the top business number providers.

Provider	Best For	Key Features	Pros	Cons
Nextiva	Businesses that need reliable VoIP numbers with customer experience-focused features	Video conferencing, auto-attendant, call routing, team messaging	High reliability and uptime, strong customer support	Some advanced features require higher-tier plans
Google Voice	Businesses using Google Workspace, solopreneurs, small teams	Voicemail transcription, call forwarding, number porting	Affordable, simple interface	Limited advanced features
RingCentral	Growing businesses and enterprises that need an advanced tool	VoIP, video conferencing, team messaging, faxing, call recording, analytics	High reliability, extensive integrations	More expensive, especially for smaller teams
Ooma Office	Small businesses and startups that need cost-effective, easy-to-use solutions	Virtual receptionist, extension dialing, mobile app, conference calling	Affordable, simple setup	Fewer integrations compared to larger providers
Grasshopper	Entrepreneurs, solopreneurs, small teams wanting a professional image	Vanity/toll-free numbers, call forwarding, custom greetings, voicemail transcription	Affordable, easy call handling	Limited collaboration tools and advanced features
Vonage Business	Growing businesses that need a scalable solution with flexible pricing	Team messaging, video conferencing, call recording, CRM integrations	User-friendly interface, customizable solutions	Lower-tier plans are not as feature-rich

1. Nextiva

All-in-one communication hub for growth-focused businesses

Nextiva is a leading cloud phone system known for its exceptional reliability and Amazing Service. The platform has a redundant network infrastructure, ensuring high uptime and call quality. It caters to businesses of all sizes, offers thoughtful calling features that optimize the customer experience , and is equipped with multiple productivity features.

Strengths:

• Customer support: Responsive and knowledgeable customer support team, available 24/7.
• Extensive features: You get everything from basic calling and voicemail to advanced video conferencing and analytics.
• Scalability: Nextiva’s plans easily scale to accommodate growing businesses.
• Unified customer experience management (UCXM): The all-in-one platform combines voice, video, chat, collaboration, and customer experience tools.

Pricing: The basic plans start around $20 per user per month (billed annually) and can go up to $60 per user per month for the most comprehensive plans and competitive pricing.

Who should use Nextiva: Small- to mid-sized businesses, customer-centric organizations, and companies experiencing rapid growth.

2. Google Voice

Simple and integrated option for individuals and small teams

Google Voice, when integrated with Google Workspace, offers a simple and cost-effective phone solution. It works well for businesses already invested in the Google ecosystem. It’s one of the best free business phone numbers.

Strengths:

• Workspace integrations: Works with Gmail, Calendar, Meet, and other Google apps.
• Free calling: Offers free calls between Google Voice numbers.
• Simplicity: Easy to set up and use, with an intuitive interface.
• Voicemail transcription: Provides automatic voice transcription for easy access to messages.

Pricing: Google Voice offers a free version for personal use. Business plans start at around $10 per user per month, offering more advanced features and support.

Who should use Google Voice: Solopreneurs needing a separate business number and businesses with very basic phone system needs and tight budgets.

3. RingCentral

Unified Communications solution for modern workplaces

RingCentral provides a user-friendly, feature-rich cloud communications platform that simplifies communication and collaboration for growing businesses and large enterprises.

Strengths:

• Integrations: Integrates with popular CRM, helpdesk, and productivity applications.
• Scalability: Scales to meet the needs of large and growing organizations.
• Reliability: Known for reliable service and high uptime.
• Global reach: Supports international calling and offers local numbers in multiple countries.

Pricing: RingCentral’s pricing starts at $20 per user per month (billed annually). Higher-tier plans offer more features and the pricing is more competitive for larger teams.

Who should use RingCentral: Businesses with remote or distributed teams and those needing video conferencing functionality.

4. Ooma Office

Simple and affordable VoIP Solution for micro-businesses

Ooma Office is a simple, affordable solution for small businesses and startups looking for a professional phone system. Easy setup, powerful features, and low monthly costs make it a smart choice.

Strengths:

• Affordability: Get budget-friendly plans with unlimited calling in the US and Canada.
• Essential features: Get basic calling capabilities with a virtual receptionist, extension dialing, and conference calling.
• Mobile app: Make and receive calls from your mobile devices using your business number.

Pricing: Ooma Office’s pricing ranges from $19.95 to $29.95 per user per month (Essentials to Pro Plus). It offers many add-ons like additional business phone numbers and text messaging.

Who should use Ooma office: Micro-businesses and businesses with limited IT resources that need a straightforward and affordable VoIP solution.

5. Grasshopper

Mobile-first phone system for small teams

Grasshopper offers a virtual phone service to manage your business calls from anywhere, using your existing devices. Features like virtual receptionists, multiple extensions, and voicemail transcription give you a professional image without a physical office.

Strengths:

• Professional image: Vanity and toll-free numbers, custom greetings, and professional voicemail.
• Call management: Call forwarding, routing, and handling capabilities.
• Easy to use: Simple setup and user-friendly interface.
• Affordability: Cost-effective solution for adding a professional touch to a business.

Pricing: Grasshopper pricing starts at $14 per user per month and varies depending on the number of phone lines and extensions needed.

Who should use Grasshopper: Solopreneurs, freelancers, mobile professionals, and small businesses that operate remotely.

6. Vonage Business

Budget-friendly VoIP phone number service

Vonage Business provides essential business phone features without the hefty price tag. It offers a simple and intuitive platform with features like call forwarding, voicemail-to-email, and smartphone apps, making it easy for small businesses and startups to establish a professional phone presence on a budget.

Strengths:

• Flexibility: Provides customizable solutions to meet specific business needs.
• Feature-rich: Includes unlimited calling, SMS, team messaging, video conferencing, and CRM integrations.
• Reliability: Known for its reliable service and high uptime.

Pricing: Vonage Business plans start from $13.99 per user per month, with discounts for annual contracts.

Who should use Vonage: Small businesses, startups, entrepreneurs, and businesses with basic communication needs and budget constraints.

Signs You’re Ready for a Business Phone Number

Not sure you need a business line? Here are nine signs you’re ready for a dedicated telephone number for your company:

1. Send business calls to your mobile phone’s voicemail
2. Worry about the purpose of an incoming phone call
3. Missed calls when your free business number was reassigned
4. Answer incoming customer calls unexpectedly
5. Need more integrations than what Google Voice (and other free telephone number services) offer
6. Unable to exchange text messages over your business landline
7. Want to route incoming calls to your business line to other team members
8. No longer a solopreneur and now operate a small business
9. Don’t want customers to know your personal cell phone

The good news is you don’t need to change your small business phone number. Our guide to transferring your business number explains everything you should know about porting your number to a new provider.

Nextiva: Get the Phone System That Works As Hard As You Do

Choosing the right phone service is as important as getting a business number. A reliable and feature-rich phone system can make all the difference in your workflow, keeping employees and customers happy and getting you a business number that works.

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. 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.

From advanced call routing and auto-attendant to mobile app integration and HD call quality, Nextiva connects your team and keeps it productive, no matter where they are. With 24/7 customer support and a user-friendly platform, your communication needs are covered and in trusted hands.

Business Phone Number FAQs